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User Manual 2.2

1. Illustration 91 Deleting Titles 8 4 Managing System wide Users Super Administrator also manages all users in MyMeeting system Super Administrator can add 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 MyMeeting Version 2 2 72 8 4 1 Add Users On the committees main listing screen click on Users icon listed under Other Tasks System will navigate to Users page Users page can also be reached by clicking on the icon displayed at the right side of the system All the users in MyMeeting system will be listed here Click on Add new user link system will navigate to add user page Fields Username Password Superuser Title Name Post Section Division Grade Email Address Telephone Fax Mobile Committee S S S X X X S S S X X X X S MILL Illustration 92 Adding Users Name which will be used upon logging into MyMeeting system Password which will be used upon logging into MyMeeting system 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 grade eg F29 F41 User s email address User s office address User s office number Fax number Mobile number Click on the committees involving the user Fill in the users det
2. MT Meeting User Manual 2 2 Product WCC MyMeeting Version 2 2 1 Table of Contents 1 W lcom e TO 1 nn M 1 1 2 BORCHIS OF VIVIM ee E 1 1 9 ODICCHVES OF MYMOCUNG m R M 2 T SV SUSIE FoU aa li Ni 2 MAAC OMIM CC reU 3 LAZOS c 4 TTI un ne roce Lud MADERA 4 VA eire me Io 6 2 System Regulremells ccrte o uda cea So ti taa tote P Ia Levate sauna TEES Suae Mundum Ras eee 6 Zr PP ACIS 810 01 1011182 ON asusta Sh a tue nne ch eL a T A 6 2 SANSA MYM A an Ea 6 AO AO o 12 er A e E o fe Mx ME eC ICE Pan Sani 12 3 2 General Icons used in MYMEetIng oo nan 12 DoS COIS AUOM eR ae Be ea out baks 13 SAS Cnanging RAS WOOD IA 13 9 9 ROCOVENAD A LOS PASIVO O o O tue tuat 13 A Ny eng Yen nana naa 15 4 1 Type of Users and Access Permissions oo mn 15 4 2 LOGO GAN AN OI e as AS Mn ee 15 Le srel 17 4A IVAN PRO NE EE T t 17 5 Accessing MyMeeting Users Members 1 ssc ss ssc e esee eee sean nana a aha aaa hanh aa RR eaea RR RR 20 RM eree ele MeL IPIE nce 20 5 2 Preparation Tor MOeGUDuss eo oM atas asn BAN AA 20 3 CONNMMING AENaaNC O ist dt a 20 R Ina ON ENS e aro 21 S9 DUME MEA io II 21 5 6 Viewing Minutes and DECISIONS A a 21 BO Tree AA A M 24 5 0 AQUIESS DO A ll EET E E 25 SI FIOS Tes A O o 25 o I0 ATter MYM 352i saeco edie BB LO UNS BNN NN 25 LL User au undi vts les Mt Lott
3. Editing Committee MyMeeting Version 2 2 31 Fields v Parent v Name v Short name Meeting Num Template v Meeting Title Template e Ycommitteeshort e committeelong v Item Name v Minute Template Assign a parent to the committee if it falls under a sub committee This is the name of the committee which will be displayed in the printed reports and minutes 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 This is the default template which MyMeeting will use to generate the next meeting number for that committee ex Bil 1 Tahun 2008 This is the default title of the meeting in that committee There are two tags you can use in this field this will be replaced by committee s short name this will be replaced with the committee s 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 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 Submit button to save the records the main screen displaying list of committees will be displayed if it has been saved successfully 6 1 2 Add
4. Adding Comments for a meeting 5 13 2 Adding Status Comments Comments can also be given for each and every status in MyMeeting On meeting details page click on Updated No update link Figure as follows is displayed Add your comments under section labeled List of status Click on Leave Comment link and Submit to save else click Cancel link to cancel the saving Access Select Meeting tab gt View icon gt Updated No Update gt Leave Comment List of statura bip That Stier Dam Larang air 1 Y tomb a 0 IU lem comia arte Albi Fetes Leave R Comment ner Illustration 23 Adding Comments for a status MyMeeting Version 2 2 29 5 13 3 Adding Decision Comments On meeting details page click on Updated No update Figure below is displayed Add your comments under section labeled Comments for this decision Click on Submit Gor Tor this decicion Leave a coment Illustration 24 Adding Comments for decision 5 13 4 View History of Status amp Comments Click on View link in order to view all the history of your previous statuses and comments The latest updated status will be shown on the top of list followed by others View Fs ny rent Wara 15 AE me nap Pibes caria is ved etes Bomann orina ha E ish update zb pam 2000 Pow Sab angan Traum nk Illustration 25 History of status and comments MyMeeting Versio
5. After the installation is completed create the MyMeeting database C wamp www mymeeting cake console gt C wamp bin php php5 2 6 php exe cake php createdb gt Once the database is created rerun the installation script C wamp www mymeeting cake console gt C wamp bin php php5 2 6 php exe cake php install MyMeeting Version 2 2 7 LINUX Toinstall MyMeeting on Linux you need to go to your terminal screen Do ensure that the steps in 2 2 is done before you proceed with the following steps Goto MyMeeting console directory which resides in your web folder cd var www html mymeeting cake console Next type the path should be following the PHP version you have installed earlier cake install Follow and key in the instructions and settings needed to complete the process of installation E ar AA PA S a re r a e 0 a a N E Ia ta the MyMeeting installer bana app k Path f var www mymeeting oscc app CakePHP 1 2 0 7692 RC3 La E e e E inne M ol R l1 I o 3 ll d4 8 A LA 3 EM Ng onn 2 ur gg gl c 8 This will install MyMeeting on your system Would you like to continue y n y gt y om finter Y po proceed wnh the tnst Installing Database Configuration Driver dbz firebird mssql mysql mysqli odbc oracle postgres sqlite sybase mysql Select dara enter to proceed wiih neu wep if vou wing My ML dutubase Database Host localhost gt gt Lo
6. All the statuses which need updates and have been assigned to you will be listed on this page under decisions need updating column As in illustration Meeting shown in calendar view and all the decisions related to the user shown under important alerts Clicking on the decisions will redirect you to the decision page where you will be required to key in the statuses 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 As in illustration Viewing decisions 5 11 1 Add User Status Click on Add new name of implementor3 user status The following page will be displayed Access Select Meeting from calendar Update No update Add new name of implementor user status i H Description Action Dita 2205 52 17 Adnmitienal Files aro Illustration 18 Adding User Status Fields v Description The descriptions of your status v Action Date When has the action been taken v Additional files Supporting documents for this status Type in the details and click Submit to save AII the implementors of that decision will receive an email upon submission of the status MyMeeting Version 2 2 26 5 11 2 Edit User Status Status in MyMeeting cannot be edited but can be updated with new status All your previous
7. button to save the record a screen showing list of system wide to dos will be displayed if it has been saved successfully 8 5 2 Edit Todo Click Edit icon next to the system wide todo from the To dos listing page d quema edd 00 Mame Mata agen Priority ETRE MET mrm S Illustration 98 Editing todo Click Submit button to save the record a list of system wide to dos will be displayed if it has been saved successfully MyMeeting Version 2 2 16 8 5 3 Delete Todo Click Delete icon on to dos 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 imr dil Lik F i Sx Illustration 99 Deleting todo 8 6 Managing System wide Messages 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 e mails 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 Pls refer to committee Me
8. they will be removed from each of their committee 8 4 5 Reset Users To reset a user password just click on the reset icon System will prompt a reset confirmation message if you accept then the selected user s password will be reset Otherwise the operation is canceled a screen showing list of users will be displayed y ym ud ns a o dimit a Fior grim ias wernr d aell lim i eend to mma E nms sx L drer gl im PORE X AA coco ARAN Illustration 96 Reseting users password Password will be the same as the Username once it has been reset MyMeeting Version 2 2 15 8 5 Managing System wide Todo 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 Bookthe meeting room Prepare the projector The System wide Todo list can be accessed from the To dos icon listed under Other Tasks from the committees main screen or by clicking on the icon displayed at the right side of the system 8 5 1 Add Todo Click on the Add new system wide to do link to add a new todo in the system wide himan o4 Nama d Priority modam 7 Saga Can Illustration 97 Adding todo Fields v Name The name description of the system wide to do v Priority the importance level of the system wide to do Click Submit
9. 16 a o ario el ga a A 78 91702 CNG Eog 78 0 90 Managing morem EE 79 88 Deen A ne 19 0 3 VIEWING SAUS ll GS dee ANN 80 Appendix A MyMeeting Re lt omite tees ani 81 MyMeeting Version 2 2 4 1 Welcome to MyMeeting 1 1 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 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 Admin Chairman and Meeting members Benefits of MyMeeting includes For Super Administrators o Facilitates s
10. 2 2 27 Action Data OREN E Additonal Files Stowe mhi a Illustration 20 Adding Group Status Fields v Description The descriptions of your group status v Action Date When is the action date of this group status v Additional files Supporting documents for this group status Type in the details and click Submit to save All the group implementors of that decision will receive an email upon submission of the group status 5 12 2 Edit Group Status Group status in MyMeeting cannot be edited but can be updated with new group status All your previous group statuses will be saved in the history peserijtion simos coop 50 ume beton Date 290903 16 re Additional Files Brow Illustration 21 Editing Group Status MyMeeting Version 2 2 28 5 13 Comment Comments can be given on meeting each and every status and also decisions All the users in MyMeeting do have the access to leave a comment 5 13 1 Adding Meeting Comments Comments on meeting can be done on the meeting details page itself as follows Add your comments in Leave a comment section Click on Submit List of comments is displayed under the same section automatically sorted by date latest on top Access Select Meeting tab View icon 5 Comments for this meeting Lansia f r Mii miim Bam a 2d ILT aril i HIFI Lieve communi Barmy Illustration 22
