Objectives

The primary objective of this tender is to procure and implement a comprehensive board management software tool for the Pan South African Language Board (PanSALB). The solution aims to facilitate seamless integration with digital communication platforms such as Teams, Zoom, Google Meet, and Webex. It should enable efficient scheduling of meetings, creation and management of agendas, capturing meeting minutes, assigning action items, and supporting governance processes. Additionally, the tool must ensure high security standards, including encryption and user authentication, to safeguard sensitive information and enhance collaboration among board members and executive management.

Scope

The scope of the project includes:

• Provision of a board management software that integrates with communication platforms like Teams, Zoom, Webex, and Google Meet.
• Features for scheduling meetings, creating and importing agendas, capturing minutes, and generating reports.
• Task management capabilities for assigning action items.
• Artificial Intelligence functionalities for generating meeting minutes.
• Support for uploading various document types (Word, PowerPoint, Excel, PDF, MP3, MP4).
• Voting and survey modules for decision-making and feedback.
• Customizable governance data management.
• Tools for approving/rejecting agenda items, annotations, and e-signatures.
• Role-based permissioning, user restriction, and security features including AES 256 encryption and two-factor authentication.
• Cloud hosting via Microsoft Azure or on-premises deployment options.

Technical Requirements

The technical specifications for the software include:

• ISO 27001 security accreditation.
• Compatibility with Microsoft Teams and other communication platforms.
• Ability to schedule meetings, build agendas, and record minutes within the application.
• Task assignment and management functionalities.
• AI-powered meeting minutes generation.
• Support for multiple document formats and multimedia uploads.
• Voting and polling modules for decision-making processes.
• Custom governance data upload and management.
• Secure login with username/password, role-based access, and restrictions per user or committee.
• Encryption standards (AES 256) and two-factor authentication.
• Cloud hosting or on-premises deployment capabilities.
• Fully licensed and compliant with relevant security and operational standards.

Skills Requirements

The successful bidder must demonstrate:

• Proven experience in implementing board management or similar enterprise software solutions.
• Security accreditation, specifically ISO 27001 certification.
• Capability to develop and present a detailed project methodology and implementation plan, including Gantt charts and timelines.
• Ability to draft and meet Service Level Agreements (SLAs) aligned with PanSALB requirements.
• Experience in providing reference letters for similar projects successfully completed within budget and timeframes.
• Technical expertise in integrating with communication platforms, AI functionalities, and secure cloud or on-premises hosting.
• Knowledge of security protocols, encryption standards, and user permission management.