UC AWOB PM 12 Manage Project Meetings

MPDL,GAVO

= UC_AWOB_PM_12 Manage Project Meetings =

FOR ALBERT CORONADO
Covers the following phases of a meeting for a project: plan, while meeting take place, report. In the future a follow up phase could be considered.

0. List of project meetings
 * List all meetings in the past in the project and planned meetings.

1. Plan a meeting
 * Propose the following
 * type: telecon, videocon, f2f, etc
 * who: choose participants
 * when:
 * possible dates and times
 * set up doodle link
 * where if applicable
 * what: preliminary agenda
 * send out notification/email to participants including the doodle link
 * select an appropriate date & time, and place if applicable.
 * Notify/email the participants agenda, when, where and telephone number if applicable.
 * create an entry for the meeting in the project calendar.
 * allow feedback, discussion on all above aspects

2. While a meeting takes place
 * Record/Edit
 * who: the actual participants
 * identify who presides, who writes minutes
 * when: date time
 * where if applicable
 * what: agenda
 * minutes: like a wiki
 * any presentation or picture taken for the record(eg., what's written on whiteboard)
 * upload presentation?
 * pictures taken
 * action items:
 * what
 * who
 * by when(optional)

3. Report a meeting afterwards
 * Finalize the minutes
 * open the minutes to the meeting attendees asking for comments/feedback
 * updates the minutes including the comments/feedback.
 * make the minutes available to the meeting attendees and possibly others.

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Status/Schedule

 * Status: Specification

Actor

 * Project Manager

Precondition

 * A selected project's status must not be 'closed'.

Trigger

 * Actor wishes to set up a meeting for the selected project.

Steps

 * Attributes to support
 * Title
 * Agenda
 * Where
 * Type: telecon, f2f, videocon, ....
 * Status: proposal, planning, completed
 * Minutes
 * When
 * Doodlelink
 * Timezon
 * Collection of Participant
 * Collection of ActionItem - description, assignee(s) to an action item
 * Collection of ActionItem - description, assignee(s) to an action item