Using the details of the captured minutes for a council meeting, Infocouncil provides a module for issuing and monitoring actions arising from council resolutions. When the minutes document is complete, an import process can be run in the database to bring details of all minute items into the database.
There is a form for displaying all action items for a nominated meeting. Each item has a Word icon for viewing the relevant section of the minutes and a ‘sheet’ icon for creating a notice in relation to the matter.
By default an Action Sheet inherits the following information from the report that gave rise to it:
- Whether the matter is For Action or For Information
- The due date of any action required
- The action officer
The administrator can add a note and amend any of the default information. Notices can be sent to more than one person, if the work is to be divided up. ‘For Information’ notices can also be sent to one or more people.
Action Sheets can be emailed or printed, individually or all at once. It is possible to forward Action Sheets to your EDRMS, if integrated.
Action officers can enter the system and manage their actions. A button is located in the main Infocouncil toolbar in Word to enable this.
A facility is provided for monitoring actions. The Action Sheets report can be viewed on screen or printed. Its format is configurable. The Action Sheet report can be run in various ways, including:
- Completed actions only
- Incomplete actions only
- Both complete and incomplete actions
- Overdue actions only
- Select by staff member
- Select a specific meeting
- Select a specific department
- Select by date range