Meeting Agenda Example

Meeting Agenda: Eliciting Requirements for RePAS Project

June 1, 2014

8:30 AM to 12:30 PM

Summerfields University, Administration Building, Conference Room 2

Meeting facilitator: RePAS Project Manager

Participants: Research Administration Coordinator; Vice-President of Finance; Directors of Sponsored Programs, Business School, Law School, School of Medicine, and School of Engineering.

Topics:

1. Explaining need of transition to the new system and the goal of the meeting. Discussion – 30 minutes
2. Studying current proposal-routing process: what types of inquires are available, who is involved in each process, what are the options for each process, differences in processes for every school – 90 minutes.
3. What difficulties are we facing in the existing system? What changes can be made in the new system to improve the proposal administration? – 30 minutes
4. What are the major risks and threats in the existing system? Privacy, fraud and other issues. – 20 minutes.
5. Review of requirements of federal government to the new system – 10 minutes
6. Questions and concerns – 20 minutes
7. Recap the meeting results, scheduling next steps – 10 minutes.

Expecting output of the meeting: Process Flow Charts, Lists of requirements. These documents will be emailed to each participant for approval in 48 hours.

Thank you for your participation!

Process Flow Diagram of the new proposal routing process

        Actors: PI, Proposal Administration Clerk.[pic 1][pic 2][pic 3][pic 4][pic 5]

        Requirements: Brief Info about the Proposal, PI contacts

        Actors: Proposal Administration Clerk

        Requirements: Obtain an ID code, add a date stamp, check the file format

        Actors: Proposal Administration Clerk, PI

        Requirements: A Proposal must contain all required information (Title, Abstract, Budget, Facilities to be used, Safety info and other documents).