11. 3 ORIUNTUR 59 TO LAO IN ION S iA eee et rotates Aneta ai de 60 RIGA zelum A nana 62 ENT A A BSN Bun 62 R e SAA A O E O O Saat 62 1101 AG0 DECISION ii ca 63 T O Ed DEA e o o ee 64 750 9 Delete Dee S een a ia 64 1104 Demote or Promote DECISIONS ed 64 1 105 Email ANNOUNCE Dec ION Sica dia 64 SA A an ane 65 FAS PEARL nd DOS ton eter yee ce ee ae 65 TVS VIGW SUNAN bea Pp BBB BN na 66 8 Accessing MyMeeting Super AdMINIStFatOX o oo oom oo oom ena 67 OI Selang Up CON ee as Sa 67 oM e CHIN Oa AAA A an On naa 67 9 2 Managing KOES Aa BNN A 68 Sue LAO ROOIES arsaa asma aan amanat naa 68 8 2 2 Se e e 40050002 mU 69 0 2 U Delete ROSS wasted act tases les ac nusa aa basa banana Desa aa alan aa 69 RON Managing Eck 69 ome ae cras bT CETT TETTE 70 oca cal NN ea a en eee ee ee eee eer er eee 71 02331 Delete TMG e PES 71 8 4 Managing System wide USCIS ccccccccccccssecceccesseescessunsusecutcussonccessussaeececsessccnsuccssacaesenssausenees 1 A ea A dua iid 71 8 4 2 Edt ea Ra Sa naa 12 Ri SR USES 13 9 44 R USCIS en abis ana aan asalkan 13 OO Reset SES an ee ha aan dn Bu RN buta ea Nan NANANG 14 O20 Managing SVstetTvige TOO been A Ba ee 15 SES LAdA Oo T 15 8 9 A PO ana 15 a s Delete TOGO trac ee AN I E 16 8 6 Managing System wide MessageS ooooo Wo 76 meri A A LU eee 76 8 0 2 View MCSSAG CS busa e UR o Ue aa een AI puis 16 0 7 Managing Global SetNGS carrierre NN Dun at ie reas
12. 7 10 5 Email amp Announce Decisions For sending email on decisions added you can either click on the Announce Decisions link at the top of the page or click on the email icon shown on every decision Announce Decisions link will send all the decisions added for the meeting while the email icon will send only that portion of decision to the group and individual implementors www Illustration 78 Announcing decisions MyMeeting Version 2 2 65 7 11 View Minutes To view the minutes of a meeting click on the View minutes link You may be required to check the empty minutes checkbox at the editing of committee page if you do not want system to generate the tiles automatically referring to sentence from Meeting title till the attendance as shown in below illustration Technical Meeting Meeting Minutes Bil Tahun 2008 Cate 1002 2000 Time 14 46 pm Venue Gasc meeting FU SENT Hao ceu has atera Peg maat Pak aa Parcara bernkbku chew aug mn ino akh Peruri Pra um 1 PA eae RUE PANA Sara rr rl ri edigrphan LAG Preasukua Tuh hadap ACE te c mgan at beban UN EINE F minggung pata pemdeh Tieggben penu Jumo cate ke 20 09 AA Fadakan g PH Pro Farum Pa J P P lt P rR DE re Hi Sm P Phen RAD A BT Ku b n Dn E R Jai Maa a hart purity WW AES Lp dL AD M P pur Zp Dues bret faa Fea Aa Aarne 6 borbreoing TM pene pep cmepgauianoutdlisasehagaeegantJ
13. Click Edit icon next to the todo from the Todos listing page teda fame i Mia mpm zr Priory mmen Usar omm zj h ee Ca Illustration 47 Editing Committees Todo s Click Submit button to save the record a list of committee s todos will be displayed if it has been saved successfully 6 6 3 View Todo To view the todo click the View icon to see the details of the todo Fitters A EE a a Lae ea tail Priority Pinan i irt EM Mein T un FR Pena Seager im frm Bogk fig mailing onm Ti a a amm Bick Hip and piis ET E amm Paria Mia iraj ds S Homini kikir EID D C N X UN DOGO i Prin pia agsanrrma gn muni Illustration 48 Viewing Committees Todo s 6 6 4 Delete 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 MyMeeting Version 2 2 44 Committee s To do u Fitters Piar Priority HA rr Cam cd dn B aids Bj Ring iil A Catia JE LE e NC ci e I l H E AM tu a GO Illustration 49 Deleting Committees Todo s 6 7 Managing Message Template Committee Message template is the default template used to generate the e mails sent out by the system for a particular committee The Committees M
14. Fas esi BI N dl 69 19 mm a cmm ri L hadi ig Th Beng LP tmn fade ee Illustration 63 Editing Meeting Click Submit button to save record system will return to Invitation to meeting screen Click Send invitation now to add the new arrangement in the email queue 7 4 3 View Meetings Click View icon on the adjacent meeting to view the meeting detail Decisions keyed in 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 d pp E E 8788 11 ka naa Vecinas ro 55 2 Tm 2U0R ibis 10 dS Hm dong adm s r KRD ES H THR visio J Menuai A Dij Ta 2008 1 LD yT099 1414 pi dent mang rim T agan Iu maa ibid ke oa Tarii Ween EES Tem 2009 UD aa 1443 pm Lengan TTTD ER Tr En ie 6 zum AIT iy DBBE NAN 0606 i Waar Tariniddilsiisa hit Terme 2000 MIA lea 1274 mm HEFE MBR mam ras PARTI RP H Manar Mn ii Illustration 64 Viewing Meeting MyMeeting Version 2 2 56 7 4 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 prompti
15. Project i Dincinian Ladeni Punir fence avers NEAL Crmspemdgsmeipepbp Imm De Ane mw viuit iub ees b De xoci fot the Projet KAL Decision deadline 1190013009 Decision deadline 73009 individual implementers Individual mplemartor alm aa e 4 Hn Dackaborc Lied rion Papir Genara saman 1538543 Cha iri inii Tees Di Ah fry pai bie eating h Bs BUN ia fie A Illustration 12 Meetings are shown in calendar view and all the decisions related to the users are shown under important alerts MyMeeting Version 2 2 22 Clicking on the ongoing meeting will lead you to a page containing the agenda of the meeting with all the supporting documents uploaded if there s any for that meeting In order to view all the decisions taken and the minutes of the previous meeting click on the previous meeting from the link shown The details of the meeting the files uploaded and the decision will be displayed on this page v Filters This option allows you to filter decisions Filtering can be done by either choosing project group implementor or individual implementor Every decision that matches this filtering criteria will be filtered on the list 0 11 S 8 i a 3 1 is 2 MEE ioi T E T a ht z SI i orphan mel m zi I Previous vi e 1 PY Committee x c meng o Pies b na rein Meeting Title he af La Tec hnic aa ana Meeting Mo Ei Tauur 20018 Agenda ub M sting Date 1122 2269 14614 mn Veni d
16. Version 2 2 34 6 2 1 Add permission Click Add new model permission link from the list of permission to add permission in the chosen committee Functions of the fields in permission are as explained above Bc ipse iibri erre ai Riso 9 E us jj rI R iel tg a r 15 Te nigi gigi Hig Nah es limi al Modal reta LI Edit Delete Apprewa E DSS rpBEG Y 6 Illustration 29 Adding Permission Click Submit button to save the records a list of permission will be displayed if it has been saved successfully 6 2 2 Edit Permission Click Edit icon on the adjacent permission to edit the permission details Modify the required fields ii r Create LALO Mig inem deri Dealuts Apoya Disepproye Tet Ti i rima IUBE E XE Sushi Ma Ap Rud Illustration 30 Editing Permission MyMeeting Version 2 2 35 Click Submit button to save the record a list of permission will be displayed if it has been saved successfully 6 2 3 View Permission To view the permission click the View icon to see the details of the permission nm Tes LE gang Mr RS rals CT ee Lilo Illustration 31 Viewing permission 6 2 4 Delete Permission Click Delete icon on the adjacent permission to delete a permission System will prompt a delete confirmation message if you accept then the selected permission will be deleted Otherwise the operation is canceled a screen displayin
17. n Illustration 55 Editing project Click Submit button to save the record a list of projects will be displayed if it has been saved successfully 7 3 3 View Projects Details of a project all the decisions tied to that project can be viewed by just clicking on the View icon To view the reports based on a project click on the view report link lE esa antes Project Hama re Project Short Nar ti i Das erini an FF ret nr ermes d au PET ja A CTT LUN Meeting Kum Dira nat care Era Ehana beech individual implementar Iisans m ti ID Y Masing nr Lani DOOR Deadline rez zn Description BN PR eter hat attire bal IEP ig welas H HH pst iae oa Tu Ha due pure SIT 1008 individual implementari diren maji Group mplamantor liem LS serra icin 1 Etuluk bea Illustration 56 Viewing a project MyMeeting Version 2 2 51 Report for Project IFF rr rmm enu BA didi TAP HA lcm Fei Peng oo EF mir lm terete wx dom worms hp PF e da a un emn dam Tio ea iom m goce mni rem bki mara C9 Pye AER JT Ls pM GM pm Lo ng is i an Par al A A oe Illustration 57 Viewing report of a project 7 3 4 Delete Projects 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 cancele
18. of that group can update action status Click Submit button System will prompt to Meeting detail screen Newly added decisions will be displayed at the bottom MyMeeting Version 2 2 64 7 10 2 Edit Decisions On Meeting detail screen click on Edit decisions button System will prompt to edit decisions page Modify the required fields Click Submit button to save the changes 7 10 3 Delete Decisions 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 Us 3 a ilm L iid duipig d Fillets Project 1s miii dis Group implem ntor wars rct Individual implementor OTS me 7j sita Project Daadhne Ji I P atis ni Wik ee Description 17 P E P 9 me Bnat Vi Arh yi Rupe voi mis to dulsie n Fai nr eig mer B lia m3 ppi adds AC Th rige Mia aa QN alii Ecl TH i754 Tei E doma XL Group implementar Pai Illustration 77 Deleting decisions 7 10 4 Demote or Promote Decisions Promote and Demote are functions to change the sequence of decision listing Demote is the down arrow while promote is the up arrow v Promote use when you want to assign decision to a higher position v Demote use when you want to assign decision to a lower position
19. run the installation script again sar gsaro desktop ar vww mymeeting Oscc cake consoles Once the database is created rerun the installation script cake install E e up O O ll gla ALNAB L 1LDDU3i ee EE Welcome to the MyMeeting installer e om e IL IL XN Ll LL LL LL LL Ll I ll Ll LL LI I I LL IL IJ III ee a I LR Ba m S App app Path var www mymeeting oscc app CakePHP 1 2 6 7692 RC3 h This E install MyMeeting on your system Would you like to continue y n y gt 5 gt Enter y to proceed with the installation MyMeeting Version 2 2 9 Database is already set Do you want to reconfigure it y n h gt gt Deafult is na n so just enter to proceed with the Installation The following tables will drop announcements attachments comments committees commitreetodos memberships decisions decisions groups decisions users 1 groups groupstatuses hashes items Logs meetings meetings meetingtodos attendances notifications roles templates titles systemtodos users users groups userstatuses wfmodels wfstatuses workflows k Are you sure you want to create the tables y n Iv gt vil gt Enter y to proceed with creating MyMeeting tables MyMeeting Version 2 2 10 End create Agency name gt 05CC MAMPU gt Enter your agency name Agency address MM gt Enter
20. statuses will be saved in the history A C Dascriptian Ummanedg durian Date ooh 02 18 Additional Fiimu reat bE Lair ni peas qua L3 Bodin Canta Illustration 19 Editing User Status 5 12 Group Status If an action is assigned to a group of people then one of the user in that group will be required to take action on the group status Only the latest status will be shown in the system the rest will be kept in the history Those in charged will be able to see a link stated Add new name of implementor gt group status Click on the link to key in your status for the decision Those who have been assigned to take status will see the decisions once you have clicked on the committee All the statuses which need updates and have been assigned to your group 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 group 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 5 12 1 Add Group Status Click on Add new name of implementor3 group status The following page will be displayed Access Select Meeting from calendar Update No update Add new name of implementor group status MyMeeting Version
