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About ionMy

For almost 2 decades, ionMy has been steadfastly aiding the care sector by providing specialised solutions tailored to Governance, Risk, Compliance, and Quality.

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At the core of our values lies a deep commitment to community, which is why we have chosen to actively participate in the fields of aged care, community care, and disability services. The ionMy team comprises passionate individuals who are dedicated to both their work and the way they carry it out. You play a pivotal role within our community, and we are honoured to be a supportive presence within yours.

 TABLE OF CONTENTS

Learning Objectives

After this course, learners will be able to:

• Create a Committee, assign members and schedule meetings

• Maintain Meeting Agendas and Minutes

• Publish to relevant stakeholders and committee members

 
Prerequisites

Before starting this training/workbook, learners need to:

• Be able to access and navigate ionMy

• Understand the basic concept of configuration in ionMy

• Understand your organisation’s requirements with regard to Committees

• Understand ionMy functionality, such as adding Actions and Linking to Standards

 
How to use this Guide

This guide intends to walk you through ionMy Committee features and how to use them.

Callouts

Throughout this workbook, you may see callouts. It is important to consider all of these to enhance your learning experience and practice your knowledge.

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	Watch a Video - <video name> Navigate to: https://www.youtube.com/@ionMyMastery or ionMy Video Tutorials	Refers to a video on the ionMy Mastery channel. These are optional, however, recommended when completing self-paced.
	Tip - <Tip name>   Tips will appear throughout the document to highlight key information	Tips are used to highlight important points
	Discussion – <discussion topic>   Prompts to discuss a certain topic during training.	Discussion points can be used to discuss during training or read if completed self directed

INTRODUCTION

INTRODUCTION: Committee Management in ionMy

Effective committees are essential for strong governance within an organisation. This training manual equips you with the knowledge and skills to navigate the Committee Management module in ionMy, enabling you to participate in and contribute meaningfully to committee meetings.

What You'll Learn:

ionMy Committee Management Features: Discover the functionalities of the ionMy module designed to streamline committee operations.

Essential Tasks: Gain practical knowledge on key tasks like escalating records to meetings, creating agendas, recording and publishing minutes, managing actions and linking to standards within the Committee Management module.

Benefits of Using ionMy Committee Management:

1. Improved Efficiency: Streamline workflows and facilitate collaboration with fellow committee members.

2. Enhanced Transparency: Ensure clear and centralised access to meeting agendas, minutes, and other relevant documents.

3. Informed Decision Making: Facilitate knowledge sharing and informed decision making with easy access to past discussions and records.

4. Stronger Governance: Foster good governance practices by promoting effective committee function and accountability.

Please Note: This training manual assumes a basic understanding of navigating the ionMy platform.

Getting Started

Creating a Committee

The Committees module is accessible via the Governance option of your homescreen dashboard.

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1. Navigate to your ionMy homescreen dashboard

2. Hover over the Governance icon. This will present the modules submenu options.

3. Select the Committees module.

Adding a New Committee / Meeting Group

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1. Click on Add New. This will direct you to the Committee Details tab for you to record all relevant committee details.

2. It is mandatory to enter in a Committee Name.

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3. Select the committee Organiser from the ddl. This is generally the person that manages the meeting group, updates the agenda, records meeting minutes and so on.

4. Committee Members (Staff) can be set by either the staff members Name or Position.

	Tip – Setting by Position When possible, we recommend using the Position option as this avoids having to manually update your meeting members when staff changes occur. However, please note that when the minutes are published, the Attendees Name AND Position will be listed.

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17. Click Save once all relevant Committee Details have been entered, noting that it is possible to come back and amend the details if required.

Meeting Details & Publishing the Agenda

Now that we have created our committee, we will look at how to manage an individual meeting, in preparation for publishing the agenda.

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3. The Meeting Date and Meeting Time fields are mandatory. Below this is the fields to add Calendar Meeting Start and End Time which, when populated, sends a calendar attachment (.ics) with the published agenda. This allows the user to update their Calendar with the meeting time.

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	Discussion – RSVPing to a Meeting Once the meeting is published, members have the option to Accept, Decline or select as being Tentative to this meeting. As this is done, the Attendance fields will automatically be updated. Once a meeting is held, the meeting organiser, or those with access, can update the list to reflect the actual attendance details.

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The meeting status will now be auto updated to Agenda Published in Meeting Schedules Dates tab.

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Adding and Processing Minutes

It is now time to guide you through the steps to managing your meeting.

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3. The Agenda Item will default to the item selected in Agenda table.

