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HomeMy WebLinkAboutMinutes Maker Working with the Minutes Maker Similar to Agenda Wizard, the Minutes Maker allows you to organize and generate the minutes after the meeting. In most cases, Minutes Maker is used in the same fashion as Agenda Wizard. MinuteTraq User Manual IQM2.com Page 2 IQM2 © 2008 9/19/2008 ? Version 6.2 MinuteTraq User Manual IQM2.com Document Version Date Ver By Reason for Change 3/20/2008 5.6.0 Bill Martin Base Document 9/19/2008 ? Version 6.2 IQM2 © 2008 Page 3 MinuteTraq User Manual IQM2.com Opening Minutes Maker The Minutes Maker can be accessed from the Meeting Calendar, Task Pane, Tools Menu and Minutes Maker Heading. Opening Minutes Maker from Meeting Calendar Open your meeting calendar by clicking on the Calendar Button on the Tool Bar. Right click on the desired meeting, and click on Open Minutes Maker. This will open the Minutes Maker for the meeting. Page 4 IQM2 © 2008 9/19/2008 ? Version 6.2 MinuteTraq User Manual IQM2.com 9/19/2008 ? Version 6.2 IQM2 © 2008 Page 5 MinuteTraq User Manual IQM2.com Opening Minutes Maker from the Task Pane If the Minutes you are trying to open has already been started and was recently viewed or worked on, it may appear on the Task Pane on the left under Recent Documents. In this case, simply click on the meeting date of the Minutes to open the Minutes Maker. (Minutes Icon) Opening Minutes Maker from the Tools Menu You can also open the Minutes Maker from the Tools Menu. This will open the last Minutes Maker that you worked with. Page 6 IQM2 © 2008 9/19/2008 ? Version 6.2 MinuteTraq User Manual IQM2.com Opening Minutes Maker from the Minutes Maker Heading If you are in Minutes Maker and you want to open the Minutes Maker for a different meeting, open it by right clicking on the Title of the current Minutes Maker and selecting the desired meeting from the popup list. 9/19/2008 ? Version 6.2 IQM2 © 2008 Page 7 MinuteTraq User Manual IQM2.com Minutes Maker Tool Bar Once the Minutes Maker is open the following Tool Bar will appear at the top. In the following sections, we will describe the functions of all the buttons and dropdowns present on this tool bar. Save & Close The Save & Close button saves the Minutes Maker at its current state and closes it. Minutes Home The Minutes Home button displays Minutes information. Roll Call The button with a man’s icon is the Roll Call button. It displays the Roll Call. Roll Call can also be accessed by clicking on it on the Minutes Tree if present. Live Meeting Mode The Live Meeting mode button is used for time stamping, it adds the current time from the computer clock to the selected step in the Minutes. Time Dimensions The Time Dimensions button changes the right pane in MinuteTraq into an outline where event times can be entered line by line, either manually or by clicking the mouse on the event when in Live Meeting mode. Page 8 IQM2 © 2008 9/19/2008 ? Version 6.2 MinuteTraq User Manual IQM2.com Actions Dropdown Finalize Minutes & Close Meeting – finalizes the minutes for a meeting and closes the meeting. They will no longer display on the Meeting Calendar. Publish & Distribute – publishes the Minutes to the web portal when they are completed and generated. At this point they can also be distributed to a predetermined distribution list(s). In either case you can select to work with the Full Packet version, Public version or both. Cancel Meeting – cancels the current meeting and transfers all items to a future meeting. Auto Fill From Agenda – populates the Minutes Maker by taking all the items from the Agenda Wizard. It will have the same structure as the Agenda Wizard. Auto Fill – populates the Minutes Maker by taking all the items that are listed for the meeting. Import Agenda – this allows agendas done in MS Word to be imported into MinuteTraq to be used as the outline for the Minutes when integrating MediaTraq Synchronize Attachments – refreshes attachments in the Minutes Maker, if attachments were added, changed or deleted in the original documents. Save Default Outline – this allows a default outline to be created or edited in Minutes Maker and saved as the default for future meeting minutes. One can be created for each meeting group or type. This should not be used if the Agenda Wizard is used. Default outlines created in the Minutes Msker will override and replace those saved in the Agenda Wizard and vice versa. This is generally used by MediaTraq customers that don’t use the Agenda Wizard. Clear Default Outline – this will clear and delete the current default outline for this meeting group and/or type View Media – MediaTraq customers can view and/or listen to media files created for this meeting Download Media for faster Response – Link Media to Item – this allows media points to be created from the video, pressing Control-L stamps the media point with the elapsed time from the playing media file. Save Backup – backups the minutes to a local location on your PC in a XML file. Open Backup – loads the minutes from a saved xml file. Number Documents – allows numbering of Legislative Files (Resolutions) for organizational purpose. You may not have to do this if already done on the Agenda Wizard. Clear Numbers – clears numbering of Legislative Files (Resolutions) that were previously numbered. 