# Meeting Management & Minutes of Meeting (MoM)

## Module Overview

The **Meeting Workspace** (Activity Calendar) is where P&D staff and meeting organizers schedule **Pre-PDWP**, **PDWP**, and **DDWP** meetings, link schemes and PC forms to agendas, generate official documents (notices, working papers, advice letters, MoM), record attendance, collect co-signatures, and forward recommendations to the **Chairman**.

Meetings are the formal decision forums between department submission and final approval. This guide explains each meeting type and every document you generate from the browser.

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## Navigation

1. Sign in to PMS.
2. In the left sidebar, open **Activity Calendar** (or **Meeting Workspace**).
3. Click **Meeting Workspace** to open the planner calendar.
4. Click a meeting on the calendar—or **Create meeting** to start a new one.

Meeting detail pages open when you select a scheduled meeting.

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## Screen Overview — Meeting Planner

### Calendar View

- **Month calendar** showing scheduled meetings
- **Planned visits** overlay (for M&E integration)
- **Summary cards** — upcoming meetings count, pending actions

### Create Meeting Button

Opens the **New meeting** form (or a profile picker first for Pre-PDWP / PDWP / DDWP).

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## Meeting Types

| Type | Who Creates It | Purpose |
|------|----------------|---------|
| **Pre-PDWP** | P&D organizer | Initial screening of PC forms before full PDWP |
| **PDWP** | P&D organizer | Provincial Development Working Party — major approval forum |
| **DDWP** | Department or P&D | Department Development Working Party — departmental decisions |
| **General** | Any authorized user | Non-PC administrative meetings |

When you create a meeting, you choose the **meeting profile/type** first. The type controls document titles, agenda format, and whether schemes must be linked.

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## Creating a Meeting — Step by Step

### Step 1: Choose Meeting Profile

1. Click **Create meeting** on the planner.
2. Select **Pre-PDWP**, **PDWP**, **DDWP**, or **General**.
3. Confirm to open the meeting form.

### Step 2: Meeting Details Form

| Field | Required? | What to Enter |
|-------|-----------|---------------|
| **Meeting title / subject** | Yes | Official meeting name (may auto-set from type) |
| **Meeting type** | Yes | Pre-PDWP, PDWP, DDWP, or General |
| **Date and time** | Yes | Scheduled date, start time, end time |
| **Location** | Yes | Venue or "Virtual" |
| **Organizer** | Yes | Meeting organizer (defaults to you) |
| **Status** | Yes | Draft or Scheduled |

### Step 3: Link Schemes and PC Forms (PC Meetings)

For Pre-PDWP, PDWP, and DDWP:

1. In the **Agenda subjects** section, click **Add subject** or **Add scheme**.
2. Select a **scheme** from the dropdown (only schemes with PCs forwarded to P&D appear for PDWP-type meetings).
3. Link the relevant **PC form** (PC-I, etc.) to the agenda row.
4. ADP and UID display automatically for each row.
5. Repeat for each agenda item.

### Step 4: Add Participants

| Participant Type | How to Add |
|------------------|------------|
| **System users** | Select from **Participants** multi-select dropdown |
| **Guest attendees** | Add guest name and email in the guest table |

Participants receive notifications to **Accept** or **Decline** the meeting schedule.

### Step 5: Save

- **Save as Draft** — meeting visible to organizers only; documents not yet finalized.
- **Save / Schedule** — meeting appears on calendar; notices can be sent.

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## Meeting Detail Page

After opening a meeting, you see:

| Section | Contents |
|---------|----------|
| **Header** | Title, date, time, location, status |
| **Actions** | Edit, Cancel meeting, Delete (organizer only) |
| **Linked schemes / PCs** | Agenda table with Approve/Defer shortcuts |
| **Document pipeline** | Generate / View / Edit for each document type |
| **Participants** | Attendance and response status |

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## Document Pipeline

Each document follows **Generate → View → Edit** pattern.

### 1. Working Paper

| Item | Detail |
|------|--------|
| **Who can generate** | P&D organizer, P&D approvers |
| **When available** | After PC form is linked and forwarded to P&D |
| **Where to download** | Meeting detail page → **Working Paper → View**; also from PC Forms list |
| **Status** | View opens PDF or editor; Generate creates fresh copy from PC data |

**User steps:**

1. Open meeting detail.
2. For each linked PC, click **Generate** under Working Paper.
3. Review in **View**.
4. Edit if corrections needed before the meeting.

### 2. Meeting Notice Letter

| Item | Detail |
|------|--------|
| **Who can generate** | Meeting organizer |
| **When available** | After meeting is saved (Draft or Scheduled) |
| **Where** | Meeting detail → **Meeting Notice → Generate / View / Edit** |
| **Status** | Edit notice body, agenda table, signatures; **Send notice** notifies participants |

**User steps:**

1. Click **Generate** on Meeting Notice.
2. **Edit** opens the notice letter editor:
   - Meeting date, time, location banners
   - Agenda table (auto-populated from linked schemes)
   - Notice body text (rich text toolbar: Bold, Italic)
   - Signature blocks
3. Add or adjust agenda rows and department breaks.
4. **Save** the notice.
5. Click **Send notice** — participants receive **Meeting notice** notifications to sign or acknowledge.

### 3. Minutes of Meeting (MoM)

| Item | Detail |
|------|--------|
| **Who can generate** | Meeting organizer |
| **When available** | After meeting is held (typically Scheduled → Completed) |
| **Where** | Meeting detail → **MoM → Generate / View / Edit** |
| **Status** | Preview PDF after save; co-signatures tracked |

**User steps:**

1. After the meeting, click **Generate** or **Edit** on MoM.
2. Enter **deliberations** for each agenda item (rich text editor).
3. **AI assistance:** Click **Generate deliberations from transcription** if you uploaded or linked meeting audio/transcript—review and edit generated text.
4. **Fill with Agent** may appear on deliberation fields—use for draft minutes text.
5. **Save** MoM.
6. **Preview PDF** to verify layout.

