We have been asked before to provide functionality to schedule meetings and to be able to automatically produce minutes for the meeting. The following is a suggestion of how this functionality could be achieved:
1) Add a new project related entity called Meetings. This entity will appear on the Project View page as well as on the Quick Page Locator. The entity will therefore be related to a specific project and will contain basic information such as meeting title, date, description,venue, etc (although the fields will be configurable).
2) It should then be possible to add participants to the meeting and possibly send e-mail notifications and or meeting requests.
3) In order to be able to automatically generate minutes for the meeting, there should be a "Start tracking" button on the Meeting View page. When the user clicks on this button, PPO should automatically track and link any items that are updated to the meeting entity. PPO should keep tracking until the user goes back to the meeting page and clicks on a Stop Tracking button. The View Meeting page will then show any issues, tasks, risks, etc that have been updated by the user while tracking was enabled (it would look similar to the Project View page). Multiple users should be able to "contribute" to the meeting in this way.
4) Develop a minutes report that makes use of the Meeting entity and all the items that were updated to produce minutes (e.g. for issues, it may show the Title, Action and Assigned To). This report should be configurable to meet the specific requirements of each client.
Potential issues:
1) Users may forget to turn off tracking, which will result in a lot of unrelated items being linked to the meeting. Consider adding a banner warning or warning a user if she updates any item that is not related to the project that is being tracked.
2) Users may forget to turn on tracking but want a specific item linked to the meeting. We may have to add functionality to manually link items to a meeting, especially documents (which you want to link to a meeting but not necessarily update).