9/19/2008 ? Version 6.2 IQM2 © 2008 Page 9 MinuteTraq User Manual IQM2.com Delete Minutes – deletes the minutes for the meeting. Edit Template Set – this is a short-cut to the template set that is assigned to this meetingtype and/or group. Settings – opens the setting screen that is also available from the Tools Menu. Page 10 IQM2 © 2008 9/19/2008 ? Version 6.2 MinuteTraq User Manual IQM2.com Add Dropdown Most of the items under the Add Dropdown are available by right clicking on the Minutes Tree. However, the Add Dropdown is another way of accessing the same items. New Section – creates a new section on the Minutes Tree under the selection. Consent Agenda - Resolutions – displays legislative files for the meeting in Minutes Maker. Public Hearings - displays the Public Hearings for the meeting in Minutes Maker. Communications - displays the Communications for the meeting in Minutes Maker. Minutes to Accept – displays a list of Minutes that can be added to the Minutes Maker for acceptance. Statement – allows you to add a Blank, Default Call to Order, and My Call to Order statements to the Minutes Maker. Motion – allows you to add a Blank Motion to the Minutes Maker. 9/19/2008 ? Version 6.2 IQM2 © 2008 Page 11 MinuteTraq User Manual IQM2.com Generate Minutes Once you have organized the Minutes in Minutes Maker, you can use the Generate button to begin the generation process. Click Generate from the tool bar when you are ready to generate the Minutes. PDF: builds the Minutes in PDF format allowing you to build an Appendix with attachments. MinuteTraq PDF Printer must be Installed, see Installing MinuteTraq PDF Printer. DOC (No Appendix): builds minutes in MS Word format. With this option appendix and attachments will not be included. DOC PDF: converts an existing generated word minutes to a PDF allowing you to build ? Appendix with attachments. Build Appendix: builds appendix with attachments, only available for PDF. Print Meeting Documents to Appendix: places meeting documents into the appendix. Build Appendix (Public Version): does the same as above but for public version of the minutes. Full Rebuild: Allows you to regenerate all documents from scratch, not just update. Finalize: marks the minutes finalized. Publish to Web: allows you to select the date and time to when the minutes should become available on web portal. You can also choose whether to publish the Full, Public or Both. Save Options without Generating: allows you to save minutes screen options with generating the minutes. In addition, it allows you publish the minutes to the web without re-generating. Page 12 IQM2 © 2008 9/19/2008 ? Version 6.2 MinuteTraq User Manual IQM2.com Open Dropdown Button The Open button will be available if the Minutes have been generated. If the Minutes have not been generated the Open button will be inaccessible. (see Opening Minutes) Before Generation After Generation 9/19/2008 ? Version 6.2 IQM2 © 2008 Page 13 MinuteTraq User Manual IQM2.com Auto Filling Minutes Maker Auto Fill functionality brings all your documents that are associated with the selected meeting into the Minutes Maker. Auto Fill from Agenda The quickest and the easiest way to add items to your Minutes Maker are by doing an Auto Fill From Agenda. To do this click on the Actions Button at the Tool Bar and select Auto Fill From Agenda. This will add items to the Minutes Maker that are on the Agenda. In addition, it will keep the same arrangements of items as they appear on the Agenda Wizard Tree. Auto Fill You can also do an Auto Fill that does not take items from the Agenda; instead, it takes items directly from the meeting. These items will not appear as they do on the Agenda Wizard. For example, if you have added a heading on the Agenda Wizard it will not appear on the Minutes Maker through Auto Fill. To do an Auto Fill open your Minutes Maker and click Actions at the Tool Bar and select Auto Fill. Page 14 IQM2 © 2008 9/19/2008 ? Version 6.2 MinuteTraq User Manual IQM2.com 9/19/2008 ? Version 6.2 IQM2 © 2008 Page 15 MinuteTraq User Manual IQM2.com Minute Maker Item Colors When you do an Auto Fill or Auto Fill From Agenda the items that are added to the Minutes Maker