Board and Meeting Management; Committee Formation, Minuting, Actioning.
Manage Board of Directors, Asset-Liability, Audit, Managing or any committee with Affinis(CMM); formation, composition, membership, meetings, notices, voting, actions, minuting and tracking.
Streamline the process of meetings, committee management, and memberships.
Craft and collate agenda with a click, send meeting notices, track status of action centrally for seamless reporting.
Maintain and track minutes of meetings digitally, from drafting to review to finalization.
Organisers & Committee Managers
A cutting-edge software designed for fully internal deployment for meeting managers and organisers for central, seamless, paperless and automated meeting management. From ‘click-to-SDD‘ to employee trades, opt to automate your compliance with governance seamlessly.
Manage Board Meetings as well as all other formal meetings and committees – Whether it is the Audit Committee, Risk Committee, POSH Committee, Asset Liability Committee or an Internal CSR Review Committee.
Eco-friendly and stress-free records management; save time, cost, effort and the environment with fully digital workflows, from notices to meeting agenda to circulation of draft and final minutes of the meeting.
Easily and automatically add and communicate agenda items right up to the last minute. Collate, craft, review, update and communicate meeting agendas with clear delineation amongst agenda items and the requests from Committee.
Easily trigger, assign, manage & track status of actions. Associate actions with Agenda items. Assign actions and empower assignees to report updates and status with integrated reminders. Get Action Taken Reports with one-click.
Centrally manage attendance tracking. Open meetings, track attendance and quorum, enable and control voting – all centrally and seamlessly. From opening meetings to maintaining locations of meeting recordings, Affinis(CMM) has you covered.
Empower managers for each committee to manage and view memberships, meetings, notices, agenda, invitations, attendance, voting, meeting minutes, actionable tasks for their committees (restricted to committees under their management only!).
A unified platform for central, automated, seamless and paperless management of all activities related to the functioning of committees and their meetings – from notices to final minutes.
The central hub to schedule, coordinate, convene, intimate, invite, organize, open and run meetings. Organize and manage all types of meetings across committees. Online, offline or hybrid, Affinis has you covered.
Effortless circular resolutions. Committee Managers can circulate with one click, Approvals can approve with secure in-mail links auto-integrated to email message body, no matter if internal members or independent directors.
Empower everyone to submit matters, agenda and documents centrally for your approval. All action assignees, including auditors, can submit updates directly to the respective committees, right from within Affinis(CMM).
Attendee/Board Member Benefits
Affinis(CMM) provides an advanced user-centric, stress free and paper free experience in the palm of the hands of attendees and board members – ease participation, agenda and meeting minutes review. From digital voting to ‘always-on’ ready access, members can focus on the meeting agenda.
Members can actively participate in board meetings with tools at their fingertips for notices, schedules, meeting links or address, agendas, draft and final minutes and all actionables with responsibilities, no matter cellphone or laptop.
All committee members can access the information they need but nothing they don’t – with precisely controlled access management, all members have what they need, whenever they need it in a neatly compiled structure.
Voting; live and online. Whether open or closed voting. View results live or in context later. Do it all intuitively, paperlessly and seamlessly based on centrally managed and controlled option selections by Committee Manager.
Get access to all the information you need just when you need it at your fingertips on your laptop or cellphone. No more hunting, mailing, flipping searching, calling or going back and forth with open questions creating obstacles to productive meetings.
Get a clear view of your actionables and responsibilities across committees, meetings, agenda items and actions for a truly centralized and seamless experience towards centralized governance and management.
Members or non-members, multiple persons can contribute matters for discussion and agenda management – from request for inclusion in agenda to crafting of agenda requests for clear, concise agenda management & tracking.
Enhance your corporate governance and compliance; actively enable everyone to contribute centrally; track management of and attendance to meetings for a well-documented and seamlessly managed meeting experience.
Seamless integration of agenda, resolutions, committee ‘asks’ and attachments. Cross referenced and linked to agenda, tasks and trackers for easy access, so you don’t get lost flipping pages. to find what you need.
Suggest edits to draft minutes, get intimated of actions on feedback, all centrally from within Affinis(CMM) as Governance moves from draft the final stages. Reach agreement quickly, easily seamlessly.
With all information, from ‘Where’ to ‘What’ to ‘When’ to ‘Who’ available on your cellphone, tab or desktop, Affinis(CMM) keeps you prepared and informed for any meeting; your expertise; your time; your convenience.
Features
Committee Minutes & Meetings is Seamless, Comprehensive and Easy
Welcome to a user-friendly and hassle-free meeting experience with Affinis(CMM) – the ultimate solution for your board meeting management needs.