21. updated statuses before the deadline v Taken late list of updated statuses after the deadline v Nottaken before over due list of non updated statuses which are before the deadline v Nottaken overdue list of non updated statuses which are overdue Clicking on any link in the search will enable you to view the whole list of statuses and decisions including the comments Another search available in MyMeeting system is the filtering criteria This filtering is available in every listing of the modules in MyMeeting Type the reguired criteria in the provided field to search for your listing Example of filtering in Address Book is shown as below Hama Email Tali umis Goce Illustration 15 Filtering available in each module MyMeeting Version 2 2 24 5 8 Address Book User Members within the committee will be listed in a paginated screen You can view the details of other users members within your committees by clicking the view icon Address Baok m Aer A n Tea a Ai F rer1 Fair dini veut Pr cif Hama Email Act hhii aci ja glrararpit an Meme qnem eres ines Tuh Time Trn anms 1 Eh aum bred vast 919 ey 0388500000 020000000054 hari tar aiu a JF a Eh limi li air T 105 Pas na pms I F G 3 FS it en me tint T G C 1r F pulp mahi C S o Illustration 16 Filtering available in each module v Filters This option allows you to filter user accounts Filtering can be done by either keying in use
22. upload the desired logo Suitable logo size to upload is 155x80 Compra Legem ip me EU m j Qoam dd Illustration 101 Changing Logo from Global Settings MyMeeting Version 2 2 19 8 8 Managing Logs MyMeeting has a log viewing module which monitors the logs in the system Super Administrator will be able to track activities of all user groups on time a Hu E ie i oom ima i da i FIT Bag a ES ir R AUD quaa LU E a FIL mE 41 h Mat EDT 60 ROZ LL Lea ii miimi aa s dii eh gies EDS 5 11 bR 236 HE Bets e ccm lans mal al cami mja PELAN 00131011 gj 4 LT ae Eom asm 0 ear nii mi ke ee Sad d 3 Puil de HT d ul 275 111 272 ium IFE b 1 1431 4 T aile AS DR A Cm sam ich 637 11 d oil i ar A i 1a L i piil B L 1d MIN E n ning aig dum portu eee Du uc E LITE m 19 Ian s UI SHEER AM gs E aiim ki E i 1009 iS gH EBD ZI 13 fib pi i IL IE XN Ot 1315 ii apii d B N rithis ness n nd iia LETETI E RIRIH Tr 4 L 8 9 Trt 3 WEL Load oe qe anie Ti axi DP CR RA wes 14 ke L RBT mi prem Th TUTTO 1 4 EE MA 1 abres TUBE B TR ja ii 0007 11 1337 m4 1 Bi da iba dde ID D L TA TEA EL sul ian 11 ibi cien bim ajo i L IBAR A ilii METE j idum CT 11135 o 24 b 8 8 1 Deleting Logs Illustration 102 Logs Previous logs in MyMeeting system can be deleted by the Super Administrator Super Administrator has the option to delete either all the previous 6 months logs or previo
23. 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 OR A 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 authors Abdullah Zainul Abidin Nuhaa All Bakry Eavay Javay Barnad Sarogini Muniyandi MyMeeting Version 2 2 85
24. ATA Su 9 ane Email E I c MO a arung d gal dame dut Are you ihe wor went Lo dalibe rhe irem tar Em mm Emo I FS O 7 UE j Eir Puma STE a ITN a nemis i IA Cancel J a F Ge TG STA ar ang a ul J RTI Ej F wy i Ph tee maen r firth Pan peiit memilik L5 P X Illustration 45 Deleting Committee Members Users 6 6 Managing Committees Todo Committees Todo is used as the default Todo checklist for every new meeting in that particular committee Examples of a meeting todo checklist might be items like Bookthe meeting room Arrange the refreshments Prepare the projector Print out agenda The Committees Todo list can be accessed only from the Todo icon beside the name of the committee in the My Committee page committees list 6 6 1 Add Todo Click on the Add new todo link to add a new todo for the committee ihn a www www 4 dam Priority medan k Lise uiii Ea Illustration 46 Adding Committees Todo s Fields v Name The name description of the to do v Priority the importance level of the to do v User person in charged to do the task MyMeeting Version 2 2 43 Click Submit button to save the record a screen showing list of committee s todos will be displayed If it has been saved successfully 6 6 2 Edit Todo
25. Comment Yoname yoMeeting meeting num YoMeeting meeting title YoMeeting meeting date Meeting venue Decision description Status description Comment comment Comment user Link decision Decision Assigned Yoname Description of the decision the user was assigned to The number of days left for the user to update the status of the decision Link to the decision information page in the MyMeeting system Name of the email recipient Meeting number of the meeting the comment was made in Title of the meeting the comment was made in Date of the meeting the comment was made in Venue of the meeting the comment was made in Comment that was made to the meeting Name of the user who made the comment Link to the meeting information page in the MyMeeting system Name of the email recipient Meeting number of the meeting of the decision the comment was made in Title of the meeting of the decision the comment was made Date of the meeting of the decision the comment was made Venue of the meeting of the decision the comment was made Description of the decision the comment was made in Comment that was made to the meeting Name of the user who made the comment Link to the decision information page in the MyMeeting system Name of the email recipient Meeting number of the meeting of the decision of the status the comment was made in Title of the meeting of the decision of the status the comment was made in D
26. Decision User Status Group Status Y Y ON NO NO VV VV VV VV WV Y And the list of permission that can be granted are Create View Edit Delete Approve Disapprove VV V ON 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 MyMeeting Version 2 2 33 not be able to do any other thing like edit delete or add new Attendance The permission can be granted to a few criteria which are v All everyone who Is registered in that committee v Owner the user who owns that particular item in the table For example Owner of User Status would be the user who has to update his status on a certain decision v Invited users who was invited to that particular meeting Some committees like to have the meeting details decisions status comments viewed only by users actually involved in that meeting The administrator would be able to restrict their access using this rule v Attended this is like above except it is even more strict ie only users who actually attended the meeting will be given permission v Role lt user role grant permission if the user has this particular role in the committee v Group user group grant permission if the users belongs to this particular group in the committee As an example take the default permission for User Status in MyMeeting The permi
27. Let aeea i Bim Mang Fees nd ulus Dati Maging hate umi ita LL Li ya ETEME Pii rR RHS jiddi 1 s 1 evia a 151 14 a TT E K Sat Learn Cr Liam Fail Eie Bus 9 1 6 presse tur aas ae J ENAN coca int co Illustration 70 Deleting Meeting Todo 7 6 During a Meeting Admin Secretariat can take attendance and add minutes during meeting 7 7 Attendance Secretariat has the role of updating the attendance and confirmation of attending for each member in the meeting Since the members have the option to update on whether or not they re coming when they receive their invitation any updates done by them will be reflected on attendance page This will leave the secretariat to update only the attendance part during the meeting MyMeeting Version 2 2 59 7 7 1 Taking Attendance 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 ATA Titis Miami tinca Matin Ea 7 dd Pa Mesti rats wee 12 14 nn ee O UP aam V aom Ho Dadi of is A Li NS FT mah M tu ram E a Aden he E m nm od T ELS Um aaa i zE oam bum aa GERM di Ti i EE imir iua a NBN i i A m Me Har Co eee Bi reme ad pc detras ar ll Hap 1 8 Void Tii Cam ia H P ipis sm iram pilar
28. Listing of Titles 8 3 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 Click on Add new title link system will prompt to add title page Fee Short Name Long Name h sedot Cane Illustration 89 Adding titles 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 Submit button to save the record a screen showing list of titles will be displayed if it has been saved successfully MyMeeting Version 2 2 71 8 3 2 Edit Titles Click Edit icon on the adjacent titles to edit the title detail Short Name Long Mame 5 Siimul Comal ae IDs Illustration 90 Editing Roles Modify title detail Click Submit button to save the record a list of titles will be displayed if it has been saved successfully 8 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 H 6 8 UA TU oma mrt dais a ig dk Cris ael Dal i XX XX WE coco
29. PR PO Sa ana a a a SA o cda eee eee 40 0 52 EOT cic R m 42 A E O A O ab aan TER ANA EN 42 Oe Dee Uu See en TETTE 42 6 6 Managing Committees TOGO eee o SA atu t tue eu va IAE E Ea ctetu duda 43 OD Aa l ne a eer O A gu a a a a 43 0 02 s Kee act Ma ea aun eee dut 44 0 50 9 VIEW TO OOP O oxi tL Lote eed 44 Siue e lio E 44 6 7 Managing Message TempIlate o oooWo oWW Woman ena 45 Or T Edit ren ae APA e o a en ee 45 67 2 VIEW TEMPA iueisis debt 252025 onis Li lemot ein ce Que vitem an DM Le be Do tup ptu e ie mona iee 48 7 Using MyMeeting Secretariat Admlin 1 11 1 2 eire eee eee eaae sauna anar oncannanannanano 49 A HATO OU A TM EE 49 7 2 Preparation Or MCCUAG se ict A NE A RA 49 cael E none Dace acetates alae Maciel ee uel atacand eas 49 To LAGO PIO COIS dc o O 5 bana 50 EOS o 50 LOS VOW RO Sl I 51 To Delete Pro ec cid ts dd dd 52 E CE O o Ro de E RULES eT D 52 FALCO Te nas ne ea aa a aten 52 14 2 Ed MEETING ED Ll 55 TAS VICW Te en Tn Se an e a Cid 55 744 4 Delete Meco ee aa 56 12 MESES TOGO T 57 TS A ANG MENG TOGO ccc cst ceca ects 57 PR ST aT TL Eae le ERR NN 58 1 3 Delete Meeting TOO 2a a pisa etuntiespleticteninin oia embun ortu olet and ne tu en ba aa Ad to 58 ROB eoim eS 58 Vou Mena Pe ER E xo ELM MI EM EM M 58 FAN Akang ACL OA NC rs cer REED UE 59 MyMeeting Version 2 2
30. S Renu Dunga gemjgae fu EPT adas membaikan pepe kuasa Bener uniu mealantik Pj sebaga pamax baru bagi op Frenni LI dee emosi enek Ted peru duri sebum 28 00 2008 randakan g RPR T Illustration 79 Viewing Minutes 7 12 View Reports To view reports for a meeting click on View reports link This report shows all the statuses and files uploaded for a decision Report lor Masing Mesyuarat TechnicalMeasting Bil 5 Tahun 2009 bina a aa janm dual Wadi E A EI mm LE ld cam i6 u ema TR 1 prd ci 1 iml iR R pue ud m 8 8 Hr d Gg bees d un baec ao Pod dd M 8 2 ng Pj hs a eee dbase ee m Y b HIR R 9 h d ho rmi do ee a d e M Oe L3 lox be iil niga gee eet bra Fi 1 me we IN 1 mm in hi m pm aam Em uec D NE Wr i im mimi iP EH E ou s B LI T 1 Rs EI um ar midi ir m Vei i i i ia lr Illustration 80 Viewing Reports MyMeeting Version 2 2 66 7 13 View Summary Summary is a short description of a meeting more or less like an agenda of a meeting Meeting kissing Ide Masyuarat l ecbeucalaabng Mesting Hum Bd E Tahun 2009 Masing Date 18 02 2005 07 44 pm nk DCC menn Committee Tehnica eating Masina kiadi Ho one had een railad for h meabng Illustration 81 Viewing Summary MyMeeting Version 2 2 67 8 Accessing MyMeeting Super Administrator The Super Administrator is the ONLY person who is able to see the f