will be color coded. If the items are not in Black, some input is required. You can view the description of the type of input needed by click on the item. The description will show up at the bottom of the display page. For example, as shown in the picture below, when the Roll Call is clicked, the description of the type of input needed is shown at the bottom left of the display window. In this case, it is requiring you to enter status of all attendees in the Roll Call. Once you enter all the required information the color of the items will change to Black. *Please note MinuteTraq will not allow you to save your Minutes if there are red items present in the Minutes Maker. Page 16 IQM2 © 2008 9/19/2008 ? Version 6.2 MinuteTraq User Manual IQM2.com 9/19/2008 ? Version 6.2 IQM2 © 2008 Page 17 MinuteTraq User Manual IQM2.com Entering Roll Call If the color of the Roll Call is red you may have to enter the attendee records for the Roll Call. To enter this information click on the Roll Call in Minutes Tree and enter the Status, Arrived (arrival time) and Departed (depart time). Adding Additional Attendees to the Roll Call You can also add additional attendees to the Roll Call if needed. To add extra attendees click on the last empty row and type the attendee information. Page 18 IQM2 © 2008 9/19/2008 ? Version 6.2 MinuteTraq User Manual IQM2.com Entering Vote Result In most cases, if the items are yellow on the Minutes Maker it means you have to enter the Vote Result or Vote Record for that item. To enter Vote Result, simply click on the item and select the desired result from the Vote Result Dropdown. Entering Vote Record Once you have entered the vote result for an item a Vote Record Grid will appear where you can enter your vote record. At this point, you can enter the vote record one by one or click Unanimous Vote from the Task Pane on the left. Please keep in mind the vote record must have an initiator and a seconder. 9/19/2008 ? Version 6.2 IQM2 © 2008 Page 19 MinuteTraq User Manual IQM2.com Entering Unanimous Vote with the Task Pane To enter Unanimous Vote for a selected item click on the Unanimous Vote on the Task Pane. This will enter all the votes for the selected item to Yes. You may still have to go to the record to set initiator and seconder for the selected item. By using this option, you don’t have to enter each vote individually. Entering Multiple Votes You can also enter votes for multiple items at the same time. This can be done by selecting more than one item on the Tree and clicking Unanimous Vote on the Task Pane. To select more than one item on the tree simply hold down the Ctrl key on the keyboard and click on the items you want to select. Clearing Votes with the Task Pane If you want to clear the votes entered for selected item simply click on the Clear Votes on the Task Pane. Page 20 IQM2 © 2008 9/19/2008 ? Version 6.2 MinuteTraq User Manual IQM2.com Adding Comments to the Items Comments can be also added to items in the Minutes Maker or the Agenda Wizard. Once the comments are added, they will appear on the generated document. To add comments simply select the item you wish to add comments to and type your comment text in the section under Comments & Discussion. 9/19/2008 ? Version 6.2 IQM2 © 2008 Page 21 MinuteTraq User Manual IQM2.com Minutes Tree Deleting and Renaming Items on the Minutes Tree To Delete an Item simply right click on the folder or the item and select Delete. If you Delete a Folder all the items in that folder will be deleted from the Minutes as well. Deleting an item from Minutes does not mean that item is deleted from MinuteTraq. It means that it will not appear on the Minutes. Same procedure is followed if you want to rename a heading (folder) or item. Simply, right click on the heading in the Minutes Tree and select Rename to change the name of the heading or item. You may not rename legislative files directly from the Minutes Maker. You can only rename the Minutes headings and items that were directly added to the Minutes Maker. Adding a New Section to the Minutes To add a New Section to the Minutes right click on the folder under which you want the New Section to appear and Select New Section. A New Section will be added to the folder allowing you to enter the desired name for the Section. Page 22 IQM2 © 2008 9/19/2008 ? Version 6.2 MinuteTraq User Manual IQM2.com 9/19/2008 ? Version 6.2 IQM2 © 2008 Page 23 MinuteTraq User Manual IQM2.com Organizing your Minutes Tree The Minutes Maker allows you to arrange your items and headings the way you want them to appear on your Minutes. You can do this by dragging folders or items on the Minutes Tree to different locations. If you move a folder, the items underneath that folder will also move to the new