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User Manual - CS My Meeting

1. View Report Search committee Technical Meeting Filters Please select your filter criteria s Action Status Taken on time D Meeting please select D Chairperson please select gt Date Range Action from Deadline to Keyword Individual Implementors No Meeting Projectitem Decision Implementors amp Status 1 Mesyuarat TechMeet Bil 1 IFP Incentive Facilitation Program report IFP Administrator Tahun 2010 Start date 03 05 2010 Letter for extension for IFP is with Tn Hj Rosli for approval To Complete End date 30 07 2010 be removed from SKT 2009 Action date 01 07 2010 Action Deadline 28 02 2011 See details 2 Mesyuarat TechMeet Bil 1 IFP Incentive Facilitation Program report IFP haji Tahun 2010 Start date 03 05 2010 Letter for extension for IFP is with Tn Hj Rosli for approval To Complete End date 30 07 2010 be removed from SKT 2009 Action date 01 07 2010 Action Deadline 28 02 2011 See details 7 Group Implementors No Meeting Projectitem Decision Implementors amp Status 1 Mesyuarat TechMeet Bil 1 Start date 03 05 2010 Incentive Facilitation Program report IFP Pengarah Action date 01 07 2010 Tahun 2010 End date 30 07 2010 Letter for extension for IFP is with Tn Hj Rosli for approval To Complete be removed from SKT 2009 See details Action Deadline 28 02 2011 Illustration 9 7 Doing a search on status updates After the search is done the search result is also
2. Illustration 9 14 Viewing history for a status update 9 3 3 Leave comments MyMeeting allows the Members to have an online discussion via the commenting feature It is possible to leave comments on any meeting decisions or status updates This encourages tranparency and reduce the overhead on papers and phone bills Comments for this meeting 1 Can the meeting be postponed Administrator on 05 07 2010 12 41 pm Leave a comment xciii Illustration 9 15 Comment box for a meeting Comments for a meeting The people involved in any meeting are able to leave comments on any meetings Comments for meetings can be enquiry on change of meeting date enquiry on change of venue enquiry on supporting documents etc Comments on meeting can be seen on the meeting details page itself as illustrated Add your comments in Leave a comment section Click on Save List of comments is displayed under the same section automatically sorted by date latest on top For each comment it will also display the author name and the date when the comment is made MyMeeting will send an email to all who are involved in the meeting to notify them Comments for a decision Comments for this decision i i i kk d Ever comment made wil be emailed to On meeting details page click on Updated No update to get to SE EACH aa any decision page Add your comments under section labeled Comments fo
3. A x 7 2 Pengarah Me WI 2 Q 3 lala P CH X Cancel i Members No Ve E Name Email Job Tite Division Role 5 Actions i IL Pn Tan tan o my Pen pengarah member Tt P CH ch Hj haji haji o my Pen pengarah member Tt La P X 3 Administrator a o my admin 4 P X Illustration 5 6 Resetting password Click OK to reset password and unlock the member account in the same time Password for haji has been reset and emailed message will be flashed after this And the member will receive a notification email Unlock the account Click the Edit icon on the adjacent member and it will prompted to a Edit Committee Member screen Uncheck the locked field in the bottom And click the Save button to unlock the member account without resetting the member password 5 2 2 Manage groups Members of a committee can be conveniently categorised into groups Groups might represent where the users are from ie users from different departments are put into their own groups might represent the ranks of the users ie directors are one group lowly 36 Aa A8 PU MyMeeting 3 0 User Manual lifeless peons are another might represent the different functions of the users coders might be one group graphic artist might be one group musicians might be one group and might even represent separation of the users male female by race by religion and other forms of discrimination The group in MyMee
4. Decision all of the decisions Decision Assigned all of the decisions which be assigned to the current user Decision Accepted all of the decisions which be accepted by the secretariat Item all of the items projects gt Item Involve all of the items projects which the current user had take part gt Userstatus all of the user statuses Userstatus Own all of the user statuses which belongs to the current user gt Groupstatus all of the group statuses gt Groupstatus Own all of the group statuses which belongs to the group the curent user joined 45 Mampu MyMeeting 3 0 User Manual As an example if a user has been granted the permission to View the Attendance model but not Create or Edit or Delete it then that user will only be able to view the Attendance available in that committee but would not be able to do any other thing like edit delete or add new Attendance 5 5 1 Add new role Click the Add new role link to add new role These added role will just exist in this committee only Add Role page will be displayed By default 2 roles with their permissions will be created upon installation admin Secretariat and members for Members Input the name and click the Save 5 5 2 Update permission Add Role Please fill in the field and select tasks for the role Name Save Cancel Illustration 5 13 Add role page
5. Modify jon scheme detail Click Save button to save the record a list of schemes will be displayed if it has been saved successfully 3 6 2 3 Delete job schemes Click Delete icon on the adjacent job schemes to delete the job scheme System will prompt a delete confirmation message if you accept then the selected title will be deleted Otherwise the operation is canceled a screen showing list of job schemes will be displayed Add Job Scheme Manage Grades Job Schemes Other tasks No Scheme Actions You have access to these Shb 2 Q H 2 ja 3 L Add mitt Global settings 3 B E The page at http localhost says A x amp Are you sure you want to delete 1 5 DG u To dos Lp 6 JE f X Cancel i ele M ag Roles 8 G 79 9 3 Tit Grades 10 J P X 11 KB 2 I amp Minute format Logs gi 2 Q 13 IKX B Statistics 14 L 73 Illustration 3 21 Deleting a job scheme 21 Aa APU MyMeeting 3 0 User Manual 3 7 Manage system wide todo s system wide Todo is used as the default Todo checklist for every new committee in the system This system wide todo will be copied to the committee s todo after creating a new committee Examples of a system wide todo checklist are gt Book the meeting room Prepare the projector The System wide Todo list can be accessed from the Todos icon listed under Other Tasks from the committees main screen or
6. Meeting meeting_ num content to repeat content to repeat Decision description In Comment comment YoLink decision slogan Send for Approval Aname Meeting meeting num YoLink meeting slogan MyMeeting 3 0 User Manual Link to the minutes page in the MyMeeting Name of the user who is the Chairperson of the meeting Agency s slogan Name of the email recipient Meeting number of the meeting of the minute Link to the minutes page in the MyMeeting system Name of the Secretariat who announce the minute s availability Agency s slogan Name of the email recipient Name of the user who made the comment Meeting number of the meeting of the minute Content inside this will be repeated for every comment Description of the decision item the comment was made Comment that was made to the decision item Link to the minutes page in the MyMeeting system Agency s slogan Name of the email recipient Meeting number of the meeting of the minute Link to the meeting minutes page in the MyMeeting Agency s slogan 5 5 Manage committee s permission Role Add new role Please select your fitter criterias L please select v Permissions Filters Illustration 5 12 Permission page MyMeeting has default permission setting upon installation if you want to change modify them then refer to this chapter Committee permission explains the access controls in MyMeeting
7. Admin systemtodos index systemtodos index ISystemtodosController beforeFilter 2 2010 06 30 16 10 11 13 Admin systemtodos edit systemtodos edit 1 SystemtodosController beforeFilter 2 2010 06 30 16 10 10 14 Admin systemtodos edit systemtodos edit 1 ISystemtodosController beforeFilter 2 2010 06 30 16 10 03 15 Admin systemtodas index systemtodos index SystemtodosController beforeFilter 2 2010 06 30 16 09 51 16 Admin users haschangedpassword users haschangedpassword UsersController beforeFilter 2 2010 06 30 16 09 49 17 Admin systemtodos index systemtodos index ISystemtodosController beforeFilter 2 2010 06 30 16 09 49 18 Admin systemtodas index systemtodos index SystemtodosController beforeFilter 2 lastvisitedpage systemtodos index 2010 06 30 16 09 49 19 Admin systemtodos index systemtodos index SystemtodosController beforeFilter 2 Redirecting to haschangedpassword from systemtodos index 2010 06 30 16 09 49 20 Admin users haschangedpassword users haschangedpassword UsersController haschangedpassword 2 LOGGED IN 2010 06 30 16 09 49 21 Admin users haschangedpassword users haschangedpassword UsersController haschangedpassword 2 User has changed password Session haschanged Y 2010 06 30 16 09 49 22 Admin systemtodos index systemtodos index ISystemtodosController beforeFilter 2 2010 06 30 16 09 49 23 Admin systemtodos edit systemtodos edit 1 ISystemtodosController beforeFilter 2 2010 0
8. Illustration 4 11 Keyword search highlighted 29 MaMPU 4 5 Profile MyMeeting 3 0 User Manual Any user regardless of their assigned roles is able to manage his her own profile He she can update and change account password too To update profile Click a link labeled with current logged in user s name You will be prompted with edit profile screen Change Password Edit Profile Username Title Name Post Section Division Job scheme Grade Email Cc Email Address Telephone Fax Changes here will take effect after you login next time Edit Profile admin please select f Administrator MER a o my Illustration 4 12 Updating profile Fields v Title Your title eg Dato Dr Pn etc v Name Your full name v Post Your job title v Section Division Your section or division v Job scheme Your job scheme eg A C F etc v Protocol Your grade eg 29 41 etc v Email Your email address v Address Your office address v Telephone Your office phone number v Fax Your fax number v Mobile Your mobile number Modify your personal details Click Save button to save the record system will be redirected back to My Committee screen if it has been saved successfully 30 Aa PA PU MyMeeting 3 0 User Manual To Change Password On Edit Profile screen click on Change
9. Maklumat lama adalah seperti berik ut Tarikh amp mas a lama OldMeeting meeting date Tempat lama 0ldMeeting venue Maklumat mes yua at terkini adalah s eperti berik ut B Z U ta ele Fomat hg Font family Font dze HTML ASSALAMUALAIKUM DAN SALAM SEJAHTERA name JEMPUTAN KE MESYUARAT DIBATAL KAN Dengan s egala hormatny a merujuk perkara di atas zj 2 Adalah ini dimaklumkan bahawa tuan puan tidak perlu menghadiri mes yuarat 0ldMeeting meeting_title s eperti berikut Tarikh amp masa OldMeeting meeting date Tempat OldMeeting v enue Ola an Invite Date 2010 06 30 Save Cancel Illustration 6 6 Editing multiple message templates There are few tokens standard of writing you need to follow in order to produce a correct desired output These are listed as follows do not change the tokens when editing the content Fields v name will be replaced by invitees full name after receiving the email 56 MAMPU MyMeeting 3 0 User Manual v Meeting meeting title to print the meeting title v Meeting meeting date to print the meeting date and time v Meeting venue to print the venue of the meeting v OldMeeting meeting_title to print the previous meeting title v OldMeeting meeting date to print the previous meeting date and time v OldMeeting venue to print the previous venue of the meeting v Link meeting to print link to meeting detail pag
10. Click on the link to key in your status for the decision Click on Add new lt name of implementor gt user status The following page will be displayed Fields v Description The descriptions of your status v Action Date When is the action been taken v Additional files Supporting documents for this status Type in the details and click Save to save Note All the implementors of that decision will receive an email upon submission of the status Add User Status Status update will send a notification email to the secretariat Description Complete Action Date 2010 07 05 Additional Files Browse skt tahunan odt 0 KB C Private Delete Save Cancel Illustration 9 12 Adding new individual status Group status If an action is assigned to a group of people then one of the members in that group will be required to take action on the group status Those in charged will be able to see a link stated Add new lt name of implementor gt group status Click on the link to key in your status for the decision As in individual status you can also access to this page from the calendar view Clicking on the meeting will redirect you to the list of decisions page To update status on any action taken click on Updated No Update of the decision you wish to update Click on Add new lt name of implementor gt group status The following page will be disp
11. E ere e e e ee LL LL LL LL LL LL LL LL LL LL LL LL LL LL e e e e e rm LL rm e e e e e e e e rm e e rm HK rm Add decisions Ask for status updates secretariat amp Glve reply to comments Chairperson Members Distribute minutes Secretariat Secretariat l Secretariat discussion Confirm attendance amp Read agenda amp documents Members Members Confirm attendance g Read agenda amp documents Chairperson Chairperson Give status upates Upload supporting documents if any Members y W Check and accept status updates Draft minutes 2 Approve minutes Chairperson Secretariat Illustration 2 5 Workflow in MyMeeting Aa APU MyMeeting 3 0 User Manual In MyMeeting Members are also Implementors if they are assigned to take action on any decision Each decisions has a deadline that the Implementors have to pay attention to Only Implementors are able to update the status in MyMeeting The rest of the Members can only view Permissions It is important to understand that MyMeeting user has a predefined set of permission i e tasks that they can actually do The permission depend on the way responsibilities are delegated according to the types of users in the system For example the whole MyMeeting system may have only one Super Administrator In which case a Super Administrator account is created during the installation process by default Super Admini
12. Ei WNNANNNA 000000006 3 5 1 Add titles On the committees main listing screen click on Titles icon listed under Other Tasks system will prompt Titles page Titles page can also be reached by clicking on the icon displayed at the right side of the system Illustration 3 13 List of default titles Click on Add new title link system will prompt to add title page 17 Aa MPU MyMeeting 3 0 User Manual Add Title Add Title Title Save Cancel Illustration 3 14 Adding a new title Fields v Short Name Short name of the title ex YB v Long Name Long name of the title ex Yang Berusaha Fill in the titles detail and click Save button to save the record a screen showing list of titles will be displayed if it has been saved successfully 3 5 2 Edit titles Click Edit icon on the adjacent titles to edit the title detail Modify title detail Click Save button to save the record a list of titles will be displayed if it has been saved successfully 10 3 3 Delete Titles Click Delete icon on the adjacent titles to delete the title System will prompt a delete confirmation message if you accept then the selected title will be deleted Otherwise the operation is canceled a screen showing list of titles will be displayed Add Titles J Titles Other tasks Filters You have access to these Please select your filter criteria
13. Save button to save the record a list of roles will be displayed if it has been saved successfully 3 4 3 Delete roles Click Delete icon on the adjacent roles to delete the role System will prompt a delete confirmation message if you accept then the selected role will be deleted Otherwise the operation is canceled a screen showing list of roles will be displayed 16 Al AMA DU MyMeeting 3 0 User Manual Add new role Please select your filter criteria s Name Search Cancel No of records 3 No 1 admin 2 member 3 chairperson Roles Other tasks Filters You have access to these The page at http localhost says x Add committee Global settings Y Are you sure you want to delete no 3 T Ef SE Users To dos X cancel i e Messages Roles 73 Titles Grades Minute format Logs j Statistics 3 5 Manage titles Illustration 3 12 Deleting a role Example of titles in MyMeeting system is Pn En Dr and etc These titles are also known as gelaran All the titles added will be listed as selection when adding users and this will ensure that all the data entered in the system are correct Add Titles Please select your filter criteria s Filters Title Search Cancel No of records 8 No 1 Y Bhg Tan Sri 2 Y Bhg Datuk 3 Y Bhg Dato 4 Y Brs Dr 5 Hj 6 En fe Pn 8 Short Name Actio 5
14. d d d d d Facilitation Program report IFP Letter for extension for IFP is with Tn Hj Rosli for approval To be removed e Progmmmpot GPP im fro m SKT 2009 Hj Roslifor approval To be removed from SKT 2009 on 01 07 2010 3 39 pm Action By Administrator haji Pengarah Due 28 02 2011 Send Comment to Secretariat Prepared by Administrator Approved by Pn Tan Appendix A Present 1 Pn Tan CHAIRPERSON Pen pengarah 2 Hj haji Pen pengarah 3 Administrator SECRETARIAT Illustration 10 6 Minutes draft for approval for the second time XCVIII 11 Appendix 11 1 MyMeeting license MyMeeting is released under GNU Public License GPL version 2 The detail of the license statement is as below Copyright c 2008 2010 Government of Malaysia All rights reserved This License applies to any program or other work which contains a notice placed by the copyright holder saying it may be distributed under the terms of this General Public License The Program below refers to any such program or work and a work based on the Program means either the Program or any derivative work under copyright law that is to say a work containing the Program or a portion of it either verbatim or with modifications and or translated into another language Hereinafter translation is included without limitation in the term modification Each licensee is addressed as you Activities other than copying d
15. link to add a new todo for the committee 38 Aa MPU MyMeeting 3 0 User Manual Add To do Name Priority Immediate v User Tan v Save Cancel Illustration 5 10 Add committee todo Fields v Name The name description of the todo v Priority The importance level of the todo v User Person in charged to do the task Click Save button to save the record a screen showing list of committee s todos will be displayed if it has been saved successfully 5 3 2 Edit committee todo Click Edit icon next to the todo from the Todos listing page Click Save button to save the record a list of committee s todos will be displayed if it has been saved successfully 5 3 3 Delete committee todo Click Delete icon on todos page to delete a todo System will prompt a delete confirmation message if you accept then the selected committee s todo will be deleted from the committee Otherwise the operation is canceled a screen showing list of committee todos will be displayed Deleting a todo here will not affect the previous meeting s todo list Add new To do for TechMeet Committee s To do s Filters Please select your filter criteria s Name e D Wise A x Priority please select EI The page at http localhost says Are you sure you want to delete this item Search Cancel No of records 3 No Task X cancel
16. to update the permission 5 6 Manage announcements Announcements added will be displayed upon clicking on a committee displayed on the calendar page Announcement includes any news or notices which are meant to be publicly visible to all the Members in a committee 5 6 1 Add Announcement On the My Committees screen click on Announcement icon You will be prompted to Announcements screen Click on Add new announcement link and the system will redirect you to the add announcement page Fields 48 Gd APU MyMeeting 3 0 User Manual v Description The content of the announcement that would be displayed on the committee main page Announcements Add Announcement Description BE Z U M ih i Il i e Paragraph s Font family Font size HTM Save Cancel Illustration 5 16 Add new announcement Click Save button to save the record a screen displaying list of announcements will be displayed if it has been saved successfully 5 6 2 Edit announcement Click Edit icon on the adjacent announcement to edit the announcement detail Modify the content Click Save button to save the record a list of updated announcements will be displayed if it has been saved successfully 5 6 3 View announcement Newly added announcements will be displayed on the calendar page of the committee on top of the committee s calendar Announcements 1 Tuan Pua
17. will not attend but will send a representative on behalf please give your excuse amp your representative below Excuse Representative Save Cancel Illustration 9 2 Attendance confirmation page Members can confirm their attendance before a meeting through MyMeeting system When emailed invitation is received a link directing the user to a confirmation page will be provided Once logged in users members will have options to confirm attendance or state reason for not attending If the meeting allows them to send representatives on behalf they can nominate someone to the meeting too XXXIV 9 2 During meeting During an ongoing meeting Members amp Chairperson both can view the previous discussion minutes can do searching of decisions taken comments and their status Besides all the files uploaded to the meetings decisions and statuses can also be viewed and downloaded Upon logging in the system you will be prompted a page with all the committees you are involved in By clicking on the committee you will be able to see a calendar displaying all the previous and upcoming meetings as seen in the illustration below Your upcoming meetings Youre currently viewing month Jud 2010 lt prev next Monda Tuesday Wednesda Thursday Frida Saturda Sunda 1 2 3 4 GE aa e 4 Tahun 2010 4 07 Export iCal pm Bilik Mesyuarati Important Alerts Upcoming meetings 1 Meeting
