Overview

The Committee/Meeting Management System (CMMS) is a specially designed application for executives and committees to manage and track their meetings, their interaction with external organizations including any agreements or contracts and meetings held with partner organizations.

Ministers, CEOs, senior executives including their committees/boards and their members will greatly benefit from its user-friendly interface specially designed for such level of users. It facilitates the management of information related to committee/board meetings, special events such as visits and conferences with guests/delegates from partner or visiting organizations (e.g. diplomatic or business delegation).

The application allows an organization to prepare and record detailed information regarding external groups/agencies and their leaders to provide advance information for senior executives prior to receiving guests from other organizations. The system also simplifies the preparation of minutes of meetings, tracking of action items; organizing, archiving and searching relevant documents related to committees, guests, organizations and the meetings held with them.

The Akrebeia CMMS is based on the Akrebeia E-Filing Platform. Customers currently using Akrebeia DMS or Akrebeia Archiving System already have the Akrebeia E-Filing Platform and therefore do not need additional software license or components. For customers that do not have Akrebeia DMS yet, the Akrebeia E-Filing Platform must be installed first before they can use the Committee/Meeting Management System.

• Meetings Application
  The Meetings Application of the Committee/Meeting Management System is used to plan, organize and track meetings. Meeting organizers or managers are able to send out meeting invitation with relevant details such as meeting type and subject, venue or location and meeting schedule (date and time) – both in Gregorian and Hijri.
• Minutes of Meeting Application
  For completed meetings, the Minutes of Meeting application provides the capability for different users to collaborate in the preparation of the Minutes of Meeting. A workflow process will be implemented to manage the editing and routing of the Minutes of Meeting until it is finalized. Documents, pictures, audio, video and other files can be attached to meeting records.
• Guests Application
  The Guests module provides the capability for managing detailed information regarding guests received or met including full name of guests in Arabic and English, position/title of the guest, organization, biography or background information of the guest/visitor and other administrative notes and remarks.
• Organization Application
  The Organization module provides the ability to manage detailed information related to organizations such as the name of the organization in Arabic and English, general/detailed information about the organization including location map(s), record of the visits of the organization’s delegates, projects and agreements related to the organization; and record of meetings that transpired with each organization
• Archive Application
  The Archive module provides the capability for managing meeting records, particularly the documents and files associated with the meetings and store such documents with privileges. The application supports the attachment of any type of file (e.g. MS-Office documents, PDF, etc.), images or photos, audio, video or other computer file types. Archived files are encrypted and is only accessible to users with the proper access rights and privileges.
• Discussions Module
  The Discussions module facilitates online collaboration between the executives on various topics. Users are able to view online discussions and share their own blog concerning a particular subject. In addition, the Discussions Module allows committee Members to view meeting agendas and minutes, submit their replies and comments which can be monitored and tracked by the Committee Head.