eBoard™ Governance Platform

Who eBoard is for

• Boards whose papers are confidential and auditable at the same time, banks and SACCOs under supervision, insurers, listed companies, state corporations, county assemblies, universities, hospitals and pension schemes.
• Organizations running several committees off one board, where audit, risk, remuneration and nominations each need their own papers, membership and permissions rather than folders inside a shared drive.
• Company secretaries assembling packs by hand. If the pack is built in Word, merged in a PDF tool and emailed three days before the meeting, the cost is measured against the days that consumes every cycle.
• It is a poor fit for a single small board that meets twice a year and is content with email. The governance controls are the value, and a board with no obligation to evidence them will not feel them.

What a Sibasi eBoard deployment covers

eBoard is our own platform, so implementation is configuration and migration rather than custom development. The work is in shaping it to how your board actually governs.

• Committee structure and membership modelled as your charter defines it, including alternates, observers and standing invitees.
• The permission model: which role sees which paper, what happens to a departing director’s access to historical packs, and how a conflicted item is withheld from one member.
• Agenda and minute templates matching your existing house format, so the minute book stays continuous rather than restarting at go-live.
• Migration of historical packs and minutes, where you want a searchable decision history from day one rather than a system that only knows the future.
• Administrator training for the company secretary and their team, and a much shorter orientation for directors.
• Deployment as licensed cloud, as a per-organization subscription, or on your own infrastructure where policy requires it.

How the engagement runs

1. 1

   Governance discovery

   We work through the charter, the committee terms of reference and a recent pack with the company secretary. The permission model is decided here, and it is the part that most determines whether directors trust the system.

2. 2

   Configuration

   Committees, roles, templates and workflows are built and shown back against a real past meeting, so you review your own agenda rather than a demo.

3. 3

   Migration

   Historical packs and minutes are loaded and indexed. Scope is a decision: some boards take three years of history, some the current year, some start clean.

4. 4

   Pilot meeting

   One real meeting run end to end with support on hand, pack build, distribution, the meeting, minutes and actions. Problems surface here rather than in front of the full board.

5. 5

   Handover

   The secretariat runs the following cycle themselves with us in the background, then moves onto standard support.

What you need in place

• A current committee structure and terms of reference. Where these are out of date the deployment surfaces it, usefully, but it adds time.
• A decision on how much history to migrate, and those files in a retrievable form.
• A named administrator in the secretariat. eBoard is run by the company secretary, not by IT, and deployments where IT owns it tend to stall.
• For on-premises deployments, the infrastructure and a policy position on backup and disaster recovery.

Working with Sibasi on eBoard

New to this category? What is a board system?, a buyer's guide to what the category is, what to look for and how to compare options, whoever you end up choosing.