meeting management - san antonio · 2018-07-10 · scheduling/rescheduling or cancelling a meeting...
TRANSCRIPT
![Page 1: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/1.jpg)
Meeting Management
On-line Tutorial Series
Module Twelve
![Page 2: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/2.jpg)
The only meetings to be scheduled at this time are: Planning
Commission, PPR, City Council and Zoning. Note: the New Meeting
option is an out-of-the-box functionality and not for use at this time
(shown).
Application-specific meeting management is addressed in the record-
type specific training sessions. Please see your supervisor or BuildSA
Change Agent with any questions.
![Page 3: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/3.jpg)
Scheduling/Rescheduling or Cancelling a Meeting
1. Schedule, reschedule or cancel Planning Commission, PPR, City
Council and Zoning meetings using the Record’s navigation bar to
access the Meetings Tab.
Please keep in mind that application specific meeting management
may generate email notifications to customers. See your supervisor or
BuildSA Change Agent with any questions.
![Page 4: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/4.jpg)
Scheduling Meetings
![Page 5: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/5.jpg)
Schedule meetings having pre-defined dates using the
Manage Meeting Schedule Meeting path.
Application-specific training includes meeting
management instructions.
![Page 6: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/6.jpg)
1. Retrieve the Record.
2. Navigate to the Meetings tab.
3. From the Manage Meeting drop-down menu options,
select Schedule Meeting.
![Page 7: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/7.jpg)
4. The Meeting Body field text box and the Date selection fields
are optional.
5. Click the location drop-down menu and select a Location for
the meeting.
6. Click Submit.
![Page 8: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/8.jpg)
Meetings with pre-defined dates scheduled in the Location selected
display.
![Page 9: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/9.jpg)
7. Click the radio button to the left of the meeting you want to
schedule (#1 shown).
8. Select meeting type from the drop down menu (#2 shown).
9. Type any comments in the Comments box (#3 shown).
10.Click Submit (#4 shown).
![Page 10: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/10.jpg)
11.The Meeting Details page displays. Complete all required
fields.
12.Click Submit.
![Page 11: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/11.jpg)
13.The Meeting is now scheduled and displays on the Meetings
page of the Record.
![Page 12: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/12.jpg)
Important
Managing meetings may generate notifications to
the customer. Follow business processes
whenever working with transactional records and
meetings.
![Page 13: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/13.jpg)
Modifying, Rescheduling and
Cancelling Meetings
Make updates to meetings using the
transactional record’s Meeting tab.
![Page 14: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/14.jpg)
1. Retrieve the Record.
2. From the Record’s navigation bar, click the Meetings Tab.
3. Click the hyperlink for the meeting you want to modify.
Meeting Details page displays.
4. Modify meeting details, as applicable.
5. Click Submit.
Modifying Meeting Details
![Page 15: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/15.jpg)
Reschedule a Meeting
1. Click the radio button to the left of the meeting that is
to be rescheduled.
2. From the Manage Meeting drop-down menu, click to
select Reschedule Meeting.
![Page 16: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/16.jpg)
3. The Reschedule page displays. Use the calendar icons to
select a reschedule date for the meeting.
4. Click Submit.
![Page 17: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/17.jpg)
5. All meetings scheduled for the date range display. Click the
radio button to the left of the meeting date you want (# 1
shown).
6. The Reason and Comments fields are optional. Click Submit (#2
shown).
![Page 18: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/18.jpg)
7. The Meeting Detail page displays. Verify the rescheduled
date.
8. Click the Submit button. The rescheduled meeting now
displays with a status of Rescheduled.
![Page 19: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/19.jpg)
Cancelling Meetings
![Page 20: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/20.jpg)
1. Retrieve the Record.
2. Click the Meetings Tab.
3. Click radio button to the left of meeting you want to cancel.
4. From the Manage Meeting drop-down menu click Cancel
Meeting.
Cancelling Meetings
![Page 21: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/21.jpg)
5. A Meeting Reason and Comment callout box displays. Click
the drop-down menu and select the meeting type you are
cancelling.
6. Click Submit.
![Page 22: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/22.jpg)
7. BuildSA displays the message ‘1 record(s) cancelled
successfully’ and the status of the meeting is changed to
Cancelled.
![Page 23: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/23.jpg)
Meeting Management
Congratulations!
This concludes Module Twelve
It is time to test your recall……
![Page 24: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/24.jpg)
TEST YOUR RECALL
Answers on the next slide…
1. Record specific meeting management is addressed in application
specific training. _____True ____False.
2. Scheduling/Rescheduling or Cancelling a meeting may generate an
email to the customer. ____True ____False.
3. Modify meeting details such as date, time, location, etc. in the
transactional record. ___True ____False.
4. Only Planning Commission, PPR, City Council and Zoning meetings are to
be scheduled using BuildSA at this time. ___True ____False
![Page 25: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/25.jpg)
If you answered:
1. True
2. True
3. True
4. True
You are correct!
Time to begin the next
module…
![Page 26: Meeting Management - San Antonio · 2018-07-10 · Scheduling/Rescheduling or Cancelling a Meeting 1. Schedule, reschedule or cancel Planning Commission, PPR, City Council and Zoning](https://reader034.vdocuments.us/reader034/viewer/2022042419/5f369bb1a8223b1cee2296da/html5/thumbnails/26.jpg)
Organization Change Management TeamContact Information
[email protected] Patricia Cavazos, Sr. Special Projects Manager
Office: 210-207-0547
Caryn Moore, Sr. Special Projects Manager
Office: 210-207-0027
Patricia Rosas, Training Lead and Curriculum Developer
Office: 210-207-0233