Create a New Meeting Track with Agenda OVERVIEW A project has many different types of meetings, such as Weekly Owner Meetings, Subcontractor Meetings, Safety Meetings, and Staff Meetings. CMiC makes tracking meeting information easy by providing for different meeting tracks and frequencies. Each meeting tracks attendees, agenda items, their status, and responsible parties. Go to the Daily Documentation page on SwinNet for more information and best practices related to Meeting Minutes Go to the Pre-Installation Meetings page on SwinNet for Instructions and an Agenda template (word document) STEP 1: Click on Communication Management STEP 2: Click on Meeting Minutes STEP 3: Click Add Meeting STEP 4: In the Meeting Minutes screen update the following fields in the Create New Meeting section Track: Click on the Arrow to view the drop down menu and select the Track type of Meeting Minutes are being entered. For this example we will use OAC. This track name will print at the top of the Meeting Minutes report. Subject: Enter Title/Subject for the Meeting Track. Example: "Project Number - Project Name - Weekly OAC Meeting" Location: Where will this meeting typically be held Meeting Date: Date of the 1st meeting in this track (if unknown, this can be updated later) Start Time: Time the meeting will start End Time: Time the meeting is scheduled to end NOTE: While in Edit Mode, you can click on the Edit Track button next to the Track field to edit the Name, Frequency, Meeting ID and Item ID sequencing format (aka Mask), Footnote for your Track. For example, if you want to allow for more than 99 allowable Items to be added in one meeting, add a third asterisk to the convention depicted in the Item ID Mask field. STEP 5: Click Save STEP 6: Click Edit in the newly created OAC001 and go to the Invitees section STEP 7: Click the Add Required Attendees button STEP 8: In the pop-up window select all required attendees using either Project Contacts or Distribution Lists and click Accept STEP 9: Repeat step 8 for Add Optional Attendees if needed for your meeting STEP 10: Click Add Guest if you know you have a guest coming to the meeting. This can also be done later when updating the meeting minutes. NOTE: Guest is not a project partner but a manually entered person. When Guest is selected, the Name field turns into a free form field. STEP 11: Once all Invitees have been entered, click Save Draft STEP 12: Scroll down to the Agenda section and click Add New Topic STEP 13: Click on the magnifying glass to open a complete list of available topics STEP 14: If there are topics you need on your meeting minutes that are not listed, click on Add Topic. Enter in the Order Num (the order that the Topics will print on the meeting minutes - if left blank they will print alphabetically). Enter in the new Topic Click Save STEP 15: Once you have created all additional topics needed, the Topics need to be ordered. To do this, click on the Pencil icon to the left of the Topic Name. Then, enter a number in the Order Num field. Repeat until all topics are numbered then close out of the window. STEP 16: Next Step is to Create the Agenda STEP 17: Add New Topic and fill in all the blanks. Note that fields with magnifying glass must use the search function (Topic and Responsibility fields). Add a Topic Add Agenda Item Assign Responsible Company Assign Responsible Person Update Status as needed Enter Due Date (if there is one) In the Minute section, enter any items you want included in the initial agenda. For more details go to the Update Meeting Minutes how-to guide. STEP 18: Once this item is complete you have 2 options: 1. Click Add New Item to add an addition Agenda Item within the current Topic (repeating steps 17b-17g) 2. Click Add New Topic to create a new section then repeat all of Step 17 STEP 19: Once all Agenda items have been added click Save STEP 20: Click Start Meeting near the upper right corner STEP 21: A few things happen at this point: The Status will change from Pending to Active. The  Create Next Meeting button will appear at the top of the screen The Next Meeting Date & Time will appear. It will default to 7 calendar days from the current meeting date. If this is incorrect or needs to be changed, click Edit at the top of the screen and an Edit button will appear. Click on it to update the information as needed. STEP 21: Click the Print Report button in upper right corner to print your agenda. STEP 22: Report Type should be "Meeting Minutes", then click Print, then Run Report to generate the Meeting Agenda as a PDF NEXT STEP: After you hold your meeting, click here for How-To Update Meeting Minutes

Update Meeting Minutes OVERVIEW After the meeting is held it needs to be documented and the record sent out to all appropriate parties. This guide walks through those steps. Note, best practice is to distribute meeting minutes within 24 hours of when then meeting was held. Go to the Daily Documentation page on SwinNet for more information and best practices related to Meeting Minutes STEP 1: Click on Communication Management STEP 2: Click on Meeting Minutes STEP 3: Locate the meeting you want to update and click on it STEP 4: Click Edit Now to update each section. STEP 5: Review the Top Meeting Detail section. Update any field that is not correct (location, Meeting Date, Meeting Start & End Times, and Next Meeting Info) STEP 6: Update the Attendance section: Add any attendees not listed Names in Blue mean they attended. If someone did not attend, click on their name to turn it white. If an attendees is no longer on the project or no longer expect to come to this meeting series, click on the x next to their name to remove them from the attendance section. STEP 7: Upload any documents that were reviewed in the meeting such as the 3-Week Look Ahead schedule, RFI Log, Submittal Log, PCI Log, etc. If a job walk was done as part of the meeting you can also include photos taken while on the walk. All documents uploaded here will also be listed on the Attachments tab. STEP 8: Review and update each Item in the the Agenda section: Status: Update/Edit as needed Responsibility: Update/Edit as needed  Due Date: Add as needed Minute: Enter details related to the Agenda Item and any action item. If the Agenda Item has too many tasks in it, consider adding a New Item in the same topic to cover each task. Repeat 8a – 8d for each item until all items are updated STEP 9: Add any new items/topics to the meeting as needed (see steps 12-17 of the how-to guide for Creating a New Meeting Track with Agenda) STEP 10: If any previous minute notes need to be edited, click on the pencil icon in the history box. STEP 11: Click Save STEP 12: Click Publish. This allows Collaborators view the meeting minutes. STEP 13: Click the Print Report button in the upper right hand corner to print the meeting minutes for distribution. NEXT STEPS:  Create the Next Meeting in a Series and Close a Meeting 

Create the Next Meeting in a Series and Close a Meeting Track OVERVIEW After you have completed the meeting minutes and the 48-hour period to receive any additions or corrections has passed, you can create the next meeting. The reason to not create the next meeting prior to waiting out the 48-hours is that by clicking the Create Next Meeting button, it closes the previous meeting within that same track. Once a meeting is closed, it can no longer be edited; therefore, you must be certain that all necessary changes/updates/edits have been made in the current meeting prior to creating the next meeting. NOTE: Creating NEXT Meeting WILL CLOSE the prior meeting automatically. STEP 1: Click on Communication Management STEP 2: Click on Meeting Minutes STEP 3: Locate the meeting you updated and now are ready to create the next in the series STEP 4: Click Create Next Meeting at the top of the screen NOTE: All information from the previous meeting is brought forward, unless the minute item (Agenda Item No.) was in a Closed or Info status. The agenda items from previous meetings are numbered with the old meeting number. New items are numbered with the new meeting number. STEP 5: Click the Edit button. NOTE: You can now add and update Agenda Items, update the Attendees list and update Next Meeting Info. Click HERE for the how-to guide). When your Meeting Series has come to an end you will need to CLOSE the Meeting Track After you have completed a particular meeting track (series of meeting minutes) and the 48-hour period to receive any additions or corrections has passed, you can close the meeting, so the sequential track is closed on your project and cannot be reopened. STEP 1: Go to the LAST meeting in the track you want to close. STEP 2: Click Close Meeting at the top of the screen STEP 3: The Status will change from Active to CLOSED