31. TELLE ES a ji km um M a LE id i ai i iH Dm 2 mw LIT bad E um i k Sl Fel ii EE eh a i i Lad T ama ea Illustration 71 Updating attendance Click Submit button to save the updated records 7 8 Minutes Adding minutes has two features in one function i e it will be generated as minutes can be viewed from the view minutes link and at the same time it enables decisions to be extracted This function is less time consuming whereby admin can avoid keying in decision one by one Minutes will be keyed into MyMeeting system during after a meeting The system will only extract decisions once Editing minutes later will not extract any decision Thus once the link Add minutes turn to Edit Minutes no more newly added decision extracted by the system 7 8 1 Add Minutes Standard to be followed to insert a decision MyMeeting Version 2 2 60 v HHH Every decision is separated by 3 hashes v project item The short name or name of the project or item to which the decision is related v user The user or users separated by comma who have to take action on the decision For group assignment put the letter g v deadline The deadline for the decision Perkare perkara berikut dibincangkan PT Projek Perumahan Presint 11 PH menimbang semula ravuan para pembeli untuk menanggung keseluruhan LAD termasuklah tuntutan tehadap ACSB bagi meringankan beban kewangan vang ditanggung para pem
32. W S X Bean G QO C Illustration 67 Updating Meeting Todo 7 5 1 Add Meeting Todo On the meeting list screen click on Todo link at adjacent meeting you intend to update or create the meeting to do System will navigate to Task Todo page Click on Add new meeting to do link system will prompt Add Meeting todo page Bild Tda Hare Pete ea TTT T 1 k Liga nm JJ rem NEN Illustration 68 Adding Meeting Todo Fields v Name The name description of the to do v Priority the importance level of the to do v User person in charged to do the task Fill in the todo detail and click Submit button to save the record a screen showing list of to dos will be displayed if it has been saved successfully 7 5 2 Edit Meeting Todo Click Edit icon on the adjacent todo to edit the todo s detail MyMeeting Version 2 2 58 Ham Dos Hra maim mui Printity ara sl als Usar oe Selain Kia b Illustration 69 Editing Meeting Todo Modify todo s detail Click Submit button to save the record a list of todos will be displayed if it has been saved successfully 7 5 3 Delete Meeting Todo Click Delete icon on the adjacent to dos to delete the to dos System will prompt a delete confirmation message if you accept then the selected todo will be deleted Otherwise the operation is canceled a screen showing list of todos will be displayed Meeting ihis
33. a Passwort win parsi Illustration 9 Changing Password Fields v Old Password Key in your old existing password v New Password Key in your desired new password v Confirm Password Key in the new password again to confirm the new password Click Submit button to save the record you will be prompted to Edit Profile screen if it has been saved successfully MyMeeting Version 2 2 19 5 Accessing MyMeeting Users Members 5 1 Introduction This chapter deals with the access permission of users members in MyMeeting system The functions available in MyMeeting will vary depending on the access permission assigned to you In this chapter we will look at Preparation for meeting Usage during meeting Usage after meeting 5 2 Preparation for Meeting Before attending a meeting users 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 5 3 Confirming Attendance Users 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 Attendanc
34. ace aka aom Comets Fox Hiis eee fin limi of acting 2 Fuerte Leave a comment Panno A Project tie beli Group Implemserntor cutis melati Individual implementar 8 relert FO 9 Ban Dalang ricoociy Da tcriptian aa Poom ned Fi Lari ngan TGT RES Lp en n dn FP ool TGT apecoral To Ge re moved fram amt aj Individual implemento r piau Loe 31 adig ls ig rli Pax T ies project Iri pra Deception Irae tinran Flic Serre Ava LIH IPSA IZ Ermirpersae rebota Ind Dy A1 A mies rant Wapka Ong 18 Bs air Tor Th UPA Madam Tar qp nra DESC C mill pa Mu pale or POT 91 mang Tusco uhr tpi matu nain dea izan T a individiral implementor th Chitina 0 Sakae fps oa Illustration 13 Viewing Decisions MyMeeting Version 2 2 23 5 7 Search This search option in MyMeeting allows the very useful utility to filter status update You should put the search criterion and every row that matches this criterion to be filtered on the list This list can be categorized based on individual implementors and group implementors are cier mur nama bantar Action Status Ifan prime San cui z E Individial trplamerntors lim O ksin Paer Her es est tee beeper nese s E Samm Lea priu la dd y ET rris Ede abe d ws nt ji Fi ums tot setting har irr A wt Ia FR regu Traum rij Ha atu pg Hier XE SUE Lis alli d purae Illustration 14 Search Search criterion v Taken on time list of
35. ail and click Submit button to save the record a screen showing list of users will be displayed if it has been saved successfully MyMeeting Version 2 2 13 8 4 2 Edit Users Click Edit icon on the adjacent users to edit the user detail Illustration 93 Editing Users Modify user detail Click Submit button to save the record a list of users will be displayed if it has been saved successfully 8 4 3 View Users Details of an user can be viewed by just clicking on the View icon The detail of the user will be displayed together with the committees they are involved in i I Ae Peet adiera EertipniEHwvisimamn PECE seii trade T OE perc Telephone 01th Mobile 5755555564 Pax anda dd Lae ithe Tez hms mi Ha wg herr pd Mia dme imas K Illustration 94 Viewing Users MyMeeting Version 2 2 74 8 4 4 Delete Users Click Delete icon on the adjacent users to delete the user System will prompt a delete confirmation message if you accept then the selected user will be deleted Otherwise the operation is canceled a screen showing list of users will be displayed Omm um agp ee ee Gage o NR T V Lig Baa E ar Job Tii Comm va gm Carr o w 3 EE s Dro im ii Cc C the in cC o m le Dune Dennis also Cii Met of O m Illustration95 Deleting Users deleting a User from this page will completely remove them from the system
36. ail is inherently insecure it is always a good idea to change passwords received via e mail as soon as possible If your e mail address has changed the only option you have is to contact the Super Administrator who can reset back your password Password being reset will be the same as your username These second screen appears when you click on the Forgot Your Username prompt in the Login Form Illustration 3 Forgot Your Username When you fill in your e mail address MyMeeting will e mail you the username that you can use to access the system MyMeeting Version 2 2 14 4 MyMeeting Users 4 1 Type of Users and Access Permission As explained earlier MyMeeting has 3 types of users namely Super Administrator Secretariat Admin Users Members The functions for Chairman and Meeting Members have been combined as one referring to Users Members roles Stated below are the main functionalities of each user role in MyMeeting This manual explains each user functions in more details Super Administrator has the ability to create Other Superuser New Committee New Title System wide to do list Change system settings Viewing logs Reset user password 9 999 999 Secretariat Admin Manage Committees Create Sub Committees Assign Members to committees Create Groups for committee Create Project for committee Manage Committee Meeting 00 0 999 gt Users Members e Updat
37. ate of the meeting of the decision of the status the comment was made in Venue 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 meeting Name of the user who made the comment Link to the decision information page in the MyMeeting system Name of the email recipient MyMeeting Version 2 2 47 yoMeeting meeting num YoMeeting meeting title YoMeeting meeting date Meeting venue Decision description Decision deadline Meeting number of the meeting the decision was made in Title of the meeting the decision was made in Date of the meeting the decision was made in Venue of the meeting the decision was made in Description of the decision the user was assigned to Deadline of the decision the user was assigned to S S S N NNN Link decision Link to the decision information page in the MyMeeting system Parai th AL A E RTP ii AAA RA amp ad ars DIFE Bd TN aa Et Mi THE rmm mom am rp am T Omscription gory E wx omm is is del Far 8 md Dm Fon fe nn ain H r nB orn H M R inh mhum mou N m ermi mhi im aa Template B sr U limus auem h Mass 095 error KS ed RRA TER B Tea E eG dg dore a ena opa Chinh Lai ng hrs da murs inipgrpsg aem Th sew pmm fer prm n mom enim me Illustration 50 Editing Committee Message Template Clic
38. ate to be displayed by default it is 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 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 localhost as this is the default Host name on a fresh installation of MySQL Email port number of your server 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 Click Submit button to save the record The Global Settings have been saved will be displayed if it has been saved successfully MyMeeting Version 2 2 78 8 7 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 Submit button to save the record Logo has been saved will be displayed if it has been saved successfully 8 7 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
39. beli Tindakan PjH m Tor Tr Projek Perumahan Presint 11 PjH telah memberi jaminan akan mengambilalih keseluruhan projek dan memulakan kerja kerja pemulihan walaupun persetujuan pembeli pada masa kini hanva 76 berbanding amp 0 seperti vang disyaratkan oleh Lembaga Pengarah Py Sehubungan dengan itu KPKT akan memuktamadkan penggunaan kuasa Menten untuk melangk PjH sebaga pemaju baw bagi projek Presint 11 dalam tempoh terdekat Tindakan peru diambil sebelumi 28 09 2008 Tindakan Hg KHPEKTH m Tor tr lAesyuarat ditangguh pada 5petang Illustration 72 Adding Minutes Click Submit button System will prompt a page where you need to confirm verify the accuracy of the decision extracted MyMeeting Version 2 2 61 ITE rralle t a b a urea pad 71H Celia ZUM o i E Pisa F maaha Faini di Aa ERRATA RRR Ie IA BR PEO E RRN IA AA Pp Edl AA MIE MEA A mag ENE PrE Irasc Bebe gg dn cee Gp mcm hee Foni bin rs dira aia A AAA Tima mam p P Risse 155 P reject iii Grenn i FN j Babalia 1006 00 35 ESB m E 18 m Ford mum mi c P pepe Fea REEF pied dE PIH SA AA IA AA Uri Pg AAA A Atar PA AAA ia ET qc A ba PRR Pad alas dia ars Um bpm ag D ga da ds ic o Bengis Ajip gen y MEC 00 NE BPS gian mirra ea las PWR gas ERES meee Lin eed mami Pp RL gal aa gs barnn da ph Pies damian aa Abal Prabh an mme Poe eee em A eee Mijas N Bw D Illustration 73 Veri
40. bers Diagram 1 MyMeeting Flow The diagram above explains the flow in MyMeeting MyMeeting consists of one or more committees The users in MyMeeting belong to one or more committee 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 Version 2 2 2 1 4 1 Committee Committee Sub Committee Sub Committee Sub Committee Sub Committee Sub Committee Sub Committee Diagram 2 Committee Level Pematuhan ICT BDPICT BPGICT Sekyen Sekyen Pusat Data Seksyen Pengurusan Seksyen Dasar Pembangunan ICT Rangkaian ICT Agensi Diagram 3 Example of Committees in MAMPU In MyMeeting a committee is a group of people who holds regular meetings to discuss the same subject matters 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 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 th
