The secure solution for the Boards of Investment Funds

Transcription

1 The secure solution for the Boards of Investment Funds

2 loomion - Developing premium Corporate Governance software since 2005 Accessing business-related information anytime and anywhere in a safe manner is essential for members of Boards of Directors and Management Boards. Long gone are the days when meeting preparation was performed only at the office. They need flexibility of access to their information and documents, whether on their computer at home, at the office, on their laptop in a plane or on their tablet. loomion develops the ideal software solutions for today s Board member s needs of large and mid-sized corporations, investment funds and trusts. On the flip side, loomion increases considerably the operational efficiency of your Corporate secretaries by digitalizing the communication with the Board members. In particular, our highly scalable and flexible software architecture allows you to efficiently manage different kinds of complex structures. Amongst other things, loomion products ease the set-up of meetings, the exchange of documents and the communication through online polls and digital signature. With loomion s solutions, your documents and data are just as safe when read and edited in public and on the run as they are at your office. Years of experience went into the design and implementation of our software solutions and systems.

3 twelve Large and mid-sized corporations Facilitate and secure the communication and document exchange between the Corporate Secretary and the Board members, Management Board members and various Committee members. Boost operational productivity of your Board office by streamlining administrative tasks as well as the document life-cycle Mitigate risk of information leakage risks through a secured and paperless communication Increase mobility by offering a full external access point to documents offline and on ipad Improve the communication by providing voting functionalities for, say, circular resolutions and digital signatures for convenient and secure document sign-off. profund Investment fund industry Increase the operational efficiency of the Corporate services department of security service providers and fund management companies. loomion Products loomion addresses the specific needs of three kind of customers with tailored solutions: Facilitate the management of the increasing number of documents by a custom-tailored life cycle support from creation, to collaboration, sign-off, publishing, archiving and disposal. Improve the organization of multiple Boards and Committees and the communication for planning, communicating of meetings and secure publishing of meeting documents. Materialize decisions and accelerate follow-ups by using voting functionalities and digital signature of meeting minutes. Bring your Board services to the next level of competitiveness by digitalizing the interactions between Board of Directors and Secretary through a user-friendly solution. Secure external online and offline document access offers Board members the choice of preparing for meetings wherever they are and maximize their efficiency. Enable the Directors overview of multiple Board assignments and meetings through a meta-view on activities of various Boards protrust Trust business Increase your share in current and new markets by focusing on value added services and quality Digitalize administrative procedures and communication with multiple Boards Excel in compliance management through an efficient workflow support Enter new niche markets and present yourself as a global player by offering technically advanced services such as digital voting functionalities and digital signature. Build out a competitive edge by satisfying the increasingly demanding Board member needs worldwide through a technically advanced service protrust Reach out to a global client base by offering Board members a secure external online and offline document access. Add one more selling argument on top of your existing services by increasing confidence through easy-to-use and secured services Simplify the Director s management of multiple Boards through a meta-view on activities of various Boards

4 Authorized and instant access All authorized parties will have constant access to the same information at the same time through the same channel of information. Secured delivery of highly sensitive documents Physical reproduction of documents will become obsolete and sensitive information is available only to those that may need it. Data is safeguarded under the highest security standards. Process/study documents digitally online and offline Documents can be processed and meetings can be prepared at all times. Both, online and offline. profund in a nutshell: simplify the communication at the highest level for the Board members and Offices Handling of multiple boards in one single spot Board members and the Board office have access to their mandates of multiple boards via only one integrated interface. profund serves as a single platform to set-up and structure meetings and their respective documentation. Reinforce collaboration profund improves and simplifies the internal collaboration between governing bodies by providing instruments for surveys, polls and circular resolutions. Centralized and organized location allowing comparison scenarios Historic data must be archived and documents easily comparable with any new version. This is an advantage for strategy discussions where it is handy to compare the new strategy with earlier plans discussed in previous years. Facilitate traceability The who, what, and when regarding access is safely logged. This helps internal audits and contributes to good corporate governance. Supporting the life-cycle of documents loomion profund helps to manage the entire the entire lifecycle of documents from generation, collaboration to approval, publishing, archiving, and finally, disposal. The software allows to implement all imaginable workflow features tailored to your specific corporate needs.

