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.

We have firsthand experience in witnessing the profound impact that arises when care providers can effortlessly showcase their compliance, minimize risks, enhance quality, and possess a well- defined roadmap to guarantee the delivery of the finest service possible.

Today, there are more than 260,000 people under the care of ionMy. Through the years, we just reinforced our belief that technology is a fundamental tool to bring people together, to improve work and relationships and to deliver better care.

The use of ionMy can both speed up and improve decision-making processes. It allows providers to work more efficiently, reduce the administrative load and increase the time available for care. As a result, consumers have improved outcomes, and care-providing organisations can operate more efficiently.

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.

	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.

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

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.

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.

5. Committee Members (Community) gives the option to add Community (non-staff) members to meetings from the ddl. Community members may include Board Members, Suppliers, Consumers, Volunteers to name a few.

6. Set the Start Date. This will control the dates that the Recurring Schedule will base its calculation from when automatically setting future meeting dates.

7. It is not mandatory to enter a Last Met or End Date if this is not relevant. The Last Met date will automatically populate once this meeting is ‘Held’ for the first time. The End Date is only needed if this meeting group has a lifespan, such as for Project meeting groups.

8. If the meeting is recurring, click the relevant Recurrence Pattern radiobutton, for instance, Weekly or Monthly.

9. Then set the pattern ‘calculation’, for example, every month, every 2 weeks, on the 2^nd Wednesday of every month, on the 3^rd Thursday of every 2^nd month and so on.

The system will auto generate future meeting dates based on the meeting start date and pattern set.

In the above example the Start date is set at 21/05/2024 and the meeting is set to every 1 month, so the next meeting will be on the 21/06/2024. However, if selecting the option below “on the first Sunday of every month” the next meeting in the schedule will be 02/06/2024.

Please note: meeting dates can be edited, if necessary, on the Meetings tab, which we will discuss later in this training.

10. Entering a value in Reminder sent field will force the system to automatically send an email reminder to Committee members and all other guests. For instance, using the above example, 5 Days prior in this case would send a reminder on the 16/06/2024 before the next scheduled meeting of 21/06/2024.

11. Usual Meeting Location and Usual Meeting Time are displayed on your meeting Agenda and Minutes, so we recommend entering in these details if you are aware of them.

12. Clicking in this box is a shortcut to selecting or unselecting all the boxes below.

13. Selecting the following options will publish Committee Member Names, Organisation Names and Agenda items (even if there are no minutes recorded against that agenda item) in the minutes. These details will be published in both agenda and minutes.

14. Scroll down to the section titled Usual Agenda to add this meeting groups standing agenda items.

To Add an item, enter an Item Number (alpha/numeric) and tab across to the Name text field and add the agenda item.

15. Once done, save this agenda item by clicking the + symbol. Once added, these items flow through to the Meeting Details of all future scheduled meetings, which removes the need to enter standing Agenda Items manually every time. Agenda items can then be added or modified to suit the upcoming meeting. Please refer to the Meeting Details section below on this.

16. Below the Agenda Items section are a list of ‘Escalation’ checkboxes. Ticking the following checkboxes enables users to escalate that record type to this committee. For instance, “Is shown in Accident ‘Escalate to Committee’ list” displays the Escalate to Committees button in Accidents/Incidents, which then allows users to escalate any of their accident/incident records to this committee.

Here is an Accident/incident record to highlight where the Escalate to Committee option is displayed. This function will be discussed later in this manual.

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.

1. While still working on this new committee, select the Meeting Schedule Dates tab. If you have since left the Committee screen, you will need to reselect the Committee from the Committees tab, and then move to the Meeting Schedules Dates tab.

2. The generated Schedule will be listed. Click the Edit pencil icon, which will navigate you to the Meeting Details tab.

Any adjustments specific to this upcoming meeting can now be made prior to sending the agenda to the committee members.

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.

	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.

4. Invite guests, who are not regular attendees, to attend the meeting by entering their details in the Guest List table, remembering to click the + button to save each guests information.