18. An an an an na Nur 22 9 2 Edit OOO DEE 22 Ge e Ee Tele EE 22 3 8 Manage message TEIMDIALSS aa EES 23 3 8 1 Edit message templates E 23 3 6 2 VIEW message templates eresien aanv ioro ien AE 23 DO Manage lOG eege ee Ee 23 3 AD CIC HIG OG EE 24 oe BO VEW SUD ELC Stee chet cess na nana 24 4 USING MY Meet Ng aka kli ban 26 As ME e Laien te Wl ang Ol ai 26 2 Change password POMP GENEE 21 AS RECOVERING GilOST pas SWOT Lon Mn nan NN weabann 21 AA Ny Committee an BB 29 APTON EE 30 5 Using MyMeeting Secretariat setting up the committee mo 32 IMAM AGING COMMIS E 32 en EAR ul CO un MA 32 5 2 Managing committee members and groupe 33 5 2 1 Managing committee memiere Wo Woo W Wo mn 33 S2 Wed AA Meme aa ene ee rere ere emer Ga 33 95 2 1 2 EGIL IMOMID CNS EE EE 35 5 2 1 5 VIEW members INTONN ALON EEN 35 2 2 14 Remove MEMDCNS rrara e Ren aa NN 35 9 2 1 5 UNIOCKING members ACCOUNT E E 36 0 2 Manage group Se ane NN aan 36 IL LAdA Group EE 37 2 ZZ EGIL BOP Sa aa an an ab ani 37 222 3 VIEWTGNOUP EE 37 9 2 2 4 Delete GKOUPSi 02 ides mob mobi nba aa a dees AE 38 9 3 Manage COMIMMCCS Lee Sae aa Nun 38 Oo AGG COMMU TOOL ba oo naat 38 JIZ Edt COMMING S TO ON na 39 9 313 Delete COMMING S0 a a BN 39 5 4 Manage message templates ooooocoooo Wo Woo WWW o W oom 40 94 T Edit template an na ai 40 5 5 Manage committee s Germmission Woman 44 E ER ee NEW e San tebet sita RA aa EN SANA BN pe AS NU 46 99
19. BDPICT BPGICT Sekyen Seksyen Pengurusan Rangkaian ICT Sekyen Pusat Data Seksyen Dasar Pembangunan ICT Agensi Illustration 2 3 Examples of committee in MAMPU Lets take a look at a MAMPU s organization and explore what committees might be created for that organization The committees for MAMPU are 1 Pematuhan ICT The organization name itself might be a committee This committee would consist of every single person in the organization This committee might not hold meeting very often maybe once a month or maybe only once a year BDPICT The MAMPU s BDPICT can also have a committee of their own to discuss how ICT should be planned developed maintained managed and can help expand services to reach its goal This committee might only consist of the Director Vice Director Secretary and head of departments of BDPICT They might want to meet once a week to discuss the status of the current implementation and make plans for the future Seksyen Dasar BDPICT consists of many sections and seksyen dasar is one of them This section plans monitors analyses and evaluates the weakness of ICT network in agencies Unit Penyelidikan Perancangan ICT Every section in MAMPU has its own unit which consists of their own committee to discuss how the unit could contribute to achieve the overall goal of the organization So the Unit Penyelidikan Perancangan 4 Al AA DPU MyMeeting 3 0 User Manual ICT would ha
20. Minutes View Report Mesyuarat Pengurusan Kanan MAMPU MPKM Bil 8 Tahun 2010 Minutes approved Files for this meeting Committee Mesyuarat Pengurusan Kanan MAMPU MPKM Meeting Title Mesyuarat Pengurusan Kanan MAMPU MPKM Meeting No Bil 8 Tahun 2010 Meeting Date 01 07 2010 15 00 pm Venue Bilik mesyuarat utama Aras 6 Chairperson Y Bhg Dato Normah Agenda Agenda MPKM Bil 8 Tahun 2010 doc Minutes Minit Mesyuarat MPKM Bilangan 8 Tahun 2010 final v2 pdf Presentations LANGKAH PENAMBAHBAIKAN PERMOHONAN PERKHIDMATAN EGNET 7042010 ppt scenario planning consolidate framework MPKM 10 Mac 2010 ppt Opening Agenda MPKM Bil 8 Tahun 2010 doc You have chosen to open ist of decisions 4 A 74 a oe Agenda MPKM Bil 8 Tahun 2010 doc which is a Word document from http mymeeting oscc org my Please select your filter criteria s Projek What should Firefox do with this file Open with OpenOffice org Writer default S O Save File Group Implementor Comments for this meeting Individual Implementor Leave a comment Projek Brosur MAMPU Decision Deadline 30 07 2010 Description Brosur MAMPU C Do this automatically for files like this from now on Mesyuarat mengambil maklum menge a penerbitan brosur baru MAMPU bag ES b brosur baru ini berkonsepkan dwi bahasa Mesuiarat RERSETI LIII etinawa nenamha
21. Number Bil 4 Tahun 2010 Meeting Title Mesyuarat TechMeet Meeting Date 29 07 2010 Meeting Venue Bilik Mesyuarat Upcoming deadlines 2 Project iFP Meeting Bil 3 Tahun 2010 Decision Letter for extension for IFP is with Tn Hj Posli for approval Decision deadline 29 07 2010 Individual Implementor Administrator haji Group Implementor Pengarah Project IFP Meeting Bil 1 Tahun 2010 Decision Incentive Facilitation Program report IFPiLetter for extension for IFF is with Tn Hj Rosli for approval To be removed fram SKT 2009 Decision deadline 29 02 2011 Individual Implementor Administrator haji Group Implementor Pengarah Decisions without any status 1 Project iFP Meeting Bil 3 Tahun 2010 Decision Letter for extension for IFP is with Tn Hj Posli for approval Decision deadline 29 07 2010 Individual Implementor Administrator haji Group Implementor Pengarah Illustration 9 3 Meetings are shown in calendar view and all the decisions related to the users are shown under important alerts 9 2 1 View past minutes Click on Meetings tab blue bar on top to navigate to meetings list Click on Minutes for past meeting to view the minutes They can refer to the minutes taken via MyMeeting system itself rather than bringing a hard copy of the minutes to the meeting IXXXV Tuesday 3 August 2010 11 16 am Mesyuarat Pengurusan Kanan MAMPU MPKM Projek Address Bock Files Archive Sea
22. SS SS SA SS SS Username Password system Confirm password Superuser Title Name Post Section Division Scheme Grade Email Cc Email MyMeeting Address Telephone Fax Mobile Committee Name which will be used upon logging into MyMeeting system Password which will be used upon logging into MyMeeting Field to confirm the password Click on the checkbox to assign another Super Administrator User s title eg Dato Dr Pn etc User s full name User s designation User s section or division User s job scheme eg A C F User s grade eg 29 41 User s email address Email addresses that will system User s office address User s office number Fax number Mobile number Click on the committees involving the user receive the same email from Fill in the Secretariat s details and click Save button to save the record a screen showing list of Members will be displayed if it has been saved successfully 10 Aa APU MyMeeting 3 0 User Manual 3 1 2 Add new committees To add a committee Click Add committee icon listed under the Other Task Add Committee eege NEE NEEN Other tasks Add Committee You have access to these Note woox refers to meeting number Meeting Num Template yyyy refers to year Meeting Num Template x committeeshor refers to committee s shon name Meeting Title Template Ce committeelong refers to committee s long nam
23. above showing a Secretariat logging in Members amp Chairperson will only see an Address Book icon for each committee he s involved in There is also My Tasks box that will list all tasks that requires attention Keyword search is a useful feature to find all possible document related to a specific query in all decisions status projects filenames and meeting names For example if the keyword you put in is agen possible results may be a file named Agenda Bu doc a decision that contains agency word a project named Agency Email Response and so on Type keyword and press enter to sear Confirm attendance No record Edit attendance No record Minute approval Mesyuarat TechMeet Bil 1 Tahun 2010 Approve this minute Minute comment No record Illustration 4 10 My Tasks and keyword search on My Committees page By clicking on any search results it will redirect you to appropriate page with the keyword highlighted for relevancy meesung te Mesyuarat Pengurusan Kanan MAMPU MPKM Meeting Date 01 07 2010 15 00 pm Decision This decision can only be added to minutes after all status have been accepted by the secretariat Meeting No Bil 8 Tahun 2010 Every comment made will be emailed to Venue Bilik mesyuarat utama Aras 6 every implementor s of this decision Chairperson Y Bhg Dato Normah bt Md Yusof Leave a comment KE Projek Blog Agensi Sektor Aw
24. and determine who can do what depending on their role or group they are in The committee s permission list can be accessed only from the Permission icon beside 44 ET PA PU MyMeeting 3 0 User Manual the name of the committee in the My Committee page committees list Permission is actually based on models in MyMeeting Models is just an entity representing multiple components that are needed for MyMeeting to work Each models has permission on who can run or view them The list of permission that can be granted are gt Create gt View gt Edit gt Delete The models available are gt Committee committee gt Committeetodo all of the committee todo gt Wfmodel permission Announcement all announcements gt Template all email templates gt Membership all of the members gt Group all of the groups gt Meeting all of the meetings gt Meeting Invited all meetings which the current user is invited but not attended gt Meeting Attended all meetings which are already be attended by the current user gt Attendance all of the attendances Attendance Invited all of the attendances which belongs to the current user Meetingtodo all of the meeting todo Minute Draft mode all of the meeting minutes which are not be approved yet Minute Approved mode all of the meeting minutes which are already be approved Report all of the meeting reports and project reports
25. approval happens when there are mistakes or inconsistencies in the draft that the Secretary may have missed Chairperson can comment or leave remarks on each paragraph that have these mistakes by clicking the Leave comment link on the adjacent item Minutes status Pending approval Approve this minutes MINUTES MESYUARAT TECHMEET BIL 1 TAHUN 2010 Date 29 June 2010 Time 11 00 am Venue Bilik Mesyuarat Chairperson Pn Tan List of attendance Appendix A 1 Incentive Facilitation Program report IFP letter for extension for IFP is with Tn Hj Rosli for approval To be removed Leave comment Cancel from SKT 2009 Action By haji Administrator Pengarah Due 28 02 2011 Send Comment to Secretariat Prepared by Administrator Approved by Pn Tan Appendix A Present 1 Pn Tan CHAIRPERSON Pen pengarah 2 Hj haji Pen pengarah 3 Administrator SECRETARIAT Illustration 10 3 Minutes draft to be reviewed by Chairperson A form will appear for Chairperson to leave comments XCVI Leave comment Cancel 1 Incentive Facilitation Program report IFP Comments made Here will be emailed ta letter for extension for IFP is with Tn Hj Rosli for approval To beremoved sesaat only Leave a comment from SKT 2009 Illustration 10 4 Chairperson leaving a remarks Key in the comments and click on Save Repeat this as many times as desired for any number of
26. available in simple report format like the following Clicking on View Report link in the top will enable you to view this Report Meeting Mesyuarat TechnicalMeeting Bil 1 Tahun 2009 Action Status Taken late Decision Status Individual Implementor Incentive Facilitation Program report IFP haji letter for extension for IFP is with Tn Hj Rosli for approval To be removed from SKT 2009 Status complete admin Deadline 24 02 2010 Status complete Files Uploaded skt_tahunan oct Group Implementor Pengarah Status almost complete 70 done Illustration 9 8 Search results in report format Filter criteria in lists Another search available in MyMeeting system is the filtering criteria that s available on all lists The criteria is different for each list depending on the information that s being displayed Example of filter criteria in Address Book is shown below Ixxxix Hame Filters Please select your filter criteria s Search Cancel Illustration 9 9 Filters in Address Book 9 2 4 Address book The address book keeps the information on committee s members such as email addresses and telephone numbers To view an Address Book go to your committee and click on Address Book blue bar on top Members and groups within the committee will be listed in a paginated screen You can view the details of other members or groups within you
27. by clicking on the icon displayed at the right side of the system 3 1 Add todo Click on the Add new system wide todo link to add a new todo in the system wide Add System wide To do Name ES F Priority Immediate vf Save Cancel Illustration 3 22 Adding a system wide todo Fields v Name The name description of the system wide todo v Priority the importance level of the system wide todo Click Save button to save the record a screen showing list of system wide todos will be displayed if it has been saved successfully 3 2 Edit todo Click Edit icon next to the system wide todo from the Todos listing page Click Save button to save the record a list of system wide todos will be displayed if it has been saved successfully 3 3 Delete todo Click Delete icon on todos page to delete a system wide todo System will prompt a delete confirmation message if you accept then the selected system wide todo will be deleted from the system Otherwise the operation is canceled a screen showing list of system wide todos will be displayed 22 Aa APU MyMeeting 3 0 User Manual Add new system wide to do To do s Other tasks Filters You have access to these Please select your filter criteria s Ces Hame AP Priority please select gt Add committee Global settings i The page at http localhost says x U Somrchi Are you s
28. criteria s You have access to these Report No of meetings v e Search Cancel Add committee Global settings page EE Meeting title GEES S R Total meetings Total decisions a 1 Committee marketing Mesyuarat market al 8 To dos 2 Committee Mesyuarat Pengurusan Kanan MAMPU MPKM Mesyuarat Pengurusan Kanan MAMPU MPKM 16 35 Roles Titles Grades Minute format Logs Statistics Illustration 3 26 Statistics 25 Aa PA PU MyMeeting 3 0 User Manual 4 Using MyMeeting 4 1 Logging in and out To Login Type MyMeeting address on your web browser eg http localhost mymeeting Once you have been added registered to MyMeeting by the Secretariat of the committee you can enter your username and password in the Login Form and click Login button to login to the system Upon logging in system will navigate to My Committee screen Username Password As a security measure Captcha will appear after 3 unsuccessful logins as Forgot your password shown in following illustration You will be Forgot your username e required to fill in the shown numbers and Illustration 4 1 Login screen alphabets in order to login back to prevent brute force password hacking Your login account will be locked for an Username hour after 6 unsuccessful logins When Password ae al an account is locked within that hour You have exceeded more than al
29. i Assigned to Actions 1 Bookthe meeting room nistrator P amp 2 Prepare the projector Immediate Administrator BP X 3 Printout agenda Immediate Administrator P CO Illustration 5 11 Deleting committee s todo 39 Aa PA PU MyMeeting 3 0 User Manual 5 4 Manage message templates Committee message templates are the default template used to generate the emails sent out by the system for a particular committee It can be accessed by clicking Messages icon beside the name of the committee in the My Committee page committees list The Secretariat can view the details of the template and also edit the content of the template for that particular committee No new message templates can be created as the the templates are fixed in MyMeeting to be triggered during certain event eg when creating a meeting when asking feedback from the Members etc All the templates are customizable 5 4 1 Edit template All these templates are default and editable by the Secretariat of the committee before it is sent out List below explains v Invite email to be sent out when inviting committee users members to a meeting v Uninvite email to be sent out when a committee user member has been discarded deleted from the meeting invitation list v Change email to be sent out when there is a change in the meeting details v Cancel email to be sent out when the meeting has been canceled ie Meeting was deleted from th
30. i be Tt oe B Minute f ormat Log 12 41 12 2 E hi ae e 4 Statistics 14 32 14 P CA 15 27 15 P CA 16 22 1 I gt lt 17 17 17 2 E 18 14 18 2 19 11 19 2 20 1 2 P w Illustration 3 16 List of grades 3 6 1 1 Add grades Click on Add Grade link system will prompt to add grade page Add Grade Rank SSS Sa Illustration 3 17 Adding a grade Fields v Grade Title The grade v Rank Rank of the grade Fill in the grades detail and click Save button to save the record a screen showing list of grades will be displayed if it has been saved successfully 3 6 1 2 Edit grades Click Edit icon on the adjacent grades to edit the grade detail 19 Aa APU MyMeeting 3 0 User Manual Modify grade detail Click Save button to save the record a list of grades will be displayed if it has been saved successfully 3 6 1 3 Delete grades Click Delete icon on the adjacent grades to delete the grade System will prompt a delete confirmation message if you accept then the selected title will be deleted Otherwise the operation is canceled a screen showing list of grades will be displayed Add Grade Manage Job Scheme No o o Grade Title Rank Actions You have access to these 1 KSN H I 3 f 2 Turus 2 Ae Ge v Add committee Global settings 3 Turus II 3 sss eS ET EE EI The page at http localhost says A x 4 Turus Ill 4 e Luss A 5
31. meeting invitation will ensure none of the members are left uninvited xxxiii Subject Jemputan ke mesyuarat From mymeeting lt mymeeting oscc org my gt Date 09 17 AM To teow oscc org my ASSALAMUALAIKUM DAN SALAM SEJAHTERA Cik teow JEMPUTAN KE MESYUARAT Dengan segala hormatnya merujuk perkara di atas 2 Sukacita dimaklumkan bahawa satu mesyuarat Meeting Dev akan diadakan Maklumat adalah seperti berikut Tarikh amp masa 12 02 2010 09 12 am Tempat oscc meeting room Maklumat mesyuarat Sini 3 Tuan puan adalah dengan segala hormatnya dijemput hadir Pengesahan kehadiran boleh dilakukan di sini Kerjasama dan perhatian tuan puan didahului dengan ucapan terima kasih Terima kasih Illustration 9 1 Example of meeting invitation email received To view further information such as agenda decision taken during the previous meeting supporting documentations users will need to login to MyMeeting system 9 1 2 Confirming Attendance Confirm attendance Committee Technical Meeting Meeting Title Mesyuarat TechMeet Meeting No Bil 4 Tahun 2010 Meeting Date 29 07 2010 4 07 pm Venue Bilik Mesyuarat Confirmation to attend the above meeting Attendance for Administrator Please confirm attendance before this due date 31 07 2010 You have not confirmed the attendance yet Please select appropriately ei Yes will attend O No will not attend please give your reason below O No
32. menyemak minit untuk mesyuarat Bil 1 Tahun 2010 dan sedia untuk pengesahan daripada pihak Tuan Puan 3 Minit tersebut boleh dilihat di sini Sila klik di pautan tersebut untuk melakukan pengesahan Terima kasih Send Do not send Send for approval Illustration 8 17 Message template to send for approval When Send button is click an email notification will be sent to the Chairperson and a task will show up in his her My Tasks box Only after the Chairperson approve the minutes can it be distributed to all Members Ixxix 8 3 4 Correction on minutes The Secretariat has to do the correction should there be any remarks left by the Chairperson in the process of approving a minutes During the reviewing process the Chairperson can leave remarks or comments on the minutes draft When this happens the Secretariat will receive an email notification and also a task will show up in his her My Task box on the My Committees page ASSALAMUALAIKUM DAN SALAM SEJAHTERA Administrator MAKLUMAN TENTANG KOMEN YANG DITINGGALKAN UNTUK MINIT MESYUARAT Dengan segala hormatnya merujuk perkara di atas 2 Pn Tan telah meninggalkan komen untuk minit mesyuarat Bil 1 Tahun 2010 Komen komennya adalah seperti berikut 3 Maklumat minit mesyuarat boleh dilihat di sini Terima kasih Illustration 8 18 Notification email to Secretariat on corrections need to be made on the minutes To make chang
33. of the meeting the decision was made in Agency s slogan Name of the email recipient Title of the meeting the decision was made in Date of the meeting the decision was made in Description of the decision the user was assigned to The number of days left for the user to update the status decision Link to the decision information page in the MyMeeting Agency s slogan Name of the email recipient Meeting number of the meeting the comment was made Comment that was made to the meeting Name of the user who made the comment Link to the meeting information page in the MyMeeting Agency s slogan Name of the email recipient Meeting number of the meeting of the decision the comment was made in Description of the decision the comment was made in Comment that was made to the decision Name of the user who made the comment Link to the decision information page in the MyMeeting Agency s slogan 42 Mampu Status Comment XS SN SS SS SS SA SS SS SS SS name Meeting meeting num Decision description Status description Comment comment Comment user Link decision slogan Decision Assigned name Decision description YoLink decision slogan Update Status name Meeting meeting num Decision description Status description Status user Updater Link decision slogan Send for Approval name Meeting meeting num YoLink meeting sloga
