User Manual For the Econvenor
Contents
1. NDMC Page 4 of 12 National Disaster Management Centre 3 Search facility This is elaborated in the subsections below 341 The Search Page The search facility is designed to assist the user to search for the previous minutes and other related documents for the prescribed event s Search Mesting Minutes Search Document i m Category DRA Minutes x Rani anit ad og lech ot ly Reset searen Figure 4 Search Meeting Minutes Page 3 2 The Category fields 3 2 1 NDMAF minutes The category NDMAF minutes when selected will return all the previous minutes for the NDMAF events only Category NDMAE Minutes Y Figure 5 Category NDMAF 3 2 2 PDMAF minutes The category PDMAF minutes when selected will return all the previous minutes for the PDMAF events only Category Figure 6 Category PDMAF 3 2 3 Search button A user has option to enter the name of the document in the search document field and click the Search button to return the document in search for Search Document L Search Figure 7 Search Button eConvenor NDMC Page 5 of 12 National Disaster Management Centre 4 Menu The menu on the top of the screen is used to navigate through the eConvenor Hover the mouse over a menu title and the sub menus options will be displayed Figure 8 Menu 41 Events NDMAF events Hover the Mouse over the Events Menu it expands to display two additional menu i2. do so Figure 17 Exporting to Outlook email 4 2 Events PDMAF events The similar procedures for creating NDMAF events should be followed for creating PDMAF events eConvenor NDMC Page 11 of 12 National Disaster Management Centre Annexure A Abbreviations SANDMC South African National Disaster Management Centre CMS Content Management System NDMC National Disaster Management Centre NDMAF National Disaster Management Advisory Forum PDMAF Provincial Disaster Management Advisory Forum eConvenor NDMC Page 12 of 12
3. National Disaster Management Centre User Manual For the Econvenor Revision 11 0 Author NDMC Effective Date eConvenor NDMC Page 1 of 12 Introduction 1 Register 2 Login 2 1 How to access the system 2 2 Login Page s 2 3 eConvenor Homepage 3 Search facil 3 1 The Search Page 3 2__The Category fields 3 2 1 3 2 2 3 2 3 4 Menu 4 1 Events NDMAF events 4 1 7 4 2 Events PDMAF events Annexure A Abbreviations National Disaster Management Centre NDMAF minutes PDMAF minutes Search button Creating an event meeting Opening an Event Meeting RSVP an Event Meeting Delegate somebody to attend on your behalf List of Attendees s View Enrolments Export to Outlook bbban a hihina n ahb w w N Screen DispLavs Introduction The eConvenor System is an internet based Content Management System CMS It is used to create meetings and centralize minutes for the advisory forum meetings eConvenor NDMC Page 2 of 12 National Disaster Management Centre 1 Register cooperative governance ee Figure 1 User Registration Page All the users are required to register themselves on the system On the landing page there is a menu Register which a user can click to register and fill in the required fields and confirm their password After completing to fill the required fields click the Re
4. gister link to affirm the registration A registered user will have to consult the Administrator for the NDMAF PDMAF meetings for the granting of access rights 2 Login 2 14 How to access the system The system is accessible from the NDMC site http events ndmc gov za and then follow the link to eConvenor under Internal Links This is a security driven system Only the correct username and password will grant you access Depending on your credentials you will only access the appropriate information If you have forgotten your password dick on the Forgot Password link to have your password emailed to you If you experience any challenges with regard to the system email events ndmc gov za Convenor NDMC Page 3 of 12 National Disaster Management Centre 2 2 Login Page a Eee cl Oe tombe Figure 2 Login Page 2 3 eConvenor Homepage Only a valid username and password will allow you access You have an option of remembering your username and password to allow subsequent visits to the application without re entering your details The Home Page Displays the current user who s logged in profile other user s whom have logged in lately and also displays the events that the user is due to attend and have RSVP to attend To logout of the eConvenor application a logout button is located on top right of the web page SHEER Re Mid angre Figure 3 Home Page eConvenor
5. k Here To Attend this Meeting confirm by clicking Ok in the dialog box Test NDMAF Meeting Click to view agenda rt ate Time Wednesday June 25 2914 End Date Time Wedhesday une 25 2014 Facurriog Meeting One tme mestng Ingorianee gh Priory ator Nowa Leeson Togra baldings 87 kamitan Desatpton Teang Mending Users Display Name ary oh 2 vmod by Alphy On Tuesday Sune 17 2014 Figure 13 RSVP an event meeting 4 1 4 Delegate somebody to attend on your behalf To nominate somebody to attend a meeting on your behalf click the link Nominate a representative to attend on your behalf If the name of the person you want nominate does not appear on the drop down list Click the Add new representative to add a new person on the list View the figure 15 below Test NDMAF Meeting Click to view agenda is J rowe Befoce mesting ters Start Date Time Wednesday Jane 25 2014 End DatefT ime Wednesday ine 25 2014 Racurring Meeting one time meeting porian Y tigh Priory Category NoMa Locations agta buldings 87 Harmiton Devcon Tesna standing sers Display Home ay oh z Ovmed by Alphy On Tuesday June 17 2014 Figure 14 Delegating a representative eConvenor NDMC Page 9 of 12 National Disaster Management Centre z EEEE 5 Jomnae rats Paste Sabi Corca wednofay une 25 2044 Ywecnetay dune 2 2014 Fecurng Meern T Importance 1 ha
