The application Sessions Records and Deliberations allows the management of the workflow for deliberations and decisions of government and collegial bodies. Once a Session has been created, structures that have been added as Proposing Structures can submit Deliberation Proposals. When a Deliberation Proposal is submitted, and its has been approved by the Session Manager, the same can consolidate the Agenda of the Session and then forward an Invitation to its members.
The action can be done by the Session Manager that is administrating the Session.
The following guideline, explains how to generate the Agenda and Invitation of the Session.
From the sidebar menu, select Sessions Records and Deliberations, then access the service Manage as Responsible of the Session - Organization from the list.
You will be given the list of available Sessions.
Generate the Invitation and Agenda
Access the Invitation menu
Once the Deliberations have been verified and approved, and the Proposals are consolidated, the Session will pass in the Approved - Deliberations verified status. At this point, you can generate the Agenda and Invitation for the Government body members.
This can be done from two different pages:
- Once you have consolidated the Agenda, the button will be replaced by Manage the Call to the meeting (Invitation)
- From the Sessions List, click on the Invitation button.
Before proceeding with the generation of the Agenda and Invitation, you need to check the provided information one last time.
The first check is on Recipients. You can check the body members and the eventual Invited Guests. If something is not correct, you can respectively modify the body members from the Manage Government Body service and guests from the Session Management page.
If everything is correct, click on Validate Recipients button. The label Recipients have been Validated will appear instead of the button.
Validate Deliberation Order and Relators
Once the recipients have been validated, the right side of the panel will be unclocked. Two actions are permitted here:
- Definition of a Relator. For each deliberation proposal, it is possible to specify who will present the proposal to the Government Body. Only recipients (Members and Guests) can be selected, and by default the President is selected.
- Deliberations order. Within the same section, it is possible to Drag&Drop the rows to define their order of discussion.
Once Relators and Order are defined, you must click on Confirm Order to validate them. The label Validated Order will appear, but you will still be able to modify it.
If both Recipients and Order/Relators have been validated, a new panel will appear, with a button to generate the documentation.
Clicking on the button will generate the two documents we need: the Session Agenda, and the invitation to forward.
Verify the documentation, and if everything is correct continue with the button Forward Invitation
An email invitation will be sent to the President of the Government Body, with all the members and invited guests in Blind Copy - including all the information about the session and the two documents as attachments.
Recipients will also receive a notification within the Dashboard.
The Forwarding of the Agenda and Invitation is integrated with the IT Protocol / Documents Management system. Therefore, a registration of the documents will be included in the workflow.