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Prof. Doutor Fernando Fonseca’s Hospital Executive Board Portal Paperless Executive Board Meetings makes procedures more efficient, streamlining and supporting the approval processes, digital signature of workflows and documents, and the decision taking processes.

Customer:

Prof. Doutor Fernando Fonseca’s Hospital

Number of Employees: 3000

Country or Region: Portugal

Industry: Public Sector - Health

Customer Profile:

Prof. Doutor Fernando Fonseca’s Hospital is a

Lisbon Metropolitan Area public hospital, with

approximately 3000 employees (clinical and

non-clinical staff) with various roles in the

organization, and consequently with different

needs.

Business Needs The Executive Board meetings occurred once a

week where they initially pushed its procedures

by printing the proposals and all the other related

documents that would be discussed in the

meeting.

During the meeting the whole processes and all

the considerations around the proposals

deliberation were handwritten by the Board

Member in charge of noting down all decisions

for future transcription into a minutes document

that would subsequently have to be signed by all

the Executive Board Members.

In order to make the processes of producing and

deliberating proposals more agile, swifter and

with less effort, the Executive Board decided to

implement a solution that would impact all the

“The Executive Board Portal provides agility to the Board processes and management can now be done in real time. It’s very simple, pragmatic and intuitive.”

Maria Helena, Board Member

Organization from top to bottom.

The solution to be adopted had to digitally

support all the proposal’s elaboration and

deliberation and assure the safekeeping of all the

documents and metadata.

Solution The solution provided using CaveDigital Board

Meeting, offers full-support to proposal creation

and collaboration among all the Hospital

employees, with all the relevant document

management and co-authoring, while

simultaneously providing agility to all the

decision-making processes and halting paper

consumption and printing.

People are free from photocopying tasks now.

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Executive Board Meeting Processes This solution comprises the following processes

for the Executive Board and their Meetings:

Proposal creation and collaboration process

Meeting scheduling process

Agenda items scheduling process

Agenda, documentation and attachments

distribution process;

Meeting attendance and ongoing process

Meeting ending process and routing for

execution

Portal Processes’ Features and

Functionalities All processes in this solution are supported by

web forms, which act as steps on workflows for

all the participants involved on the proposal life-

cycle.

To ensure the solution’s security, users have to

login with their Active Directory account in order

to be able to access the Executive Board Portal.

Meeting Scheduling Process New Board Meetings can be scheduled in an

online calendar, providing date, time and

meeting number, easing access for the Board

Members.

Agenda Items Scheduling Process Proposals are released to the Portal with related

documentation attached, and after being

approved within its department, are submitted to

the Executive Board for validation or approval.

Board Members can then schedule the validated

proposals to a Board Meeting agenda.

“The Executive Board Portal is the most effective way to bring together lots of very busy people, improving decision process quality and efficiency and keeping the memory of every step.”

Artur Vaz, former Chairman

Agenda, documentation and

attachments distribution process Scheduled proposals, which were approved and

validated by the Department Director and the

corresponding Board Member, are included on a

Board Meeting agenda.

This agenda is distributed by e-mail to all the

meeting participants, providing them access to

the meeting items and related documents, after a

successful authentication in the system.

Subsequently to the agenda’s distribution, it is

possible to schedule new items in the meeting.

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“In a glimpse we are securely able to send, streamline, collect and keep forwarding electronic business process as never before.”

Rui Gomes, CIO

Meeting attendance and ongoing

process Support services (Secretary Services) mark the

meeting’s beginning and all the deliberations

while the meeting is in progress.

Meeting Ending Process At this stage, the meeting is marked as finished

by the Support Services (Secretary Services), and

changes to the data are no longer possible after

this action. Once the meeting is closed, the

Secretary Services can automatically generate the

meeting minutes, a document which gathers all

the information related to the meeting, such as

agenda items and deliberations in the meeting.

The minutes document can then be reviewed by

all the meeting participants and approved.

Benefits

The main benefits of the project are:

Better economic and ecological efficiency

(eco2)

Greater productivity and collaboration

Improved security based on required user

authentication

Simplified process through a digital approach

Minutes generated on-the-fly just by pressing

a button, containing all the votes & decisions

A more transparent decision process

Software and Services

CaveDigital Portfolio:

CaveDigital Board Meeting

CaveDigital Consultancy and Development

Microsoft Server Product Portfolio:

Microsoft Exchange Server 2007

Microsoft Office SharePoint Server 2007

Microsoft SQL Server 2008 R2

Windows Server 2003 Enterprise Edition R2

Microsoft Product Portfolio:

Microsoft Office 2007 Enterprise Edition

Technologies:

Microsoft .NET Framework 3.0

Microsoft ASP.NET

Windows Workflow Foundation.