#### MoM Co-Signatures (PDWP)

PDWP meetings require **three co-signatories** (four signatures total including organizer):

1. After MoM is saved, co-signers receive **Minutes of meeting** notifications.
2. Each co-signer opens the MoM, reviews deliberations, and applies their **signature**.
3. Track signature status on the meeting page until all required co-signatures are collected.
4. MoM may lock after all signatures are complete.

### 4. Advice Letter

| Item | Detail |
|------|--------|
| **Who can generate** | P&D organizer after PDWP completion |
| **When available** | After MoM is saved and meeting marked complete |
| **Where** | Meeting detail → **Advice Letter → Generate / View / Edit** |
| **Status** | Forward for Advice to Chairman when ready |

**User steps:**

1. Generate and edit the advice letter body with recommendations per scheme.
2. Review linked PC decisions (Approve/Defer recorded in meeting).
3. Click **Forward for Advice to Chairman** — saves letter and notifies Chairman.
4. Chairman receives **PC-I forwarded for advice** notification.

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## Pre-PDWP Meetings

### Purpose

Screen PC forms before they go to full PDWP—resolve minor issues early.

### Typical Flow

1. P&D creates **Pre-PDWP** meeting.
2. Links PC forms in **Forwarded to P&D** status.
3. Generates **Working papers** and **Meeting Notice**.
4. Sends notice; participants accept.
5. Meeting held; organizer records **MoM** deliberations.
6. Per-scheme **Approve PC** or **Defer** on meeting page with signature.
7. If eligible, click **Schedule PDWP** to create follow-up PDWP meeting with same schemes.

### Schedule PDWP Action

After successful Pre-PDWP, organizer may click **Schedule PDWP** — copies linked schemes into a new PDWP meeting draft.

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## PDWP Meetings

### Purpose

Provincial-level approval forum for major schemes.

### Typical Flow

1. Create **PDWP** meeting (or promote from Pre-PDWP).
2. Link schemes; generate all documents.
3. Send **Meeting Notice**; record attendance.
4. Conduct meeting; enter **MoM** deliberations.
5. Collect **co-signatures** (three co-signatories for PDWP).
6. Generate **Advice Letter** per scheme.
7. **Forward for Advice to Chairman** for each recommendation.
8. Chairman reviews and approves/defers (see Chairman Approval guide).

### Approve / Defer from Meeting Page

Organizer or Chairman card holder can:

1. Open linked PC on meeting page.
2. Click **Approve PC-I** or **Defer**.
3. Enter remarks and signature in the modal.
4. Decision recorded on PC form status.

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## DDWP Meetings

### Purpose

Department-level working party for schemes within department authority.

### Typical Flow

Similar to Pre-PDWP but at department level:

1. Department or P&D creates **DDWP** meeting.
2. Links department schemes.
3. Notice → Meeting → MoM → internal decisions.
4. May not require Chairman advice unless escalated to PDWP.

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## Attendance

| Action | Who |
|--------|-----|
| **Accept schedule** | Invited participants (notification link) |
| **Decline schedule** | Invited participants with optional reason |
| **Record attendance** | Organizer during/after meeting on meeting detail page |

Participants receive **Meeting attendance** notifications when schedule acknowledgment is requested.

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## Generated Documents Summary

| Document | Generator | Trigger | Download Location |
|----------|-----------|---------|-------------------|
| **Meeting Notice Letter** | Organizer | Generate on meeting page | View / PDF from notice editor |
| **Working Paper** | P&D | Generate per linked PC | View PDF from meeting or PC Forms |
| **Advice Letter** | Organizer | After MoM complete | View / Edit on meeting page |
| **Chairman Advice** | Chairman action | After forward for advice | Chairman approval record + advice letter |
| **MoM** | Organizer | After meeting held | View / Preview PDF on MoM page |
| **Co-Signature Documents** | Co-signers | After MoM save | Signature applied on MoM |

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## Business Scenario: Conducting a PDWP Meeting

1. **Monday:** P&D organizer creates PDWP for Friday; links five PC-I forms.
2. **Tuesday:** Generates working papers and notice; sends notice.
3. **Wednesday:** Participants accept; co-signers confirmed.
4. **Friday:** Meeting held; organizer enters MoM deliberations using AI transcription draft, edits, saves.
5. **Monday:** Co-signers apply signatures on MoM.
6. **Tuesday:** Advice letters generated; **Forward for Advice to Chairman** for each approved scheme.
7. Chairman notified; opens PC Forms to complete approval.

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## Business Scenario: Generating an Advice Letter

1. PDWP complete; MoM saved with all co-signatures.
2. Organizer opens meeting → **Advice Letter** for Scheme A.
3. Edits recommendation text: "Approved subject to condition X."
4. Clicks **Forward for Advice to Chairman**.
5. Chairman receives notification with links to MoM, Advice Letter, and Working Paper.

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## Tips for Trainers

- Walk through one full Pre-PDWP → PDWP → Advice → Chairman chain on test data.
- Demonstrate **Send notice** and show notification on a participant account.
- Show co-signature status indicators on MoM before forwarding advice.
- Emphasize: **Defer** on meeting page uses same remarks/signature pattern as PC Forms list.

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*Previous: [PC-V Complete Workflow](10-PC-V-Complete-Workflow.md) | Next: [Approval Workflow](12-Approval-Workflow.md)*