We understand the challenges of coordinating, scheduling, crafting agendas, capturing meeting details, and staying on top of decisions in board meetings. Affinis(CMM) is here to revolutionize your board meeting process, guaranteeing top-notch efficiency, transparency, and an overall hassle-free experience.
Elevate your organizational governance with our user-friendly solution, designed for seamless Meetings Management and enhanced Board Governance. Say goodbye to stress with our Paperless Meeting Solutions, ensuring hassle-free Executive and Committee Meetings. Meeting Automation to make your meetings more robust and effective .
Committee Management Central
Every Committee, Including Separate and Multiple Managers.
From Board of Directors to Management, Audit, CSR, Nomination & Remuneration Committees. Or an internal technology policy or cost restructuring committee. Every committee can have separate and multiple managers for ultimate management and control.
Governance Management Central
From Issue-Identification to Action Closure
Carry matters across meetings or committees or both. Request separate and specific action by committee and by meeting. Track your matter’s life-cycle across meetings and committees. Pre-integrated information barriers automatically manage confidentiality.
Meeting Attendance Central
Structured Seamless Quorum & Attendance Management
Manage quorum by number of people, percentages, minimums or maximums. Get automated attendance and quorum management to initiate meeting proceedings seamlessly. Company-wide and individual attendance reports available at your finger-tips.
Feedback Management Central
Draft Agenda or Minutes, Manage Feedback Seamlessly.
Get structured feedback from every committee member for every agenda item – structured and auto organized. No more endless back-and-forth. Integrated auto-reminders for feedback pending. Export, analyze, action, mark and even provide feedback on the feedback.
Vote Management Central
Manage Track & Publish Votes, From Secret to Open Ballots.
Activate and deactivate voting, be empowered with ‘on-behalf-of’ voting, manage secret or open ballots for each agenda, summarize automated results, publish summary results or individual votes. Empower members with access to their past vote history.
Collaboration Management Central
Empower Everyone to Contribute Expertise to Governance.
Empower Finance or Operations or Treasury or Research to contribute expertly drafted inputs for your review with governance standards. Empower and auto-remind responsible actioners to provide updates to the committee directly in the Action Taken Report.
Action Management Central
For Meetings or ‘By’ Agenda – Track, Manage, Remind, Report.
Associate one or many actions to every agenda item, assign them to responsible person(s), set target dates and reminders to provide updates, get automated action tracking report and even a separate action section for meeting convenors for themselves.
More than a software application, AFFINIS IS YOUR GOVERNANCE MANAGEMENT PARTNER
Committees, meetings, minutes; everything is in one place; everyone on the same page.
Get Affinis now!
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What kinds of UPSI needs to be captured into the Structured Digital Database?
The Securities and Exchange Board of India (Prevention of Insider Trading) Regulations 2015 (SEBI Regulations), as amended from time to time, provide indicative guidance. However, simply put, any information transmitted over any channel or media that is not yet made public and has the potential to impact the share price of listed securities must be treated as UPSI. All identified UPSI can be quickly and easily entered into Affinis(SDD).
What is the implication of information being treated as UPSI?
Trading of Shares of a Listed Company using UPSI is strongly prohibited and holds numerous fines and penalties including imprisonment. All flow of UPSI must therefore be logged into a Structured Digital Database like Affinis(SDD).
What if I held UPSI but that was not the reason I traded?
From a regulatory perspective, it may be presumed that if you hold UPSI, your trade is motivated with awareness of UPSI. As such, it is important to log any flow of UPSI into Affinis(SDD) or take approvals for trading via Affinis(ETT).
What is the connection between the aforementioned Structured Digital Database and UPSI?
SEBI has required entities that exchange UPSI to maintain multiple details for each instance of UPSI shared and received on a continuing basis in a ‘Structured Digital Database’ (SDD) like Affinis(SDD). These details include Senders and Recipient Name and Identification Details, Senders and Recipient’s Organizations and Identification Details, Date and Time of Sharing UPSI, the Listed Entity that the UPSI Pertains to and the Nature of UPSI.
What else should I know about the regulatory requirements on maintaining a Structured Digital Database?
Non-maintenance of SDD is considered a contravention of the Insider Trading Regulations, with complete rights to deal with any such contraventions retained by SEBI. Non-maintenance, incomplete maintenance, outsourcing, lack of time stamping, maintenance on alterable media, incomplete or delayed availability of required information etc all considered non-compliance. Affinis(SDD) is a system that would be considered fully compliant with all SEBI requirements.
Where is the data and records in the Structured Digital Database maintained? Can anyone else access the information in Affinis?
