5 Days before SPOG Meeting

1. Send a reminder email to contributors advising them of the deadline - which is 2 days before the meeting at 5pm
• If SPOG is on a Wednesday, the deadline is 5pm on the Monday before
• If SPOG is on a Tuesday, the deadline is 5pm on the Friday before.
2. Copy the folder and files from the previous meeting - and rename the main folder to "yyyy-mm-dd Meeting Date".
3. Delete previous report and additional paper contributions from the "Source Files" folder and their equivalent PDFs from the "PDFs" folder.
4. Update the title slide pptm file in "Source Files" folder and save as a PDF in the "PDFs" folder.
   Use the Agenda Tools ribbon buttons to make this easy.
5. Update the agenda slide pptm file in "Source Files" folder and save as a PDF in the "PDFs" folder.
   Use the Agenda Tools ribbon buttons to make this easy.
6. Update the AOB slide pptm file in "Source Files" folder and save as a PDF in the "PDFs" folder.
   Use the Agenda Tools ribbon buttons to make this easy.
7. Update the Risks worksheet in the "P000 - SPOG project..." PSS Project so that all active risks have an Action Date that matches the SPOG meeting date - and save the worksheet as a PDF in the "PDFs" folder.
   Use the Agenda Tools ribbon buttons to make this easy.
8. Copy the the Minutes, Actions and Decisions PDFs from the previous meeting's "Meeting Outputs" folder to the current meeting's "PDFs" folder.
9. Add a prefix to these PDF filenames of "_2_010", "_2_020" and "_2_030" respectively (which assumes that 2 is the main agenda item number).

2 Days before SPOG Meeting

1. Create a PDF copy of each of the SPOG Reports and any additional papers received.
   You will be able to "Save As" for some but may need to print others to the Microsoft PDF Printer.
2. Add a prefix to the PDF filenames of "_3_nnN" which assumes that 3 is the main agenda item number and nn is the sub-item number ond N is the report/paper number.
3. Use PDFSam to merge all of the PDFs into a single file (using the prefixes makes sorting easy, remembering to tick the XXX checkbox to make the page sizes consistent throughout.

4. Rename the PDF created to "Meeting Papers for SPOG Meeting nn mmm yyyy".
5. Email the file to the SPOG Members list and copy it to the SPOG CC List.

SPOG Meeting Day

1. When the meeting is convened, check that it is quorate and advise the Chair if it is not.
2. Record meeting notes for generating formal Minutes, Meeting Actions, Decisions and updates to the SPOG Risk Register.

3 Days after SPOG Meeting (at the latest)

Minutes

1. Copy the minutes Word document from the previous meeting and rename to "yyyy-mm-dd SPOG Minutes.docx"
2. Update the Word document to reflect the meeting date, attendees and discussion.
   The agenda table can be generated by opening the agenda pptm file in the "Source Documents" folder and clicking the "Minutes Table" ribbon button.
   This generates the agenda table in Word format and and saves it to the clipboard ready to be pasted into the minutes Word document.
• Each formal action should be included as a discrete paragraph under the heading "Action".
• Each formal decision should be included as a discrete paragraph under the heading "Decision".
3. Save the Word document as "yyyy-mm-dd SPOG Minutes.pdf" in the "Meeting Outputs" folder.

Actions

1. Update the Meeting Actions worksheet in the P000 - SPOG project... "project".
2. Filter the Meeting Actions worksheet as do that it shows all open Meeting Actions and those closed in the meeting that has just taken place.
3. Save the Meeting Actions worksheet as "yyyy-mm-dd SPOG Actions.pdf" in the "Meeting Outputs" folder.

Decisions

1. Update the Decisions worksheet in the P000 - SPOG project... "project".
2. Filter the Decisions worksheet as do that it shows onlt those decisions made in the meeting that has just taken place.
3. Save the Decisions worksheet as "yyyy-mm-dd SPOG Decisions.pdf" in the "Meeting Outputs" folder.

CEC Update

1. Copy the CEC Update Coversheet Word document from the previous meeting and rename to "XXXXXXX.docx".
2. Update the CEC Paper Coversheet so that it reflects the SPOG meeting that has just taken place.
3. Copy the CEC Update Word document from the previous meeting and rename to "XXXXXXX.docx"
4. Update the CEC Paper so that it reflects the SPOG meeting that has just taken place
   The project list and RAG RAting indicators can be generated by opening the agenda pptm file in the "Source Documents" folder and clicking the "CEC XXXX" ribbon button.
   This generates the agenda table in an Excel workbook, where the RAG Ratings can be assigned to each and and image saved to the clipboard ready to be pasted into the CEC Update Word document.

Risks

1. Update the Risks worksheet in the P000 - SPOG project... "project".

Meeting Outputs Papers Distribution

1. Email the PDF files for the Minutes, Actions and Decisions to the SPOG Members list and copy them to the SPOG CC List.
2. Email the Word docuemnts for the CEC Update Coversheet and the CEDC Update to the SPOG meeting Chair, for them to refine and send on the CEC Secretariat.