41. cal nn this ra ite del au Fissi nmne ait a fresh inaral of MySCM Port n Email pon gipet of your server detal 15 empty User mymeetintg gt mymeeting2088 Enter u MySCM user wins wali to use Los Mis Mewung datahuse Passward gt 173456 gt Punts u MYSEN passed Yip wish poa use Tor MS Mirto data atapase Name mymeetingdb gt mymeetingoscc gt Finer a database nume Table Prefix n 2 Peter a tube name puebla to be sped for Ay Meeting MyMeeting Version 2 2 8 R M GM AAA GNO USD COO SO US GNO OUO BD GG OS UNS ONUS AA AAA AAA A AAA AA OO AA AAA AA AA E AAA O AAA AO W R AA The following database configuration it be created AE Geo cw mn E A A ON m H ime deta Driver mysql Host localhost Port User mymeeting2008 Pase CETTE k Database mymeetingoscc Table prefix Look okay yng yl gt i gt Enter y I all the datas are entered correctly After the installation is completed create the MyMeeting database cake createdb Welcome to CakePHP v1 2 0 7692 RC3 Console App app Path var yseeting oscc app Please enter mysql root password to create database and Der gt _ Enter your MySQL root password Created the mymeetingoscc database Granted access to mymeetingoscc database for mymeeting2888 at localhost Updated mymeeting2888 password To 123456 Database is set Please
42. can use in this field committeeshort this will be replaced by committee s short name Yocommitteelong this will be replaced with the committee s full name Click Submit 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 Administrator is required to add an admin for the newly created committee by clicking Add new Member link as explained in the Add Committee chapter This will ensure that each committee s has its own admin 8 2 Managing 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 as explained in the add Committee chapter and given permission accordingly item L a ea boi ee I Pi in amp adis d dL Ed ees ie T Illustration 84 Listing of Roles 8 2 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 M Aci BL bcm Remb 9 66 mcer Pi Hor dolum o an Harms Ket RI nt H bnr s Illustration 85 Adding Roles MyMeeting Version 2 2 69 Fields v Name Name of th
43. committee will be keying in the meeting details and an invitation email will be sent to the invitees Besides the Admin will also be able to keep track on the meeting todo s All these are explained in detail as below 7 3 Projects Project module is used to add and update information of projects in a committee Project is basically all the items perkara discussed in a meeting The term Project is defined by secretariat refer to chapter 6 1 1 Edit Committees MyMeeting Version 2 2 49 Access Select Your Committee Project tab E fcm rna Hren B Fines be eaer pr a AE E Illustration 53 Listing of projects 7 3 1 Add Projects Click Add new project link from the list of projects to add project in the chosen committee Add Project Fame Short Hame Descnptir Illustration 54 Adding project Fields v Name Referring to the full name of the project v Short Name Referring to the short name of the project The short name will be used as an item in a project selection field throughout the committee v Description The description of the project Click Submit button to save the records a screen showing list of projects will be displayed if it has been saved successfully 7 3 2 Edit Projects Click Edit icon on the adjacent project to edit the project details Modify the required fields MyMeeting Version 2 2 50 Meme P Short Name FF Dascripti
44. d a screen shwoing list of projects will be displayed AAA TES i Are you dc you marit Lo delete thun Lem Aci NASA mina A Cima DE d E Me Illustration 58 Deleting project 7 4 Meetings Meeting module is used to add and update information of meetings in a committee Invitation email will be sent to the invitees after adding the meeting 7 4 1 Add Meetings Click on Add New Meeting link you will be prompted to add meeting form MyMeeting Version 2 2 52 Bike abl xG uan HH ueni agenda Filed Usa aul Tea a Flimx Pesiar Pile Feltri H qprasip Ld od did dui a Ma dating Titia iini 5 9191 Si er ll raj Feng Data Coo TI 10 HEL CHEER LIP day appa na ve T Pengairan T Eimiin Bio ronem Li 14 A hap w ni Dang Fields v Meeting Title v Meeting Num System v Meeting Date v Venue Illustration 59 Adding Meeting Referring to the title of the meeting ex MPKM Meeting System auto generates meeting title according to Meeting Title Template that has been determined upon creation of committee Referring to the Meeting Number Bilangan Mesyuarat of the meeting auto generate meeting number according to Meeting Num Template that has been determined on creation of committee When the meeting to be held The place of the meeting to be held v Allow representatives This will allow attendees to s
45. e action status e Change own password Update personal detail Give comment 4 2 Logging In and Out To Login Type MyMeeting address on your web browser example http localhost mymeeting Once you have been added registered to MyMeeting by administrator 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 MyMeeting Version 2 2 15 Pagol wo jason Emgal viui uimiurisn Illustration 4 Login page As a security measure Capcha will appear after 3 unsuccessful logins as shown in following illustration User will be required to fill in the shown numbers and alphabets in order to login back to prevent brute force password hacking Your login account will be locked for an hour after 6 unsuccessful logins Username amin Password n fon hers iras mmn more laa alini begin shep Meana AM in ile nica and alphmhmts uud umm ji nara js E T ET x k Illustration 5 Captcha MyMeeting Version 2 2 16 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 Illustration 6 Logout page 4 3 My Committees My Committees is the main page which will be displayed after logging in to MyMeeting My Committe
46. e confirmation can be edited and changed up to three days before the actual meeting M nideg de de le i ELLET 170 i Mtm Y BD Nl il 3 HE GESDCE HODUNSUE ee Hn admin Tek gll geb Fed vU ALL baki MET gem pu Koni i ie led BET be et ob but ilil eet amp opptes rtddies n bela Oak gone PRP klik pull Peparnas hin Br BE T mi TEE E Illustration 10 Attendance Confirmation MyMeeting Version 2 2 20 5 4 Invitation Emails Email will be sent from the system to invite users to attend meeting Users invited to attend the meeting will receive an e mail containing the details of the meeting This automatic meeting invitation Will ensure none of the members are left uninvited To view further information such as agenda decision taken during the previous meeting supporting documentations users will need to login to MyMeeting system Pramu rrvyrmaeatinriinsci organs To Sercormm orsss orgimy Subject imitation to meeting Pat Thu 22 Jan 2009 LA 19102 0800 MYT entr warcgin Pledge attend cur meeting about Mesyuarat PortaMesting on Wirow 15000 prm at O gt DEnacussian Poor i Leek Firg fear prore Koran hark veu for sour toparmon Illustration 11 Example of meeting Invitation email received 5 5 During Meeting During an ongoing meeting users members can view the previous discussion minutes can do searching of decisions taken comments and their statuses Besides all the files uploaded to the meet
47. e organization This committee might not hold meeting very often maybe once a month or maybe only once a year 2 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 3 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 4 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 ICT would have a committee to discuss how MyMeeting Version 2 2 3 it should carry out its operation So every other unit will also have their own committees like Unit Penilaian committee of the Section Pembangunan ICT Agensi Unit Penyelerasan committee of the Seksyen Penyelerasan dan Penyebaran Dasar and so on Committee Sub Committee eg BDPICT Meeting No 1 Meeting No 2 Meeting No 3 eg Bil 1 Tahun 2009 eg Bil 2 Tahun 2009 eg Bil 3 Tahun 2009 Project 1 Project 2 eg Portal eKL eg
48. e role Fill in the roles detail and click Submit button to save the record a screen showing list of roles will be displayed if it has been saved successfully 8 2 2 Edit Roles Click Edit icon on the adjacent roles to edit the role detail Pane BU l dr Bahi amd federali bu Ch uii Mame Miri Sune Ganga h A Pa Illustration 86 Editing Roles Modify role detail Click Submit button to save the record a list of roles will be displayed if it has been saved successfully 8 2 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 Pee Pea on M A l uos dam puma dara ys er 1 5 del e an EJ r eia erie F lie re Car gl a Illustration 87 Deleting Roles 8 3 Managing Titles Example of titles in MyMeeting system is Pn En Dr and etc These titles are also known as gelaran MyMeeting Version 2 2 70 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 Filbert Faja e es Ree PA Short Long piii leer A w L Binpi inm iip B bamu i ER P s C ERN Gs isi RE ME a Due ra O b 191 TH j HUE R I C Illustration 88
49. e the record a screen showing list of committee s users will be displayed If it has been saved successfully MyMeeting Version 2 2 41 6 5 2 Edit Users Click Edit icon on the adjacent Address Book to edit the users role mp IU ee hol Lea Connie Bat nn Illustration 43 Editing Committee Members Users Click Submit button to save the record a list of committee s users will be displayed if it has been saved successfully As the admin can only manage how the user is related to the committee itself so he can only change the user role in the committee 6 5 3 View Users Detail of a user can be viewed by just clicking on the View icon For all the committees the user involved will also be listed in this page Jani Emaili amen oo rw PORE nba JSacioniDivisian a r nei Grade Ac dress Telaphana nauna nan ndl Mobile 570 LEA Fic 010888884 Carm Pees T 1 FIDES Sw Hm wb 111 Ws Feuer IET LI Psa i uw T ILE z 226 SEL Lena Lnd SUT mI EERE Illustration 44 Viewing Committee Members Users 6 5 4 Delete Users Click Delete icon on the adjacent Address Book to delete a user System will prompt a delete confirmation message if you accept 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 MyMeeting Version 2 2 42 Fitters
50. een 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 whole 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 annou
51. end representatives to the meeting v Agenda Files v Minutes Files v Presentation Files v User v Select by group File attachment for meeting agenda File attachment for meeting minutes File attachment for other files Referring to meeting invitees The person invited to attend the meeting Selection made by clicking each individual 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 Click Submit button to save the record a screen showing Invitation to Meeting will be displayed MyMeeting Version 2 2 53 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 Imyitalion te mestre Tp 4 56 AG du 4049 52601 Hx sula Pes abi eka ng ti maggy 18 i B MIL T TS pm ws HRE quts Illustration 60 Invitation to Meeting v Send invitation now click to send invitation without editing the default content v Do not sent invitation click here if you do not want to send the invitation v Edit message Schedule Invitation link to edit content of invitation email before it is sent System will prompt to Edit Invitation screen displaying simple text editor There are few tokens standard of writing you need to follow in order to produce a correct desired output These are listed a
