RESPONSE TO RFP COMMITTEE MANAGEMENT SOFTWARE SOLUTION. Prepared for Brigham Young University. April 21, 2015

Transcription

1 RESPONSE TO RFP COMMITTEE MANAGEMENT SOFTWARE SOLUTION Prepared for Brigham Young University April 21, 2015 Submitted by StreamLink Software, Lauren Nieberding, Sales Manager

2 Company, Product and Service Description Founded in 2008, StreamLink Software seeks to serve the Public, Education, and Non-Profit sectors with tools aimed at building compliance, accountability and capacity. Since 2009, StreamLink has been manufacturing the Commercial off the Shelf (COTS) Board Portal, BoardMax. Presently, BoardMax aids organizations in managing upwards of 10,500 board members at over 350 organizations. Currently, we have 42 employees, and are headquarted in Cleveland, OH with offices in Seattle and Washington DC. StreamLink Software offers grant and board management platforms that connect disparate systems and processes creating dynamic ecosystems that drive performance and compliance. StreamLink Software products, AmpliFund and BoardMax, enable nonprofit and public sector institutions to systemize complex tasks, secure additional revenue, and increase efficiency to better serve their communities. AmpliFund and BoardMax provide accurate, immediate, and accessible reporting to ensure public trust and protect the reputation of the organization to the board and other stakeholders. StreamLink Software has collaborated with BoardSource, GPA and The Foundation Center to incorporate best practices and research tools into its solutions. StreamLink Software helps solve different management challenges including board member and leadership volunteer management. BoardMax provides a centralized environment for all board-related information. That means meeting materials and information, organizational documentation, task assignments, and member records are logically organized and available 24/7 to board, committee, and staff members. BoardMax has built-in tools that help ensure your organization is compliant with IRS requirements, accreditation bodies, fiscal audits, and board expectations. StreamLink is able to provide BoardMax to Brigham Young University without incorporating any external subcontractors or vendors. Lauren Nieberding, our Manager of BoardMax Sales, has authority to bind the agreement with Brigham Young University on behalf of StreamLink Software. Her contact information is StreamLink Software, 812 E Huron Rd, #350, Cleveland OH 44115, , (fax), [email protected]. We propose BoardMax meets the needs requested by Brigham Young University as outlined in this RFP. In this document, we will outline our ability to meet the functional, technical and training requirements requested. We agree to the terms outlined as requirements in the RFP. All required Documents are attached. BoardMax is a full featured SaaS based web application that focuses on Board Portal functionality including the management of meetings, members, boards and committees, and documents. (See attachment for full feature list.)

3 and information managed within the system is based on the user s role and additional permissions granted. Roles are also defined on a member s relationship to a board or committee to specify their role within the group. Additionally, elevated permissions can be granted when creating meetings to delegate responsibility for creating portions of the agenda. Similarly, meeting organizers can create restricted agenda topics to designate only a The interface is highly intuitive and user-friendly. BoardMax has been designed using Responsive Design concepts to ensure an optimal viewing experience across multiple platforms and web browsers. Additionally, BoardMax has mobile apps available for Android and Apple devices. The interface is customizable using the client logo to create a branded board portal. subset of attendees who can access that topic. Access to documents stored within the system is fully controlled by role and permissions. BoardMax uses role-based security to define a user s base role in the system between organization administrator, staff, and member. Roles and permissions are easy to apply and manage and yet can be granular and allow for a security model that meets the organization s needs. Access to module The core of the system is meeting management. BoardMax provides meeting organizers with easy to use tools to create meetings for boards or committees, invite required and optional participants, and manage RSPVs. An integrated agenda builder allows the meeting organizer to quickly build out a full agenda with relevant documentation attached to agenda items. The system allows for the delegation of agenda items to other users and allows for the creation of private agenda items that are only accessible to a subset of attendees.

4 BoardMax produces a meeting packet, which is a high quality, formatted version of the agenda tailored to each attendee. The packet is a single Members have access to their meeting calendar within BoardMax and can subscribe to this calendar from their existing calendar system such as Outlook or Google Calendar. Members also have access to their past meetings and related meeting documentation. Meeting agendas may be projected during meetings and notes can be appended to individual agenda items. The system allows for the creation and tracking of meeting motions and the addition of meeting minutes after the meeting has concluded. PDF document that contains all agenda items to which to user has access and all documents attached to those agenda items. The packet creation process allows for the optional inclusion of a table of contents, page numbers, and bookmarks. The packet may be printed and will retain all layout and formatting. BoardMax sends meeting invitations to all invited members via . Members may RSVP directly from the or through the portal. BoardMax tracks all of the RSVPs and additional attendance information and specials requests and makes this information available to the meeting organizer. All meetings created within BoardMax and documents uploaded to BoardMax are retained indefinitely. There are no limitations on the number of users, meetings, or documents that can

5 be added to the BoardMax. The system currently has a maximum file size of 10 MB for file uploads. The BoardMax subscription includes implementation and training services provided by the StreamLink Software Customer Success team. Implementation tasks include account configuration, application setup and initial configuration, and coordination of the upload of existing data including member data, boards, and committees. Training is provided virtually over three to five sessions targeted to user type. Customer support is available from 8 am to 8 pm EST, Monday through Friday, via phone or the BoardMax support portal. For support requests made during normal support hours, a first response is sent within two hours of receipt. BoardMax is a web-based SaaS application. StreamLink Software hosts the BoardMax environment in partnership with HOSTING ( within their Enterprise Cloud Hosting infrastructure. HOSTING maintains six U.S. based datacenters and the BoardMax environment is hosted in the Louisville, KY datacenter. HOSTING manages all physical datacenter security and logical network security. The hosting environment is audited annually for SOC 2, Type II compliance and the confidential audit results are available with a signed NDA. See the BoardMax hosting datasheet for more information related to hosting security (attached). As a web-based SaaS application, BoardMax is platform independent and supports current and recent-past versions of major browsers including Internet Explorer, Firefox, Safari, and Chrome. Only an internet connection and web browser is required to access BoardMax. No additional software is required. A PDF file viewer is highly recommended and is installed by default on most computers, tablets, and phones. All web access to BoardMax is encrypted via SSL and credentials are encrypted in storage. The BoardMax environment is secured with multiple levels of hardware firewall protection. StreamLink Software employs server based virus protection and web application firewalls to protect against malware such as SQL injection, cross-site scripting, and remote command execution. All virus and malware definitions are updated daily. StreamLink Software guarantees 99.9% application uptime outside of the StreamLink Software standard maintenance window scheduled for every Wednesday evening from 10pm EST to midnight EST. During this time frame application updates and patches are deployed to the BoardMax platform. Updates are only pushed as necessary and every measure is taken to avoid any service disruption during updates. StreamLink Software performs ongoing testing of the BoardMax application during development and prior to all weekly releases. A dedicated Quality Assurance team performs testing. The BoardMax platform has been designed for disaster avoidance with redundant services such as load-balance web servers, virtual server technology, and redundant network connections and power. StreamLink performs hourly data backups and daily server backups with offsite storage.

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