Electronic Committee System

1. General System Capability Please provide an overview of your Electronic Committee Management System, including its key modules and typical deployment model (SaaS, hosted, on‑premise). How long has your system been in operational use within UK public sector organisations? What is the typical implementation timeline for a local authority of similar size to ours? 2. Bilingual Functionality (English & Welsh) Does your system support full bilingual functionality (English and Welsh) across: Member profiles Committee webpages Public search functions Agenda/minutes generation If yes, please describe how bilingual content is managed and displayed. Is there any functionality that cannot be delivered bilingually as standard? 3. Document Management, Agenda Packs & Minutes Please describe how your system produces agenda packs combining agendas and reports into a single PDF. How does your system manage exempt/private/confidential items within agenda packs? Does your system include a version control and audit trail for agenda/report changes? What tools exist for creating, editing and approving minutes? 4. Search, Storage & Record Management Please outline your system's storage, search and advanced search capabilities for: Reports Minutes Historic meeting items How long can documents be retained in the system and what retention‑policy tools are available? Does your solution support integration with existing corporate document management systems? 5. Access Control & Security How does the system manage secure access to exempt reports (e.g., integration with corporate login / Microsoft Azure AD / Single Sign-On)? Are access permissions configurable by user role, meeting type, or document classification? 6. Public-Facing Features Does your system support publication to both internal intranet and external internet sites? If yes, please describe how exempt items are restricted from public view. Please describe your public-facing Member search function (Name, Ward, Political Group etc.). How are Members’ profile pages generated and updated? 7. Democratic / Governance Features How does the system record and store declarations of interest made at meetings? How does your system manage: Member attendance Committee membership history Training records Election history Can your solution automatically generate statistical reports (e.g., annual reports, attendance summaries)? Please provide examples. 8. Additional Functional Areas Does your system provide functionality for: Members’ annual reports publication Upfront register of interests Ward/boundary information Recording outside body membership Please explain how each is managed. Do you offer an online petitions facility? If yes, please outline key features. Can the system generate committee web pages, including Terms of Reference (TOR), meeting dates and content? What branding or customisation options exist to apply corporate design themes? 9. Webcasting Integration How does your system integrate with webcasting platforms? Live stream embedding Archived webcast links Are there specific technical requirements for integration? 10. Implementation, Training & Support What onboarding, training and support services do you provide for: Governance officers IT administrators Elected Members What ongoing support models do you offer (e.g., helpdesk hours, SLA times, update frequency)? 11. Technical & Integration Questions Please describe available integrations (APIs, connectors) for: Corporate login systems Webcasting Publishing platforms (CMS) Document storage What are the system’s typical browser, device and accessibility requirements? 12. Commercial & Future Considerations What licensing models do you offer (per user, per Member, organisation-wide etc.)? Are there any optional modules or add‑ons we should be aware of? What future developments or upgrades are planned for the next 12–24 months?