52. es screen will list all the committees involved by the person who logged in M rkelind echnical Meeting Illustration 7 Committees involving the current user 4 4 My Profile 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 to edit profile screen MyMeeting Version 2 2 17 Kn Prona Tia berg m Rt AR a A eet ee Tide Hama SOT 1 Sactlon Diyision USV Maven orada Email mng HEC gt arg my Address CFEC Telephone 0556888564 Fax 7058541 Mobi Pnb Illustration 8 Editing Profile Fields 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 Grade User s grade eg F29 F41 v Email User s email address v Address Office address v Telephone Office phone number v Fax Fax number v Mobile Mobile number Modify your personal details Click Submit button to save the record system will be prompted to My Committee screen if it has been saved successfully MyMeeting Version 2 2 18 To Change Password On Edit Profile screen click on Change Password link You will be prompted to change password screen Old Pitari New Farsuard Confirm
53. essage Template list can be accessed by clicking Messages icon beside the name of the committee in the My Committee page committees list The administrator can view the details of the template and also edit the content of the template for that particular committee 6 7 1 Edit Template All these templates are default and editable by admin secretariat of the committee before it is sent out The type of messages are 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 the 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 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 member
54. f it has been saved successfully 6 4 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 LINS L 6191 r f arma Yang ari Lia j admin hal Ci gang i tan b mair I ied Illustration 39 Editing Group Click Submit button to save the record a list of groups will be displayed if it has been saved successfully MyMeeting Version 2 2 39 6 4 3 View Groups To view the group and the members of a group click the View icon to see the details of the group Related Lian h Km tan pergunt muatimiemimpii e my Gj Fi MT i LET TT Pam penge rip TERTII I TET a Fd C Illustration 40 Viewing Group 6 4 4 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 Pol sie RE Fauno P DUNG RT Mame L ry ww po Pj A IMA O Cabor Has fres vom Pangaran e A Cancel ha shinpseas L 7 Ase rere diu want tz Delete us Ae Illustration 41 Deleting Group 6 5 Managing Committee Users Committee users 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 Com
55. fying Minutes before being extracted as decisions In this page system allows creation of new project Click Add button beside the selection box labeled Project to add new project Projects added will be listed in the dropdown Users and groups involved in a decision needs to be created first in the system else the name will not be extracted Add Project Add Prajact Mame vie Perumahan Presint U Short H am e Hee Parietal ia Dr zEriptipn me t ai pei R P paani 11 submit Cabin Illustration 74 Adding projects MyMeeting Version 2 2 62 Click Submit button if you are sure the decisions are correct System will prompt Meeting detail screen Newly added decisions will be displayed i i 269 dr D Fila Project sais taisit y Crean implementor Us Ses individual implementar Vieses smer 2 JF ul t Zm Projest ingt betis Po Desdline cuve Descriptiern Iro Jurzemanm Prem Li Pje TAT AA a gura paros ii mega emut Le eras id ai Hur IZ mign 2230 Beg homiga bali tear gang Urge pas petibus Frida Dos Juta er E mw iTinsimican d Pris Group imien P LI laa i a TL FO e T project ros rs Da adire 78510 75429 Description il room Par rra Pree Li Fil aiai amia Cote an ab ara a AA ab A A Lu ee A Aa perm am PSU Seo eo peres pata mint rti haid T RSS Baie riii HUA grepar Q ng Septina EAT Lema Pesa ah PA higen dengan ru e FP T agus rame puras 9 A111441
56. g list of permission will be displayed Liang ali iue alli Haiii ali neg giii Sang ali nares iii ii Lupi has aii nie diliitiii Lbs ee amm LH Hina hug atii ooo C Illustration 32 Deleting permission 6 3 Managing Announcement 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 users members in a committee 6 3 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 MyMeeting Version 2 2 36 Access Select My Committees Announcement Add new Announcement v Description The content of the announcement that would be displayed on the committee main page Adi Ara Ate Descriptor a ru EE 3 H Le mpm E ne 0 6 Eam mici TT CN Illustration 33 Adding Announcement Click Submit button to save the record a screen displaying list of announcements will be displayed if it has been saved successfully 6 3 2 Edit Announcement Click Edit icon on the adjacent announcement to edit the announcement detail Modify the required fields Ad TL Deceripii n mr y iE 3 Mim Z B Pekan E MEN 44 Illustration 34 Editing Announcement Click Submi
57. ing Sub Committees Click on the sub committee s icon to add a sub committee under a committee Even a Sub committee can have committees under it as well Committee tirri tagi Wajah Sadi ap i a bin barna short Mame bia ating Mum Template 710 Sox VERI Pee Best This Tamplale SSU ee 097 Isid d mii Illustration 27 Adding Sub Committee MyMeeting Version 2 2 32 6 1 3 Deleting Committees amp Sub Committees Click on the delete icon to delete the selected committee Open Source C OTO Fr 3 An a lt Li Hr Teram Are vol mu vag wait d elel e carnes rafed E Q LE 2n fs E Murketing e F x amp Z RED wle fr d dd Technical Meeting Q s F ak r Illustration 28 Deleting Committee amp Sub Committee 6 2 Managing Permission 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 and determine who can do what depending on their role or group they are in The Committees Permission list can be accessed only from the Permission icon beside the name of the committee in the My Committee page committees list Permission is actually based on Models in MyMeeting The models available are Committee Committee Todo Group Users Memberships Workflow Model Workflow Project Announcement Template Meeting Attendance Meeting Todo
58. ings decisions and statuses can also be viewed and downloaded 5 6 Viewing Minutes and Decisions Users Members can view previous minutes and also decisions for the upcoming meeting During a meeting users can refer to the minutes and decisions taken via MyMeeting system itself rather than bringing a hard copy of the minutes to the meeting 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 MyMeeting Version 2 2 21 lur t Taria anni na dup reni From B Om Ji ig gs g is ja 1 A3 43 HH Tace 200 AC L pmi ebte rating 10 01 ql ia Pl d Ms e i H Jan i nn LL Is m EL Lu Li jas jm LM heating Munber i t Taliui BOE Wasting Tita Aku mera Tati Meeting Tahin ena Meena Tahin iar Meeting Date 11075009 Decision L prms P a lah zan Pri ranes Dae bert He mme T s HR alien P sogimm rapar JPA fai Meeting Verse esc c ifii testi EP ara fer ete ta ERE iy weh Te lal Buna anian Ly EE ig aet Tp E Pos 101 aopa Ta be rae tr io TH HH durer iei B hum Decisi n deadline 1353059 Deciston deadline 1505 Mening Number s 1 Tuhun HS individual mplomentor Individual Implemantor Meeting Tlie Sinryunst tarima Sir ann mrn aun Meeting Date 1102004 hm hii Martis 3555 mastir Project nrs Projeetuinsa Mamtirng Ba l Tatu Sob Moet ge Taji bh
59. ion 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 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 MyMeeting Version 2 2 84 OTHERWISE STATED IN WRITING THE COPYRIGHT HOLDERS AND OR OTHER PARTIES PROVIDE 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
60. k Submit button to save the record a list of committee s todos will be displayed if it has been saved successfully 6 7 2 View Template To view the message template click the View icon to see the details of the template PI INPRO Dii PARENTE BCL KH DS THT TPF n SAAD ITERASI EGO HI ENI Neon Lik el Ee PRA Ie pr mosp AI Ni Tres YH BP A POS HIH Ha MyMeeting Version 2 2 48 Illustration 51 Viewing Committee Message Template 7 Using MyMeeting Secretariat Admin 7 1 Introduction Besides managing MyMeeting system secretariat or the admin of committee will also be able to manage the following functions which are covered in detail in this chapter Managing Project Managing Meetings Managing Announcement Managing Meetings Todo Vv V V WV Taking attendance When a Secretariat Admin of a committee logs in to MyMeeting system they will be able to see the following screen displaying only the committees you re involved in fis inp ws p adr 5 x 1 st D ina CS sint r Das Ta a E TH pe e ru P TT Hc XLI B grie a once lt i mai PERT m aa nime DS Opin Source Comgpnrieneoy Cerro J4 7 FF jj hb amp Dav Team i fF d X AZ Marketing 4 Q e d hh amp lt RAD i 7 Q f d 3 4 e L sdn Maiti J OG ES 4 d Ea Illustration 52 Viewing Committee as an Admin 7 2 Preparation for Meeting As for the preparation of the meeeting Admin of the
61. l inks Inge Irielivim ii Giro 19 OLI E Cai Chjami Ert LRE ce Cee ny Ceri LI Pin recom tun li eer ia In diem Ll S LE Late A Lana Toofinital Fo Disi yuan Fezhnieu bana T iridis 1d Titel ite tee dl Gro Group R P K 641 TRI Teo hr adria a d ag Laka 3 J Ngakak c CAA Z LSI d Illustration 104 Statistics MyMeeting Version 2 2 81 Appendix A MyMeeting License MyMeeting is released under GNU Public License GPL version 2 The detail of the license statement is as below Copyright c 2008 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 distribution 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 b
62. l MyGOSSCON Project 1 Project 2 Project 1 Project 2 eg Gerbang eg myGov eg Star eg SMS Kerajaan XChange Rating MyMeeting Diagram 4 Meetings and projects per committee As shown in the above diagram a committee sub committee can have multiple meetings and each of the meeting can be tied to multiple projects 1 4 2 Users 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 1 4 3 Groups Committee sub committee User 1 User 2 User 3 User 4 User 5 User 6 GROUP 1 Diagram 5 Grouping of users in MyMeeting MyMeeting Version 2 2 4 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 ma
63. l its terms and conditions for copying distributing or modifying the Program or works based on it MyMeeting Version 2 2 83 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 could 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 i
64. le 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 or its derivative 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 al
65. le 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 MyMeeting Version 2 2 5 2 Installation This chapter explains in detail the requirements and procedures for installing MyMeeting and the main options of installation 2 1 System Requirements To install MyMeeting the minimum system requirements are Database MySQL Versi 5 0 x or greater Web server Apache 2 x or greater PHP 5 0 x until 5 2 x To display custom banner PHP GD Module VV ON ON On Windows if you haven t had PHP installed yet you can make use of WampServer to http www wampserver com en download php install all the above at once or you can install all the components separately by visiting their respective websites To downgrade latest WAMP server to previous PHP version 5 2 x please refer http www wampserver com en fag php 2 2 Apache Configuration Edit Apache settings by changing the following in your httpd conf Locate for the httpd conf file under the conf folder inside the Apache s installation folder gt Add in this line in your configuration file AccessFileName htaccess txt needed for installatio