34. or its derivative 111 works These actions are prohibited by law if you do not accept this License Therefore by modifying or distributing the Program or any work based on the Program you indicate your acceptance of this License to do so and all its terms and conditions for copying distributing or modifying the Program or works based on it 6 Each time you redistribute the Program or any work based on the Program the recipient automatically receives a license from the original licensor to copy distribute or modify the Program subject to these terms and conditions You may not impose any further restrictions on the recipients exercise of the rights granted herein You are not responsible for enforcing compliance by third parties to this License 7 If aS a consequence of a court judgment or allegation of patent infringement or for any other reason not limited to patent issues conditions are imposed on you whether by court order agreement or otherwise that contradict the conditions of this License they do not excuse you from the conditions of this License If you cannot distribute so as to satisfy simultaneously your obligations under this License and any other pertinent obligations then aS a consequence you may not distribute the Program at all For example if a patent license would not permit royalty free redistribution of the Program by all those who receive copies directly or indirectly through you then the only way you co
35. the attendance v Slogan to print slogan v Invite Date to determine the date on when you want the system to send the invitation Click Save to save the changes of invitation date 52 Aa APU MyMeeting 3 0 User Manual Edit message Schedule invitation Invitation to meeting Note 1 Below is the message that is going to be sent to all invitees 2 name will be replaced with invitees name ASSALAMLALAIKUM DAN SALAM SEJAHTERA name JEMPUTAN KE MESYUARAT Dengan segala hormatny a merujuk perkara di atas 2 Sukacita dimaklurrkan bahaw a satu mesy uarat Mesyuarat TechMeet akan diadakan Maklumat adalah seperti berikut Tarikh E masa 3006 2010 11 00 am Tempat Bilik Mesyuarat Maklumat mesy uarat Sini 3 Tuan puan adalah dengan segala horrratny a dijemput hadir Pengesahan kehadiran boleh dilakukan di sini Kerjasama dan perhatian tuan puan didahului dengan uc apan terima kasih Terima kasih Send invitation on 30 06 2010 Do not send invitation Illustration 6 3 Sending invitation on a certain date Click on Send invitation on date chosen Invitation email will be sent automatically on the chosen day 6 1 2 Edit meetings Secretariat can edit the meeting to change the meeting date venue agenda or invite members Click Edit icon on the adjacent meeting to edit the meeting detail Modify the reguired fields 53 MaAMPU MyMeeting 3 0 User Manual Edit Mee
36. 011 Administrator Status Completed Files Uploaded skt tahunan odt Group Implementr Pengarah Status Almost complete 70 done Illustration 6 18 Viewing a project in report format 6 3 4 Delete Projects The project which had been discuss in meeting which have decision will not be allowed to be deleted Hence the Delete icon will not apprear Click Delete icon on the adjacent project to delete a project System will prompt a delete confirmation message if you accept then the selected project will be deleted Otherwise the operation is canceled a screen shwoing list of projects will be displayed Add new Project Project The page at http localhost says x Please select your filter criteria s Are you sure you want to delete this item Name Short Name l X f Cancel i Search Cancel No of records 2 No Name Short Name Start date End date Actions 1 IFP IER P 2 UNPSA UNPSA 2010 07 30 2010 07 30 P Illustration 6 19 Deleting a project 6 3 5 Confirm membere attendance While the members can confirm their attendance to a meeting the committee s Secretariat can also confirm member s attendance on their behalf Click on Attendace link adjacent to a meeting An attendance page will be displayed Only the committee s Secretariat has access to this page If any members have responded to their invitation emails it will be di
37. 1 Add members Click on the Add new member link to add a new member for the committee 33 Mampu MyMeeting 3 0 User Manual Add Committee Member Role member gt Email Existing email will automatically fill up all fields below Username Existing username will automatically fill up all fields below New User Title Y Bhg Tan Sri v Name Post Section Division Scheme please select vf Grade please select vf Address Telephone Fax Mobile Save Cancel Add Committee Member Illustration 5 2 Adding member to committe Fields v Role Role for the particular user v Email User s email address v Username Name which will be used upon logging into MyMeeting system If the user already exists in the system ie the email or username entered already belongs to a user registered in the system the following fields would be grayed out as the Secretariat cannot change the information of a user already in the system If the user has yet to register then it is up to the Secretariat to add as much details about the user as possible v Title User s title eg Dato Dr Pn etc v Name User s full name v Post User s job title v Section Division User s section or devision v Scheme User s job scheme eg F L v Grade User s grade eg 29 41 v Address User s office address v Telephone Us
38. 11 00 am Venue Bilik Mesyuarat Take Attendance List of members invited for this meeting Members who have confirmed their attendance will be shown below You can also update their attendance on their behalf here No Name Confirmed Atendance Attendance Reason Representa fv e Will attend Confirmed on Attended Dat updated 1 Tan Chairperson Dv On 26 06 2010 2 15 pm y On 29 06 2010 11 15am 2 haji 26 06 2010 8 15 29 06 2010 11 15 z y On i m y On EA 3 Adrinistrator Secretariat OM On 26 06 2010 2 15 pm y On 29 06 2010 11 15 am Save Cancel Illustration 7 1 Taking attendance Click Save button to save the updated records 64 Aa PA 20 MyMeeting 3 0 User Manual 8 Using MyMeeting Secretariat after meeting When a meeting is over Secretariat has to key in all the decisions made in the meeting and ask for feedback from the Members After all status are updated by Members Secretariat has to check the content of the minutes before sending for approval After a minutes is approved Secretariat can then distribute the minutes to all members 8 1 Manage decisions Each decisions must have its implementors and deadlines There are 2 ways of adding decisions in MyMeeting First one is by adding one decision using a single form interface The other one is by using the minutes interface The difference between the two is that by using minutes interface a real minutes can be prep
39. 2 Update DE lMISSION EE 46 5 6 Manage AannOunCeMe MNS visio seis in eege BB 49 e Ee eneen E EE 49 2 6 2 bditannodun ceme E 50 9 09 VIEW annodunce Ne bea na na ne 50 95 64 Delete ANNOUNCING IM an akan a a an Ba 50 6 Using MyMeeting Secretariat before meeting o oo mm oo momo 51 6 1 IMICCUINGS an E ena aa 51 AEN BEE e Lea CUA ea at 51 O71 22E OM SENIN Se ee na aa ea ak 54 AE EE le e 58 6 4 Dele mecing Sa Na naa 58 OZ ICC UNO SOOO EE 59 6 2 Add meeting S 100 e EE 59 6 22 Editmeeling S1000 EE 60 02 3 Delete IMC CTING S TOC Ok An oa 60 6 3 Manage committee ee GIS EE 61 5 FOG EOC ES sn tale boekiodacanedess 61 0 922 GIVI ROIS CUS EE 62 6 3 9 VIEW ee EE 62 6 3 4 Delete oa nata 63 6 3 5 Confirm Members attendance EE 63 7 Using MyMeeting Secretariat during meeting ooo oo oo momo 65 EAN TAKS Ee AN Ce ae aan 65 8 Using MyMeeting Secretariat after meeting oo oo om mo como 66 6 1 Manage decision Sea ee NB eerie 66 Sa e Reien TOM Inter Ce ni naa BN en ab era 66 6 L2 Minutes NCI ena NA 67 8 1 2 1 Generate default minute template Woo Woo 67 0 10212 2 6 0 EM EE ee NN Nan eee 68 Oa E at Lee E aa 69 ce VOWS ILE EE 13 OS EdLOGCISIONS orana ae 14 Os E Delete Ee Een ass nk 15 8 2 Ask for status updates from Membere Wo Wo Wo ma 15 8 9 SENG TOF MINUTES ap aa an 15 Ona ee e sal en A adas mann aan 15 0 312 AUG GSCISION MIO un LEE 16 ro Fe 6 AK or aa po on 11 Oa COLE CHOON On
40. 3 2 2 View users Details of an user can be viewed by just clicking on the link on the user s Username The detail of the user will be displayed together with the committees they are involved in 12 Aa A8 21 MyMeeting 3 0 User Manual Name Y Bhg Tan Sri Admin E mail admin oscc org my Post Administrator Section Division OSCC MAMPU Grade 41 Address OSCC Cyberjaya Telephone 03 88888888 Mobile 012 3456789 Fax 03 99999999 Committees Marketing Technical Meeting Illustration 3 5 Viewing a Member s details 3 2 3 Delete users Click Delete icon on the adjacent user s name to delete System will prompt a delete confirmation message if you accept then the selected Member will be deleted Otherwise the operation is canceled a screen showing list of users will be displayed Add new user Filters 0 You have access to these Please select your filter criteria s Username sa Name Add committee Global settings Post The page at http localhost says x A Ca Email Users To dos V Are you sure you want to delete admin A Committee please select gt gt e Messages Roles Search Cancel amp cancel No of records 32 e Ek Titles Grades Minute format Logs j Statistics Resetting user s password will change the password to the user s username No Username Title Name Actions aL admin Administr
41. 6 30 12 43 04 24 Admin systemtodos add systemtodos add ISystemtodosController beforeFilter 2 2010 06 30 12 43 01 25 Admin systemtodos index systemtodos index ISystemtodosController beforeFilter 2 2010 06 30 12 43 01 1 2 3 4 5 6 7 amp next gt gt 3 9 1 Deleting logs Previous logs in MyMeeting system can be deleted by the Super Administrator Illustration 3 24 Viewing logs Super Administrator has the option to delete either all the previous 6 months logs or previous 1 year logs Click Delete logs 6 months ago link in order to delete all the previous 6 months logs Click Delete logs 1 year ago link in order to delete all the previous 1 year logs Delete logs 6 months ago Delete logs 1 year ago Logs wi Other tasks mee ge You have access to these Please select your filter criteria s The page at http localhost says vm oi Logs older than 6 months old will be deleted lt Add committee Global settings Search Cancel No ofrecords 186 E cancel a No User Controller Action Url Westen 1 Admin logs index logs index JIU To dos 17 02 56 2 Admin settings logo settings logo SettingsController beforeFilter 2 2010 06 30 16 59 11 3 Admin settings edit settings edit SettingsController beforeFilter 2 2010 06 30 Roles 16 50 14 4 Admin systemtodos index systemtodos index SystemtodosController b
42. A Wanna 26 Illustration 4 3 Account locked XXX 26 Illustration 4 4 Successfully logged Out WWW Woman 21 Illustration 4 5 User is prompted to change password if his username and password are ee at 21 lllastration 4 6 Forgot your paSSWOrG Pose biasa RR NN 28 Illustration 4 7 Reset DASSW Ol na ana ab naa ana naa 28 Illustration 4 8 Forgot your username Wo Wo Woo mmm 28 Illustration 4 9 My committees page showing only the committees you are involved in 29 Illustration 4 10 My Tasks and keyword search on My Committees page 29 Illustration 4 11 Keyword search highlighted o ooo WWW mm 29 Deler E 12 Updating pro ea Neta 30 Illustration 4 13 CHANGING D sswond WWW W ma 31 Wustration ST Editing EC Re ell TE 32 Illustration 5 2 Adding member to Committee 34 Illustration 5 3 Viewing a member details and his her committees o oo 35 Illustration 5 4 Removing a member from a Committee 35 Illustration 5 5 Address book list showing a locked account for a member 36 IlUStFATION 5 67 RESETTING paS SWOTG E 36 He lei S5 AGGING Ee lee e EE 3 LIS TATION 9 82 NIC WING ONO UD EE 38 Tele Ke ID SISTING GOUD EE 38 Illustration 5 10 Add Committee Todo Wo Wo mmm mna 39 Illustration 5 11 Deleting committee s focdo Wo o W WWW Wo Woman 39 Ilustratign 9 12 Permission Page Nan NB Na Ba 44 Illustration 5 13 Add role page WWW 46 Illustration 5 14 Default permission for Gecrei
43. Delete groups Click Delete icon on groups page to delete a group System will prompt a delete confirmation message if you accept then the selected group will be deleted from the committee Otherwise the operation is canceled a screen showing list of committee groups will be displayed Add new member Add new group J Address Book Filters Please select your filter criteria s E The page at http localhost says x Search Cancel Are you sure you want to delete this item Groups No X f Actions 1 KPTK Cancel E 3 2 Pengarah 7 CH 3 IPjH S Q Members No Name Email Job Title Division Role Actions D Pn Tan tan o my Pen pengarah member KX P NI 2 Hj haji haji o my Pen pengarah member it P4 P4 CA 3 Administrator a o my admin a I 3 Illustration 5 9 Deleting group 5 3 Manage committees todo s Committees todo s list is used as the default todo checklist for every new meeting in that particular committee This is useful for the Secretariat to keep track of reguirements of a meeting for it to run smoothly Examples of a meeting todo checklist might be items like Book the meeting room Arrange the refreshments Prepare the projector Print out agenda VV V WV The committee s todo list can be accessed only from the Todo icon beside the name of the committee in the My Committee page committees list 5 3 1 Add committee todo Click on the Add new todo
44. H eC UORYLOON PA PA PU MyMeeting 3 0 User Manual 3 Setting up MyMeeting Super Administrator It is the responsibility of Super Administrator right after MyMeeting installation to set it up properly to have it run smoothly Upon installation MyMeeting will already have default data but it is still the Super Administrator s job to make sure the default data is sufficient for use for all committees to be created Super Administrator has access to set the Global Settings manage system wide users todo s message templates roles titles grades and minute types Super Administrator also has access to view logs and activity statistics Other tasks You have access to these Add committee Global settings Users To dos Messages a committee Manage global settings Manage users amp committees Default checklist prior to a meeting Manage the email templates de ze EN i d o es Logs rus I Turus II Jusa View Logs Roles Titles r Grad Manage roles and privileges Manage all titles Y Bhg Dato Tuan Puan Manage minute format Manage all grades Tu e A etc ti tc Illustration 3 1 Other Tasks available to Super Administrator The Super Administrator is the ONLY person who is able to see the functions and modules under the Other Tasks which is shown in the following screen in My Committees page 3 1 Setup committees MyMeeting creates a default Super Administrator account upon installation This Super Adm
45. IDE THE PROGRAM AS IS WITHOUT WARRANTY OF ANY KIND EITHER EXPRESSED OR IMPLIED INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF THE PROGRAM IS WITH YOU SHOULD THE PROGRAM PROVE DEFECTIVE YOU ASSUME THE COST OF ALL NECESSARY SERVICING REPAIR OR CORRECTION 12 IN NO EVENT UNLESS REQUIRED BY APPLICABLE LAW OR AGREED TO IN WRITING WILL ANY COPYRIGHT HOLDER OR ANY OTHER PARTY WHO MAY MODIFY AND OR REDISTRIBUTE THE PROGRAM AS PERMITTED ABOVE BE LIABLE TO YOU FOR DAMAGES INCLUDING ANY GENERAL SPECIAL INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THE USE OR INABILITY TO USE THE PROGRAM INCLUDING BUT NOT LIMITED TO LOSS OF DATA OR DATA BEING RENDERED INACCURATE OR LOSSES SUSTAINED BY YOU OR THIRD PARTIES ORA FAILURE OF THE PROGRAM TO OPERATE WITH ANY OTHER PROGRAMS EVEN IF SUCH HOLDER OR OTHER PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES MyMeeting authors Abdullah Zainul Abidin Nuhaa All Bakry Eavay Javay Barnad Sarogini Muniyandi Teow Jit Huan Mohd Faizul Daud Mohd Fairuz Nazarul MyMeeting contributors OSCC MAMPU Lembaga Pertubuhan Peladang Jabatan Perkhidmatan Awam 111 11 2 List of illustrations Illustration Index Illustration 2 1 Common meeting Tow oo 3 Iltustratiom 2 2 Committee EE 4 Illustration 2 3 Examples of committee in MAMDUT oo oom 4 Illustration 2 4 Meetings
46. Inovasi Perkhidmatan Awam AIPA Award in conjunction with the Anugerah Kualiti Sektor Awam AKSA which is an event organized by MAMPU to give recognition and appreciation to Public Sector Agencies MyMeeting installation is easy Once successfully installed it is accessible by normal web browsers eg Firefox Internet Explorer etc 1 2 Benefits of MyMeeting MyMeeting is designed for 4 groups of users namely Super Administrators Secretariat Chairperson and Meeting Members Benefits of MyMeeting includes For Super Administrators o Facilitates system wide administration o Monitors usage activities gt For Secretariat o Facilitates meeting preparation o Automatically sends out meeting invitations amp alerts o Automatically sends out reminders to update status o Automatically extracts decision task list from minutes o Facilitates minutes amp reports preparation through government approved templates gt For Chairperson o Monitors and gives comments on the status of action items o Monitors the task handling status o Receives notices of status updates o Easy retrieval of meeting information and archive gt For Meeting Members o Updates the task handling status anywhere anytime o Receives automatic reminders to update status o Conducts discussions online o Updates profile The functions for Chairperson and Meeting Members have been combined as one Aa APU MyMeeting 3 0 User Manual referring to chapter 4 1 gt A
47. MINUTES aa oa Inn nana Mes ae bal 18 SA De Ae nan Gi 81 9 Using MyMeeting Members amp ChairperSon oo oo mo momo momo 83 9 1 Preparanon Ton Mel ga aa 83 9 1 1 Receiving invitation emails oooooo oooW oo oom 83 9 1 2COnNrlrming Atteng an Ce IN BN BN 84 92 Dung MEE Ng aa 84 d Ri VIEW pa Ae ae Reba Gara 85 92 2 Vew GOGCISIOINS an NI na AA 86 9 2 9 Search E TE 87 9 2 A ROOFESS DOOK sai team nan NBA EN eters acai 89 d Ee Me aa 89 Joe he UN Pen Nan aa An 90 d D POSE Status UD e BN ba NN BBB 90 d D Edit sa Sa aan nano 92 9 3 3 Leave COMMENTS EE 92 10 Using MyMeeting ChairperSon oo oo momo momo mma 94 TOFAN Ng Ro ak 94 10 1 1 Review minutes draft Wa 94 O Reie e EEN 98 NEW ME Et e ICONS EE 98 TEZ Mama Ka AMOI EEN 102 EST PA PU MyMeeting 3 0 User Manual 1 Welcome to MyMeeting 11 Introduction MyMeeting is a web based paperless meeting decision monitoring and management system It is a product of Bahagian Dasar amp Perancangan ICT BDPICT MAMPU developed in accordance with the Pekeliling Kemajuan Pentadbiran Awam Bilangan 2 Tahun 1991 Panduan Pengurusan Mesyuarat dan Urusan Jawatankuasa jawatankuasa Kerajaan It started out as a solution to members of Government IT and Internet Committee GITIC and is now a fully fleged application that has been further enhanced for implementation by all Malaysian government agencies at various levels MyMeeting has won the prestigious Anugerah
48. Meeting User Manual Product of MALAYSIA Table of Contents 1 VVCICOME 1O My Meli tegen 1 Te Blut ele et LBE 1 1 2 Bener MY Meong on Koba 1 15Objeetives OTrMYM eling bet ea Oa ono Ben nan aa 2 2 Getting Started eta am a an aa 3 2 1 Understanding MyMeeting s system How 3 2 2 Understanding Come Pn an an hak 4 2 3 Understanding roles in MyMeeting o coo oo oom Woo Woman 5 ZA Understanding Users S group Seo en Nan Ben an 7 2 9 ICONS USCG IIT IVIVIVICCUING DEE 8 3 Setting up MyMeeting Super Administrator om mom momo 9 Oe Se CO ee aa 9 da D Add NEW EE 9 3 1 2 AGG NEW COMMINCCS caters tac SAN E E 11 3 2 Vlanage USEr Senen esa ea EN an Bea ES KAA Kan Basa 12 SEET Eeer 12 S2 VC IS CS EE 12 312 9 Delete EE 13 3 2 4 Reset password for Membere 13 Oe CIO Dal Se UMNO EEN 14 Ge Reload SENOS nee ne EE 15 3 32 MANO COG Oa E ri as 15 De Manage TOSS an an nana ani 16 SE E e ebe 16 SA al el Se eee r ener Per ree Perec ee en eer eee on ana ben na aa 16 3 4 9 DCICIE e EE 16 3 5 IVAN AG CNS Sate Ee Eege 17 Sito fed I ele ei G eee Mee a UNE eT aR ie nO eee eet A me eS 17 SE Bone E E 18 1033 Delete EE 18 20 Manage e ee EE 18 301 Ee EE 19 SO Bal NOC OFAC EE 19 30 ll ele EE 19 Oo Delete e lee EE ZU OZ OO SONS EE 20 EE EE EIERE 21 20 2 Z EALJOD SCION eelere 21 90 2o Delelejob Ssehe TEE 21 3 7 Manage system wide TOGO Sie nana na aa an on ena ata 22 SM AAU BI too OG Oa an an Senen Nan aan SA
49. Password link You will be prompted with change password screen Change password Change password Old Password New Password Confirm Password Save Cancel Illustration 4 13 Changing password Fields v Old Password Your old existing password v New Password Your desired new password v Confirm Password Key in the new password again to confirm the new password Click Save button to save the record you will be redirected to Edit Profile screen if it has been saved successfully 31 Aa PA PU MyMeeting 3 0 User Manual 5 Using MyMeeting Secretariat setting up the committee secretariat is responsible in managing the committee In MyMeeting the Secretariat is allowed to customize message templates adding members to the committee define committee s todo checklist and manage permission for its members These activities are usually done during the setting up of the committee in MyMeeting 5 1 Managing committees Initial committees and its Secretariat are created by Super Admin upon MyMeeting installation Secretariat then has the access to their committees and can start managing them This include defining default templates amp todos and adding Members to the committees 5 1 1 Edit committee To edit the committee settings the Administrator first has to go to the My Committees page by clicking on the My Committees link on the upper right
50. TAN KE MESYUARAT Dengan s egala hormatny a merujuk perkara di atas 2 Sukacita dimaklumkan bahawa satu mes yuarat Sie eng meeting title akan diadak an Mak lumat adalah s eperti berik ut Tarikh amp masa Meeting meeting date Tempat Meeting venue Maklumat mes yuarat Link meeting Sini anala harmatnwa diiamnut hadir Panna ahan kehadiran halah dilak uk an di link canine ini Kariac ama dan nerhatian tuaninuan didahului dannan ur anan tarima kacih el itis recommended to send the invitations 10 days before the meeting date Invite Date 2010 06 30 Es Save Cancel Illustration 6 2 Editing invitation message template v Send invitation now click to send invitation v Do not sent invitation click here if you do not want MyMeeting to send the invitation v Edit message Schedule Invitation link to edit content of invitation email before it is sent Edit Invitation screen will be displayed There are few tokens standard of writing you need to follow in order to produce a correct desired output These are listed as follows do not change the tokens when editing the content Fields v name will be replaced by invitees full name after receiving the email v Meeting meeting title to print the meeting title v Meeting meeting date to print the meeting date v Meeting venue to print the venue of the meeting v Link meeting to print link to meeting detail page v Link confirm to print link to confirm
