THE CUSTOMER

Bank Muscat is the leading financial institution in Oman with a strong presence in corporate banking, personal banking, investment banking, Islamic banking, treasury, private banking and asset management. The bank has the largest network of branches and electronic channels in Oman, as well as branches in Saudi Arabia, Kuwait and representative offices in Dubai (UAE), Iran and Singapore. The bank also owns Muscat Capital LLC, a brokerage and investment banking entity operating in Saudi Arabia. Bank Muscat has been closely associated with the progressive march of the nation in all realms, participating in development projects and initiatives aimed at boosting the national economy. They continue to deliver on their commitment to the nation through strategic Corporate Social Responsibility (CSR) and Sustainability programs covering various segments.

Putting all the paperwork of the business into a mobile-accessible document sharing & approval system for its Senior Level Executives / Board of Directors (BOD) was something Bank Muscat wanted to do for a long time. Bank Muscat’s senior leadership teams and BODs required a secure platform to access meeting files, document management, approval process control, member directory, calendar management, and polls/voting, to collaborate with ease. The approval process required a lot of time and unnecessary efforts, as Bank’s C-level executives usually had no time. Keeping that in mind, Bank Muscat wanted to digitize these processes with an app to control the overall process with swift approvals and timely document sharing.

Bank Muscat required an efficient and confidential protocol of document sharing within the enterprise. Most processes at Bank Muscat needed an effective document approval system. Fast sharing of documents and quick decision making increased the overall pace of business. To achieve this, KalSoft recommended that Bank Muscat move to an automated document sharing and approval system from their manual process.

KalSoft proposed eBriefcase, a tailored solution for document sharing and approval. This web-based application (with a hybrid mobile app for Android & iOS) streamlines the bank’s entire approval process, enabling senior management to review documents digitally. eBriefcase organizes and executes data effortlessly—all from one dashboard.

FEATURES OF THE SOLUTION

KalSoft implemented the Board Member Management Solution (eBriefcase) for Bank Muscat. Key features of eBriefcase include:

• Allows access to a tracking committee and meeting details such as agenda, minutes, actionable insights and progress.
• Easy access to relevant documents to help cater to future events.
• Upload documents for approval and meeting agendas, all visible on a single screen.
• Create workspaces for different departments or groups.
• Add users to those workspaces.
• Upload documents in workspaces and assign them to users, who can then review – accept or reject.
• View agenda and document history.
• View document & archive document reports.
• Assign new documents to board members and allow them to send internal conversations.
• Automatic reminders (regular and final) for pending reviews.
• Comments from permanent invitees on a document.
• Assign new meeting agendas to board members and upload minutes of meeting.
• Regular and final reminders for meeting agendas.
• Last-minute updates reach every layer of the hierarchy on time.

ORGANIZATION & RETENTION

• Can be organized into an unlimited number of folders and levels.
• Functionality to upload files and share them with senior management.
• Purge, export, and delete files.

FILE SHARING AND COLLABORATION

• Share files across senior management with peace of mind.
• Store and manage any file type in eBriefcase with built-in viewing capabilities.
• Multiple users can view files simultaneously.

WORKFLOW AUTOMATION

• All system and file activities are tracked.
• Secure files with user restrictions at file cabinet, folder, and file levels.
• Manage document flow for multi-user approval requirements.