To use iPROT as efficiently as possible, you should familiarize yourself with the key terms and nomenclature used in iPROT:

Projects

You can manage multiple projects within iPROT. A project could be, for example, the extension of a hospital, the construction of a new shopping centre, or the introduction of a new IT infrastructure in a company. Equally, a project could represent a specific area of a business, such as quality management.

Meeting Types

Large projects typically involve multiple meeting types, such as planning meetings, project team sessions, committee meetings, drawing distributions, etc. In iPROT, each meeting type is assigned a short code – for example, PLAN for planning meetings. You can define as many meeting types as needed. A meeting type can also represent the distribution of project documents. For instance, you can set up a dedicated meeting type in iPROT for drawing distributions, allowing you to create and document distribution records for circulating current drawing revisions on a construction site.

Meeting Minutes

Meeting minutes within a meeting type are numbered automatically by iPROT. The minutes of the first planning meeting are assigned the number PLAN.001.

When creating a new set of minutes, you enter the location and time of the meeting as well as all participants present. In addition, any number of further persons can be added to the mailing list so that they also receive the minutes.

Topics

A set of minutes can contain any number of topics. Topics are also numbered. PLAN.003.002 is the second new topic created in the minutes of the third planning meeting.

Following the concept of the continuous minutes method, each set of meeting minutes contains not only new topics but also all topics from earlier meetings that have not yet been completed.

Chapters

Each topic can be assigned to a chapter. This allows the minutes to be divided into clearly structured chapters, such as General, Planning, Deadlines, and Costs. You can define as many chapters as needed in iPROT and specify the order in which they appear in the minutes. iPROT supports two chapter levels, giving you the option to structure your minutes content across two outline levels.

Entries

Each topic can have any number of entries. A topic can be supplemented with new entries in every set of minutes. Entries consist of formatted text and are created using a convenient editor.

iPROT supports various entry types that you can configure yourself – such as a task, an item of information, a decision, etc. For tasks, two dates can be stored: due date and completed on. In addition, responsible persons can be assigned to each task. This enables clear tracking of all open tasks and straightforward assignment to the relevant individuals.

Finally, any number of freely chosen keywords (known as tags) can be added to each entry to facilitate later searches.

Addenda

Addenda are short annotations or comments added as text to an entry. They can be added to entries in the current set of minutes or to entries from previous minutes. Each entry can have any number of addenda.