A sophisticated system for managing meetings of the bank's Management and Board of Directors
The challenge: Developing a digital system for managing Management and Board meetings for the Bank Hapoalim Secretariat, including the automatic creation of protocols. These are several-hour long meetings during which many issues are discussed. Participants are often invited to participate in a specific relevant discussion, but are not authorized to participate in the other parts of the meeting and or to review minutes and decisions on other subjects.
The initial challenge was transforming a standard and dispersed work process based on emails and Word files into a central digital system, while emphasizing user experience - creating an intuitive and easy-to-use tool that would integrate with the interfaces that already exist at the bank.
The technological challenge was managing the permissions of many participants in meetings without overlapping or attending meetings that they should not be attend, or be exposed to subjects that are not allowed to see.
The solution that was implemented: Characterization of the processes was followed by the development of the system on a SharePoint infrastructure, including the development of workflow processes, and a sophisticated permissions mechanism. The system enables each participant to be invited to the specific discussion to which he belongs, to define subjects, to record decisions and to expose them only to the relevant participants and to automatically create protocols for meetings from the collection of discussions held at that meeting.
In accordance with Pionet Group's support of a comprehensive 360 degree solution, Pionet's experts accompanied the bank from the initial stages of concept creation and process specification, through development to final launch and use.