5 Part 5: V-Modell Reference Work Products

5.3 Products

5.3.3 Reporting

5.3.3.1 Meeting Document

Process module: Project Management

Responsible: Project Leader (when using process module Project Management)

Activity: Holding a Meeting

Purpose

The term »Meeting Document comprises a variety of conference documents (e.g., jour-fixe of the project, design workshops, or requirement specification workshops). An invitation will be distributed before the meeting, and the conference will be documented appropriately. The »Project Leader is responsible for this product. However, his responsibility does not only refer to the preparation of the product, but also to the requirement that written briefs be prepared for the conferences to be documented in accordance with the Project Manual.

Is generated by

Project Manual, Project Plan (see product dependency 4.13)

5.3.3.1.1 Invitation

The invitation includes all data required previously for the execution of the conference, e.g., date, location, objective and agenda of the conference.

Exemplary Product Content

The invitation for a project conference should include at least the following data:

• Inviting agency with address
• Conference date
• Conference location
• Type of conference, e.g., "weekly jour fixe"
• Agenda, i.e., the individual items and the planned duration per item (including breaks)
• Projected overall duration of the conference
• Projected circle of participants or individual participants by name
• Necessary tools and equipment to be provided by the participant
• Necessary tools and equipment provided by the inviting agency
• Necessary preparation with regard to the contents of the conference
• Regulations for affirmative replies and cancelations

5.3.3.1.2 Protocol

The protocol is a written documentation of the course and the results of a conference. It should include particularly participants, list of distribution and the agreed tasks, if required in form of work orders. The finished protocol shall be distributed to all participants and other persons concerned, who will check it for correctness.

Exemplary Product Content

The protocol shall include at least the following data

• Participants, chairman, location and date,
• list of distribution, and
• results of the conference.