5 profund interfaces: Secure data access, online and offline With the loomion profund WebApp work comfortably from your desk loomion profund for the secure exchange of confidential documents consists of three modules 1 : profund WebApp online access for your laptop. For easy, intuitive operation; at home, in your hotel room, or in the office. profund mobile for ipad mobile online and offline access to data and documents. Anywhere. Anytime. From your ipad. profund Admin The management interface for the Secretariat. To plan and create meetings and documents, and to manage the Board directors and managers. The integrated user interface of loomion profund allows you to use all functions the same way, no matter the device. And the profund WebApp has very similar functionality and layout to our app for the tablet. Indulge yourself with the loomion profund WebApp for your next meeting, reaping the benefits of viewing all documents and details pre-, during-, and post-meeting. Get information on the meeting calendar and on the members of the Bodies. Take advantage of the excellent search functionality of the loomion profund WebApp to find information quickly and efficiently. loomion profund WebApp offers to download all documents in one go in the form of the Board binder: one convenient, bookmarked and secured document with personalized watermarks. Your assistant always enjoys the same access to your documents, easing their review and editing process. With the loomion profund WebApp, your closest colleagues can view all documents, information, meetings and calendars and so assist in the preparation and planning of meetings. Very easy and straightforward. Simple and intuitive for all screens. 1 The loomion license model is based on either a combined mobile app / web-based app usage or on a web-based app only use.

6 loomion profund mobile for ipad with all functions on-the-go The Home screen On the welcome screen of profund mobile for ipad it s all about your next meeting. Where you have to be and when your trip is planned. What you need to know about the location of the meetings. Details about restaurants, attractions and the current weather conditions around the place of the meeting. From here you have access to all necessary information, including the contents of your meeting. Without a heavy folder. Without risk. In your secure data environment. In addition, the document dashboard renders nicely all recent documents you worked on. My Meetings On the personalized screen "My Meetings" of loomion profund mobile for ipad you can find everything at a glance - including all your meeting times as well as important documents. This facilitates the preparation for and follow-up to meetings considerably. Search and Find profund mobile provides a comprehensive full-text search for all documents. Simply enter, retrieve, and decide. The contents of all documents are indexed. After entering a search term, all documents which include the term are shown. login, select the company of your choice and switch easily between your mandates. Agenda and Board meta-view profund mobile provides you an overview in one single spot with all meetings of the various companies and the respective Boards and Committees you are a member of. External agenda export If authorized by the corporate rules, Board members could export their meeting dates to their personal calendar (e.g. Microsoft Outlook, Lotus Notes calendar) Board binder With one simple fingertip, automatically compile all your meeting documents in a single, organized and bookmarked Board binder. Location-based information profund mobile provides additional up-to-date information about your meetings (e.g. logistics, weather and additional on-site activities). Working with documents Read your important documents, identify facts, underline important content, contribute your own ideas and add your handwritten personal notes. This is the best preparation for your next meeting. Voting and digital signature Process all necessary voting and discussion documents and vote on public or secret surveys. Polls target either entire Committees and Boards or only selected participants. Multiple Board access profund mobile provides members of multiple Boards of different companies with access to their different mandates in one single integrated interface. With a single and secure