location. To drag and drop: click and hold the left mouse button on the item or folder you want to move, while holding drag it to the location where you want it to appear. In the picture below, I am dragging the Communications Folder to the Resolutions Folder. Page 24 IQM2 © 2008 9/19/2008 ? Version 6.2 MinuteTraq User Manual IQM2.com Generating Minutes Minutes Formats MinuteTraq can generate the Minutes in the two different formats. PDF Microsoft Word If you don’t have PDF Reader you can freely download Acrobat Reader form www.Adobe.com and view or print your Agenda or Minutes in PDF. PDF files are easily posted to and downloaded from the Internet. In addition, PDF provides an Appendix for your generated document. The drawback of using PDF is that you cannot manually edit the documents generated by MinuteTraq. Microsoft Word may be more familiar to users. In addition, if needed, you can manually edit the generated documents with Microsoft Word. Generating Minutes in PDF Before you can generate your Minutes in PDF, make sure you have the MinuteTraq PDF Printer Installed, see Installing MinuteTraq PDF Printer. To generate the Minutes: Click on Generate button on the Tool Bar. Select PDF and Build Appendix if you want to include full documents. Click Generate. 9/19/2008 ? Version 6.2 IQM2 © 2008 Page 25 MinuteTraq User Manual IQM2.com Page 26 IQM2 © 2008 9/19/2008 ? Version 6.2 MinuteTraq User Manual IQM2.com Generating Minutes in MS Word Before you can generate your Minutes in MS Word make sure you have Word installed on your computer. Click Generate Select DOC (No Appendix). *Appendix and Attachments will not be included. Converting MS Word Generated Minutes to PDF If you have already generated your Minutes in MS Word and now want to convert to PDF, you can simply select DOC PDF on the generate screen and click Generate. ? 9/19/2008 ? Version 6.2 IQM2 © 2008 Page 27 MinuteTraq User Manual IQM2.com Opening Minutes To open the generated Minutes click on Open on the Tool Bar. If the Open button is not available, it means Minutes have not been generated for the meeting. MinuteTraq generates Full and Public Minutes. Both versions can be the same or different depending on the templates selected for each one. Page 28 IQM2 © 2008 9/19/2008 ? Version 6.2 MinuteTraq User Manual IQM2.com Publishing Agenda/Minutes to Web Portal After the agenda or minutes have been generated they can be published to the Web Portal. Review the documents to make sure they are error free and you are ready to publish. In the agenda or minutes (we will use the agenda for this example, but the process is the dame for the minutes), go to Actions on the toolbar and select Publish & Distribute Agenda. When the Publish Agenda window opens, click the box in the upper section to activate the publish feature. Select the date and time on which you wish to publish (it is 12 AM of the current day by default). Then select which version you wish to publish; full packet, public or both. 9/19/2008 ? Version 6.2 IQM2 © 2008 Page 29 MinuteTraq User Manual IQM2.com Click OK and the publishing process takes place – quickly. You can check your results by going to your Web Portal, http://<youragencyname>.iqm2.com. On the Web Portal you will see the meeting calendar, the documents you just published will be listed adjacent to the associated meeting date. Anyone interested can click on the meeting documents to download and/or view. If for any reason you need to un-publish, follow the same process but click on Un-Publish Agenda instead of OK. An alternate method is go to Generate on the toolbar. Page 30 IQM2 © 2008 9/19/2008 ? Version 6.2 MinuteTraq User Manual IQM2.com When the Generate window opens you will see the Publish to Web features at the bottom. To publish, click on Save Options without Generating. With this method you also need to save the agenda for the publishing to finish. 9/19/2008 ? Version 6.2 IQM2 © 2008 Page 31 MinuteTraq User Manual IQM2.com Distributing Agendas and Minutes Agendas and Minutes can now be distributed through Minutetraq to anyone that needs to receive them, internal or external. Prior to distributing, the distribution lists need to be created – see Distribution List in the Admin manual, page 28. To utilize distribution, go to Actions on the toolbar in either Agenda Wizard or Minutes Maker and select Publish & Distribute Agenda. When the Publish Agenda window opens, click on Distribute Agenda to activate the function. Select a distribution list for both the full version and the Public version, one is required for each. If you don’t want to distribute to one or the other, create a distribution list with no recipients and name it None. Press OK and the item(s) will be sent. Page 32 IQM2 © 2008 9/19/2008 ? Version 6.2