The Securities and Exchange Board of India (Prevention of Insider Trading) Regulations 2015, as amended from time to time, requires that the structured digital database shall not be outsourced and shall be maintained internally with adequate internal controls and checks. In fact, even databases/ servers provided by third party vendors will be considered as outsourced whether within India or outside India. Thus, any Structured Digital Database maintained on, say, Amazon, Google or cloud servers, will be considered as outsourced and therefore prohibited as clarified by the Comprehensive FAQs on SEBI (PIT) Regulations, 2015. Affinis(SDD) is fully compliant with all SEBI requirements and only authorized people have access to it on your internal systems.
Can I simply upload a pdf of an email containing UPSI into a Structured Digital Database?
No. The obligation is to maintain the Nature of UPSI, not UPSI itself (the later may increase the risk rather than reducing it). A pdf of an email would have the actual UPSI while at the same time it would not be linked to PAN and Entity details of the individual. As such, no uploads are possible other than as provided for in compliance with the requirements. Affinis(SDD) is therefore designed to prevent this and promote secure, quick and easy data entry instead.
Why can we not simply maintain the UPSI and other information in an excel sheet?
The UPSI data is required to be kept recorded by maintaining a structured digital database which provides time stamping and internal controls & checks, a critical one being non-tamperability. These features would not be viable in Microsoft Excel or any other regular spreadsheeting software given the lack of internal controls and checks, lack of audit trail and the high tamperability of data. One of the reasons Affinis(SDD) is considered compliant is because it provides secure audit trails, anti-tamperability and time-stamping.
What additional features are available in Affinis(SDD)’s Prime variant over Core?
In addition to all features of the Core variant, Prime has four major additional features for organizations with more complex needs – (1) Prime enables creation of multiple “Chinese Walls”, permitting different deal teams within the same entity to manage projects privately (Compliance Officer always has access to all information) (2) With Prime, one can seek and record approvals from supervisors for policy maintenance updates (3) Delegatees can seek and record approval from UPSI senders or receivers within Prime before committing entries (not applicable for UPSI entries recorded via email auto-capture) (4) Prime provides additional email notifications, reminders, data intelligence reports as well as UPSI ‘super-grouping’.
What are Gray Lists or Restricted Lists?
A Restricted List is typically refers to a list of stocks that are ineligible for trade, either themselves or via any other person or third party. It does not necessarily imply that they are risky or flawed in any way, but are nonetheless prohibited on account of Personal Account Dealing restrictions or Employee Personal Trading Compliance requirements. Affinis(ETT) enables maintenance of Grey and Restricted Lists logically and easily.
What is a Statement of Holdings in the context of Insider Trading compliances?
A Statement of Holding refers to a summary of all securities held by you in your Demat account as on a particular date. A request to submit the Statement of Holdings can be triggered by the Compliance Officer through Affinis(ETT). Designated Persons can independently login and submit these statements.
What is a Material Financial Relationship?
It typically refers to a relationship in which one person has significant financial dealings in their relationship with another, for example, when he/she is a recipient of any kind of payment (loan or gift) during a specified period immediately preceding and which amount is equivalent to at least a specied fraction of annual income. Relationships in which the payment is based on arm’s length transactions are typically excluded. Based on the rationale applied, Material Financial Relationships can be recorded in Affinis(IDD) by each employee along with rationale if needed.
What is BENPOS?
Benpos or Beneficiary Position is a statement of securities held by a person (who is typically identified by the PAN), as on a particular date and is maintained by Depositories such as CDSL/NSDL independent of the company or the beneficiary. Such statements can be uploaded to Affinis(ETT) for independent verification. Exceptions can be managed or tracked from within Affinis(ETT) itself.
Who is a Designated Person?
Designated Person(s) under the SEBI Prevention of Insider Trading Regulations is an inclusive definition. Illustratively, under the regulations, it includes various persons and roles such as promoters; directors; key managerial personnel; auditors; all employees and support staff of various departments such as Accounts, Finance, Legal, Internal audit, Information technology and Secretarial Department.
It also includes Key Managerial Personnel of the material subsidiary of the Company; Secretaries/EAs reporting to the Directors and the Key Managerial Personnel; all Departmental Heads of the Company as well as employees upto two levels below the Board of Directors of the Company.
In addition, other persons may be identified by the Compliance Officer as well. Affinis(IDD) assists in identifying the list of persons who may potentially qualify as Designated Persons to more logically and formally record and maintain the list. The list of Designated Persons is also used to manage Designated Person compliances. Affinis(IDD) maintains an evidentiary trail of notices of compliance obligations and provides reports as required.
