6/9/2014

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Lisa Rau, Chief Executive Officer

Confluence

Tools for Board Meetings

Agenda

• Introductions

• Technology for Boards Overview

• Examples

• Questions and Answers

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Introductions – Lisa Rau• CEO and co-founder; Confluence

(www.confluencecorp.com)– LA / DC-based Nonprofit Technology Firm– Technology Consulting, Technology Capacity

Building, Web Design and Development; CRM Implementation (Salesforce and CiviCRM)

• ~20 years of experience in IT services • Last 12+ dedicated 100% to nonprofit sector• Computer Scientist:

– B.S., EECS, University of California, Berkeley– M.S., Computer Science, Univ. of California,

Berkeley– Ph.D., CS / Artificial Intelligence, Univ. of Exeter

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Introductions – Lisa Rau

• Performed ~100 strategic tech assessments / plans• Strategic technology consultant• Present / train on IT budgeting, fundraising, IT capacity

building, tech planning, social media ...– Faculty; Center for Nonprofit Advancement’s Learning and

Leadership Institute – Guest Faculty; Tidewater Community College’s Academy

for Nonprofit Excellence– Guest Lecturer; Antioch in LA Masters in Nonprofit

Management – Peer Reviewer, Standards of Excellence Program

• Prior Board Member, YWCA of the National Capital Area

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Introductions - Confluence

• Nonprofit Technology Consulting Firm• Mission: To help our nonprofit clients achieve the

greatest strategic value from their technology resources

• Est. 3/01; over 750 nonprofits nationwide• Three Practices:

– Technology Consulting and Capacity Building– Website Design and Development– CRM Implementation (Salesforce and CiviCRM)

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Technology for Board Meetings

• Web-based access to board packets

• Easy / simple access from iPads

• Board contact information lists

• Video-teleconference capabilities

• Real time minutes-taking

• Other features and functions

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Areas of Management - BoardSource

• Member Management– Bio, skills, contact information, time,

expectations, financial contribution– Queue of potential new members

• Communication• Documentation

– Agendas, Minutes, Packets• Meetings

– Calendar, Scheduling, Reminders, Attendance• Activities• Responsibilities

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Motivation – Systems can Improve (Board Source)

• Board Engagement• Overall Board and Nonprofit Performance• Risk Mitigation• Time Management• Board Regulatory Compliance• Drive good governance

– Manage 990s– COI policies / procedures– Independent Director Requirements

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Usage Scenarios

• Help board members do their work

• Collaborate effectively

• Address potential geographic challenges

• New for-profit regulations for board meetings has caused rise in software options

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Functional Components of Board Software

• Offerings have many overlapping features

• Tools to create a board book

– Anywhere access, no print and ship

• Centrally manage organizational documents

• Electronically distribute materials

• Calendaring; links to documents from calendar

• Email and discussion tools

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Functional Components of Board Software

• Survey tools:– For polling board members– For board assessments

• Online note taking at, before or during meetings• Online or offline access (on an airplane)• Share, communicate and update board materials• Used by committees / subcommittees• “Cloud-based” natch• Role-based permissions

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Commercial Capabilities

• Boardsource Virtual Boardroom / BoardMax(StreamLink)

• Director Desk from NASDAQ• Diligent Boardbooks• BoardPaq• Sogo• BoardEffect• BoardVantage• BoardWorks• Thomson Reuters Accelus BoardLink

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Boardsource Virtual Boardroom (BVB)

• Developed in partnership with BoardSource

• Board portal for small to mid-range organizations

• Manage and centralize all meetings

• Manage communications

• Manage all board related documents

• Improve board engagement

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BoardMax (StreamLink)

• Comprehensive board management solution, suitable for larger organizations

• Manage all board-related communications and activities

• Track board performance and responsibilities

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Directors Desk from NASDAQ

• Workflow management for collecting items for agenda (“SmartAgendatm”)

• Automated approval workflow• Separate repositories for key reference

documents– Board, Corporate, Committee, Hot topics

document centers • Built-in Version / Revision control• “Staged” environment to create materials first

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Diligent Boardbooks

• 3,500 boards worldwide • “Concierge-level” training and support• Corporate Boards• Global hotline / helpdesk• Looks like and acts like a book• All proprietary• Keyword search across all documents• Private notes or share with others• Online written consents for time-sensitive

board actions

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BoardPaq

• Record meeting minutes, capture voting, resolutions, and draft minutes reviews

• Bios / email of members• RSVPs and task assignments• Home screen running count of member tasks to

complete:– Prior to, during and after a meeting

• Secure email • 1 click download of all content• Documents connected to agenda items• PDF annotation (sticky notes, text, voice dictation,

draw)

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http://www.sogoconnect.com/

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BoardEffect

• Creation of online board books using any document file type (.doc, .pdf, .xls, .ppt, etc.)