7 loomion twelve Admin lets Corporate secretaries be better organized 1 2 Whether creating meetings, uploading documents and data, maintaining users, or full-text searching the intuitive user interface of loomion gets all tasks done quickly. Especially when time is scarce. John Sarah Role: Secretary Tool: twelve Admin Delegate 1a Upload Upload Consume Consume Role: Executive Tool: twelve Web App 3 Dr. Black Prof. Schmidt Role: Optional contributors Tool: twelve Admin Role: Executive Tool: twelve mobile for ipad Customized workflow features through Microsoft SharePoint By using the document management system Microsoft SharePoint, we can ensure the best possible integration with your Microsoft Office environment. And also, if you want more functionalities in the document creation or integration of automated workflows, we will help you with our competent and experienced SharePoint Team. Create meetings Scheduling meetings with profund Admin is simple: enter start and end date, time, agenda, and location in the screen mask - done. Additionally, short-term modifications to meeting time or venue can be communicated to the participants. The screen masks, proven over the years, automatically run plausibility checks. In addition to individual meetings with profund Admin, multi-day events such as Board trips can be recorded. This can include the information on the supporting program and all personal documents of the participants, such as airline tickets or hotel reservations. Documents load with a mouse click With profund Admin, documents for recorded meetings or individual Board members are uploaded in a straightforward manner. Whether invitation, agenda, preparing documents or proceedings anything is possible. All document types that you require in your organization can easily be added in a simple way. If the documents are uploaded, twelve Admin supports the secretariat when sending notifications to all users via , SMS or directly on their mobile platform, such as ipad. Personal preferences of the individual members of Senior Management or the Board of Directors can be processed. If the message is received on the ipad, an automated synchronization of the new documents is performed. Multiple Board management Manage all your Boards in one single spot by switching easily between the various Boards and Committees you are managing. Voting and digital signature Whether the Board secretaries or members need to find an agreement on an important topic or they need to conduct a circular resolution - our voting module supports you and your Board members. The Board secretaries can create statistics to ease your collaborative decision taking. This feature is available on and offline as well. Traceability of Board activities Board offices have insights into who accessed which documents and when. Such information saves precious time as follow-ups and reminders can be targeted to specific Board members.

8 With loomion you are the master of your data How does the interaction work between you and loomion profund? You're in control of your data... All data and documents are stored on your Corporate servers with their own infrastructure. This allows you completely control over access to your most relevant information, because documents are only available on the devices of Management Body members to whom you explicitly grant access. Thusly, loomion profund helps protect your sensitive data against unauthorized access internally and externally.... also if you use our hosting service. We care about your data as if it was our own. If your IT strategy doesn t allow for your own Microsoft SharePoint infrastructure, we offer you high-available hosting services in one of our safe TIER IV data centers in Luxembourg (PSF certified) or Switzerland. Your secretaries load the data and manage the access of the users using the profund Admin user interface. The members of your Management or Board then access this infrastructure via the mobile app for ipad, and on their laptop using profund WebApp. loomion profund is a multi-board management application allowing you to switch easily between different companies. The application then divides a body (Board of Directors, Management) into different Committees, such as the Audit Committee, Nomination Committee and Compensation Committee. Each of these Committees has regular and irregular meetings wherein different types of documents (invitation, agenda, meeting minutes) are assigned for pre-meeting preparation and post-meeting follow-up. Additionally, loomion profund can store documents that are not directly associated with a meeting, but are essential for fulfilling the tasks of each participant. These include, for example, the annual report and various regulatory documents. If the Board Office is as well in charge of organizing travel and hotel accommodation for the next remote Board meeting, personal documents can be distributed to each Board member in order to provide them with flight tickets and hotel vouchers etc. Service around the clock After the introduction of loomion in your business and personal training, we are still always there for you. 24 hours a day. Seven days a week. Throughout the year BOARD I Securities Services Providers Management Companies BOARD III......

9 Contact Tel loomion S.à r.l. 7A, rue des jardins 5963 Itzig Luxembourg loomion AG - Hauptsitz Steinengraben Basel Switzerland loomion Deutschland Werftstr Karlsruhe loomion United States Florham Park New Jersey 184 Columbia Turnpike Suite Florham Park NJ loomion Brasil Rua Machado Bittencourt Cj 606 CEP São Paulo loomion India Stylus Serviced Offices 1st Floor, Pine Valley Embassy Golf Links Business Park Bangalore The information contained in this document makes no warranty nor assumes any such liability and/or responsibility for accuracy and completeness. This document is intended only as general basis for the discussed subject provided. This documentation is protected by copyright. Any other use, in particular disclosure to third parties, storage in a data storage system, distribution, processing, speech, presentation and/or performance is strictly prohibited. This applies to the document as a whole and in part. The express rights regarding changes and improvements of products described in this document, at any time and without prior notice is reserved. Reproduction of this document, in whole and/or in part, is permitted only by written consent of loomion AG. This document is not exhaustive and does not purport to cover the complete functionality of the products and services. loomion AG SharePoint, Office and Windows are trademarks or registered trademarks of Microsoft Corporation or its subsidiaries in the United States and / or other countries. Microsoft Corporation ipad is a registered trademark of Apple Inc. in the U.S. and other countries. Apple Inc.