51. TechMeet Meeting no Bil1 Tahun 2010 Meeting date 29 06 2010 11 00 am Venue Bilik Mesyuarat To do list This is the todo list for this meeting No Task Dome 1 Book the meeting room A dministr ator 30 06 2010 2 Prepare the projector CJ Administrator Not done Save Cancel Illustration 6 10 Viewing meeting s todo list 6 2 1 Add meeting s todo On the meeting list screen click on Todo link at adjacent meeting you intend to update or create a meeting todo System will navigate to meeting todo page Click on Add new meeting todo link system will prompt Meeting s Todo page 58 MaMPU MyMeeting 3 0 User Manual Add Meetingtodo Meeting Name Priority User save Cancel Meeting s To do Bil 1 Tahun 2010 Immediate v Administrator Fields v Name v Priority v User Illustration 6 11 Adding a meeting s todo the name description of the todo the importance level of the todo person in charged to do the task Fill in the todo detail and click Save button to save the record a screen showing list of todos will be displayed if it has been saved successfully 6 2 2 Edit meeting s todo Click Edit icon on the adjacent todo to edit the todo s detail Edit Meetingtodo Name Priority User Meeting s To do Book the meeting room Immediate gt Administrator Save Cancel Illus
52. V Are you sure you want to delete no 1 Users To dos h 6 JusaB 6 gt 7 Jusac 7 X Cancel Messages Roles 8 54 8 I 9 52 9 I x Titles Grades 10 48 10 P 3 O 11 44 11 2 P Q Minute format Logs 12 41 12 P CA 13 36 ak 4 Q Statistics 14 32 14 73 3 6 2 Job Scheme Illustration 3 18 Deleting a grade Click on Manage Job Scheme link it will bring you to job schemes page Add Job Scheme Manage Grades No Scheme 1 JA 2 B 3 IC 4 DG SIE 6 F 7 G 8 II 9 J 10 KB 11 KP 12 KX 13 IL 14 LS 15 M 16 IN 17 IP 18 0 19 S 20 U Job Schemes a 2 Wi WPRNVNVNVVVNVNNNANNNNNVANANN VB GOOGOOOOOO OO 0000800086 oe Other tasks You have access tothese d Add committee Statistics Global settings a a CH w 3 Q amp a si Le Q uw Illustration 3 19 List of job schemes 20 Aa APU MyMeeting 3 0 User Manual 3 6 2 1 Add job schemes Click on Add Job Scheme link system will prompt to add job scheme page Add Job Scheme Add Job Scheme Illustration 3 20 Adding a job scheme Fields v Name The job scheme Fill in the job scheme and click Save button to save the record a screen showing list of schemes will be displayed if it has been saved successfully 3 6 2 2 Edit job schemes Click Edit icon on the adjacent job scheme to edit the job scheme detail
53. able for you but difficult for others to guess For security purpose your new password must be set a minimum of five characters long A good password contains a combination of uppercase and lowercase letters remember that your password is case sensitive and numbers 4 3 Recovering a lost password MyMeeting allows you to reset your password should you forget it The following screen appears when you click on the Forgot Your Password prompt in the Login Form 2 Mal MPU MyMeeting 3 0 User Manual Forgot your password Password reset Please fill in your email address to reset your pas sword Email Submit Cancel Illustration 4 6 Forgot your password When you fill in your email address MyMeeting will email you a link that you can use to change the password Ihe reason that MyMeeting cannot send your old password to you is that passwords are stored using an encryption format that is not reversible This means that even Super Administrators cannot view your password Create New Password Create New Password Cik Teow Jit Huan Please create new pas sword before this due date 07 07 2010 Please set your new password New Password Confirm Password submit Cancel Illustration 4 7 Reset password The link can be used once If you wish to create another new password you can click the Forgot Your Password link on login page again to recreate Since your new password are sent out
54. am Deadline 09 07 2010 Description Kertas Bil 30 Tahun 2009 Garis Panduan Pelaksanaan Blog Bagi Agensi Sektor Awam Mesyuarat mengambil maklum mengenai garis panduan pelaksanaan blog bagi agensi Sektor Awam sebelum dimajukan kepada Mesyuarat JITIK Bilangan 1 Tahun 2009 pada 18 Mac 2009 Mesyuarat turut mengambil maklum bahawa tujuan garis panduan pelaksanaan dikemukakan adalah seperti berikut a memaklumkan konsep pelaksanaan blog rasmi bagi agensi agensi Sektor Awam dan b menyediakan panduan pengurusan blog agensi agensi Sektor Awam 106 Mesyuarat mengambil perhatian supaya struktur Jawatankuasa Induk Pengurusan Laman Web Portal dalam tadbir urus blog dirangka dan dimuktamadkan Mesyuarat BERSETUJU mengenai garis panduan pelaksanaan blog bagi agensi Sektor Awam dengan mengambil kira cadangan penambahbaikan ahli MPKM Group Implementor BDPICT List of status Implementors can no longer update their status after the their status is accepted by the secretanat a Akta Komunikasi dan Multimedia Malaysia 1998 b Kod Kandungan Forum Kandungan Komunikasi dan Mutimedia Malaysia 2004 c Pekeliling Am Bilangan 1 Tahun 2006 iaitu Pengurusan Laman Web Portal Sektor Awam Implementor Status Action Date Comments History Accepted BOPICT Garis panduan kriteria kriteria blog agensi Sektor Awam tertakhluk kepada peraturan 07 07 2010 Leave comment x 2 peraturan seperti berikut View
55. and projects per Committee 5 Illustration 2 5 Workflow in Mvheetng Woo mk 6 Illustration 2 6 Grouping of users mMvheetng Wo WWW T Illustration 3 1 Other Tasks available to Super Acdmmmtstraior 9 Illustration 3 2 Super Administrator adding a Member 10 Deler E E AdaNg a COMME EE 11 Illustration 3 4 Super Administrator editing a Member 12 Illustration 3 5 Viewing a Member s details Wo WoWo oom 13 Illustration 3 6 Super Administrator deleting a Member 13 Illustration 3 7 Super Administrator resetting Member s poasswor sssoenensnonnensnsnrnnens 14 IR e La 318 Ee UE ln Le EE 15 lustratio Change 1OQ e EE 15 Illustration 3 10 List of default roles A 16 Dreier CS Al ele Ta te KC TO E 16 Illustrator 312 DS ICUM Ga TOG EE 17 Illustration 3 13 List of default titles WooooW oom Wan 17 Ilustration 3 14 AGGING a NCW E 18 Detlef 9 19 Deli ge Se Ne alas 18 Ilustraton E e grade San Na ask 19 MIS TFA ONS EIERE 19 Illustration 3 18 Deleting a orade E 20 Illustratior 3 19 List Of JOD SCNEMES EE 20 Illustration 3 20 Adding a job scheme EE 21 Illustration 3 21 Deleting a job scheme oo ooWo W Wo Woo WWW 21 Illustration 3 22 Adding a system wide todo WWW Wa 22 Illustration 3 23 Deleting a system wide todo WWW Wa 23 ISTRATION 245 VIEWING 109 EE 24 WUSTFATION 3 25 Deleting OIG TOUS oziccacca sn Ba EL EN 24 Ilustration ELE 25 Ile E e Login Ee 26 Illustration 4 2 Login screen with CADTCH
56. arat 48 Illustration 5 15 Default permission for membere 49 Illustration 5 16 Add new apnnouncement Woo Wo 50 Illustration 5 17 Announcement displayed on the Committee spade ees 50 Illustration 5 18 Deleting apnnouncement Woo Wa 50 Mustan o 122AOCING a MELING EE 51 Illustration 6 2 Editing invitation message template oo oooWo Woow 53 Illustration 6 3 Sending invitation on a certain date 54 MUStration GA Eatmg a MECUING DEE 55 MEISTFATION 6 9 Edino templates an ea Ba 56 Illustration 6 6 Editing multiple message templates Woo 57 HEED ae 58 Illustration 6 8 Cancelling a meeting 58 Illustration 6 9 Message template for email Cancellaton 59 Illustration 6 10 Viewing meeting s todo liSt oooo Wo WWW ma 59 Illustration 6 11 Adding a meeting s Togo 60 Illastration 6 12 Editing a meeting S tOOO mo o oooooo icoomowsiin takan hn 60 Illustration 6 13 Deleting a meeting s todo Woooo oo Wo om Woman 60 Illustration 6 14 List of project in a Committee 61 llustraton 6157 Adding a Pro Chaabi Ka EN RA NB Ba 61 Illustration 6 16 Editing a POS Conan ha aa an na ana 62 Illustration 6 17 Viewing all decisions made for a project oWoo W oom 62 Illustration 6 18 Viewing a project in report format 63 Illustration 6 19 Deleting a poroiect Woo Wo WWW maa 63 Illustration 6 20 Attendance page showing one member has confirmed her attendance 64 Illustration 6 21 Success
57. ared as the Secretariat has a preview of how the minutes is going to look like Also only in minutes interface can a Secretariat add in Information an item that is not a decision doesn t have implementors or deadline 8 1 1 Single form interface On a meeting s detail screen click on Add 1 decision button System will prompt to add new decision form Add Decision Committee Technical Meeting Meeting No Bil 1 Tahun 2010 Meeting Date 29 06 2010 11 00 am Venue Bilik Mesyuarat d i Decisi Project IFP 7 JAdd Des cription Additional Ales Browse Decision deadline 2010 07 29 PS Update status deadline 2010 07 29 PS Indiv idual Implerrentor Select by group oO Pengarah User O Tan O haji LI Administrator Group Implementor Group o Pengarah Save Cancel Illustration 8 1 Adding a decision using single form interface Fields 65 Aa APU MyMeeting 3 0 User Manual v Project The name of the project to which the decision is related v Description The description of the decision v Additional Files Upload any additional files related to the decision here v Deadlines The deadlines for the decision v Update status deadline The deadline for updating the status v Select by group Helps to select members by group Once the groups are selected system will automatically check each member or the group Select by group will assign individual implementors Each me
58. ator P 3 G we suliana Pn SULIANA SIRAJUDDIN P amp 8 Illustration 3 6 Super Administrator deleting a Member 3 2 4 Reset password for Members To reset a Member s password just click on the reset icon System will prompt a reset confirmation message if you accept then the selected Member s password will be reset Otherwise the operation is canceled a screen showing list of Members will be displayed 13 MaMPU MyMeeting 3 0 User Manual Add new user Please select your filter criteria s Username Name All Users Post Email Committee Search Cancel No of records 32 Other tasks Filters You have access to these dee Add committee Global settings The page at http localhost says A x amp SS Users To dos Are you sure you want to reset password for admin D Password will be reset to the username lt gt X Cancel Messag Roles Titl Grades Minute format Logs Statistics password to the users username Name Actions Administrator 2 CX o SULIANA SIRAJUDDIN 2 CA S Illustration 3 7 Super Administrator resetting Member s password 3 3 Set global setting Global configuration controls are MyMeeting s operational settings Any changes made on this screen will update the mymeeting php file This file needs to be writable in order for you to be able to edit your configuration The Global Settings can be accessed by clicking Global Sett
59. bincangan bagi mendapatkan pandangan mengenai syor cadangan hasil soal selidik ini Mesyuarat BERSETUJU supaya MOF disusuli untuk mendapatkan tarikh bagi mengadakan perbincangan tersebut Decision 2 Group 1 BIU ESSBB EE HE 9 Paragraphs Fontfamily e Font size r arm Pemantauan Respons Kepada e mel Mesyuarat mengambil maklum bahawa laporan pemantauan terhadap respons kepada e mel oleh agensi Kerajaan dan kementerian akan dikemukakan untuk kelulusan YBhg Datuk Ketua Pengarah MAMPU sebelum dipanjangkan kepada pejabat YBhg Ketua Setiausaha Negara Mesyuarat BERSETUJU supaya perkara di perbincangan dengan agensi terus disusuli dengan segera Illustration 8 8 Decisions extracted In this page feel free to modify the font or the text In the example the implementors and the deadlines have been removed from the text with the name of the project set to bold lf the name of the project is not detected Secretariat has the option to add new by clicking on Add link beside the Project dropdown Members and groups involved in a decision needs to be created first in the system else the name will not be extracted Click Submit button when done editing and the minutes interface will be displayed again The new extracted decisions are appended at the bottom of the minutes It may be necessary to rearrange the order depending on the content of existing minutes Ixxili Extract minutes Mee
60. button To edit certain role s permission select the role And then the permission for that role will be shown 46 AAMAR DU MyMeeting 3 0 User Manual Add new role Filters Please select vour her criteria s Role E Permissions Ho Permission Create View Edit 1 Committee 2 Committeetodo 3 Wfmodel 4 Announcement 5 Template 6 Membership T Group H Meeting H Meeting Invited 10 Meeting Attended 11 Attendance 12 Attendance Invited 13 Meetingtodo 14 Minute Draft mode 15 Minute Approved mode 16 Report 17 Decision 18 Decision Assigned 19 Decision Accepted D 20 item 21 Item Involve 22 Userstatus 23 Userstatus Own 24 Groupstatus 25 Groupstatus Own Illustration 5 14 Default permission for Secretariat Admin will have the unigue permission set 47 Aa APU MyMeeting 3 0 User Manual Add new role Filters Please select your fitter criterias Role Create View Edit Delete d EC C L Ll 2 Meeting A Meeting Invited 4 Meeting Attended 9 Attendance O 6 Attendance Invited O a T Minute Draft mode O H Minute Approved mode 9 Report 10 Decision db Den Bian Assigned 12 Ibecision Accepted 13 lem E 14 Item Involve Ig Ke o 16 Userstatus Own if Kee E 18 Groupstatus Own Illustration 5 15 Default permission for members Check the permitted field and click Save
61. ccessing MyMeeting Users Members 1 3 Objectives of MyMeeting MyMeeting objectives are as follows Effective monitoring of decisions made in meetings Elevate the efficiency and better communication among meeting members Easy information sharing Workflow automation to ease secretariat workloads V VV Y MUA 2U MyMeeting 3 0 User Manual 2 Getting started 2 1 Understanding MyMeeting s system flow Illustration 2 1 Common meeting flow The diagram above illustrates the common meeting flow that is captured in MyMeeting Meeting will be held in the committee to discuss projects and come out with decisions Action items in decisions will be carried out by the meeting members in charge who need to report the action status to the committee MyMeeting consists of one or more committees The users in MyMeeting can belong to one or more committee Aa APU MyMeeting 3 0 User Manual 2 2 Understanding committees In MyMeeting a committee is a group of people who holds regular meetings to discuss the same subject matters Illustration 2 2 Committee level A committee can have multiple sub committees and the sub committees can also have another level of sub committee One person can belong to many committees as he might be involved in many meeting discussions An organization can have many sub committees as different sets of people might discuss different aspect of the organization Pematuhan ICT
62. ceholders are like variables in message templates While the templates can be in either Englis or Malay language placeholders must be used exactly as stated Different type of messages will have different group of placeholders that can be used For example if you use Comment comment a placeholder reserved for comment templates in message type invite it will not be replaced with anything and the emails that are being send out will contain the placeholder which is exactly not the desired result If placeholders are used in the templates placeholders are prefixed by it will be replaced with the value described below gt Invite v name Name of the email recipient v Meeting meeting title Title of the meeting the user is invited to v Meeting meeting date Date of the meeting the user is invited to v Meeting venue Venue of the meeting the user is invited to v Link meeting Link to the meeting information page in the MyMeeting system v Link confirm Link to confirm user attendance v slogan Agency s slogan gt Uninvite v name Name of the email recipient v OldMeeting meeting_title Title of the meeting the user is invited to before the change v OldMeeting meeting date Date of the meeting the user is invited to before the change v OldMeeting venue Venue of the meeting the user is invited to before the change v slogan Agency s slogan Change v name Name of the email recipient v Meeting meetin
63. control the distribution of derivative or collective works based on the Program In addition mere aggregation of another work not based on the Program with the Program or with a work based on the Program on a volume of a storage or distribution medium does not bring the other work under the scope of this License 3 You may copy and distribute the Program or a work based on it under Section 2 in object code or executable form under the terms of Sections 1 and 2 above provided that you also do one of the following a Accompany it with the complete corresponding machine readable source code which must be distributed under the terms of Sections 1 and 2 above on a medium customarily used for software interchange or b Accompany it with a written offer valid for at least three years to give any third party for a charge no more than your cost of physically performing source distribution a complete machine readable copy of the corresponding source code to be distributed under the terms of Sections 1 and 2 above on a medium customarily used for software interchange or c Accompany it with the information you received as to the offer to distribute corresponding source code This alternative is allowed only for noncommercial distribution and only if you received the program in object code or executable form with such an offer in accord with Subsection b above The source code for a work means the preferred form of the work for making mo
64. corner Next click on the Edit icon beside the committee This icon is only available to the Secretariat of the committee Edit Committee Edit Committee Note woo refers Io meeting number Meeting Num Template Sevvyy refers to year Meeting Num Template committeeshon refers to committee s short name Meeting Title Template committeelong refers to committee s long name Meeting Title Template Parent Top level D Hame Technical Meeting Short Name TechMeet l Meeting Num Bil D Tahun yyyy EN Template Meeting Title Mesyuarat committeeshort Template l Minute Format OSCC zi Private amp Confidential Oy On ltem name Project Minute Template Illustration 5 1 Editing a committee Fields v Parent Assign a parent to the committee if it falls under a sub committee v Name This is the name of the committee which will be displayed in the printed on reports and minutes v Short name This is the name of the committee displayed whenever there is a selection to be made in a form and also used in the url of MyMeeting 32 Aa APU MyMeeting 3 0 User Manual v Meeting Num Template This is the default template which MyMeeting will use to generate the next meeting number for that committee ex Bil 1 Tahun 2008 v Meeting Title Template This is the default template which MyMeeting will use to generate the meeting title for that committee v Minu
65. difications to it For an executable work complete source code means all the source code for all modules it contains plus any associated interface definition files plus the scripts used to control compilation and installation of the executable However as a special exception the source code distributed need not include anything that is normally distributed in either source or binary form with the major components compiler kernel and so on of the operating system on which the executable runs unless that component itself accompanies the executable If distribution of executable or object code is made by offering access to copy from a designated place then offering equivalent access to copy the source code from the same place counts as distribution of the source code even though third parties are not compelled to copy the source along with the object code 4 You may not copy modify sublicense or distribute the Program except as expressly provided under this License Any attempt otherwise to copy modify sublicense or distribute the Program is void and will automatically terminate your rights under this License However parties who have received copies or rights from you under this License will not have their licenses terminated so long as such parties remain in full compliance 5 You are not required to accept this License since you have not signed it However nothing else grants you permission to modify or distribute the Program
66. e Meeting Title Template Add committee Global settings Name amp Ca Short Name Users Meeting Num Bil x0x Tahun yyyy lt P Template Meeting Title Mesyuarat committeeshort Messages Roles Template Minutetype please select O wmo Jee zj d Titles Grades Private amp Confidential Oy On Item name Project ai Minute format Logs Save Cancel dh Statistics Illustration 3 3 Adding a committee Fields v Name Name of the committee which will be displayed in the printed reports and minutes v Short Name Name of the committee displayed whenever there is selection to be made in a form and also used in the url of MyMeeting v Meeting Num Template This is the default template which MyMeeting will use to generate the next meeting number for that committee ex Bil 1 Tahun 2008 v Meeting Title Template This is the default title of the meeting in that committee There are two tags you can use in this field committeeshort this will be replaced by committee s short name e committeelong this will be replaced with the committee s full name v Minute Format User can choose the minute format suitable for their committee meeting format v Private amp Confidential This option can assign the private or not for the committee that will create v Item name The default item name is Project But there are some committees who do not discuss projects in their mee
67. e v Link confirm to print link to confirm the attendance v slogan to print slogan v Invite Date to determine the date on when you want the system to send the invitation 6 1 3 View meetings Click Meeting Num link of the meeting to view the meeting in detail Decisions keyed in if any will be displayed on this page Keying in decision adding minutes viewing reports viewing minutes can be done through this page All the previous and upcoming meetings can be viewed from this page without having to go meeting main page Add new Meeting Ho Meeting Tite Meeting Date Todo Attendance Actions 1 Mesyuarat TechMeet 30 06 2010 11 00 am Todo Attendance Pa Minutes Report Minutes 1 Venue Bilik Mesyuarat Meeting Num CSS Inv itation Bil1 Tahun 2010 View Illustration 6 7 List of meetings 6 1 4 Delete meetings Click Delete icon on the adjacent meeting to delete the meeting System will prompt a delete confirmation message if you accept then the selected meeting will be deleted Otherwise the operation is canceled a screen showing list of meetings will be displayed Upon clicking the delete button a page prompting Meeting has been deleted will be displayed together with 3 other links as shown in the following screen Add new Meeting s The page at http localhost says x e P Are you sure you want to delete this item Report Toda A
