Contracts System

1. Management of the Board of Directors and Assembly Members

This section acts as a comprehensive database for the members of the board of directors and assemblies. Identity information, work history, resumes, organizational positions, and managerial contracts are recorded in this section. It also allows for viewing the organizational chart and managing changes in members. Other features of this section include:

• Management of appointment records and changes in executives
• Quick access to the electronic file of each member
• Recording of employment decrees and employment information
• Capability to upload related documents and materials

2. Management of Council and Assembly Meetings

The core of the General Assemblies and Contracts System is the meeting management module. This section manages all steps from sending invitations and setting agendas to recording minutes, audio and video of meetings, and tracking resolutions.

• Ability to register meeting minutes online based on standard templates
• Management and archiving of meeting attachment files (audio, video, PDF)
• Attendance tracking of members at meetings
• Tracking the implementation of resolutions and recording their status (in progress, completed, cancelled)

3. Management of Resolutions

One of the biggest challenges in organizational meetings is tracking the implementation of resolutions. In this section, each resolution is accurately recorded and its implementation status is updated by the responsible units. Key features include:

• Defining a responsible party and deadline for each resolution
• Recording progress reports on the implementation of resolutions
• Ability to search and report based on type, date, and responsible unit
• Sending system alerts in case of delays in implementing resolutions

4. Management of Documents, Laws, and Regulations

This section functions as an electronic archive, allowing the storage and management of important documents such as articles of association, bylaws, circulars, and contracts.

• Ability to upload and categorize documents
• Advanced search among documents
• Access based on user role
• Secure and reliable digital archive

5. Employee Statistics

Information about employees in companies and organizations is organized and managed in this section. This information includes gender, employment type, service history, educational background, and employment status. Analytical reports help managers make better decisions.

6. Management of Financial Statements and Budget

Financial transparency is one of the key objectives of the system. In this section, financial statements including balance sheets, income statements, and cash flow statements are recorded and managed. Additionally, approved budgets, amendments, and annual performance reports of companies are stored in this section.

7. Monitoring Contracts

The contract monitoring section is one of the most vital modules. This part allows for the registration and tracking of various types of investment contracts, contracting, waiving formalities, and remediation contracts. Other features of this section include:

• Registration and archiving of contracts along with full details
• Management of the contractor selection process (call for bids, evaluation, resolutions)
• Registration and tracking of status reports and amendments to contracts
• Ability to report and analyze contracts by projects

Importance of the General Assemblies and Contracts System

In large organizations, managing meetings and contracts manually has always been accompanied by challenges such as lack of transparency, lengthy processes, lack of timely tracking of resolutions, and issues accessing documents. The importance of the General Assemblies and Contracts System lies in its ability to provide a reliable and fast platform for managing major organizational decisions and contracts by digitalizing and integrating processes.

• Increased transparency and easy tracking of decisions
• Increased speed in preparing and managing minutes
• Reduction of human errors in data entry
• Strengthening the infrastructure for digital transformation in the organization

Key Features of the System

• Web-based and responsive design for use on desktop and mobile
• User access levels and multi-layered security
• Advanced search across all system data
• Management dashboard for data analysis and quick reporting
• Ability to save reports in Word, Excel, and PDF formats
• Integration with other organizational systems via web services
• Sending notifications and system alerts

Modules of the System

The General Assemblies and Contracts System includes various modules, each of which meets a part of the organizational needs. These modules operate seamlessly with each other to provide complete management of meetings and contracts in a smart environment.

• Module for managing the Board of Directors and Assembly Members
• Module for managing council meetings and recording minutes
• Module for managing resolutions and tracking their execution
• Module for managing documents, laws, and regulations
• Module for personnel statistics and information
• Module for managing financial statements and budget
• Module for monitoring and tracking contracts

Results and Achievements of Implementation

With the implementation of the General Assemblies and Contracts System, complex organizational processes are managed seamlessly, leading to a significant increase in productivity. The most important achievements include:

• Increased transparency in managing resolutions and contracts
• Reduction of bureaucracy and facilitation of processes
• Increased accuracy in financial and personnel reporting
• Ability to analyze data for strategic decision-making
• Creation of a smart platform for digital transformation within the organization

Advantages of the System

Implementing the General Assemblies and Contracts System creates key advantages for organizations, resulting in increased productivity, transparency, and intelligent management.

• Reduction of administrative bureaucracy and increased speed in processes
• Integrated management of all documents and contracts in a digital environment
• Increased accuracy in reporting and data analysis
• Increased information security and prevention of unauthorized access
• Easy tracking of implementation of resolutions and contracts

Applications of the System

The General Assemblies and Contracts System is applicable across a wide range of organizations and companies. This system can play a key role not only in the public sector but also in the private sector.

• Ministries and government agencies for managing major meetings and contracts
• Large private companies for managing boards of directors and internal resolutions
• Financial and banking institutions for recording and monitoring investment contracts
• Construction and contracting companies for managing projects and contracts
• Universities and educational institutions for managing councils, boards of trustees, and resolutions