This document describes the features of the TOMAS Module for managing meetings and conclusions. The module allows users to prepare templates for recurring meetings, create meeting invitations and agendas, take and distribute minutes, and track the status of conclusions. Key features include automatically populating meeting details from templates, carrying conclusions over from previous meetings, and providing transparency into the status of open conclusions. The module aims to improve meetings by facilitating organization and ensuring follow-through on conclusions.

1. www.tomasdse.com
Sestanki in spremljanje sklepovSestanki in spremljanje sklepov

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TOMAS Module meetings
Meetings can be perfect tool for gathering ideas
and suggestions and managing activities for
group of people.
But the results are worthless if the meetings are
not well organized, managed and if the
conclusions are not realized in specified terms.
DSE has developed SW tools that can improve
the meeting's goals.
TOMAS Module Meetings
has the following characteristics :

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A great tool for bosses…

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… and employees.

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Preparing meetings type (templates)
For certain meetings that happen periodically we
can enter some basic data: name of the
meeting, chief, deputy, secretary, participants,
purpose, location, frequency, type of managing
and reporting, receivers of the meetings
minutes.
This is saved in a template, which you select
when preparing invitation and the already
entered data are automatically written in
invitation form.

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Create meeting – Preparation of Invitation …
 When we want to create an invitation we should choose type of the
meeting (template) – with that selection some information are
automatically written down. You can arrange them or add new ones.

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… and Agenda
 Then you define Agenda, specify the items from previous meetings; here
you get automatically all the decisions that have not been realized or
confirmed.
 When the invitation is prepared we send it to the chief of the meeting to be
confirmed.
 When confirmed it is sent to all the participants by email.

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Meetings minutes (Protocol)
 Meetings minutes (Protocol)we write direct on the Meeting.
 In section Edit Presence we select the participants and have an overview
of those who are absent (excused – non excused).

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Meetings minutes (Protocol)
 Then we proceed with the agenda. By each point we have button
By click on opens the Window where we write down the discussion.
 By each point we have also a button . We enter discussion on
certain item, add some enclosures, specify person in charge and dead-
line term. Any Document in electronic form can be added as well.

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Meetings minutes (Protocol)
 At the item former conclusions review we automatically get all
unconfirmed (unrealized) conclusions from the past meetings.
 We can see when, in which appointment the decision was made, %
completion and means that has been applied for. At each conclusion we
get details of person in charge and those who worked on that.
Transparent
Application shows us all still
unfinished conclusions from
previous meetings.

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Meetings minutes (Protocol)
 When conclusion is completed 100% (finished) by click on we can
confirm it, reject or cancel. If we found it ineffective, we can cancel it .
 When all the conclusions are confirmed, the Meeting becomes status
Finished.

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Meetings minutes (Protocol)
 Before the Minutes are
published and sent to
participants, Chairman
has to conform it. He
can demand some
corrections or changes
before confirmation.
 Date of confirmation or
rejection will be seen
in overview.
 We can transform the
Minutes into Word
simply by click on
and get standard
company form.

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Meetings minutes (Protocol)
 Fore certain Minutes we can define persons to receive it although they were not present on
the meeting (CEO, Chairman of the Board…)
 Those persons who are not users of this application, we simply send Minutes in Word Form
by Email.
But the most important and really convenient what this application offers is:
Minutes are
already finished when
meeting is finished.
available to colleagues
on business trip or
being ill.
even after several years
easily to find using
application’s Browser.
Minutes are
Minutes are

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Searching for Protocol
 You can search Minutes of meeting (Protocols) according to different
parameters. We can view this option in the window below. We can save
parameters also in Our Overviews for Further Procedures.

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Conclusions overview
 Here we have two sections: All conclusions and My conclusions.
 In All conclusions we can overview of all conclusions agreed upon on
meetings...

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Conclusions overview
 And in My conclusions we can have a look into conclusions we’re
responsible either as a person in charge or person who should carry it out.

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Conclusion statuses
 For better and quicker overview different statuses of conclusions
are in different graphic forms …
 …and in different colors as well.

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Searching for conclusions
 Searching for conclusions can be also done by certain parameters. We
can view this in the window below. We can save this option in Our
Overview for Further Procedures.