68. e e pa mb mm mm mm mm pm mm mm mmm mm mm mm mm mm mm mm sg mm mm mm mb e e mm wm e em mm me e em em mm mm GROUP 1 EEN GROUP 2 GROUP 3 Illustration 2 6 Grouping of users in MyMeeting Aa PA 20 MyMeeting 3 0 User Manual Members of a committee can be conveniently categorised into groups Groups might represent from where the users are from ie users from different departments are put into their own groups might represent the ranks of the users ie directors are one group lowly lifeless peons are another might represent the different functions of the users coders might be one group graphic artist might be one group musicians might be one group and might even represent separation of the users male female by race by religion and other forms of discrimination This function is useful to facilitate multiple users selection Clicking on the checkbox of a single group is easier than clicking on the checkbox of every group member For example decisions can be assigned to groups and any of the group member would be able to update the status of the decision assigned to that group 2 5 Icons used in MyMeeting Below are the brief explanation of icons used in MyMeeting Description Icons Edit View Delete Edit Committees Workflow Todo s Announcements Mesages Users Reset Password Email Move position up Move position down Add Sub Committees Ee D
69. e meeting list v Meeting Reminder email to remind users member of upcoming meeting Currently not applicable v Status Reminder email to be sent out to users members when they have not updated their action status on decisions v Meeting Comment email to be sent out to members when a comment has been made in a meeting which they were invited to attend v Decision Comment email to be sent out to members when a comment has been made on a decision which they have been assigned v Status Comment email to be sent out to members when a comment has been made on a status which they have updated v Decision Assigned email to be sent out to members to inform the members of the committee that a decision has been assigned to them to take v Update Status email to be sent out to secretariat to inform that their status had been updated v Send forApproval email to be sent out to chairperson to ask for approval for meeting s minute v minutes approved email to be sent out to secretariat to inform that the meeting s minute has been approved by chairperson v Announce Minute email to be sent out to member to inform that meeting s minutes has been approved by chairperson v Minute Comment email to be send out if there are comment on a minute v Send for Reapproval email to be send out to chairperson for meeting minute approval after changes 40 Aa APU MyMeeting 3 0 User Manual Placeholders available for the templates Pla
70. e they login List of status Implementors can no longer update their status after the their status is accepted by the secretariat Implementor Status Action Date Comments History Accepted BDPICT ajian telah dibuat terhadap maklumbalas soal selidik yang diterima daripada 68 02 08 2010 Leave comment x 1 agensi Kerajaan bermula 28 Mei hingga 5 Julai 2010 dan telah diserahkan kepada View BKPSM BKPSM Hasil telah diterima 02 08 2010 Leave comment x 1 View OI Illustration 8 14 List of status member s view 8 3 2 Add decision into minute To add this decision to minutes click on Add decision to minutes at the top Ixxv Add new BDPICT group status Add new BKPSM group status Add decision to minutes Committee Mesyuarat Pengurusan Kanan MAMPU MPKM Meeting Title Mesyuarat Pengurusan Kanan MAMPU MPKM Meeting No Bil 9 Tahun 2010 Venue Bilik mesyuarat utama Aras 6 Meeting Date 05 07 2010 09 30 am Chairperson Y Bhg Dato Normah bt Md Yusof Decision This decision can only be added to minutes after all status have been accepted by the secretariat Projek Kemudahan Komputer Riba Deadline 01 09 2010 Description Mesyuarat BERSETUJU supaya hasil soal selidik dan cadangan pengagihan komputer sektor awam diserahkan kepada BKPSM untuk dikemukakan kepada Jawatankuasa Perolehan Jabatan Perdana Menteri Group Implementor BDPICT BKPSM List of status Imp
71. ed successfully End dnte 2010 07 30 6 3 3 View Projects Illustration 6 16 Editing a project Details of a project all the decisions tied to that project can be viewed by just clicking on the project name To view the reports based on a project click on the View report link at the top Add new decision Related files View Report Project IFP Committee Technical Meeting Project Name IFP Project Short Name IFP Description IFP Start date 03 05 2010 End date 30 07 2010 Listofdecisions 1 Notaccepted yet 1 Please select your filter criteria s Meeting Num please select X Group Implementor please select v Individual Implementor please select v Meeting Bil 1 Tahun 2010 Decision Deadline 28 02 2011 Description Incentive Facilitation Programreport IFP letter for extension for IFP is with Tn H Roslifor approval To be removedfrom SKT 2009 Individual Implementor aji Administrator Group Implem entor Pengarah Comments 0 Status No update Update status deadline 28 02 2011 Illustration 6 17 Viewing all decisions made for a project 61 PA Ch MyMeeting 3 0 User Manual Report for Project IFP _Decision es Saus Individual Implementr Incentive Facilitation Program report ER letter forextenson for IFP iswth Tn Hj Rosi for approval To be removed from SKT 2009 haji No status update yet Deadline 28 02 2
72. eforeFilter 2 2010 06 30 16 17 30 5 Admin systemtodos index systemtodos index ISystemtodosController beforeFilter 2 2010 06 30 Grades 16 15 02 6 Admin systemtodos add systemtodos add SystemtodosController beforeFilter 2 2010 06 30 Q 16 15 01 S 7 Admin systemtodos add systemtodos add ISystemtodosController beforeFilter 2 2010 06 30 Minute format Logs 16 14 52 8 Admin systemtodos index systemtodos index ISystemtodosController beforeFilter 2 2010 06 30 dil 16 14 50 9 Admin systemtodos index systemtodos index SystemtodosController beforeFilter 2 2010 06 30 Statistics 16 14 41 3 10 View statistics Viewing statistics is more like a report on the usage of MyMeeting within a certain committee Super Administrator can keep a record on how active a committee is Illustration 3 25 Deleting old logs 24 Aa PA PU MyMeeting 3 0 User Manual The Statistics can be accessed by clicking Statistics icon listed under Other Tasks from the committees main screen or by clicking on the icon displayed at the right side of the system Click on the desired criteria and click Search for the listing of selection Selection of criteria is as below v No of Meetings Will list the details of the meetings involved in a committee v User Activity Will list the activities done by users including the number of post they have done Filters Other tasks Please select vour filter
73. eir status You can either click on the Ask for status updates link at the top of the page or click on the email icon shown on every decision Ask for status updates link will send emails to all the implementors for all decisions while the email icon will send email only to the implementors for that particular decision only 8 3 Send for minutes approval After all status have been update by Members Secretariat have to do some checking on each items in the minutes before sending it to the Chairperson for approval 8 3 1 Accept the status In a decision page the status can be seen at the bottom If there is no amendments need to be done click on the checkbox on relevant status to accept it Ixxvi Decision Mesyuarat Pengurusan Kanan MAMPU MPKM Bil 9 Tahun 2010 Committee Mesyuarat Pengurusan Kanan MAMPU MPKM Meeting Title Mesyuarat Pengurusan Kanan MAMPU MPKM Meeting No Bil 9 Tahun 2010 Venue Bilik mesyuarat utama Aras 6 Meeting Date 05 07 2010 09 30 am Chairperson Y Bhg Dato Normah bt Md Yusof Comments for this decision Every comment made will be emailed to every implementor s of this decision Leave a comment Decision The page at http mymeeting oscc org my says x This decision can only be Projek Kemudahan Kd Deadline 01 09 2010 Description Mesyuarat BERSETUJU diserahkan kepada BKPS Group Implementor BDPICT lt BKPSM Implementors
74. eleting a decision will also delete all related status updates if any for that Bil 10 Tahun 2010 J Attendance Todo Decision Add 1 decision Edit minutes Ask for status updates Minutes In draft mode Mesyuarat Pengurusan Kanan MAMPU MPKM Bil 11 Tahun 2010 Committee Mesyuarat Pengurusan Kanan MAMPU MPKM Meeting Title Mesyuarat Pengurusan Kanan MAMPU MPKM Meeting No Bil 11 Tahun 2010 Meeting Date 20 07 2010 11 00 am Venue Bilik Mesyuarat Utama Aras 6 Chairperson Y Bhg Dato Normah bt Md Yus Cc Le ay The page at http mymeeting oscc org my says X List of decisions 2 Not accepted yet 2 Deleting a decision will remove all data related to it Are you sure you want to delete this decision Please select your filter criteria s Projek please select Group Implementor please select Individual Implementor Oe Projek Kemudahan Komputer Riba Decision Deadline 12 08 2010 Description Kemudahan Komputer Riba please select Mesyuarat mengambil maklum bahawa MAMPU belum memperoleh tarikh yang sesuai daripada Kementerian Kewangan Malaysia MOF untuk mengadakan perbincangan bagi mendapatkan pandangan mengenai syor cadangan hasil soal selidik ini Illustration 8 11 Deleting a decision decision 8 2 Ask for status updates from Members Once all decisions are inside MyMeeting Secretariat can then notify all the Members to update th
75. ept then the selected user will be deleted from the committee Otherwise the operation is canceled a screen showing list of committee users will be displayed Groups E l No Name Actions 1 KPTK B x 2 Pengarah P X aile EEN E The page at http localhost says x d H Members Are you sure you want to delete this item No Name Role Actions EEN Tan tan o m ember a E x 2 HL haji haji o m x Cancel e ember il je Ei 4 ls eg 3 Administrator a o my idmin 4 P X Illustration 5 4 Removing a member from a committee 35 Aa PA PU MyMeeting 3 0 User Manual 5 2 1 5 Unlocking member s account When the member account was locked due to 6 false login he can contact the Super Administrator or Secretariat of one of his committee to unlock the member s user account If one of the member s account was locked there will be a Reset Password icon on the adjacent member Members No Name Email Job Title Division Role Actions d Pn Tan tan o my Pen pengarah member E P amp 2 Hi e i o j haji haji o my Pen pengarah member 4 ye ie P CH d Administrator a o my admin 4 P amp Illustration 5 5 Address book list showing a locked account for a member There are 2 ways to unlock the user s account Reset the password Click the Reset Password icon and it will promp you a confirmation box Groups mg reer i The page at http localhost says
76. er s office number v Fax Fax number v Mobile Mobile number Username keyed in by the Secretariat and the default password is the same as the username 34 PA PA 20 MyMeeting 3 0 User Manual Click Save button to save the record a screen showing list of committee s users will be displayed if it has been saved successfully 5 2 1 2 Edit members Click Edit icon on the adjacent Address Book to edit the users profile Click Save button to save the record a list of committee s members will be displayed if it has been saved successfully As the Secretariat can only manage how the user is related to the committee itself so he can only change the user role in the committee 5 2 1 3 View member s information Detail of a user can be viewed by just clicking on the member name link For all the committees the member is involved will also be listed in this page View member Name Administrator Email a o my Post Section Division Job Scheme F Grade 48 Address Telephone Mobile Fax Committees This member is involved in the following committees Ho Committee Role 1 Open Source Competence Center admin 2 Technical Meeting admin Illustration 5 3 Viewing a member details and his her committees 5 2 1 4 Remove members Click Delete icon on the adjacent Address Book to delete a user System will prompt a delete confirmation message if you acc
77. es or correction on the minutes draft the Secretariat can either e click the link in the email or e click the View the minute comment link in My Task box and the minutes draft will be displayed for correction The following is a list of committees you re involved in To call for a new meeting update current status or add new committee member please click on the appropriate committee name to continue Confirm attendance No record A z e eee eect d 2 uP W amp a Edit attendance Open Source Competence Center w 7 X v7 ta amp wf No record Minute approval No record Minute comment Mesyuarat TechMeet Bil 1 Tahun 2010 View the minute comment Illustration 8 19 New task for Secretariat under Minutes comments Secretariat can view all the remarks left by the Chairperson and then click on Make the IXxx changes to proceed with correcting the minutes It will x Minutes status Pending approval display the editable j MINUTES minute MESYUARAT TECHMEET interface BIL 1 TAHUN 2010 Update the related Date 29 June 2010 item Time 11 00 am Venue Bilik Mesyuarat Chairperson Pn Tan Meeting s Minute Mesyuarat TechMeet Bil 1 Tahun 2010 Date 29 June 2010 Time 11 00 am Venue Bilik Mesyuarat E Incentive Facilitation Program report IFP Letter for extension for IFP is with Tn Hj Rosli for approval To be removed from SKT 2009 Action By Administrator haji Pen
78. ft to be reviewed by Champerson om 95 Illustration 10 4 Chairperson leaving a remarks oo oWo Wo oWoWoWoo Wo oW Wan 96 Illustration 10 5 Remarks or comment by Chairperson is captured 96 Illustration 10 6 Minutes draft for approval for the second me nnononnanonnnnnnnnnnnnnnnennnne 97 111
79. ful attendance Confirmation 64 Illustration 7 1 Taking attendance oo Wc W Wo 65 Illustration 8 1 Adding a decision using single form mmitertace 66 Illustration 8 2 Adding decisions in minutes interface oooo Wo Woo 67 Illustration 8 3 Generation of default minute template oom 68 Illustration 8 4 Adding decision in minutes mtertace oo Woo 69 Illustration 8 5 Example of eub teme oom oma 69 Illustration 8 6 Example of formatted text InpUt oo o ooWoooomoooWo mmm 70 Illustration 8 7 Fill in the area with formatted text INPpUt Wo ooooooW Wan 71 Illustration 8 8 Decisions exirached Woo WWW WWW Jaa 12 Illustration 8 9 New decisions appended at the bottom 13 Illustration 8 10 Paste links appear in minutes interface after Cut or Copy is clicked 14 Illustration 3 117 Deleting ECKE a None NN NA 15 Illustration 8 12 Accepting the statuS oo oo oWoo Woo Woo WWW 16 Illustration 8 13 Accepted status has green checks ICON oo Woo 16 Illustration 8 14 List of status member s view 16 Illustration 8 15 Add decision to Rule See si BN na 11 Illustration 8 16 Minutes ready to send for approval cc 18 Illustration 8 17 Message template to send for apptrova l 18 Illustration 8 18 Notification email to Secretariat on corrections need to be made on the PN en na an 19 Illustration 8 19 New task for Secretariat under Minutes comments 19 Illustration 8 20 Remarks left by t
80. g approval Send for approval Committee Technical Meeting Meeting Title Mesyuarat TechMeet Meeting No Bil 1 Tahun 2010 Leave a comment Mesyuarat TechMeet Bil 1 Tahun 2010 Comments for this meeting Meeting Date 29 06 2010 11 00 am Venue Bilik Mesyuarat Chairperson Pn Tan Listof decisions 1 Accepted 1 Filters Please select your filter criteria s Project please select zj Group please select x Implementor Individual please select Implementor POV Project IFP Decision Deadline 28 02 2011 Description Incentive Facilitation Program report IFP letter for extension for IFP is with Tn Hj Rosli for approval To be removed from SKT 2009 Individual Implementor haji Administrator Group Implementor Pengarah Comments 0 Status Updated Update status deadline 28 02 2011 Illustration 8 16 Minutes ready to send for approval After secretariat click on the Send for approval link it will prompt to Send for approval pages which shows the email which will be sent to the meeting chairperson for approval Send for approval Note 1 Below is the message that is going to be sent to the chairperson of this meeting 2 name will be replaced with chairperson s name ASSALAMUALAIKUM DAN SALAM SEJAHTERA name MEMOHON PENGESAHAN MINIT MESYUARAT Dengan segala hormatnya merujuk perkara di atas 2 Pihak urusetia telah
81. g title Title of the meeting the user is invited to v Meeting meeting date Date of the meeting the user is invited to v Meeting venue Venue of the meeting the user is invited to v Link meeting Link to the meeting information page in the MyMeeting system v OldMeeting meeting_title Title of the meeting the user is invited to before the change v OldMeeting meeting date Date of the meeting the user is invited to before the change v OldMeeting venue Venue of the meeting the user is invited to before the change v slogan Agency s slogan 41 Mampu Cancel SA SS SS S XS SS SS SS SS name Meeting meeting_ title slogan Meeting Reminder name Meeting meeting_ title Meeting meeting_ date YsMeeting venue slogan Status Reminder name Meeting meeting_title Meeting meeting_ date Decision description Yedays left of the YoLink decision system slogan Meeting Comment name Meeting meeting num in Comment comment Comment user YoLink meeting system slogan Decision Comment name Meeting meeting num Decision description Comment comment Comment user Link decision system slogan MyMeeting 3 0 User Manual Name of the email recipient Title of the meeting which is canceled Agency s slogan Name of the email recipient Title of the meeting the decision was made in Date of the meeting the decision was made in Venue
82. garah Due 28 02 2011 Add item Delete Edit Add item Illustration 8 21 Correction made on minutes draft Administrator Approved by After COMECHONG hren are made fa Ta the m n utes Present Amdi draft E 1 Pn Tan CHAIRPERSON NOW ready Pen pengarah for another 2 Hj haji check from Pen pengarah the 3 Administrator SECRETARIAT Illustration 8 20 Remarks left by the Chairperson for Secretariat Chairperson Click on the meeting s name to go the meeting s details page Click on Send for approval again to notify the Chairperson Keed Bil 2 Tahun 2010 Attendance Todo Bil 3 Tahun 2010 Decision Add 1 decision Add minutes J Add legacy minutes J Ask for status updates Minutes Awaiting approval Send for approval after change Committee Technical Meeting Meeting Title Mesyuarat TechMeet Meeting No Bil 1 Tahun 2010 Meeting Date 29 06 2010 11 00 am Leave acomment Mesyuarat TechMeet Bil 1 Tahun 2010 Comments for this meeting Venue Bilik Mesyuarat Chairperson Pn Tan List of decisions 1 Accepted 1 Filters Please select your filter criteria s Project please select D Group please select gt Implementor Individual please select Implementor 2D 4 Vig Project IFP Decision Deadline 28 02 2011 Description Incentive Facilitation Program report IFP Letter for exte
83. go Current Logo SS Logo to upload Browse Suitable logo size to upload is 155x80 px Change logo Illustration 3 9 Change logo 15 Aa PA 20 MyMeeting 3 0 User Manual 3 4 Manage roles Roles are the types of permission used in MyMeeting Roles can be added edited and even deleted by the Super Administrator Roles can be defined in the workflow and given permission accordingly Add new role Filters Please select your filter criteria s Name Search Cancel No of records 3 No NN Xi Ooo 1 admin A ahli 3 pengerusi Illustration 3 10 List of default roles 3 4 1 Add roles On the committees main listing screen click on Roles icon listed under Other Tasks System will navigate to Roles page Roles page can also be reached by clicking on the icon displayed at the right side of the system Click on Add new role link system will navigate to add role page Add Role Add Role Please fill in the feld and select tasks for the role Name D Save Cancel Illustration 3 11 Adding a role Fields v Name Name of the role Fill in the roles detail and click Save button to save the record a screen showing list of roles will be displayed if it has been saved successfully 3 4 2 Edit roles Click Edit icon on the adjacent roles to edit the role detail Modify role detail Click
84. he Chairperson for ZGecreiarat 80 Illustration 8 21 Correction made on minutes draft WWW 81 Illustration 8 22 Resend the minutes draft for approva oom 81 Illustration 8 23 Only approved minutes can be dstrbuted Wo 82 Illustration 9 1 Example of meeting invitation email received 83 Illustration 9 2 Attendance confirmation Dade oom 84 Illustration 9 3 Meetings are shown in calendar view and all the decisions related to the users are shown under important alerts ooo oooWoW Wo Wo Wo WoW oom JW man 85 Wustraton 94 Meeting ISl oo eno nm sman sana bm anime 85 Illustration 9 5 Download files for meeting 86 Illustration 9 6 Viewing a meeting details 87 Illustration 9 7 Doing a search on status updates oom WWW 88 Illustration 9 8 Search results in report Tormmat oom maa 88 illustration 9 9 Filters imAddresS Book aka aa AN aa 89 Illustration 9 10 Users amp groups page with filtering available 89 Illustration 9 11 Filtering results in file archive for Tiename 90 Illustration 9 12 Adding new individual status Wo ma 91 MUSTFATION 9 13 Adding group StALUS en mk ena AN ea 92 Illustration 9 14 Viewing history for a status update Woo oom Wc 92 Illustration 9 15 Comment box for a meeting 92 Illustration 9 16 Comment box for a decseion WWW 93 Illustration 10 1 New task for Chairperson to approve mnules 94 Illustration 10 2 Chairperson to approve minutes in meeting s details pade 94 Illustration 10 3 Minutes dra
