FECT ADMIN

Meeting Minutes 10.30am - 12.00pm   Discussed topics 1. Recruitments 2. Duties of Admin/HR/Legal person 3. Trello Boards (Admin/HR/Work Reporting) 4. Issuing a new staff ID 5. Disinfecting the Digana Office     1.   Issuing a new staff ID           Discussed about issuing a new staff ID.  -            At present we have given a Digana address. This can be a matter for questioning when coming to Akurana.  So, either we can give both addresses or to leave out the address. (Digana /Akurana) -            TH will send a new format for the ID -            Will provide related details & photos by FS   Compile into a folder (Name/ NIC No/Photos/Emergency contact No) -            Open a new card in TB for this and when done and Issued RZ responsible to mark as Issued.   2.    Duties of Admin/HR/Legal person       Discussed the duties prepared by RZ & updated by FS -            Decided to come up with a tasks list for each. From that will check what task is completed, what is in progress

 Admin Meeting – 27.11.2020. Time – 4.30 – 5.25PM Attendance - LZ, TH, FS Absent - RZ -        Organize the office documents in the relevant places since staff are not attending there are particularly things out of order, we had a form of Legal work- so that needs to be arranged (RZ, ZJ, TH to attend to this) ·          Started legal things to get done. ·          Organize the legal cupboard (arrange the files)   Legal -        RTI Letters to be revised and posted as soon as possible ·          ETF response came last week (Date ?) -        Come up with plans on how to organize the Legal cupboards, should we buy another cupboard or filing cabinet? -        Exclude forwarding mails to AH in emails as she shall be unavailable for 3 weeks Collaboration Boards -        Update the Trello boards of Admin/HR/Legal/Re-org as decided in the past meetings (FS,RZ) -        IT Trello Boards - IT master task list, Instruments, Communication to be updated by TH  Generate materials for Notice Board +

  Attendance - LZ,TH,RZ,ZJ - Organize the office documents in the relevant places since staff are not attending there are particularly things out of order, we had a form of Legal work- so that needs to be arranged (RZ, ZJ, TH to attend to this)   Legal - RTI Letters to be revised and posted as soon as possible - Come up with plans on how to organize the Legal cupboards, should we buy another cupboard or filing cabinet? - Exclude forwarding mails to AH in emails as she shall be unavailable for 3 weeks Collaboration Boards - Update the Trello boards of Admin/HR/Legal/Re-org as decided in the past meetings (FS,RZ) - IT Trello Boards - IT master task list, Instruments, Communication to be updated by TH Generate materials for Notice Board + Reference files -Take prints of the updated Staff contact list, purchase contacts, service contacts, google calendar, Health, IT and work from Home Guidelines, Akurana & Digana guidelines, Updated rules & regulation guidelines, Updated Handbooks,

  Participants - LZ, RZ, TH, FS Time – 3.30 - 6.20 Agenda            - Trello Board (Admin/ HR/ Legal / ZY cases )   1.         Went through FS monthly report – Follow up needed 2.         Went through the Legal Trello board below changes made -            Already added tasks changed as SMART tasks -            Added due dates -            Added members -            Added labels (How Important and Urgency)   3.         ZY Cases -            Identified the revised tasks. -            Identify the Information cards & move it to the information board.   4.         HR -            Identified the questionable cards. -            TH/FS – Review all the cards that you are in and created and check whether they are SMART. -            Improve the Trello use - RZ   5.         Admin -            Identify Learning Resources for Trello for all Staff   6.         Checked the attendance summary sheet prepared by RZ.   Note - NEED TO IMPROVE ABOVE MENTIONED TASKS BEFORE THE NEXT MEETING

  What is in this guide? Why should organizations have a good filing system Important things to know about filing How to set up a filing system   Why should organizations have a good filing system Filing means keeping documents in a safe place and being able to find them easily and quickly. Documents that are cared for will not easily tear, get lost or dirty. A filing system is the central record-keeping system for an organization. It helps you to be organized, systematic, efficient and transparent. It also helps all people who should be able to access information to do so easily. It is always a pleasure when someone looks for something and is able to find it without difficulties. In our organizations we work in groups. We receive and send out documents on different subjects. We need to keep these documents for future reference. If these documents are not cared for, we cannot account for all our organizational activities. Everyone who needs to use documents should know where to get the

Participants - LZ, RZ, TH, AH, FS, ZJ Time - 2.00 – 3.25 Agenda -            Admin Blog -            OSF – Documents uploaded by TH & ZJ -            Trello Board – Admin & HR OSF Page -            LZ explained how to edit wiki page, how to add image/links -            Need to provide description in the wiki page – FS / 08.11.2020 -            Organized all the uploaded documents - FS / 08.11.2020   Trello Board -            Admin Trello Board 1.         Better use of Wi-Fi packages ·           There is SLTgo - how many persons can put that App - so they can use the Digana office Package. ·           Should we downgrade the Digana office package and the Akurana? ·           Monitor the usage - AM / ZJ - and adjust accordingly 2.         Review Remaining Admin Trello Boards ·           Decided  to maintain o     Admin – FS o     HR - RZ/FS ? o     Orgs - DS / FECT / TCG / Trust – o     VSO - FECT / TC o     Legal – RZ o     Finance – RZ o     Re-Org – LZ 3.         NAITA Registr