Download Business Case Builder – Board Portal

Business Case Builder – Board Portal
Project name:
Sponsor:
Decision date:
Recommended vendor: IntelligenceBank Boards
Project overview
The company has a requirement to implement a new Electronic Board Portal system that will enable us
to streamline our board governance processes and run board meetings more efficiently.
Our existing systems for sharing board governance information are no longer suitable. We are sharing
large quantities of sensitive information with multiple stakeholders through inefficient means. Sending
printed board documentation by mail and email is both slow and insecure.
We need a system where stakeholders can manage and update board documents quickly, and one which
provides a high level of security. It needs to be easy to use and provide flexibility for different
stakeholders’ requirements.
We require a flexible platform with the following functionalities:
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Securely share board packs and manage versions through a centralized online workspace
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Add private annotations so directors can mark up files and add notes in preparation for
meetings
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Access on any device, including dedicated iPad app, with the ability for directors who still
want to use paper to download watermarked copies of the file
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Calendar of board and committee meetings which directors can be invited to, and can save
events into their own calendars
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Out of meeting minutes and resolution approvals
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Electronic agenda so directors can follow along the board meeting and easily access papers
from different sections
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Actions register to keep track of meeting, audit and risk management actions, where people
are assigned tasks, alerts remind people when items are overdue and you can run custom
reports on items completed and outstanding
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Risk and governance registers
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An audit trail which provides a detailed overview as to which papers have been accessed, by
whom and when.
Internal systems context
The requirement for an Electronic Board Portal system has arisen because:
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Internal systems can store electronic files, but lack privacy and board-specific features such as
an electronic agenda, iPad App and risk and compliance registers
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Need flexible workflow so directors can approve out-of-meeting minutes and resolutions
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Emailing board packs is not ideal from both a security and version control perspective
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Directors have asked for a more environmentally-friendly way to consume board papers.
Outcomes and measures
Cost-savings
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By creating a self-serve board portal with automated alerts, our board will save X hours per
month preparing board packs and scheduling meetings
We will save $X per month on printing and courier costs
There are no internal management, development or hosting costs.
Measurement
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The vendor’s ROI calculator demonstrates both the time and cost savings of automating the
management and dissemination of board papers.
Key deliverables
The implementation phase will consist of the following processes:
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Detailed review of all information/resources to be contained within the platform
Structured workshop with main administrators to determine optimal categorization and structure
of information
Configuration of the platform (including full data migration) to suit operational needs
Bulk creation of users, groups and associated permissions
Extensive training for main administrators, and concierge training for directors
Testing of the configuration and setup on our intranet
Launch of the portal
Ongoing monitoring of usage to ensure rapid and optimal adoption by all stakeholders
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An email alert service for users on new and/or updated data.
Timing
Sign off:
Implementation:
Training:
Launch date:
Costs
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Insert costs here
Key risks if we don’t proceed
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Inefficient use of time by executive assistants, company secretaries and board members
Not aligned with company’s mandate for environmentally friendly processes
Not providing board with best practice administration
Board packs are insecure.
Dependencies, constraints and assumptions
As this is an externally hosted platform, the only dependency is to enable the integration of active
directory for internal users.