66. mittees page committees list Admin secretariat can add a new user into the committee edit the roles of the current users and also remove users from the committee 6 5 1 Add users Click on the Add new member link to add a new member for the committee MyMeeting Version 2 2 40 diuidi damni ra CAT A Fub j Ein al shi EIT a Tibe Fig moa bob iria LE Ela ey ar Kai Tit LN rd Talenta MESZ EET III La adi Illustration 42 Adding Committee Members Users Fields v Role Role for the particular user v Email User s email address If the user already exists in the system ie the email entered already belongs to a user registered in the system the following fields would be grayed out as the administrator cannot change the information of a user already in the system If the user has yet to register then it is up to the administrator to add as much details about the user as possible Username Name which will be used upon logging into MyMeeting system v itle User s title eg Dato Dr Pn etc v Name User s full name v Job Title User s job title v Section Division User s section or devision v Grade User s grade eg F29 F41 v Address User s office address v Telephone User s office number v Fax Fax number v Mobile Mobile number Username keyed in by the administrator and the default password is the same as the username Click Submit button to sav
67. n 2 2 30 6 Managing MyMeeting Secretariat Admin Chapter 6 and 7 of this MyMeeting manual is meant for meeting secretariat responsible for meeting coordination activities 6 1 Managing Committees All committees will be created by Super Administrator of MyMeeting system refer to chapter 8 for instruction on creating committees The admin secretariat of a committee has a few responsibilities which must be administered in order to manage a committee Those responsibilities are as follows Add sub committees Edit the committee settings Manage the users of the committee Manage the groups of the committee Manage the todo list of the committee Manage the message templates of the committee Manage the permission granted to users of the committee VV VV V Y 6 1 1 Edit Committees To edit the committee settings the Administrator first has to look in the My Committees page by clicking on the My Committees link on the upper right corner Next click on the Edit icon beside the committee This icon is only available to the administrator of the committee ie the user who has been given the rights to administer the committee See Managing Permission for more information Cit Ginn ies 1 e m k La bei i P aizi iis Patent hame FE Short tame ara heating Mum Templates TPI Sec alin Saias hearing Tiria Tempiate Motte orn ach s tem names Mitte Template oir y E m uw m Sh Pigs Take s Illustration 26
68. n in Windows Make sure mod rewrite is enabled Find the following line LoadModule rewrite module modules mod rewrite so in the httpd conf file You can do this easily by searching the keyword mod rewrite from find menu Delete the comment by removing the at the starting of the line Make sure AllowOverride is set to Allow by changing AllowOverride None to AllowOverride All By default WampServer is set to AllowOverride All 2 3 Installing MyMeeting MyMeeting also has a Bahasa Malaysia interface Follow these 2 easy steps here to change interface to BM 1 Edit this file in folder mymeeting app config bootstrap php 2 Change line 46 define DEFAULT LANGUAGE eng to define DEFAULT LANGUAGE may MyMeeting Version 2 2 6 Listed below are the steps to install MyMeeting WINDOWS gt To install MyMeeting on windows you need to go to your command prompt start gt run type cmd Refer screen shots in Linux installation as below Goto MyMeeting console directory which reside in your web folder Do ensure that the steps in 2 2 is done before you proceed with the following steps C gt cd C wamp www mymeeting cake console gt Next type the path should follow the PHP version you have installed earlier Please use PHP version 5 2 x since current MyMeeting does not support PHP 5 3 x C wamp www mymeeting cake console gt C wamp bin php php5 2 6 php exe cake php install gt
69. n 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 Administrator will be responsible for creating committees and by default again will be assigned with the admin permission for each and every committees he she created But admin 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 3 2 General Icons used in MyMeeting Description Icons Edit View Delete Edit Committees Wfmodels Committees Todo s Groups Announcement Templates Users Reset Password Email Move position up Move position down Sub Committees Kag EGE A GOLD MyMeeting Version 2 2 12 3 3 Registration MyMeeting creates a default Super Administrator account upon installation This Super Administrator can then create committees and their respective Admin Super Administrator or the Admin may then register the members from the system and assign the members to their committees involved will be explained in later chapter 3 4 Changing Password MyMeeting automatically asks users who logged in for the first time to change their password The default password assigned to the user
70. ncement 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 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 MyMeeting Version 2 2 82 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 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 distrib
71. ng the meeting has been deleted will be displayed together with 3 other links as shown in the following screen tm Ar Hug line l were Tahae e Timun pih e S Ana wr EY 3 Ang you sure you wort o dalata bh tom I Heta Tarreo Br Y amn zoul des Pn 165499 m P i Q Weni Tata Masing R T Tam 2901 nmm ani q F o A Cancel 7 OK dikala piel Tas manie IS ai DODGE Saing st la A F e Illustration 65 Deleting Meeting Dow nante Plager Ge rusa fiat Pro main oppul Marron on 1027004 1444 pm 000 mering room HRE noan seniman TER ven PAF rnit PSS 5P H Em Wap Sa z cdi Hr Dn mp pamm zanr siint Illustration 66 Notification on Cancellation of Meeting v Edit cancellation 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 7 5 Meetings Todo Meetings Todo is a checklist of preparation task to be done before a meeting ex1 prepare projector ex2 book meeting room This todo will not be assigned to anyone so whoever responsible for that task todo s has to update this portion Ways to update iare explained below MyMeeting Version 2 2 57 Meeting title teruna Tai eris IR psr Hn Masting n Es i fusus HH Maatimg date 55 999 11714 pr Wem nnrz mining Poor T akk Tni TS Ep Lu pa e pu Sunni a al
72. o uM utemur data oie 26 SMS AGO SCS UA UNS Daan 26 SM NM zal cR xia ester umah an aan ob ane 21 DUIS OM au ANA O at 21 5 T2 AG Groupo otas aia o Aia 21 51222 Edit Group STATUS eS del 28 So C OMMON E 29 5 13 1 Adding Meeting Comments oooooWoo oo Wo Woman 29 5 132 AG0Ing StatuS COMME Sa tite tote ete Na E aa its 29 5 13 9 AGding Decisi n COMIMENUS et ba cents 30 5 19 4 VIEW History Ol Status COMMONS SA Anne 30 6 Managing MyMeeting Secretariat Admin 1 1 2 eei eese esee seen a anna anna au aaa uaa eaea ee 31 oO T Managing COMMINGES a TE 31 S Miror Oro na T TENE EU oo o Ca aa 31 MyMeeting Version 2 2 2 o L 2 AQUINO SUD O MIMI han dut E Rez ae sa 32 6 1 3 Deleting Committees amp Sub Committees ooooooWo Wo Woo Woo oom 33 6 2 Managing REIS SINS ae tabu up ctun studi E trm RT UA UE 33 602 LA00 Peri SIOMS uui ua di do 35 0 ZZ o Ch MISSIONS ee ee a dpi PD Rl AM AGAN ena 35 02 VIEW PermiSSlO NS SNN BN 36 0 2 4 Delete Permission Sata neon BE atate obtain yat edi idle M od ee arde 36 6 9 Managing ANNOUNCEMENT ela o 36 0 95 DAGOO Announcement aa e ua 36 0 9 2 EIE peb le n an aa ana 37 6 3 3 View ANnnodun Ce Meh edad ao ao 37 6 3 4 Delete ANNoOUNCOM eN diiniita ita 38 OA Managing ION cts 38 oA Aa GO Sa Sa AAA 39 Od EG OTOUDS e aan aa eh LAN Hon aa i 39 SE Me GO aa ON 40 04 4 Delete GOS EE m UL 40 6 5 Managing Committee USCIS ses oom ea A A aas cte Tes 40 Ea ped IB o 0 USE OR END
73. pient Meeting number of the meeting the user is invited to Title of the meeting the user is invited to Date of the meeting the user is invited to Venue of the meeting the user is invited to Link to the meeting information page in the MyMeeting system Meeting number of the meeting the user is invited to before the change Title of the meeting the user is invited to before the change Date of the meeting the user is invited to before the change Venue of the meeting the user is invited to before the change Name of the email recipient Meeting number of the meeting the user is invited to Title of the meeting the user is invited to Date of the meeting the user is invited to Venue of the meeting the user is invited to Name of the email recipient Meeting number of the meeting the decision was made in Title of the meeting the decision was made in Date of the meeting the decision was made in Venue of the meeting the decision was made in MyMeeting Version 2 2 46 S X X S Y SN X X X X S S S Y X S NNN Decision description Vodays left YoLink decision Meeting Comment Yoname YoMeeting meeting num YoMeeting meeting title YoMeeting meeting date Meeting venue Comment comment Comment user Link meeting Decision Comment Yoname yoMeeting meeting num YoMeeting meeting title YoMeeting meeting date Meeting venue Decision description Comment comment Comment user YoLink decision Status
74. rname e mail address of the user or both at the same time Every row that matches with this filtering will be filtered on the list Email This email address as displayed in the listing will enable email sent via local email client when the link is clicked 5 9 Files Archive Besides all the functions above users members can also view the Files Archive tab Upon selecting the committee user can click on the Files Archive tab to view all the files uploaded to a meeting decisions and even to statuses Click on any of the files to download it MEM Mr r gui quee er Tik piam i i Ma pini RI Tel RA pi 11021004 mm caf TIMER Liter Status Files LL AAA tar U 192 Ide didam i Tree ilies i Turn 0 1 DP sie Illustration 17 Files Archive 5 10 After MyMeeting Users Members can post their user statuses group statuses and even their comments once the meeting decisions have been keyed in the MyMeeting system MyMeeting Version 2 2 25 5 11 User Status Users Members who have been assigned to take action status for decisions will be required to report their statuses Only the latest status taken will be shown in the system the rest will be kept in the history Those in charged will be able to see a link stated Add new name of implementor user status Click on the link to key in your status for the decision Those who have been assigned to take action will see the decisions once you have clicked on the committee
75. s 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 The group in MyMeeting 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 Committee groups list can be accessed from the Group icon beside the name of the committee in the My Committees page In the Groups page the administrator can view the members of a MyMeeting Version 2 2 38 group add a new group edit the name and members of a group and also remove groups from the committee 6 4 1 Add Groups Click on the Add new group link to add a new group for the committee hdd tiup Mama Jadi admin N Maji Wil deng tan an Gt Illustration 38 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 Submit button to save the record a screen displaying list of groups will be displayed i