Note: You will be required to Select the linked Agenda Item from the ddl if you add a new minute directly from the Minute Details tab.

4. Add a Note which will be the main description of the minute.

5. If there is an action or follow-up associated with this minute, select the assignee from the dropdown list in the Responsible field. This name is displayed next to the associated item in the minutes view for easy reference, but it does not automatically create or assign a task. You'll still need to raise a separate action to track and manage the completion of this task.

6. Minutes Type can be chosen from the ddl.

7. The Due Date field is used to specify a target date for completing an action related to this minute item. This will display due date alongside the minute item in the minutes view, but remember that you'll still need to raise a separate action after saving the minute to track and manage the task.

8. The Carry Forward chechkbox is ticked if the item needs to be added to a future Meeting Agenda. It is not a requirement to do this on standing agenda items. This would only be done for agenda items you have added specific to this meeting, and the discussion might be ongoing.

9. Once the initial minute details have been entered, click Save.

Additional functionality available will be presented for completion if required.

Tip – Refining the Minutes Prior to Publishing To streamline your minute taking process, try this approach: enter basic notes during the meeting and then return to the Minute Details afterwards to refine them. This allows you to focus on the discussion during the meeting and return later to check spelling and grammar, add associated actions, link to relevant standards, and upload supporting documentation later.

10. Follow Steps 1-9 to move onto the next Agenda Item.

Publishing the Minutes

Once minutes have been entered, reviewed and all associated minute tasks completed, it is time to publish the minutes.

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4. Click on the Minute Publish icon and the following appears.

Note: The default Message text is managed in Reminders Setup under the event titled On Meeting Schedules Dates Publish Minutes. You will also need to ensure that the alert is enabled so that the minutes will be emailed to the recipients. Please refer to the Alert/Reminder Setup training manual for further information.

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5. However, the default message can be modified at the time of publishing if needed.

6. Tick the Tick to email minutes checkbox. When this box is ticked the minutes will be sent via email to the saved email address for each recipient. If it is not selected, then only an internal alert will be sent.

7. You have the option to send the minutes to any guests previously entered on the Meeting Details tab by selecting their names from the ddl.

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9. If supporting documentation has been uploaded in the Meeting Details tab, they will be listed in the Attach Uploads table. If you do not wish for a file to be sent with the minutes, untick the Attach checkbox against that uploaded file.

Note: Supporting documentation uploaded in any Minute Details will automatically be sent with the published minutes.

10.   Click OK to publish the minutes.

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12. A pdf or word will generate and download. A sample is shown below.

	Tip – Preview Before Publishing Before publishing your meeting agenda or minutes, click the "Print" button to generate a preview. This allows you to review the document for accuracy and make any necessary adjustments before sharing it with committee members.

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13. Navigate to your homescreen or click the Navigation panel depicted with the nine dots.

14. Hover over Settings and select System Settings

15. Click on Merge Templates tab. This is where your organisation’s merge templates are stored.

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Note: please refer to the Merge Template Training Manual for further information for managing your organisations merge templates.

Escalate To Committee(s)

Escalating Meeting Minutes

1. A meeting minute may be Escalated to another committee by clicking on the blueEscalate to Committees button located at the top right corner of the Minutes Details tab.

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The Committee Meeting Details will show the item that has been escalated in the Carry Forward Items.

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Escalating Records

A record can be escalated to committees if firstly the record type is ticked in this list below which is found in Committee Details. For instance, in this list Accident, Hazard and Infections are ticked which means these record types can be escalated to this committee. If you wish to have this option with all your records ensure to select all.

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6. Clicking the Escalation History blue button will result in the following pop up window showing the escalation history by listing the committee, the person who escalated the record and the date it was escalated.

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Adding Escalated Records to the Agenda

1. Committee Organisors, and users with permissions to edit Meeting Details, can manage meeting agenda’s. Navigate to the Meeting details tab.

2. To add a Carry Forward Item to a meeting agenda click on Add to Agenda located to the right of each Carry Forward item.

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4. Entering an Agenda Item Number is mandatory, and it must be unique and not an existing Agenda Item Number.

5. The Agenda Item Name flows through but can be edited. We recommend removing some of the unnecessary information to reduce the length of the text displayed in this field.

6. Ticking the Store as new minute checkbox will add the originating record/minute details to the agenda and flag the item as already having a minute.

Note: the minute details can be updated at a later date if required.

7. Click the ‘Diskette’ icon to save this carry forward item to the meeting agenda.

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Ticking the Store as new minute box will add to the agenda as per below.

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APPENDIX A – Glossary

Click here to download a copy of the guide

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