European Medicines Agency Standard Operating Procedure

Title: SOP on Meeting Requests

PUBLIC

Document no.: SOP/CN/6001

Approver

Lead Author Name Cinzia Giroldi Signature: On File Date: 24-JAN-08

Effective Date: 06-FEB-08 Review Date: 05-FEB-11 Supersedes: SOP/T/6001

Name: Sylvie Bnfice Signature: On File Date: 01-FEB-08

1. Purpose The purpose of this SOP is to establish the procedure for creating an electronic room booking and if appropriate a meeting request. 2. Scope This SOP applies to the\ Communications & Networking Unit, Meeting Management and Conferences and all other units organising meeting requests. 3. Responsibilities It is the responsibility of the MM&C Head of Sector to ensure that this procedure is adhered to within the sector. The checkpoint and Head of Unit/Head of Sector has to ensure the same with respect to the unit/sector requesting the meeting. Furthermore, MM&C must approve the budget. The responsibility for the execution of a particular part of this procedure is identified in the right-hand column of the procedure table. 4. Changes since last revision Lead author and minor procedure changes. New flow chart 5. Documents needed for this SOP e-Meeting request form 6. Related documents Meeting schedule SOP/CN/6000: SOP on Meeting Preparation 7.Definitions

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Meeting schedule: An electronic meeting calendar is displayed on the Meeting Management System (MMS). It contains information such as the meeting title; meeting code, room assigned, responsible organiser, meeting times, no. of participants and interpretation. Meeting request form: This is the electronic request form, which has to be created in the MMS system for all types of reimbursed meetings. The form has to be approved electronically by all parties involved. 8. Process Map(s)/Flow Chart (s)
Start

1. Create room booking in MMS and send to MM&C

2. MM&C checks, confirms & returns the booking

3. Convert room booking into Meeting Request and re-submit to MM&C

4. MM&C checks and forwards Meeting request to checker 5. Approval by checker

6. Approval by HoS and/or HoU

7. MM&C creates meeting code and forwards Meeting Request to Finances

8. Finances return approved meeting request to initiator

9. Originators puts request to the end.

10. Meeting request can be rejected and after amendment repeat the process.

End

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9.Procedure
Step Action Responsibility

Start of Procedure 1.0 2.0 3.0 4.0 5.0 6.0 7.0 8.0 9.0 10.0 Create the room booking and enter all relevant details for the meeting in the MMS system accordingly. MM&C checks the room bookings and confirms the reservation to the originator. At least 15 days before meeting convert room booking into meeting request and send it to MM&C. MM&C checks the details and forwards the meeting requests to the relevant checker as appropriate. Checker has to approve the meeting request and forward it to the Head of Sector or Unit according to approval procedure. Head of Sector or Unit approves the request and forwards it to MM&C. MM&C creates the meeting code for the meeting request and forwards it to the finance department for approval of the budget. The finance department sends the approved meeting request to the initiators, who have to confirm details. Originator accepts the meeting request and processes it to end. The meeting request can be rejected at any stage of the process and after necessary amendments go through it again or become redundant. End Ende

Unit Units MM&C Units MM&C Unit Unit MM&C Sector/Unit Units Units /MM&C

Units

10. Records When completed, approved and numbered, the retention of any hard copies is the responsibility of MM&C. The meeting requested is stored electronically

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