5. In Meeting Details the Usual Agenda items have flowed through to this meeting. Additional items Agenda items that pertain only to this particular meeting can be added. Existing items may be modified.

6. To add a new items type the Item Number and Name and then click the + button.

7. To modify an existing agenda item, simply click the edit pencil icon, make the change, and select the Update button.

8. When you are ready to distribute the agenda, click on the Agenda Publish button, located close to the Save button, at the top of the page.

The page will refresh and present a new set of questions, relating to the email about to be posted.

9. Ticking the Include Response Note checkbox gives the committee member the option to RSVP to the invite directly from their email. As mentioned earlier, the meeting details screen is automatically updated as member responses are made.

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

11.  The default option for publishing the agenda is set to the Type of ‘Committee Members’. However, it is possible to send to people outside of this group if needed. Other options for selection are:

a) All Staff - all staff will receive the agenda

b) Staff - This will present another ddl to select individual team members from a msb ddl based on Position, Org Unit or Group (which refers to Alert Group)

c) Other options listed – the remaining options listed in your ddl will differ to the example above. These options are referring to the groups you have listed under the ‘Our Community’ module. Selecting any of these options will present a ddl to select individual community members from a msb ddl

12.   Click OK to Publish.

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

Adding and Processing Minutes

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

1. Navigate to the Meeting Details tab.

2. Adding a minute can be done via the Agenda section by clicking on Action ‘Add Minute’ against the relevant item.

This will automatically navigate you to the Minute Details tab, relevant to the minute you are working on.

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.

1. Navigate to the Meeting Details tab.

2. The meeting Status must be updated to Held by selecting from the ddl as highlighted below.

3. Click Save. The Agenda Publish button is now updated to read Minute Publish.

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.

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.

8. The default option for publishing the minutes is set to the Type of ‘Committee Members’. However, it is possible to send to people outside of this group if needed. Other options for selection are:

a) All Staff - all staff will receive the minutes

b) Staff - This will present another ddl to select individual team members from a msb ddl based on Position, Org Unit or Group (which refers to Alert Group)

c) Other options listed – the remaining options listed in your ddl will differ to the example above. These options are referring to the groups you have listed under the ‘Our Community’ module. Selecting any of these options will present a ddl to select individual community members from a msb ddl

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.

11. The minutes can also be printed by clicking the Print button.

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.

Agenda and Minute Template styles will vary depending on the template your organisation uses. The templates are uploaded in Settings.

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.

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.

A pop-up window will display to allow the user to select the Committee/s they wish to Escalate this minute item to.

2. Tick the relevant checkbox against the Committee Name(s) to nominate the committee/s.

3. After selecting the relevant committee/s the user can add additional Notes. Notes entered here will be displayed on the Carry Forward Agenda Item, truncated to the minute details. This may assist organisers and committee members in understanding why the minute was escalated to their committee agenda.

4. Click the Escalate to Selected Committee(s) button to complete the escalation. Looking at Minutes Details, there will then be a new option to view the Escalation History. The Escalation History button only displays if the minute has been escalated to one or more committees.

• Click on Escalation History

The following pop up will show the escalation history by listing the committee, the person who escalated the minute and the date it was escalated.

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

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.

1. From an accident/incident record click on the blue Escalate to Committees button located at the top right corner of the Incident Details tab.

A pop-up window will display to allow the user to select the Committee/s they wish to Escalate this record to.

2. Tick the relevant checkbox against the Committee Name(s) to nominate the committee/s.

3. After selecting the relevant committee/s the user can add additional Notes. Notes entered here will be displayed on the Carry Forward Agenda Item, truncated to the minute details. This may assist organisers and committee members in understanding why the record was escalated to their committee agenda.

4. Click the Escalate to Selected Committee(s) button to complete the escalation.

5. The record now shows both Escalated to Committee and Escalation History buttons.

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.

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.

3. The following pop up appears.

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.

It has now been added to the agenda. The below examples highlight the differences between ticking and not ticking the Store as new minute checkbox.

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

APPENDIX A – Glossary

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