Meeting Management Tool
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[edit] More Information
See Contact, Information, Requests.
[edit] What is the M2T?
The Meeting Management Tool (M2T) is an application that provides a simple way of defining and handling Map_It meetings, and possibly later other tool instrumented meeting, through a Web browser. It provides a Web-based interface allowing for definition of meetings templates (including agendas, participants to the meeting, schedule, for example a timeline), management of personal contacts and global management of meeting results material. This tool is a complement to the built-in facilities in the Map-It tool itself. The objective is thus that the user is able to handle all meetings information indistinctively through a Web-based interface or through the regular Map-It GUI (for example, whenever an Internet connection is not available). For more information, please refer to [1]
[edit] What is Map-It, the Collaborative Meeting Management Tool?
See Map_It.
[edit] User guide & screenshots
Here are the instructions for using the M2T properly. See M2T user guide.
[edit] Coupling with other tools
A loose-coupling has been chosen for the M2T GUI with the SSGUI. They will share Flex technology and will promote the idea that Map-It is just an example of a tool that can be used for planning, executing, reflecting on meetings while designing particular activities, processes managed through the KP-Environment.
As an example, “Meeting results” in a shared space could be a regular office document, a set of Map-It maps, a particular Map-It map or a verbatim report of a Map-It session, possibly integrating audio-recording. For more information, please refer to: [2]
[edit] M2T main model
M2T is based on the Map-It internal model. When using the services of the KP-Lab platform, for functionalities like the export of artifacts towards the Knowledge Repository, the M2T uses the Map-It ontology. This ontology is based on the TLO (Trialogical learning Ontology), and also Map-It own concepts. The following diagram shows the application ontology for Map-It and M2T. It captures the significant objects within a system, organization or any target domain. Note that many of the TLO's concepts have not been represented on this diagram on purpose, for clarity reasons. Only those on which the new Map-It related concepts have an impact.
(image to go here).
This diagram also introduces new types of ContentItems which are considered sio far as specificities of the Map-It tool: ToDos and Highlights. "Uploadable” and the “External” concepts are reused for addressing the needs of representation of attachments and Web links. A synthetic view of Map-It concepts mapped on the TLO is presented below:
(image to go here).
[edit] M2T high-level requirements
M2T GUI as a Web-based application (Flex technology), will be finalized for the M28 release. Overview of high-level requirements:
- Flexible selection of Map-It server,
- Browsing facilities in Meetings lists,
- Simple assistance to creation of meetings,
- To-Do-list sharing,
- Simple generation of minutes in PDF format.
- Facilitates administration and preparation of meeting templates,
- Direct synchronization of Knowledge Objects from the KP-Lab Knowledge Repositories and GUI integration with other tools of the KP-Lab system.
Improvements with the integration of search utilities, reports (meeting minutes) generation and visualization, meeting material visualization (to-dos, decisions, reference links,…) will be achieved for the M36 and M40 releases.
[edit] M2T functional requirements
The M2T tool shall benefit from SSO features of the platform. E.g. whenever already logged in the Shared Space Application, no subsequent login must be requested to the user. When started independently of the Shared Space Application, the M2T shall propose an identification page for login to the Map-It system. The initial page shall also propose a “register” option to allow not yet known users to enter their personal information (e-mail address mandatory) for being registered (to Map-It).
1. Supply authentication capabilities (login/logout), based on the KP-Lab platform
2. Supply registration capabilities (register user, modify user) based on the KP-Lab platform.
3. Selecting a Map-It server that is specified through a regular URL.
4. Retrieve the meetings from a Map-It server. A Map-It meeting associates a type (online/note-taking), a status (in preparation, open, closed), with a name (the name of the meeting), a list of participants taken from the list of contacts together with an agenda and, optionally, a schedule (planned date/time of start and end). Map-It meetings are saved on a particular Map-It server.
5. Navigating into the set of meetings and meetings templates known to the server: This allows for browsing the set of meetings, meeting templates known to the server.
6. Consult all resources associated with a meeting. This allows for consulting also the various outcomes of meetings (audio files, generated minutes, discussion maps, external links and documents, tasks). Some of the outcomes can be exported directly to a shared space with dedicated buttons available on user’s GUI: documents, minutes, images of maps, tasks (as To-Dos).
7. Assistance to the creation of Meetings: This includes the management of meeting templates with predefined Agendas and participants lists. This allows for defining agendas, inviting participants to join a particular meeting.
8. Export entire meetings, or contributions towards the Knowledge and Content Repositories. This is done based on the Map-It ontology, as designed din M22. (see [3] ).
9. Possibility to create a template based on a meeting. The template would be saved on the Map-It server and it will be possible to re-use this template when creating a meeting. The “template” is the meeting’s agenda and otehr information like the participants of the meetings, the start end end date. Agendas are a tree-structured set of text items describing in a synthetic manner the different “tasks” to be undertaken during the meeting. Meeting Templates can be created, saved, copied, modified, and deleted. No particular role and limitations of access to functionalities is being considered for M28. All templates are public and manageable by everyone. Templates are saved on a particular Map-It server. It supports Management of personal contacts, which are identified by a well-formatted email address.
10. Export tasks of a meeting. The user will be capable of exporting all the tasks of a meetings towards the KP-Lab knowledge repository (for M28). The actual export will be done at the Map-It server level using the to-do service. These instances can be then retrieved and expoited using the SSP and the ToDO GUI. From the SSP, the user will be able to ask for all the tasks associated with the meeting. This will attempt the retrieval of the associated task instances in the KR, if any export had been previously done, otherwise, will launch the M2T for an export of the tasks towards the KR.
[edit] The M28 version of M2T comprises the following:
- Selecting a Map-t server to work with (a default one is set).
- Retrieve all meetings and templates available of the specified Map-It server.
- Navigate through meetings & templates. The navigation for M28 will be limited, the user will be able to visualize the list of participants, the agenda and the general information (start/end date, initiator, status).
- Provide assistance in the creation of a template based on a meeting.
- Provide assistance in the creation of a meeting based on a template or directly from scratch.
- Export meetings and associated contributions and resources, towards the KP-Lab repositories
(knowledge and content repositories).
- Export of tasks.
[edit] The M33 version of M2T comprises the following:
- retrieval and display of meetings from the Map-It server.
- export of tasks towards the Knowledge Base of KP-Lab, as ToDos. These ToDo instances can be retrieved and managend in KPE using the ToDo Tool
- export of meeting results towards the Knowledge Base and KP-Lab shared spaces.
- export tasks and meetings towards Google Calendar. This feature also lets the user manage its Google Calendars, share events with other users, create a new calendar.
- display a meeting with its contributions, as well as generate the minutes of a meeting in a PDF format.
[edit] The M36 version of M2T comprises the following:
- Authentication with the Map-it server
- Export of meeting minutes in HTML, PDF, DocX format as well as export of minutes towards Google Docs, as well as display of the meeting minutes
- Management of the meetings that have already exported meeting minutes.
- Export of the ressources of a meeting towards Google Docs.
- Timeline view of a meeting with all its contributions, ressources and various information.
- KPLabKBViewer: KP-Lab Knowledge Base Viewer allows the display of previously exported meeting, contributions and agenda items.
