The vendor is required to provide board management software as a repository that would provide real-time access to up-to-date information for board members.
- Desired features of the board management software
• Ease of use for board members and hospital management
• Printable, full-text searchable, and user-friendly
• Simple and intuitive web and application interfaces
• High level data privacy compliance, including the ability to securely access through any web browser or designated mobile app
• Accessible on both pc and mac
• User-level defined access down to the document level
• Multi-step authentication
• Backed up platform for storing sensitive documents
• Secure access to confidential materials and communications:
o Access must include the capability to upload, delete, read, view, modify, download, and print materials based on user-level defined access permissions
• Agenda building functionality, including the ability to easily and automatically page number the agenda book by committee and the entire book even though multiple files might be involved
• Meeting minute templates and best practice resources
• Attendance tracking
• The capability to use electronic or digital signatures on documents such as confidential agenda or meeting minutes
• Capability to disable portal activity tracking and logging
• Calendar capability –
o Calendar can synchronize with various calendar applications such as microsoft outlook and google calendar
o Calendar can track meeting dates and send alerts of upcoming compliance due dates, including applicable annual reports or other required filings
• Separate space for non-board book materials (e.g., a resource center, governance documents, historical documents)
• Library and archival storage for key board information
• Portal administrators must be able to upload materials to share with board members, to specific committees, groups, and selected individuals; set user access and privileges; set rules for document retention and destruction; and customize portal functionality
• Survey tools for polling members
• The ability to easily send out alerts about new materials
• The capability for portal users to make private online notes as they review meeting packets and access their notes at any time
• The ability to remove data from a device remotely by an administrator
• Engagement analytics on portal use
• Data export and report printing in word, excel and/or pdf formats
• System supported tracking of required updates to entities (e.g., trustee/director/officer term expirations) via email notifications or other alerts.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: March 21, 2025