85. hhaikan dilakukan terhadan hrnsuir hari herkenaan dennan Illustration 9 5 Download files for meeting 9 2 2 View decisions In order to view all the decisions taken of the previous meeting click on the previous Ixxxvi meeting meeting number on top of the meeting s detail page List of decisions is displayed on the left side with a filter box on top of it The filter box is for filtering options to filter the decisions based on certain criteria Filtering can be done by either choosing a project a group implementor or an individual implementor Every decision that matches this criteria will be displayed Bil 2 Tahun 2010 Bil 3 Tahun 2010 J Minutes Approved With Comment View Minutes J View Report Committee Technical Meeting Meeting Title Mesyuarat TechMeet Meeting No Bil 1 Tahun 2010 Meeting Date 29 06 2010 11 00 am Venue Bilik Mesyuarat Chairperson Pn Tan Listofdecisions 1 Accepted 1 Filters Please select your filter criteria s Project please select zj Group please select gt Implementor Individual please select gt Implementor Project IFP Decision Deadline 28 02 2011 Description Incentive Facilitation Program report IFP Letter for extension for IFP is with Tn Hj Rosli for approval To be removed from SKT 2009 Individual Implementor Administrator haji Group Implementor Pengarah Comments 0 Status Updated Update statu
86. ho have confirmed their attendance will be shown below You can also update their attendance on their behalf here No Name Confirmed Attendance Representative Will attend Confirmed on 1 Normah bt Md Yusof Chairperson 2 Parmjit Kaur y O N 02 08 2010 12 08 pm Ge On 10 06 2010 10 53 am 3 Muhammad Rosli b Abd Razak O y N 02 08 2010 12 08 pm 4 Wan Mohd Rosdi Bin Wan v O 02 08 2010 12 08 pm Dollah ege 5 Muhamad Faiz Hj yOn 02 08 2010 12 08 pm Basirun Secretariat Illustration 6 21 Successful attendance confirmation 63 Aa MPU MyMeeting 3 0 User Manual 7 Using MyMeeting Secretariat during meeting Secretariat can take attendance and for a quick Secretariat he can also add minutes during meeting 7 1 Take attendance secretariat has the role of updating the attendance and confirmation of attending for each member in the meeting This will leave the secretariat to update only the attendance part during the meeting screen below shows the list of members who have been invited for a meeting Attendances will be taken during a meeting Click Attendance link from list of meetings Click yes under attendance column if the invited member has attended the meeting otherwise click no and fill in the reason column Committee Technical Meeting Meeting Title Mesyuarat TechMeet Meeting No Bil 1 Tahun 2010 Meeting Date 29 06 2010
87. ill be prompted to add meeting form Add Meeting Meeting Title Mesy uarat Tec hMeet Meeting Num Bil3 Tahun 2010 Meeting Date PS Venue Allow representatives Agenda 1 Perutusan Pengerusi 3 Perkara perkara berbangkit 4 Pembentangan kertas kertas kerja 5 Hal hal lain 6 Penutup C set Agenda as Minute Paragraph Default Title Agenda Files Browse Minutes Ales Browse Presentation Files Browse Confirm Attendance E Deadline i i Leave the field blank will make the deadline become 3 days before meeting date Members Select by group L Pengarah C tan Member X O haji Member v C Administrator Member Save Cancel Illustration 6 1 Adding a meeting Fields v Meeting Title Referring to the title of the meeting ex MPKM Meeting System auto generates meeting title according 50 Mampu SS SS Meeting Num Meeting Date Venue Allow representatives Agenda set Agenda as Minute Paragraph Title Agenda Files Minutes Files Presentation Files Confirm Attendance Deadline Select by group Members MyMeeting 3 0 User Manual to Meeting Title Template that has been determined upon creation of committee Referring to the Meeting Number Bilangan Mesyuarat of the meeting System auto generate meeting number according to Meeting Num Template that has been determined on creation of committee When the meeting to be held The p
88. ings icon listed under Other Tasks from the committees main screen or by clicking on the icon displayed at the right side of the system Fields v Server Url system v Agency Name v Agency Address v Agency Slogan v Date Format v Time Format v Email Method v Email From v Email From Name v SMTP Host SMTP Port v SMTP Username S This is the absolute URL web address for your MyMeeting This option allows you to set the content name of the title bar for your site This is the address of your agency The slogan of your agency Format of the date to be displayed by default itis set to day month year d m y Format of the time to be displayed by default it is set to hour minutes am pm H i a The email method native SMTP sendmail The email from that will be displayed whenever the system is sending an email to the users ex admin oscc org my The name will be displayed together with the email from when the system is sending an email to the users ex admin SMTP Host name SMTP port number SMTP user name 14 MaMPU SS NN MyMeeting 3 0 User Manual SMTP Password Password for the SMTP user Sendmail Sendmail directory Days To Remind The number of days for status reminder If ex 7 then 7 days before the decision deadline the implementors will receive a reminder to update their status v Days to Confirm The number of days for meeting members to confirm their meeting Attendance a
89. inistrator can then create committees and their respective Secretariats Super Administrator or the Secretariat may then register the members from the system and assign the members to their committees involved A committee can only be created by Super Administrator but it can be modified by the Secretariat of the committee after creation The word committee can be a name of department division or any part of an agency which conducts meeting 3 1 1 Add new Secretariats Although Super Administrator can add all Members as users of the system it is important to add Secretariats first On the committees main listing screen click on Users icon listed under Other Tasks System will navigate to Users page All the Members in MyMeeting system will be listed here Users page can also be reached by clicking on the icon displayed at the right side of the system Click on Add new user link system will navigate to add user page Mal MA DPU MyMeeting 3 0 User Manual Add User Username Password Confirm password C Superuser Title Name Post Section Division Scheme Grade Email Cc Email Address Telephone Fax Mobile Committee Save Cancel Add User please select E KS please select v please select Illustration 3 2 Super Administrator adding a Member Fields SS S VS SS SS
90. is will extract the decisions from previous minutes Legend Ever decision is separated by 3 hashes IL project item The short name or name of the project or item the decision is related to user The user or users separated by comma which have to take action on the decision g groupname The group or groupsiseparated by comma which have to take action on the decision dateline The dateline for the decision IKemudahan Komputer Riba Mesyuarat mengambil maklum bahawa MAMPU belum memperoleh tarikh yang sesuai dar Mesyuarat BERSETUJU supaya MOF disusuli untuk mendapatkan tarikh bagi mengadakan p Tindakan g BDPICT Tarikh akhir 12 08 2010 HF Pemantauan Respons Kepada e mel Mesyuarat mengambil maklum bahawa laporan pemantauan terhadap respons kepada e Mesyuarat BERSETUJU supaya perkara di perbincangan dengan agensi terus disusuli denc Tindakan g BPICT Tarikh akhir 08 08 2010 Illustration 8 7 Fill in the area with formatted text input Click Save button System will display a page where you need to confirm verify the accuracy of the decision extracted Ixxii Decision 1 Projek Kemudahan Komputer Rta Ze BEA B d EECHER 4 Paragraph Fontfamily e Font size mm Kemudahan Komputer Riba Mesyuarat mengambil maklum bahawa MAMPU belum memperoleh tarikh yang sesuai daripada Kementerian Kewangan Malaysia MOF untuk mengadakan per
91. istribution and modification are not covered by this License they are outside its scope The act of running the Program is not restricted and the output from the Program is covered only if its contents constitute a work based on the Program independent of having been made by running the Program Whether that is true depends on what the Program does 1 You may copy and distribute verbatim copies of the Program s source code as you receive it in any medium provided that you conspicuously and appropriately publish on each copy an appropriate copyright notice and disclaimer of warranty keep intact all the notices that refer to this License and to the absence of any warranty and give any other recipients of the Program a copy of this License along with the Program You may charge a fee for the physical act of transferring a copy and you may at your option offer warranty protection in exchange for a fee 2 You may modify your copy or copies of the Program or any portion of it thus forming a work based on the Program and copy and distribute such modifications or work under the terms of Section 1 above provided that you also meet all of these conditions a You must cause the modified files to carry prominent notices stating that you changed the files and the date of any change b You must cause any work that you distribute or publish that in whole or in part contains or is derived from the Program or any part thereof to be licensed as a wh
92. items Any paragraph can have unlimited sub items The numbering for the paragraphs will be automatically generated To add sub items for any paragraph click the Add Item link below the paragraph 5 Penyelengaraan Bas MAMPU Mesyuarat mengambil maklum bahawa arahan penggunaan bas MAMPU telah dikeluarkan kepada semua warga MAMPU Pengumuman penawaran untuk menggunakan bas MAMPU telah diedarkan kepada agensi agensi kerjaan yang lain Information t Add item Delete Edit Copy Cut 6 Cadangan Kemudahan Komputer Riba Kepada Pegawai Menerusi Kemudahan Bantuan Pembelian Mesyuarat mengambil maklum bahawa pindaan pada kertas cadangan pengagihan komputer sektor awam sedang disempurnakan Action By BKPSM BDPICT Due 30 07 2010 Af Add item Delete Edit Copy Cut 6 1 Mesyuarat BERSETUJU supaya hasil soal selidik dan cadangan pengagihan komputer sektor awam diserahkan kepada BKPSM untuk dikemukakan kepada Jawatankuasa Perolehan Jabatan Perdana Menteri Action By BDPICT BKPSM Due 01 09 2010 Illustration 8 5 Example of sub items 8 1 2 3 Minutes extraction Minutes extraction enables many decisions to be extracted at the same time from a formatted text input This function may be less time consuming whereby Secretariat can 68 AARAA 210 MyMeeting 3 0 User Manual avoid keying in decision one by one Minutes that is taken in plain text format during the meeting is the ideal candida
93. kan diadakan Maklumet adalah seperti berikut Tarikh amp masa 29 06 2010 11 00 am Tempat Bilik Mesyuarat Maklumat mesy uarat Sini 3 Tuan puan adalah dengan segala hormatnya dijemput hadir Pengesahan kehadiran boleh dilakukan di Link confirmsini Kerjasama dan perhatian tuan puan didahului dengan uc apan terima kasih Terima kasih Change Email Preview ASSALAMUALAIKUM DAN SALAM SEJAHTERA Senarre PERUBAHAN MASA TEMPAT MESYUARAT Dengan segala hormatnya merujuk perkara di atas 2 Adalah ini dimaklumkan bahaw a terdapat perubahan untuk mesy uarat Mesyuarat Tec hMeet Maklumet lama adalah seperti berikut Tarikh amp masa lama 30 06 2010 11 00 am Tempat lama Bilik Mesy uarat Maklumat mesy uarat terkini adalah seperti berikut Mesyuarat Mesyuarat TechMeet Tarikh amp masa 29 06 2010 11 00 am Tempat Bilik Mesyuarat 3 Maklumat mesyuarat boleh dilihat di sini Tuan puan adalah dengan segala hor matny a dijemput hadir Kerjasama dan perhatian tuan puan didahului dengan uc apan terima kasih Terima kasih Recipients A dministr ator Tan haji Uninvite Email Preview ASSALAMUALAIKUM DAN SALAM SEJAHTERA name JEMPUTAN KE MESYUARAT DIBATALKAN Dengan segala hormatnya merujuk perkara di atas 2 Adalah ini dimakurrkan bahaw a tuan puan tidak perlu menghadiri mesy uarat Mesyuarat TechMeet seperti berikut Tarikh amp masa 30 06 2010 11 00 am Tempat Bilik Mesyuarat Terima kasih Illustratio
94. lace of the meeting to be held This will allow attendees to send representatives to the meeting Agenda prefilled with defaults This will allow the agenda to be extract as minute paragraph titles File attachment for meeting agenda File attachment for meeting minutes File attachment for other files The deadline for meeting attendee to confirm their own attendance Referring to meeting invitees The person invited to attend the meeting Selection are made in group once a group is selected the system will automatically check each user of that group Referring to meeting invitees and the roles Check the person invited to attend the meeting And select the role in the meeting for each selected members The options of roles of roles in the meeting are Chairperson Secretariat member and external member For each meeting there should be one chairperson if chairperson is not selected or more than one chairperson is selected meeting will not be saved and more than one secretariat Click Save button to save the record a screen showing Invitation to Meeting will be displayed if it has been saved successfully Invitation to meeting is a page where you can edit the content of message that will be sent to meeting member 51 GO APU MyMeeting 3 0 User Manual Edit Invitation Edit Invitation B Z U Ss i E Fomat Font family Font sze ASSALAMUALAIKU M DAN SALAM SEJAHTERA Sename JEMPU
95. layed In a meeting s details page where a list of decisions is displayed each decision will have different background colors for quick indicator to the person logged in SCH Yellow background logged in person does not have to update its status Red background logged in person have to update its status but haven t done so Green background logged in person have to update its status and have done so Add Group Status Status update will send a notification email to the secretariat Description almost complete 70 done Action Date 2010 07 05 Additional Files Browse Save Cancel Illustration 9 13 Adding group status Type in the details and click Save to save 9 3 2 Edit status updates Should there be new updates for the status it is still can be updated as long as the deadlines are not over yet The steps to update is the same as posting new updates by clicking the same links Ihe same page will be displayed and once all the details are keyed in clicking Save will bring you back to the decision page and the latest update is displayed To view previous updates it is possible by clicking on the View link in the history colum for each implementors View history Latest update is at the top Implementor Pengarah Complete Pengarah Almost complete 70 done Status Acton Date Comments 01 07 2010 01 07 2010
96. lementors can no longer update their status after the their status is accepted by the secretariat Group the status Implementor Status Decision Mesyuarat Pengurusan Kanan MAMPU MPKM Bil 9 Tahun 2010 Comments for this decision Every comment made will be emailed to every implementor s of this decision Leave a comment ave Action Date Comments History Accepted BDPICT ajian telah dibuat terhadap maklumbalas soal selidik yang diterima daripada 68 02 08 2010 Leave comment x 1 agensi Kerajaan bermula 28 Mei hingga 5 Julai 2010 dan telah diserahkan kepada View BKPSM BKPSM Hasil telah diterima 02 08 2010 Leave comment x 1 H View Illustration 8 15 Add decision to minutes A confirmation box will appear Click OK to proceed Decisions that has been added into minutes for approval will have a green check icon as indicator in meeting s detail page and will have title in green color in decision page 8 3 3 Ask for approval After all decisions are added to minutes for approval a link Send for approval will appear at the top in meeting s detail page Click on the link to send notification to the chairperson and mark the minutes as Awaiting approval IXXVIII Bil 2 Tahun 2010 Attendance Todo Bil 3 Tahun 2010 Decision Add 1 decision Add minutes Add legacy minutes Ask for status updates Minutes Awaitin
97. lowed login attempts Please fill in the only a Super Administrator can unlock it numbers and alphabets Sears for you E z pe Ann E op 2 ke DN d t a iy Se rtp ais SA a a Illustration 4 2 Login screen with CAPTCHA Your account is locked please contact admin or secretariat to reset your password Username Password Forgot your password Forgot your username Illustration 4 3 Account locked 26 Aa PA PU MyMeeting 3 0 User Manual Logout On any page of MyMeeting you can find Logout link at the top right side of the screen Click on Logout link system will end the current session and navigate to login page successfully logged out Username Password Illustration 4 4 Successfully logged out 4 2 Change password prompt MyMeeting automatically asks users who logged in to change their password if the username and the given password is still the same so it is advisable to change your default password to a more secured one User can also change password at anytime by using the function provided Change Password Change Password Please reset your password Password can not be the same as your username New Password Confirm Password Save Cancel Illustration 4 5 User is prompted to change password if his username and password are identical To better protect your account make sure that your password is unforgett
98. mber will be required to update their action status v Group Checking the group will assign implementor as a group Any member of that group can update action status Click Save button System will redirect you to meeting s detail screen Newly added decisions will be displayed at the bottom 8 1 2 Minutes interface On Meeting detail screen click on Add Minutes link The following page will be displayed This option allows Secretariat to add decision in minutes view Meeting s Minute Mesyuarat Pengurusan Kanan MAMPU MPKM Bil 11 Tahun 2010 Date 20 July 2010 Time 11 00 am Venue Bilik Mesyuarat Utama Aras 6 Add item Illustration 8 2 Adding decisions in minutes interface 8 1 2 1 Generate default minute template If secretariat want set the meeting agenda as titles for each paragraph click Generate Default Minute Template link This step is optional The link is only available if the minutes is empty ie if a decision is added previously by using the single interface the link will not appear It will prompt a confirmation box Click OK to proceed MyMeeting will take the agenda set in agenda box during creation of the meeting and set them as the paragraph titles for the minutes This paragraph titles can be modified later on and only serve as a rough guide of the flow of the meeting 66 Aa PA 21 MyMeeting 3 0 User Manual Extract minutes Meeting s Minute Mesyuarat Pengu
99. n Minutes Approved Aname Meeting meeting num MyMeeting 3 0 User Manual Name of the email recipient Meeting number of the meeting of the decision of the status the comment was made in Description of the decision of the status the comment was made in Description of the status the comment was made in Comment that was made to the status Name of the user who made the comment Link to the decision information page in the MyMeeting Agency s slogan Name of the email recipient Description of the decision the user was assigned to Link to the decision information page in the MyMeeting Agency s slogan Name of the email recipient Meeting number of the meeting of the decision of the status the comment was made in Description of the decision of the status the comment was made in Description of the status the comment was made in Name of the Members whose status was updated Name of the Member who updates the status Link to the decision information page in the MyMeeting Agency s slogan Name of the email recipient Meeting number of the meeting of the minute Link to the meeting minutes page in the MyMeeting Agency s slogan Name of the email recipient Meeting number of the meeting of the minute 43 Mampu S SS SS SS SS YoLink meeting Yschairperson slogan Announce Minute Ysname YsMeeting meeting num YoLink meeting Updater slogan Minute Comment name Comment user
100. n 6 5 Editing templates In the screen there will be invitation change and uninvite email previews Below of each email preview recipients for each email are displayed 55 GT PA PU MyMeeting 3 0 User Manual Invitation email will be sent to invite the the members that have not been invited Change email will be sent to the members who are already be invited to inform the the change in meeting venue time or date Uninvite email will be sent to inform the members who have been accidentally invited to inform them there is no need to attend the meeting Like the Invitation to meeting screen the email templates also can be edited Edit Emails 5 S Format X Font family Font sze ASSALAMUALAIKUM DAN SALAM SEJAHTERA name JEMPUTAN KE MESYUARAT Dengan s egala hormatny a merujuk perkara di atas 2 Sukacita dimaklumkan bahawa satu mes yuarat Meeting meeting_title akan diadak an Mak lumat adalah s eperti berik ut Tarikh amp masa Meeting meeting_date Tempat Meeting venue Maklumat mes yuarat Link meeting Sini H 1 anipu an adalah dannan c anala harmstny a diiamnut hadir Panna shan kehadiran halah dilak uk an di link cand irre ini Font family Font gze ASSALAMUALAIKU M DAN SALAM SEJAHTERA name PERUBAHAN MASATEMPAT MESYUARAT Dengan s egala hormatny a merujuk perkara di atas H 2 Adalah ini dimaklumkan bahawa terdapat perubahan untuk mes yuarat WOIdMeeting meeting title
101. n as if written in the body of this License 9 The Free Software Foundation may publish revised and or new versions of the General Public License from time to time Such new versions will be similar in spirit to the present version but may differ in detail to address new problems or concerns Each version is given a distinguishing version number If the Program specifies a version number of this License which applies to it and any later version you have the option of following the terms and conditions either of that version or of any later version published by the Free Software Foundation If the Program does not specify a version number of this License you may choose any version ever published by the Free Software Foundation 10 If you wish to incorporate parts of the Program into other free programs whose distribution conditions are different write to the author to ask for permission For software which is copyrighted by the Free Software Foundation write to the Free Software Foundation we sometimes make exceptions for this Our decision will be guided by the two 111 goals of preserving the free status of all derivatives of our free software and of promoting the sharing and reuse of software generally NO WARRANTY 11 BECAUSE THE PROGRAM IS LICENSED FREE OF CHARGE THERE IS NO WARRANTY FOR THE PROGRAM TO THE EXTENT PERMITTED BY APPLICABLE LAW EXCEPT WHEN OTHERWISE STATED IN WRITING THE COPYRIGHT HOLDERS AND OR OTHER PARTIES PROV