• Automatic conversion of the board book into one pdf document with bookmarks

• Private workspaces for committees as well as for the board• Off-site, redundant storage for files incl. audio, video clips• Shared calendar and easy meeting scheduling• Board contact directory, featuring images, private document

storage folders, and terms of office • Online discussions and meeting capabilities• Dashboard views of news, tasks, other updates• Supports 10 languages, international hosting options available

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Dashboard View of the iPad App

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Sign-on to the Portal

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Dashboard View

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Meeting Books

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Meeting Books

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Calendar

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Directory

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Meeting Books

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Meeting Books

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Annotations

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Annotations

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Annotations

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BoardWorks (Computershare)

• Review, sign and approve

• Full-offline functionality, including votes and surveys

• Convenient automatic syncing of board materials

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Annotations

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Directory

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Resource Library

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BoardVantage

• Over 1,500 large companies, ½ of Fortune 100• Current Meeting: Instant access to meeting materials• Secure Briefcase: Download materials for offline

viewing• Approvals: Ease-to-use tools for all approvals• Annotation: Notes and highlights, freehand or

pushpins• Remote Purge: In case of loss or theft of device• TeamSpaces: Segregate content by team or board• Doc Collaboration: Editing, version control, notification• Secure Email: Exchange confidential messages• Bookmarks: For ease of navigation

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Thomson Reuters Accelus BoardLink

• Analyst reports from lending brokerage houses and banks covering more than 60,000 companies– Only solution on the market that integrates

rbusiness and industry content– Tailored for board

• 24/7/365 across the globe • SSAE 16 report plus a SysTrust certification

– Statement on Standards for Attestation Engagements, Reporting on Controls at a Service Organization

– Finalized by Auditing Standards Board of the American Institute of Certified Public Accountants

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Discriminating Requirements

• Alert system that notifies board members when new information is available.

• Printing for board members• Note‐taking and book‐marking capabilities• Access to notes during meetings, then archive

notes after meetings• Survey tools and templates for board

self‐assessments, developing consensus, and voting.

• Archives of uploaded documents, searchable by keywords, dates, and committee references

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Discriminating Requirements

• Mobile Access• Integration with Outlook• Workflow• Version Control of Documents• Degree of internal edit / version• Method of board book creation; input file types• Remote wipe / remote lock (theft-proofing)• Security• Offline Use / Offline Access (two separate things)

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Questions to Ask

• Pricing– Nonprofit Discounts

especially• Optional Services / Extra

Charges – Downloading; storage;

archiving; email• Implementation support

– Start‐up and initial board meeting

– Training – Scanning/uploading

archival documents

• Ongoing support services – Method to get

• Number clients using software– Number similar

nonprofits– Have they gone

paperless?• Sign –in / Login process• Control after download to

personal computers?

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Pricing

• BoardWorks - a typical company will see a positive reduction within 12 months; has ROI calculator

• BoardEffects - $2,100 / year• BoardMax – start at $1,725 / yr (based on size)• BoardPaq

– Standard: $249 / month 1 user; $9 / mo others– Nonprofit 501c(3): $99 / mo 15 users; $9 / mo

others– Nonprofit Volume: $299 / mo 50 users; $100 /

addl 50 user blocks

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Pricing

• BoardEffect– Based on charity status, number of users (staff,

board members, others) and number of committees

– Up to 20 users, unlimited committees, and unlimited storage is $7500/year

– Up to 70 users, unlimited committees, and unlimited storage is $15,000/year

• Boardsource VirtualBoardroom– $50 / month per organization ($600 / yr); – $40 for BoardSource member ($480/ yr)

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Organizational Surround

• Issues with adoption

– One organization – one year to get whole board and staff to adopt

• Best practices

– To select tool

– To roll out capability

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One Process

• Get support– CEO, board leadership, and board

administrative staff. – Document goals and concerns

• Cross functional group of staff – Ensure everyone has common

understanding of typical functions of portals

– Perhaps divide up options among staff to research (to get buy in)

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One Process

• Document prioritized requirements– Cross functional group to confirm priorities

and evaluate products. – Include least and most tech‐savvy board

members and administrative staff• Choose a short list of vendors who meet key

requirements• Get demonstration; talk to references, solicit

other feedback

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Features, support, price

• Basic:

– improved communications

– Archives

– Board books

– Board action calendar

• Robust:

– more sophisticated user interface

– Security

– 24/7 support

– survey tools

– note‐taking

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For more information, contact me at:202‐296‐4065 x. 12lrau@confluencecorp.com

For a copy of this PowerPoint, check cnmsocal.org/501conference next week.