76. s follows do not change the tokens when editing the content dali aa in a f Wu E Em Wm m zii Le nite iare 2000 00 i j er um Illustration 61 Editing Invitation to Meeting 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 MyMeeting Version 2 2 54 to print the venue of the meeting v Meeting venue v YoLink meeting to print link to meeting detail page v Invite Date to determine the date on when you want the system to send the invitation Click Submit to save the changes of invitation date Qo Fp h SP merry Sy A LEE gei Sey wudeb AS B Hassia B ada um D BHO pree e hil pg asi ga 8 AS Kadi pia Illustration 62 Sending Meeting Invitation Click on Send invitation on date chosen gt Invitation email will be sent automatically on the chosen day refer to illustration 9 to see the example of email received 1 4 2 Edit Meetings Click Edit icon on the adjacent meeting to edit the meeting detail Modify the reguired fields MyMeeting Version 2 2 55 NES CTI T o a i a i Meeting Tripe betes Tirini aan Paw wiring Phare 19 NU kieming ate SSeS 5 5 EET E a epi IA ru gum lo AS id Ln Aa a Se m es aiji m ni i a ds tuS Pelee Lk aa p fre carta Pia hu Peel Relect by prat
77. s 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 limitation 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 vers
78. s to inform the members of the committee that a decision has been assigned to them to take MyMeeting Version 2 2 45 Fields Available For The Templates SN X X X NN v VS NNN AN X X X NN S S SN X X X SN X X X Invite Yoname yoMeeting meeting num YoMeeting meeting title YoMeeting meeting date Meeting venue Link meeting Link confirm Uninvite Yname Meeting meeting_num Meeting meeting_title Meeting meeting date Meeting venue Change Yname Meeting meeting_num Meeting meeting_title Meeting meeting_date Meeting venue YoLink meeting OldMeeting meeting num 9oOldMeeting meeting title OldMeeting meeting date OldMeeting venue Cancel Yname Meeting meeting_num Meeting meeting_title Meeting meeting date Meeting venue Status Reminder Yoname yoMeeting meeting num YoMeeting meeting title YoMeeting meeting date Meeting venue Name of the email recipient Meeting number of the meeting the user is invited to Title of the meeting the user is invited to Date of the meeting the user is invited to Venue of the meeting the user is invited to Link to the meeting information page in the MyMeeting system Link to confirm user attendance Name of the email recipient Meeting number of the meeting the user is invited to Title of the meeting the user is invited to Date of the meeting the user is invited to Venue of the meeting the user is invited to Name of the email reci
79. s will be the same as their username This screen will stay on whenever you login 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 To better protect your account make sure that your password is unforgettable 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 Fnsre pue por pao FA EROS Eun er Lap Vo p Ea 64 pos CITO a Haw Password Contra Passend b Illustration 1 Change password 3 5 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 gnall mem mom Illustration 2 Forgot Your password When you fill in your e mail address MyMeeting will e mail you a new password that you can use to access the system The reason that MyMeeting cannot send your old password to you is that MyMeeting Version 2 2 13 passwords are stored using an encryption format that is not reversible This means that even Super Administrators cannot view your password Since your new password are sent out via e mail and e m
80. ssages Template for further explanation 8 6 1 Edit Messages Editing a system wide message template is the same as explained under Committee s Message refer to Edit Committee Messages Template Click Submit button to save the record a list of system wide to dos will be displayed if it has been saved successfully 8 6 2 View Messages To view the system wide message template click on the View icon to see the details of the template 8 7 Managing Global Settings 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 Settings icon listed under Other Tasks MyMeeting Version 2 2 77 from the committees main screen or by clicking on the icon displayed at the right side of the system gt a E ai Pari faa Tm Ea TEE d Fields v v v X Server Url Agency Name Agency Address Agency Slogan Date Format Time Format Email From Email From Name Email Host Email Port Days To Remind Illustration 100 Editing Global Settings This is the absolute URL web address for your MyMeeting system 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 d
81. ssion is given as e create role admin owner view all edit role admin owner e delete role admin approve e disapprove According to the permission given above only users who have the role of admin usually the administrators and owners the person who was assigned in the decision can create and edit the user status in that committee Everyone in that committee can see the status view all and only the administrator can delete the status delete role admin although actually in MyMeeting there is no way to delete a user status once it has been submitted Permission given is read from left to right and would be applied to the first rule relevant to the user For example if a permission was written like this group managers group marketing all then the steps the system would take would be 1 Check whether the users is in the managers group If the users is in the managers group then the user would be granted permission for that action If not go to the second step 2 Check whether the user in in the marketing group If the user is in the marketing group then the user would be denied permission the exclamation mark denies the permission for that particular action If not move on to the third step 3 All users not granted or denied permission by step 1 and 2 are granted permission In other words the rule above would grant permission to anyone who is a manager or that person is not from marketing MyMeeting
82. t button to save the record a list of announcements will be displayed if it has been saved successfully 6 3 3 View Announcement Details of an announcement can be viewed by just clicking on the View icon Newly added announcements will be displayed on the calendar page of the committee MyMeeting Version 2 2 37 Aroma ermita 1 ngan TET Vari inn Dimilia men ease xls vant ira li phus mid bae 81 El a wi Illustration 35 Viewing Announcement Lr su dl x M rrn um o M M M M MM PM Tuam Finn Drm MAN agus Ee a a nih balm disen br ingen Ly aerem an ane en 210217006 1675 mp Illustration 36 Viewing Announcement from the Committee s page 6 3 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 Rin l 23 Ara YOU Sure you white 15 delete 1 NT ee te 17919 es ss Lerida LM Illustration 37 Deleting Announcement 6 4 Managing 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 user
83. unctions and modules under the Other Tasks which is shown in the following screen This chapter covers in detail the functionalities of a Super Administrator ult tasks Illustration 82 Super Administrator Access control 8 1 Setting Up Committees A committee can only be created by Super Administrator but it can be modified by the admin of the committee after creation The word committee can be a name of department division or any part of an agency which conducts meeting 8 1 1 Adding Committees To add a committee Click Add committee icon listed under the Other Task on the committee main page 1 2 5 di pe dd dansk bd nu Pm po i Wa E a ifs j LE liS in gt i mg i 3 i F TE T a a ar rt 1 E VE r LETE m amp ismri hikma LaL inu Mii Ta aa MU Se AA AA be em Litre U R gta Perm PrI imp KL cia rino tra HI easi fied K Wiel Illustration 83 Adding 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 MyMeeting Version 2 2 68 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
84. us 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 See pee eg ay Pee E ii olisccois YE Hon Bam es lw 7 5 a Li re S tI a Ra Rr IBSITTTITE E Pia iii o do LL p AR T3 LL Bes irii i Be sd dm IL AAA ga dls haze rra ridad rl ka blat enc ELI i He NT 86T ii Ap gu 3 ba ui Soy mi ba A auge or 1 pe ET Ed Illustration 103 Deleting Logs MyMeeting Version 2 2 80 8 9 Viewing 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 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 Submit 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 Fino L H d BEL B SOLE A t Report in i ed dia bR E i E Birni hirad aye Hasanni da tote fb HR LER limiters AN Stee io Pill Sup ujian au ILI hs oni i Ce ie pew Mt mio bi Ge
85. ution 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 modifications 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 executab
86. uu p ideni lur rma ae Pa bebo perry anr Page prole Pia 1E als beer old a Tijidakae peii lene rebum EBL PES Tinsaican d KPECI Group BnS arbo p b PET Crta lutzh iii mde Illustration 75 Minutes extracted as decisions 7 8 2 Edit Minutes On Meeting detail screen click on Edit minutes link System will prompt show edit minutes form Modify the content of the minutes Click Submit button to save the changes 7 9 After Meeting Admin Secretariat can add the decisions even after the meeting 7 10 Decisions Decisions can still be added via this link if you forget to include it when extracting the minutes MyMeeting Version 2 2 63 7 10 1 Add Decisions On Meeting detail screen click on Add new decision button System will prompt to add new decision form Fields v Project v Description v Additional Files v Deadlines v Select by group v Group Illustration 76 Adding decisions The short name or name of the project or item to which the decision is related The description of the decision Upload any additional files related to the decision here The deadlines for the decision Helps to select user by group Once the groups are selected system will automatically check each member or the group Select by group will assign individual implementor Each member will be required to update their action status Checking the group will assign implementor as a group Any member
87. your agency address Agency slogan o2 Enter your agency slogan if there s any Date format d m Y gt Enter the date format leave it empty for the default format Time format Nr aT Enter the date format leave it empty for the default format Server Address eg http www agensi gov my http www agensi gov my mymeetingl gt gt Server Address E mail from gt gt The email from that wil be displayed whenever the system is sending an email to users E mail from name 2 gt The name that will be displayed whenever the system Is sending an email ro users E mail host localhost gt E mail port 25 gt gt Ema ll port number Days to remind 7 gt gt Number of days for status reminder var www mymeeting oscc app config mymeeting php gt Enter the prefered time format leave it empty for default format Once all the steps are done go to your browser and type http localhost MyMeeting You should be able to see the login screen of MyMeeting Default login username will be admin and password 123456 Please change the password immediately after login MyMeeting Version 2 2 11 3 Getting Started 3 1 Introduction Before we start 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 i
88. ystem wide administration o Monitors usage activities gt For Secretariat Admin o Facilitates meeting preparation e 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 For Chairman e 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 For Meeting members e Updates the task handling status anywhere anytime o Receives automatic reminders to update status e Conducts discussions online o Updates profile MyMeeting Version 2 2 1 The functions for Chairman and Meeting Members have been combined as one referring to chapter 4 1 gt Accessing 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 VV NON 1 4 System Flow Project GL PT O Kar a CUM Wi Supporting documents P Meeting E E i Morirorod sn Provides Status Decision me N dero dian baker by ct Tak aciian on a Meeting Meri

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