102. n diminta menyiapkan kesemua status yang belum diambil tindakan by Administrator 05 07 2010 4 09 pm Illustration 5 17 Announcement displayed on the committee s page 5 6 4 Delete announcement Click Delete icon on the adjacent announcement to delete the announcement System will prompt a delete confirmation message if you accept then the selected announcement will be deleted Otherwise the operation is canceled a screen displaying list of announcements will be displayed Add new announcement J EI The page at http localhost says x Actions Vi Are you sure you want to delete this item Tuan Puan diminta menyiapkan kesemua status ya P X X cancel b Illustration 5 18 Deleting announcement 49 Aa PA PU MyMeeting 3 0 User Manual 6 Using MyMeeting Secretariat before meeting Secretariat is responsible in coordinating the meeting preparing the minutes and writing report on status updates This chapter will focus on the activities involved in MyMeeting before a meeting is held The activities include Create a meeting gt Go through the meeting todo s checklist Manage projects gt Confirm members attendance v 6 1 Meetings Secretariat of the committee is responsible to add and update information of meetings in a committee Invitation email will be sent to the invitees after adding the meeting 6 1 1 Add meetings Click on Add New Meeting link you w
103. ncrease and there will be a need to delete old logs 23 MAMPU MyMeeting 3 0 User Manual Delete logs 6 months ago J Delete logs 1 year ago Logs Filters Please select your filter criteria s User coment No of records 186 Mo User Controller Action uri Message Timestamp 1 Admin age index logs index ILogsController beforeFilter 2 2010 06 30 17 02 56 2 Admin settings logo settings logo SettingsController beforeFilter 2 2010 06 30 16 59 11 3 Ladmin settings edit settings edit SettingsController beforeFilter 2 2010 06 30 16 50 14 4 Admin systemtodos index systemtodos index ISystemtodosController beforeFilter 2 2010 06 30 16 17 30 5 admin systemtodos index systemtodos index SystemtodosController beforeFilter 2 2010 06 30 16 15 02 6 Admin systemtodos add systemtodos add ISystemtodosController beforeFilter 2 2010 06 30 16 15 01 7 Admin systemtodos add systemtodos add SystemtodosController beforeFilter 2 2010 06 30 16 14 52 8 Admin systemtodas index systemtodas index SystemtodosController beforeFilter 2 2010 06 30 16 14 50 9 Admin systemtodos index systemtodos index SystemtodosController beforeFilter 2 2010 06 30 16 14 41 10 Admin systemtodos delete systemtodos delete 1 SystemtodosController beforeFilter 2 2010 06 30 16 14 41 11 Admin systemtodos edit systemtodos edit 1 SystemtodosController beforeFilter 2 2010 06 30 16 10 13 12
104. ng for a meeting preparing the minutes and distributing them A committee usually has one secretariat but more than 1 is also possible Chairperson is a subset of Members This has led to the existence of the same roles in MyMeeting Another role Super Administrator is also exist to manage the system Stated below are the main functionalities of each user role in MyMeeting gt Members e Change own password Update personal detail Leave comments Update action status 0 gt Secretariat e Manage committees sub committees e Assign Members to committees e Manage groups for committee gt Chairperson e Change own password e Update personal detail e Leave comments e Approve minutes Super Administrator e Other Super Administrator e Manage committees e Manage titles e Manage schemes MaMPU Manage projects for committee Manage meetings for committee Manage decisions minutes Manage status updates MyMeeting 3 0 User Manual Manage grades Manage system wide todo list Edit minute formats Change system settings View logs and user activity Reset user password 00 0 gt The roles and their tasks during the process of a meeting is depicted as in the illustration below Workflow for MyMeeting Before meeting aT omi an a a om Ga VS Ge VS GK Yi Call for meeting Go through to do list During meeting Display agenda Take attendance Display documents for
105. nsion for IFP is with Tn Hj Rosli for approval To be removed from SKT 2009 Individual Implementor Administrator haji Group Implementor Pengarah Comments 0 Status Updated Update status deadline 28 02 2011 Illustration 8 22 Resend the minutes draft for approval 8 4 Distribute minutes After the minutes has been approved Secretariat can now distribute the minutes to all Members by clicking the Distribute Minutes link at the top in meeting s details page Bil 2 Tahun 2010 Attendance Todo Bil 3 Tahun 2010 Decision Add 1 decision Add minutes Add legacy minutes Ask for status updates Minutes Approved With Comment Distribute minutes J View Minutes View Report J Mesyuarat TechMeet Bil 1 Tahun 2010 Approved Illustration 8 23 Only approved minutes can be distributed An email notification will be sent to all Members Ixxxii 9 Using MyMeeting Members amp Chairperson 9 1 Preparation for meeting Before attending a meeting Members amp Chairperson are required to confirm their attendance which will be received via an automatically generated email invitation Explained below are the two steps involved in preparation of the meeting 9 1 1 Receiving invitation emails Email will be sent from the system to invite users to attend meeting Users invited to attend the meeting will receive an email containing the details of the meeting This automatic
106. ole at no charge to all third parties under the terms of this License c If the modified program normally reads commands interactively when run you must cause it when started running for such interactive use in the most ordinary way to print or display an announcement including an appropriate copyright notice and a notice that there is no warranty or else saying that you provide a warranty and that users may redistribute the program under these conditions and telling the user how to view a copy of this License Exception if the Program itself is interactive but does not normally print such an announcement your work based on the Program is not required to print an announcement 111 These requirements apply to the modified work as a whole If identifiable sections of that work are not derived from the Program and can be reasonably considered independent and separate works in themselves then this License and its terms do not apply to those sections when you distribute them as separate works But when you distribute the same sections as part of a whole which is a work based on the Program the distribution of the whole must be on the terms of this License whose permission for other licensees extend to the entire whole and thus to each and every part regardless of who wrote it Thus it is not the intent of this section to claim rights or contest your rights to work written entirely by you rather the intent is to exercise the right to
107. paragraphs s Leave comment Cancel 1 Incentive Facilitation Program report IFP Please change it as Incentive letter for extension for IFP is with Tn Hj Rosli for approval To be removed eee repot AEP etter for extension for IFP is with Tn from SKT 2009 Hj Roslifor approval To be removed from SET 2009 an 00 2010 3 39 pm Illustration 10 5 Remarks or comment by Chairperson is captured After finish commenting on desired items click Send Comment to Secretariat button at the bottom to send a notification email to Secretariat Now the Secretariat will be notified and will make necessary changes When the Secretariat has finished he she will send out notification to Chairperson to review again the changes Approve minutes To approve minutes click on Approve minutes on top of the minutes draft A notification will be sent out to Secretariat to distribute the minutes Chairperson also has the privilege to distribute the minutes By clicking on Distribute minutes in meeting s details page all Members will receive an email notification In the email it will have a link for them to read the approved minutes XCVII Minutes status Pending approval Approve this minutes MINUTES MESYUARAT TECHMEET BIL 1 TAHUN 2010 Date 29 June 2010 Time 11 00 am Venue Bilik Mesyuarat Chairperson Pn Tan List of attendance Appendix A 1 Incentive Facilitation Program report IFP SE
108. place where files are uploaded to eg meetings decisions amp status updates Meeting List of files for selected meeting only Projects List of files for selected project only Upload date List of files for selected year only Once the criteria are filled in click Search button and the related files information will be displayed Click on any of the files to download it 9 3 After meeting Members can post their own individual status or post status on behalf of their group A discussion between the Chairperson and Members is possible via commenting feature in MyMeeting 9 3 1 Post status updates Those who have been assigned to take action will see the decisions once you have clicked on the committee All the statuses which need updates and have been assigned to you will be listed on this page under Decisions need updating column Clicking on the decisions will redirect you to the decision page where you will be required to key in the status You can also access this page from the calendar view Clicking on a meeting will redirect you to the list of decisions page To update status on any action taken click on Updated No Update of the decision you wish to update Individual status Members who have been assigned to take action status for decisions will be required to XCI report their statuses Those in charged will be able to see a link stated Add new name of implementor gt user status
109. r committees by clicking the link on the their names Add new member Add new group Filters Please select your filter criteria s Name Search Cancel Groups No 1 IKPTK Name S Pengarah 3 PjH Members Name Email Job Title Division Role Tan tan o my Pen pengarah ahli haji haji o my Pen pengarah ahli it Administrator a o my admin tp Illustration 9 10 Users amp groups page with filtering available Actions gt Di a SNN NNN 00O OF Clicking on their email addresses will open up compose window of your prefered email client on your desktop with the email automatically filled in the To area 9 2 5 File archive Besides all the functions above Members can also download the files related to their committees Upon selecting the committee they can click on the Files Archive tab and have the option to fill in the filter criteria XC Files Archive Please select your criteria below File Name Type Meeting Project Upload Date year Search User Status Files Bil Status Status Date File Updated 1 Complete 01 07 2010 skt_tahunan odt 30 06 2010 Illustration 9 11 Filtering results in file archive for filename Criteria available for filters are like the following Criteria Description Filename List of files that have the filename Type List of files for selected type only the
110. r this decision Click on Save See Mad MyMeeting will send an email to all the implementors to notify them Comments for status updates Illustration 9 16 Comment box for a decision On meeting details page click on Updated No update to get to any decision page Scroll down to see a list of status updates from the implementors Each status update will have a comment box Click on Add Comment and a similar form will be displayed Type in your comments and click on Save MyMeeting will send an email to the implementors for to notify them XCIV 10 Using MyMeeting Chairperson The Chairperson is responsible in approving minutes This is a task that s done after a meeting is held and the Secretariat has prepared the draft 10 1 After meeting 10 1 1 Review minutes draft Chairperson will get a notification email when the Secretariat sends minutes for approval in MyMeeting To proceed to review the minutes draft Chairperson can e click the link in the email notification or e click the Approve this minute in My tasks box My committees The following is a list of committees you re involved in To call for a new meeting update current Technical Meeting amp status or add new committee member please click on the appropriate committee name to continue Type keyword and press enter to sear Confirm attendance No record Edit attendance No record Minute approval Me
111. rch Meetings No Meeting Title Meeting Num Meeting Date Venue Invitation Minutes Report 1 Mesyuarat Pengurusan Kanan MAMPU MPKM Bil 11 Tahun 2010 20 07 2010 11 00 am Bilik Mesyuarat Utama Aras 6 Minutes View 2 Mesyuarat Pengurusan Kanan MAMPU MPKM Bil 10 Tahun 2010 07 07 2010 09 00 am Bilik mesyuarat utama Aras 6 Minutes View 3 Mesyuarat Pengurusan Kanan MAMPU MPKM Bil 9 Tahun 2010 05 07 2010 09 30 am Bilik mesyuarat utama Aras 6 Minutes View 4 Mesyuarat Pengurusan Kanan MAMPU MPKM Bil 8 Tahun 2010 01 07 2010 15 00 pm Bilik mesyuarat utama Aras 6 Minutes View 5 Mesyuarat Pengurusan Kanan MAMPU MPKM Bil 7 Tahun 2010 10 06 2010 09 30 am Bilik mesyuarat utama Aras 6 Minutes View Illustration 9 4 Meeting list Members amp Chairperson can also view previous minutes by going to the past meeting s details page by clicking meeting s number Click on View Minutes link on top to view the minutes Secretariat by choice may have also uploaded a document for minutes This can be opened from MyMeeting by clicking on meeting s number on meetings list The details of the meeting the files uploaded the decisions and the minutes will be displayed on this page Click on the file agenda uploaded for the meeting to download it Mesyuarat Pengurusan Kanan MAMPU MPKM Projek Meetings Address Book Files Archive Search Bil 7 Tahun 2010 Bil 9 Tahun 2010 Minutes Approved View
112. rt Name Search Cancel No of records 2 No Name Short Name Start date End date Actions L IFP IFP E 2 UNPSA UNPSA 2010 07 30 2010 07 30 P X Illustration 6 14 List of project in a committee The term Project is defined by Secretariat when editing a committee It can be Tasks or anything else The defined term will be used all over MyMeeting A project cannot be deleted if there are decisions tied to it 6 3 1 Add projects Click Add new project link from the list of projects to add project in the chosen committee Save Cancel Illustration 6 15 Adding a project Fields v Name Referring to the full name of the project v Short Name Referring to the short name or abbreviation of the project v Description The description of the project v Startdate The start date of the project v End date The end date of the project 60 Aa APU MyMeeting 3 0 User Manual Click Save button to save the records a screen showing list of projects will be displayed if it has been saved successfully 6 3 2 Edit projects Click Edit icon on the di Ge i p roj e ct to e d it th e Bart be unique within this committee project details Modify the iam ge required fields Short Name IFP Description IFP Click Save button to save the record a list of projects will be displayed if it has been sanse 2010 05 03 sav
113. rusan Kanan MAMPU MPKM Bil 11 Tahun 2010 Date 20 July 2010 Time 1 11 00 am Venue Bilik Mesyuarat Utama Aras 6 ile PERUTUSAN PENGERUSI Information Add item Delete Edit Copy JI Cut PENGESAHAN MINIT MESYUARAT Information Add item Delete Edit Copy JI Cut 3 PERKARA PERKARA BERBANGKIT Information Add item Delete Edit Copy Cut 4 PEMBENTANGAN KERTAS KERTAS KERJA Information Add item Delete Edit Copy JI Cut 5 HAL HAL LAIN Information Add item Delete Edit Copy Cut 6 PENUTUP Information Add item Delete Edit Copy JI Cut Add item Illustration 8 3 Generation of default minute template 8 1 2 2 Add items Click on Add Item button to add a new decision A form similar to single form interface is displayed Key in the decision together with a deadline and its implementors If no deadline or implementors are selected it will be treated as an information Hence this added item will not appear in decision list in Meeting detail screen 67 GO kb MyMeeting 3 0 User Manual 3 PERKARA PERKARA BERBANGKIT _ F New item Projek Kemudahan Komputer Riba S Description B 7 U X BA iz EE x e Additional Files Browse Update status deadline Individual Impkmenbor Select by group L BDPICT Ll BPPEG Cl BeKL O BKPSM Illustration 8 4 Adding decision in minutes interface Add sub
114. s Title dai ng Add committe Global settings Search Cancel Thepage at http localhost says x No of records 8 No Siri lane V Are you sure you want to delete no 1 prem ae d Y Bhg Tan Sri A 2 Y Bhg Datuk X cancel Lp 3 Y Bhg Dato amp j Messages Roles 4 Y Brs Dr P NI z d 5 Hj I CA Title Grades 6 En P X r Pn 2 B Minute format Log 8 Cik P NI SE Illustration 3 15 Deleting titles 3 6 Manage grades On the committees main listing screen click on Grades icon listed under Other Tasks system will prompt Grades page Grades page can also be reached by clicking on the icon displayed at the right side of the system 18 KT EE MyMeeting 3 0 User Manual Job schemes and grades can be managed in this grade page Example of job schemes in MyMeeting system are F M and etc Example of grades in MyMeeting system are Turus I Jusa A 54 and etc All the job schemes and grades added will be listed as selection when adding Members and this will ensure that all the data entered in the system are correct 3 6 1 Grades Add Grade Manage Job Scheme No Grade Tite l Rank Ac tons You have access tothese 1 KSN T P CA Lk sal Kate 23 Add committee Global settings 3 Turus II 3 IP CA 4 Turusll 4 3 amp ss 5 JusaA 5 2 S m 6 Jusa B 6 I X E 7 Jusac 7 P gt lt Messages Roles 8 54 8 3 z d 9 52 9 F3 Titles Grades 10 148 10 I gt lt i ol S
115. s Subitem Paste 6 PENUTUP Information Add item Delete Edit Copy Cut Paste as Subitem Paste Add item Illustration 8 10 Paste links appear in minutes interface after Cut or Copy is clicked If Paste link in red rectangle is clicked the item will be moved and become item No 2 and the other items which on the bottom of item No 1 will be moved down If Paste as Subitem link in red rectangle was clicked the item will be moved and become item No 1 1 8 1 3 Edit decisions To edit the any decisions click Edit icon on the decision in meeting s details screen or click Edit link of the decision in Add Minute page System will display the edit items page Modify the required fields Click Save button to save the changes since the Information can only be seen in minutes interface page to edit any items simply click on Edit link on the desired item to edit Ixxv 8 1 4 Delete decisions In meeting s details page click Delete icon on the decision to delete the decision System will prompt a delete confirmation message if you accept then the selected decision will be deleted Otherwise the operation is canceled a screen showing list of decisions will be displayed Since the Information can only be seen in minutes interface page to delete any items simply click on Delete link on the desired item to delete it Be aware though d
116. s deadline 28 02 2011 Mesyuarat TechMeet Bil 1 Tahun 2010 Approved Leave acomment Comments for this meeting Illustration 9 6 Viewing a meeting details 9 2 3 Search amp list filters This search option in MyMeeting allows the very useful utility to filter your list This is available in any list in MyMeeting You should put the search criterion and the results that matches this criterion will be displayed IXXXVII Go into your committee and click on Search tab blue bar on top to go to the search function Search on status updates This list can be categorized based on individual implementors and group implementors search criterion available for this feature as the following Criteria Description Action Status Taken on time List of status that s updated before the deadline Taken late List of status that s updated after the deadline Not taken before List of non updated status that s still have time to due date update Not taken List of non updated status with the deadlines are overdue already over Meeting No List of status for this meeting number Chairperson List of status for any meeting chaired by this person Date range action List of status with the deadline within this date range deadline Keyword List of status with the keyword in its text or in the decision s text IXXXVIII
117. splayed here too for the Secretariat to view 62 Km AA PU MyMeeting 3 0 User Manual Attendance Committee Mesyuarat Pengurusan Kanan MAMPU MPKM Meeting Title Mesyuarat Pengurusan Kanan MAMPU MPKM Meeting No Bil 10 Tahun 2010 Meeting Date 07 07 2010 09 00 am Venue Bilik mesyuarat utama Aras 6 Take Attendance List of members invited for this meeting Members who have confirmed their attendance will be shown below You can also update their attendance on their behalf here No Name Confirmed Attendance Attendance Reason Representative Will attend Confirmed on Attended Date updated Di Yusof Chairperson Y O N O Y O N 2 Parmi Kaur OvOn Ovon t SEP 3 Muhammad Rosli b Abd Razak Oy On Oy On E Dollah Oy On Oy On 5 Muhamad Faiz Hj Basirun Secretariat Oy On Oy On E BER seve Canesi Illustration 6 20 Attendance page showing one member has confirmed her attendance Select either Y or N for each members and click Save The dates when the confirmation is done will be displayed after a successful updateas shown below Attendance Committee Mesyuarat Pengurusan Kanan MAMPU MPKM Meeting Title Mesyuarat Pengurusan Kanan MAMPU MPKM Meeting No Bil 10 Tahun 2010 Meeting Date 07 07 2010 09 00 am Venue Bilik mesyuarat utama Aras 6 Take Attendance List of members invited for this meeting Members w
