Plan and Prepare for a Meeting

ASSESSMENT TASK 1: PLAN & PREPARE FOR A MEETING

The topic chosen for this meeting is regarding the project Strategic Information Systems Planning (SISP) in the healthcare domain. This meeting would discuss the related plan, requirements, encountered problems, and which measures and training techniques can be presented in this context. The following organisational chart identifies the participants and the individuals that would fill their respective roles for this meeting.

Meeting Requirements Form
Chairperson	Managing Director (Individual F)
Department	Healthcare Management
Meeting name	Understanding the Strategic Information Systems Planning (SISP)
Meeting details
Date	25^th May 2016	Time	09:00 am
Location	Conference Room #01	Budget	A$ 600
Meeting format
Purpose	To enhance the developed Strategic Information System Planning (SISP) for properly analysing budgeting, staff usage and related requirements in an improved manner
Agenda	Developing relevant strategies Investigating software and hardware operating systems Analysing budget and staff usage, associated requirements and demands Presenting a long-range and tactical information systems plan for the facility Analysing healthcare IT vendors for proper technology strategy
Participants	Internal Health Services Assistant Secretary Director of Medical Services Health Services Administration Health Support Manager Healthcare IT Engineer Managing Director Minute Taker		External Healthcare IT professional trainer
Speakers	Managing Director (addressing the concerned issue) Healthcare IT Support (identifying key areas of improvement and current position of the system) Healthcare IT professional trainer (indicating his/her professional opinions and enhancement strategies)
Seating arrangements	U-shaped arrangement
Video or teleconference requirements	Projector and related accessories

Supporting materials
Pre-reading	Material regarding the Strategic Information System Planning (SISP) Manual reports of the organisation in terms of the past and current performance of SISP
Meeting documentation	First draft of defining reasons for implementing changes in the system First draft of which strategies and techniques (manual and technical) should be applied and how can they be performed based on the resources of the organisation
Equipment requirements	Laptops
Hospitality requirements
Catering requirements	Light breakfast snacks, water, and coffee: Fruits Bread Oatmeal
Accommodation requirements	Catering Audiovisual Medium sized conference table Running air condition Comfortable seating arrangements Napkins
Other requirements
Special needs of attendees	No needs as such
Other organisational requirements for conducting meetings	Set of papers and pens Working staff (if needed)
Applicable conventions for conducting meetings	In order to follow the Standards of Ethical Coding that are based on focusing and agreeing on the decision of implementing the presented strategies for enhancing the SISP system, the American Health Information Management Association`s (AHIMA`s) Code of Ethics would be regarded as an applicable convention
Legal and ethical requirements for conducting meetings	Code of ethics Treating each other with honesty, respect, and understanding Decent Behaviour Timely accuracy Participants should refrain from being involved in illegal, unethical, and unprofessional activities during the meeting Not to engage in actions that would disrepute not only the meeting but the whole organisation Promote generosity, ethical discipline, tolerance, perseverance, patience, enthusiasm, wisdom, and concentration Refrain from harmful intent, sexual misconduct, harsh speech, wrong views, insulting behaviour, idle gossip, lying, and covetousness.
Other specific requirements	Implementing strategies would require training for the employees that would be operating the system

Meeting preparation action plan
Meeting name:	Understanding the Strategic Information Systems (SISP)
Meeting date:	25^th May 2016
Chairperson/host:	Managing Director (Individual G)
Action required		By whom	By when
Initiate the meeting by identifying the topic and a brief introduction, identifying the members of the meeting, their professions and their relation to the meeting		Managing Director (Individual F)	9:00 am
Address the issue, highlighting the purpose and agenda and which particular details would be defined by the participants present in the meeting		Health Services Assistant Secretary (Individual A)	9:20 am
Indicate the encounters faced by employees regarding the system		Director of Medical Services (Individual B)	9:50 am
Details of the encounters that were reported directly to the administration and received suggestions from the employee`s		Health Services Administration (Individual C)	10:05 am
Explaining the process of the system and what problems are occurring in it, based on technical and manual aspects, whether problems were caused by the employees or by equipment.		Health Support Manager (Individual D)	10:20 am
Presenting strategies in terms of the hardware and software of the system, and what measures are to be taken by the people who operate it and to what extent can they be questioned to make the system more reliable and enhanced		Healthcare IT Engineer (Individual E)	10:45 am
Providing his/her opinions and further improvements that can be made in the designs provided by the Healthcare IT Support and training measures that should be adopted		Healthcare IT professional (Individual G)	11:10 am
Highlighting major points of the meeting and initiate discussion amongst the members		Managing Director (Individual F)	11:30 am