Board Management Software

The Vendor is required to provide a secure and mobile product that provides smart board and meeting agenda management via a flexible, customized, and feature-rich board management platform.
- Agenda creation & management
• Customizable agendas: create and customize meeting agendas in advance, with the ability to add, edit, and rearrange topics.
• Agenda distribution: automatically send agendas to participants, along with supporting documents or reports.
- Document sharing and collaboration
• Document repository: upload and store important documents (e.g., financial reports, meeting minutes, presentations) in a centralized location.
• Real-time collaboration: allow multiple board members to edit, annotate, or comment on shared documents in real time.
• Version control: track document revisions and ensure everyone is working on the latest version.
- Voting and polling
• Electronic voting: conduct votes during or after meetings (e.g., on motions, resolutions) with secure, anonymous responses.
• Polls and surveys: quickly gather feedback from members or make informal decisions before formal votes.
- Scheduling and calendar integration
• Integrated calendar: sync board meeting schedules with personal calendars (google calendar, outlook) to ensure proper attendance.
• Meeting reminders: send reminders and notifications about upcoming meetings, changes, or deadlines.
- Real-time video conferencing and communication
• Video conferencing: provide support for virtual board meetings with integrated video, audio, and screen-sharing.
• Chat: real-time chat during meetings for side discussions or to share links, notes, or resources without interrupting the main conversation.
- Meeting minutes and note-taking
• Automated minute-taking: record and transcribe meetings, or allow manual notetaking, with the option to add time stamps and action items.
• Action item tracking: assign tasks or follow-up actions during meetings and track progress.
- Secure access and permissions
• Role-based access control: different permissions for members, admins, and external participants to ensure sensitive information is protected.
• Multi-factor authentication (MFA): enhance security by requiring multiple authentication methods for logging in.
- Board member directory and profiles
• Board member profiles: maintain a directory with contact information, roles, and bios for all board members.
• Communication tools: allow members to message each other or the board as a whole within the platform.
- Meeting follow-up and tracking
• Action item management: track decisions, tasks, and deadlines assigned during meetings.
• Progress updates: board members can provide status updates on ongoing action items or projects.
- Compliance and audit trail
• Audit logs: maintain detailed logs of all activities, such as document edits, votes, and access events for compliance purposes.
• Legal and regulatory compliance: ensure that the platform complies with relevant regulations (e.g., GDPR, HIPAA) for secure document handling and data protection.
- Reporting and analytics
• Meeting analytics: generate reports on attendance, voting outcomes, and decision tracking.
• Board performance: analyze board activity, decision-making efficiency, or participation rates.
- Custom branding and personalization
• Customizable UI: personalize the platform with the organization's branding (logos, colors, etc.) to create a cohesive experience for members.
• Tailored notifications: adjust notifications based on member roles or preferences.
- Integration with other tools
• Third-party integrations: integrate with tools such as google drive, Microsoft office, drop box, and more for seamless document sharing and collaboration.
• CRM/ERP integrations: for organizations that require integration with customer relationship management (CRM) or enterprise resource planning (ERP) systems.
- Mobile accessibility
• Mobile app: provide a mobile version of the software for board members to participate in meetings or access documents on the go.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: April 24, 2025