118. strator will be responsible for creating committees and by default again will be assigned with the Secretariat permission for each and every committees he she created But Secretariat inside the committees has the rights to disable or delete Super Administrator from viewing their committee Therefore Super Administrator does not have access to all the committees created unless he is given a permission 2 4 Understanding users amp groups Users are assigned a username and password to access MyMeeting system In a single MyMeeting system the user can join multiple committees Therefore the secretariat or administrator of a committee can only determine your role in their committee but should not be able to change any personal details about you as those details are shared with all the committees in which you are involved Only the user themselves and the MyMeeting Super user can modify the user details Users are assigned a username and password to access MyMeeting system In a single MyMeeting system the user can join multiple committees Therefore the secretariat or administrator of a committee can only determine your role in their committee but should not be able to change any personal details about you as those details are shared with all the committees in which you are involved Only the user themselves and the MyMeeting Super user can modify the user details pm mm e em make me e eee mm e mm me mm Se e me me e e e me e ma e e e e am m
119. susuli dengan segera Action By BPICT Due 08 08 2010 Add item Delete Edit Copy Cut Add item Illustration 8 9 New decisions appended at the bottom 8 1 2 4 Move items Moving the minutes items is a useful function provided in MyMeeting to assist the Secretariat in ordering of the items There are 2 ways to move an item Arrow icons If the down arrow of an item was clicked the item including its sub items will be moved down If the up arrow of an item was clicked the item including its the sub items will be moved up Ixxiv Cut and copy If the Cut or Copy link for the desired item is clicked the Paste and Paste as subitem links will appear under all paragraphs Extract minutes Meeting s Minute Mesyuarat market Bil 1 Tahun 2010 Date 30 July 2010 Time 08 51 am Venue Bilik Mesyuarat 1 PERUTUSAN PENGERUSI Information Add item Delete Edit Copy Cut Paste as Subitem Faste 2 PENGESAHAN MINIT MESYUARAT Information Ah Add item Delete Edit Copy Cut Paste as Subitem Faste 3 PERKARA PERKARA BERBANGKIT Information A Add item Delete Edit Copy Cut Paste as Subitem Faste 4 PEMBENTANGAN KERTAS KERTAS KERJA Information Add item Delete Edit Copy Cut Paste as Subitem Paste 5 HAL HAL LAIN Information ASP Add item Delete Edit Copy Cut Paste a
120. syuarat TechMeet Bil 1 Tahun 2010 Approve this minute Minute comment No record Illustration 10 1 New task for Chairperson to approve minutes MyMeeting will redirect the Chairperson to meeting s details page Clik on Approve minutes to start review Bil 2 Tahun 2010 Bil 3 Tah 010 Minutes Awaiting approvallf Approve minutes Mesyuarat TechMeet Bil 1 Tahun 2010 Committee Technical Meeting Meeting Title Mesyuarat TechMeet Meeting No Bil 1 Tahun 2010 Meeting Date 29 06 2010 11 00 am Venue Bilik Mesyuarat Chairperson Pn Tan Listofdecisions 1 Accepted 1 Filters Please select your filter criteria s Project please select D Group please select Implementor Individual please select H Implementor Project IFP Decision Deadline 28 02 2011 Description Incentive Facilitation Program report IFP letter for extension for IFP is with Tn Hj Rosli for approval To be removed from SKT 2009 Individual Implementor haji Administrator Group Implementor Pengarah Comments 0 Status Updated Update status deadline 28 02 2011 draft Comments for this meeting When minutes draft is displayed the the Leave a comment Chairperson Can Illustration 10 2 Chairperson to approve minutes in meeting s details page hold the appr oval or if draft XCV is good approve it Hold the approval Holding the
121. te Format User can choose the minute format suitable for their committee meeting format v Private amp Confidential This option can assign the private or not for the committee that will create v Item Name The default item name is Project But there are some committees who do not discuss projects in their meetings They might discuss Task or Agenda and you might want it to be referred this way v Minute Template When the secretariat wants to write the minutes for a meeting there might be a few items which would be repeated for every meeting These items can be defined here and it would automatically be included when the minutes are first added Click Save button to save the records the main screen displaying list of committees will be displayed if it has been saved successfully 5 2 Managing committee members and groups Committee members and groups list can be accessed either by going to the Address Book link in the committee or the Users icon beside the name of the committee in the My Committees page committees list Admin secretariat can add a new user and new group into the committee edit the roles of the current users and also remove users from the committee 5 2 1 Managing committee members Super Administrator and Secretariat can add a new user into the committee update the profile of the existing users unlock the locked member account and also remove existing members from the committee 5 2 1
122. te for this option it it Kemudahan Komputer Riba Mesyuarat mengambil maklum bahawa MAMPU belum memperoleh tarikh yang sesuai daripada Kementerian Kewangan Malaysia MOF untuk mengadakan perbincangan bagi mendapatkan pandangan mengenai syor cadangan hasil soal selidik ini Mesyuarat BERSETUJU supaya MOF disusuli untuk mendapatkan tarikh bagi mengadakan perbincangan tersebut Tindakan i9 BDPICII tarika ak han 12 08 2010 it it Pemantauan Respons Kepada e mel Mesyuarat mengambil maklum bahawa laporan pemantauan terhadap respons kepada e mel oleh agensi Kerajaan dan Kementerian akan dikemukakan untuk kelulusan YBhg Datuk Ketua Pengarah MAMPU sebelum dipanjangkan kepada pejabat YBhg Ketua Setiausaha Negara Mesyuarat BERSETUJU supaya perkara di perbincangan dengan agensi terus disusuli dengan segera SE Tarika akmnirs Ne BO Illustration 8 6 Example of formatted text input The format enables MyMeeting to identify details for each decision The format is as below v Every decision is separated by 3 hashes v IL project item Jl The short name or name of the project or item the decision is related to v member The members separated by comma which have to take action on the decision v g groupname The group or groups separated by comma which have to take action on the decision v dateline The dateline for the decision 69 K i Ixxi Extract minutes Th
123. ting Bil 1 Tahun 2010 Edit Meeting Meeting Title Mesy uarat Tec hMeet Meeting Num Bil 1 Tahun 2010 Meeting Date 2010 06 29 11 00 00 Venue Biik Mesy uarat Allow representatives Agenda 1 Perutusan Pengerusi 2 Pengesahan minit mesyuarat 3 Perkara perkara berbangkit 4 Pembentangan kertas kertas kerja 5 Hal hal lain 6 Penutup O set Agenda as Minute Paragraph Default Title Agenda Files Browse Minutes Ales Browse Presentation Files Browse Confirm Attendance 2010 06 27 Deadline z Leave the field blank will make the deadline become 3 days before meeting date Select Members Members Select by group Tan Chairperson 0O Pengarah haji Member Administrator Secretariat Illustration 6 4 Editing a meeting In edit meeting page the Set Agenda as Minute Paragraph Default Title field is just read only field Click Save button to save record If the invitation email haven t been sent system will return to Invitation to meeting screen If the invitation email have been sent system will prompt to Edit Template screen 54 MAaAMPU MyMeeting 3 0 User Manual Edit message Sc hedule invitation Editing Templates Inviation Email Preview ASSALA MUA LA IKUM DAN SALAM SEJAHTERA name JEMPUTAN KE MESYUARAT Dengan segala hormatnya merujuk perkara di atas 2 Sukacita dimaklurrkan bahaw a satu mesy uarat Mesyuarat TechMeet a
124. ting s Minute Mesyuarat Pengurusan Kanan MAMPU MPKM Bil 11 Tahun 2010 Date 20 July 2010 Time 1 11 00 am Venue Bilik Mesyuarat Utama Aras 6 ile PERUTUSAN PENGERUSI Information Add item Delete Edit Copy Cut a PENGESAHAN MINIT MESYUARAT Information Add item Delete Edit Copy JI Cut 3 PERKARA_PERKARA BERBANGKIT Information Add item Delete Edit Copy Cut 4 PEMBENTANGAN KERTAS KERTAS KERJA Information Add item Delete Edit Copy Cut 5 HAL HAL LAIN Information Add item Delete Edit Copy JI Cut 6 PENUTUP Information 4 Add item Delete Edit Copy Cut Lit Kemudahan Komputer Riba Mesyuarat mengambil maklum bahawa MAMPU belum memperoleh tarikh yang sesuai daripada Kementerian Kewangan Malaysia MOF untuk mengadakan perbincangan bagi mendapatkan pandangan mengenai syor cadangan hasil soal selidik ini Mesyuarat BERSETUJU supaya MOF disusuli untuk mendapatkan tarikh bagi mengadakan perbincangan tersebut Action By BDPICT Due 12 08 2010 Add item Delete Edit Copy Cut 8 Pemantauan Respons Kepada e mel Mesyuarat mengambil maklum bahawa laporan pemantauan terhadap respons kepada e mel oleh agensi Kerajaan dan Kementerian akan dikemukakan untuk kelulusan YBhg Datuk Ketua Pengarah MAMPU sebelum dipanjangkan kepada pejabat YBhg Ketua Setiausaha Negara Mesyuarat BERSETUJU supaya perkara di perbincangan dengan agensi terus di
125. ting serves 2 purposes Groups are used to easily choose the users members to attend a meeting Once a group is selected the system will automatically check each user of that group gt Secondly decisions can be assigned to a group in the committee and that group of members would share the same status Any of the members could update the status for that group 5 2 2 1 Add Groups Click on the Add new group link to add a new group for the committee User se O Tan LI naji C Administrator Save Cancel Illustration 5 7 Adding group Fields v Name The group name v User Click on the check box of the users members to include them into the group Click Save button to save the record a screen displaying list of groups will be displayed if it has been saved successfully 5 2 2 2 Edit Groups Click Edit icon next to the group in the Groups page You could edit the name of the group and the members of the group Click Save button to save the record a list of groups will be displayed if it has been saved successfully 5 2 2 3 View groups To view the group and the members of a group click the group name link to see the details of the group 3 Aa MPU MyMeeting 3 0 User Manual Name Pengarah Group Membership No Name Job Title Telephone Pen pengarah tan o my Pen pengarah haji o my Illustration 5 8 Viewing group 5 2 2 4
126. tings They might discuss Task or Agenda and you might want it to be referred this way Click Save button System will navigate to the address book of the committee and by default the Super Administrator will be assigned as the admin for that committee Super 11 Aa APU MyMeeting 3 0 User Manual Administrator is required to add a Secretariat for the newly created committee by clicking Add new Member link This will ensure that each committee s has its own Secretariat 3 2 Manage users Super Administrator manages all users in MyMeeting system Super Administrator can add new users and assign them to selected committee s reset their passwords edit users and even delete them completely from the system removing them from all the committees involved 3 2 1 Edit users Click Edit icon on the adjacent users to edit the user s detail Edit User Username Vi Superuser Title Y Bhg Tan Sri Name Admin Post Administrator Section Division OSCC MAMPU Job scheme F l zj Grade 41 gt Email admin1 oscc org my Cc Email Address QSCC Cyberjaya Telephone 03 88888888 Fax 03 99999999 Mobile 012 3456789 Save Cancel Illustration 3 4 Super Administrator editing a Member Modify user detail Click Save button to save the record a list of users will be displayed if it has been saved successfully
127. tration 6 12 Editing a meeting s todo Modify todo s detail Click Save button to save the record a list of todos will be displayed if it has been saved successfully 6 2 3 Delete meeting s todo Click Delete icon on the adjacent todos to delete the todos System will prompt a delete confirmation message if you accept then the selected todo will be deleted Otherwise the To do list No Add new Meeting Todo Meeting title Mesyuarat TechMeet Are you sure you want to delete this item Meeting no Bil 1 Tahun 2010 Meeting date 29 06 2010 11 00 am Venue Bilik Mesyuarat X Cancel E This is the todo list for this meeting EI The page at http localhost says x Task __ Done Doneby Date done _ _ Actions 1 Book the meeting room EI Administrator 13010612010 _ 2 Prepare the projector LJ Administrator Not done 2 X Save Cancel Illustration 6 13 Deleting a meeting s todo 59 Aa MPU MyMeeting 3 0 User Manual operation is canceled a screen showing list of todos will be displayed 6 3 Manage committee s projects Project module is used to add and update information of projects in a committee Projects are basically all the items perkara discussed in a meeting It is the Secretariat s responsibility to update the list Add new Project J Filters Please select your filter criteria s Name Sho
128. ttendance Act Meeting Num Meeting Title No Wesyuarat TechMeet Bil 1 Tahun 2010 View Attendance Todo N 28 cancel 7 Illustration 6 8 Cancelling a meeting 57 al MPU MyMeeting 3 0 User Manual Editmessage Cancel meeting A SSALA MUA LA IKUM DAN SALAM SEJAHTERA narre PEMBAT ALAN MESYUARAT Dengan segala hormatnya merujuk perkara di atas 2 Dukacita dimaklumkan bahaw a mesyuarat Mesy uarat TechMeet telah dibatalkan Terima kasih Send cancelation Do not send cancelation Illustration 6 9 Message template for email cancellation v Edit message edit the content of the invitation before it is sent v send cancellation click to send invitation without editing the default content v Do not send cancellation click here if you do not want to send the invitation 6 2 Meeting s todo Meetings todo s is a checklist of preparation task to be done before a meeting eg prepare projector book meeting room etc Only the Secretariat has access to this todo list to keep track of the progress of certain task By default when a meeting is created a default meeting s todo list will be created based on committee s todo list The list can then be left as it is or updated by adding new todo required by a specific meeting Ways to update are explained below Add new Meeting Todo Meeting s To do List Meeting title Mesyuarat
129. ttendance Eg 3 then 3 days before the meeting the meeting members must confirm their attendance Click Save button to save the record The Global Settings have been saved will be displayed if it has been saved successfully 3 3 1 Reload settings some changes like agency s name will not appear on the banner after saving the changes in settings because this setting is reside in a session For that case you need to reload the setting for the changes to take effect Click on the Reload Settings link for the changes to take effect Click Save button to save the record Logo has been saved will be displayed if it has been saved successfully 3 3 2 Change logo Super Administrator can even change the logo on the banner This logo will be placed on the left site of the banner To change the logo click Change Logo click Browse and upload the desired logo Reload settings Change logo Edit Global Settings Edit Global Settings Some of the new settings will only take effect after you reload or after your next login Server Url Agency Name Web Base Learning Agency Address Agency Slogan Date Format Y ind Time Format hrs Email Method Email From Email From Name Smtp Host Smtp Port Smtp Username Smtp Pass word Sendmail Days To Remind Days To Confirm 13 Attendance Save Cancel Illustration 3 8 Global settings Change lo
130. uld satisfy both it and this License would be to refrain entirely from distribution of the Program If any portion of this section is held invalid or unenforceable under any particular circumstance the balance of the section is intended to apply and the section as a whole is intended to apply in other circumstances It is not the purpose of this section to induce you to infringe any patents or other property right claims or to contest validity of any such claims this section has the sole purpose of protecting the integrity of the free software distribution system which is implemented by public license practices Many people have made generous contributions to the wide range of software distributed through that system in reliance on consistent application of that system it is up to the author donor to decide if he or she is willing to distribute software through any other system and a licensee cannot impose that choice This section is intended to make thoroughly clear what is believed to be a consequence of the rest of this License 8 If the distribution and or use of the Program is restricted in certain countries either by patents or by copyrighted interfaces the original copyright holder who places the Program under this License may add an explicit geographical distribution limitation excluding those countries so that distribution is permitted only in or among countries not thus excluded In such case this License incorporates the limitatio
131. ure you want to delete no 1 No of records 1 U To dos No Name T prepare agenda XR PAE D aie O E Wm D z a bi Q a S o Gi G Q St Illustration 3 23 Deleting a system wide todo 3 8 Manage message templates System wide Message Template is the default template which will be copied to the committee s Message Template where it will be used to generate the emails sent out by the system for a particular committee The System wide Message Template can be accessed by clicking Messages icon listed under Other Tasks from the committees main screen or by clicking on the icon displayed at the right side of the system The Super Administrator can view the details of the template and also edit the content of the template 3 8 1 Edit message templates Click Edit icon next to the message templates from the Messages listing page The way to edit is the same as the Secretariat edits his her committee s message templates Click Save button to save the record a list of message templates will be displayed if it has been saved successfully 3 8 2 View message templates To view the system wide message template click on the View icon to see the details of the template 3 9 Manage logs MyMeeting has a log viewing module which monitors the logs in the system Super Administrator will be able to track activities of all Members Over time the logs size will i
132. ve a committee to discuss how it should carry out its operation So every other unit will also have their own committees like Unit Penilaian committee of the Seksyen Pembangunan ICT Agensi Unit Penyelerasan committee of the Seksyen Penyelerasan dan Penyebaran Dasar and so on As shown in the Committee Sub Committee illustration a a committee sub Meeting No 1 Meeting No 2 Meeting No 3 committee can eg Bil 1 Tahun 2009 _ eg Bil 2 Tahun 2009 eg Bil 3 Tahun 2009 have multiple meetings and Project 2 each of the Project 1 eg b eg PortaleKL MyGOSSCON meeting can be tied to multiple Project 1 Project1 Project 2 projects eg Gerbang de nga eg Star Rating eg MyMeeting SMS Kerajaan X Change eg 8 ee TEA Illustration 2 4 Meetings and projects per committee 2 3 Understanding roles in MyMeeting There are 3 main roles in a common meeting Members the attendees of a meeting They discuss on projects and tasks in the meeting to reach for decisions They also update the meeting on their status of previously assigned tasks Chairperson the person who chairs the meeting who controls the discussion during the meeting The chairperson normally is of biggest rank of all the members and is responsible to approve the minutes before it is distributed Chairperson is a subset of Members secretariat the person who s in charged of calli
133. via email and email is inherently insecure it is always a good idea to change passwords received via email as soon as possible If your email address has changed the only option you have is to contact the Super Administrator who can reset back your password Note Password being reset by Super Administrator will be the same as your username These second screen appears when you click on the Forgot Your Username prompt in the Login Form Forgot your username Username retrieval Please fill in your email address to retrieve your username Email submit Cancel Illustration 4 8 Forgot your username When you fill in your email address MyMeeting will email you the username that you can use to access the system 28 AA AA DPU 4 4 My Committees MyMeeting 3 0 User Manual My Committees is the main page which will be displayed after logging in to MyMeeting My Committees screen will list all the committees involved by the person who logged in My committees Technical Meeting Ad O Ze Open Source Competence Cener R I P CH ZS The following is a list of commitees you re involved in To call Dr a new meering update current siatus or add new committee member please click on the appropriate commitee name to continue Vaz wv amp z Illustration 4 9 My committees page showing only the committees you are involved in The number of icons displayed depends on your role The illustration
134. will not be able to update their status anymore after it is accepted Proceed List of status Implementors can no longer update their status after the their status is accepted by the secretariat Group the status Implementor Status Action Date Comments History Accepted BDPICT ajian telah dibuat terhadap maklumbalas soal selidik yang diterima daripada 68 02 08 2010 Leave comment x 1 agensi Kerajaan bermula 28 Mei hingga 5 Julai 2010 dan telah diserahkan kepada View BKPSM BKPSM Hasil telah diterima 02 08 2010 Leave comment x 1 O View Illustration 8 12 Accepting the status Once the status has been accepted by Secretariat the Members who are the implementors of that decision can no longer update their status This is to prevent changes after the status has been accepted List of status Implementors can no longer update their status after the their status is accepted by the secretariat Group the status Implementor Status Action Date Comments History Accepted BDPICT ajian telah dibuat terhadap maklumbalas soal selidik yang diterima daripada 68 02 08 2010 Leave comment x 1 agensi Kerajaan bermula 28 Mei hingga 5 Julai 2010 dan telah diserahkan kepada View BKPSM BKPSM Hasil telah diterima 02 08 2010 Leave comment x 1 O View Illustration 8 13 Accepted status has green checks icon Members will see the status the next tim

User Manual - CS My Meeting

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