6. on Prony o tovar Ex Cost bulking 27 Hanon Desert Teana jeg Un Figure 15 Delegating a representative continues Enter all the required fields for the new representative who you will like to represent your for said meeting and click the Submit button to confirm the submission Add New Reprasantatve information Below and click on Submit Twe First Name Last Name Institution Telephone Cellphone Enel Submit Cancel Figure 16 Delegating a representative continues 4 1 5 List of Attendees On your opened event the list of attendees will appear at the bottom of the page tending Users Display tame Oty j Ahy 1 Tat 1 ove hy Aiphy On Tuesday une 17 2014 Figure 17 Listing Attendees 4 1 6 View Enrolments To view your enrolment s click on the icon to list all of the meetings you RSVP d as well as the events or meetings you are due to attend End Meeting 6 25 2014 ISS PM TespMeEeate 100080 1 5 29 2014 12 00AM 5 29 2014 11 59 PM HOME mertr A nouso 1 s 2n 20i4 12 00am 3 20 2014 11 59 PM 3 oouso aoouso 5 15 2014 9 00AM 5 15 2014 3 30 PM wi ooo uso 10 00 USO 49 25 2008 12 30 AM a nouso 1 0 0050 A 1 Figure 17 Listing Enrolments eConvenor NDMC Page 10 of 12 National Disaster Management Centre 4 1 7 Export to Outlook To export the event meeting to your Outlook click an the link Export and click on the open and save to your Outlook when asked to
7. tems namely NDMAF events and PDMAF events Click on NDMAF events to view the List of events Figure 9 You can open an event by clicking on the event name Mestng tart Mecting End mmie jaama enzima Tet 2 Meetings ate ezasizota P A i Test NOMAF Westing Figure 9 NDMAF events view page The NDMAF events page displays the available events a user is enrolled to attend To display more information you will need to dick on the even title name Title to open an event and view details of the event See Figure 10 Mesmngstar meemgend mmie niana envios L Test 2 econ at ezasizota P A i Test NOMAF Westing Figure 10 Clicking to open a detailed event 4 1 1 Creating an event meeting Please note that only Meeting Administrators will be given the rights to create and edit events To create an event a user should dick on the plus sign next to the two calendar icons Clicking the plus sign open the Meeting Settings page which a user will use to populate in creating the desired event eConvenor NDMC Page 6 of 12 National Disaster Management Centre Meeting Settings Tee TT All Day Meeting B Ose omne CN Eeee 54 End Date Time aian Ee Dopey End Det ieee oa aae Anon ods eres tegone m g Sii a 3 TA Ge omc Tarator la a e e 2 TET A gt So aoo css o e oF prere 00 a88 28 Figure 11 Creating an event A user start filling the follo
8. ues Make use of the guidelines provided to formulate and edit the email subject and email message 3 Tick the checkbox Allow RSVP if you the users to RSVP to the event meeting sent 4 A user can enter the number of expected attendees Max Attendees and the currently Attending field will be automatically filled when the Attendees RSVP on the system 5 Make use of the drop down list to select the Attending Role for the types of Attendees to attend the event meeting 6 Finally click the Update link to save and confirm the meeting or Cancel to cancel To display more information you will need to click on the even title name Title to open an event and view details of the event See Figure 10 Below is the example of the event meeting that is opened Test NDMAF Meeting Glick to view agenda 2 aamndnestautsna Mestre e cheusi dro o eo viena 53 You are attending and approved for this meeting Start atime Wednasday June 25 2016 Erd Date Time Wedresdey June 25 2014 Recurnng Meeting one sme mesang Importance 1 High Priory Category NOMA tocaten Gogia bulsings 87 Hamilton Desebton Testing Esport to Outlook Calendar Boot MA petrn Edt X pelete Figure 12 Opening an event meeting eConvenor NDMC Page 8 of 12 National Disaster Management Centre 4 1 3 RSVP an Event Meeting To RSVP to a an event meeting a user needs to click on the link Clic
9. wing fields 1 Title for the name of the event 2 Tick the checkbox All Day Meeting if the meeting is to take the whole day else leave unchecked 3 Make use of the calendars to select the date start amp end for the day of the meeting 4 Tick the checkbox Display End Date to display the end date 5 Make use of the drop box to select the Importance of the event 6 Click Browse to navigate to the agenda document on PC to upload 7 Select the required category NDMAF PDMAF for event 8 Select Location where the event will be held 9 In the Rich Text editor provided enter the brief description for the meeting Y Send Reminder a Time Before Masing E k 4 Emai From Eesmaa 42 Ema subject sane tvekd o NOTADA EEN erete NTE eesel Emai Message i e re yuonmemieensenaanoruoneemioseen etsanie fs NOTALLDAYEVENT erentserel ats MOTALLDAYEVENT LLDAYEVENT event enckdete P RULDANEVENT lt br gt ever cosa ao 19 Alov RSVP a Kinanda o curently amending n X Attendance Lit on Beta view T t Attending Role romar elect None for AN Registered 7 botate eanet Bacony aaner etna Figure 12 Creating an event Continues eConvenor NDMC Page 7 of 12 National Disaster Management Centre Reminder Settings 1 Tick the checkbox Send Reminder if you want attendees to receive meeting reminders 2 Make use of the settings Time Before Meeting to update val
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