IDLC Finance Limited: A Custom Meeting Minutes Management Solution for Board & Committee Governance
Brain Station 23 designed and built a custom Meeting Minutes Management (MMS) solution on Odoo ERP for IDLC Finance Limited automating how the organization schedules meetings, captures resolutions, tracks follow-up actions, and prepares regulatory reports, across its General, Board, Credit Evaluation Committee (CEC), Procurement Committee, and Executive Committee meetings.
Tags
Meeting Minutes Management, Corporate Governance Automation, Board & Committee Management System, Odoo ERP Implementation
Technology Used
Odoo ERP, AWS Cloud, PostgreSQL, Odoo Mobile App
Engagement Type
Custom software design, development & implementation on Odoo ERP
Industry
Banking & Non-Bank Financial Institutions (NBFI), Corporate Governance
Client
IDLC Finance Limited
Project
Meeting Minutes Management (MMS) Solution
Platforms
Web, Cloud
6
Core solution modules from user & committee management to knowledge base reporting
5
Meeting categories configured on the workflow engine General, Board, CEC, Procurement & Executive Committee
4
Enterprise integrations HR system, Outlook, Zoom & SMS Gateway
88
Documented functional requirements delivered end-to-end
3
Device platforms supported Windows, Android & iOS
40+
Branches & booths across 19 districts operating under this governance framework
Overview
IDLC Finance Limited is one of Bangladesh’s most respected financial brands, with a strong presence across Corporate, SME, Retail, and Capital Market segments. Operating from 40+ branches and booths across 19 districts and serving over 400,000 clients, IDLC’s Board, Executive, and specialized committees including the Credit Evaluation Committee (CEC), Procurement Committee, and Executive Committee hold high-stakes meetings on a continuous basis. These meetings previously ran without a dedicated system to plan, conduct, or follow up on decisions.
Brain Station 23 designed and built a custom Meeting Minutes Management (MMS) solution on Odoo ERP, giving IDLC a single, standalone platform accessible on web, mobile (iOS & Android), and cloud to manage the entire meeting lifecycle, from invitation through resolution to regulator-ready reporting, fully integrated with the systems IDLC already relies on.
Business Challenges
- No dedicated system existed to create, store, or process meeting minutes organizers relied on manual, email- and paper-based methods with no central repository.
- 5 distinct meeting types General, Board, CEC, Procurement Committee, and Executive Committee each followed their own ad-hoc process, with no configurable, standardized workflow governing stages, approvals, or access.
- Meeting logistics calendar booking, participant invitations, SMS reminders, and Zoom set-up were handled across multiple disconnected tools, adding coordination overhead for every organizer, for every meeting.
- There was no structured way to collect agenda or proposal submissions from participants ahead of a meeting, or to review, return, and finalize them before the scheduled date.
- Resolutions and action items from meetings were not tracked in one place, making it difficult to monitor ownership, deadlines, and follow-up progress once a meeting ended.
- Overdue action items had no automatic escalation path, so accountability depended entirely on manual follow-up by organizers and chairpersons.
- Sensitive board-level decisions had no way to be restricted from general visibility, and action items had no consistent way to be prioritized or broken into sub-tasks.
- Attendance, quorum, and remuneration data for directors and committee members were tracked manually, increasing the risk of error in governance and compliance records.
- There was no centralized digital knowledge base for company acts, laws, guidelines, and circulars that committees needed to reference during meetings.
- Preparing the finalized meeting minutes package required for regulatory submission to Bangladesh Bank was a manual, time-consuming exercise, with no single source of truth for historical resolutions.
Solution Provided
Brain Station 23 designed and developed a dedicated Meeting Minutes Management solution on Odoo ERP, custom-built around IDLC’s governance requirements and deployed across web and cloud for anytime, anywhere access.
- Introduced a configurable workflow engine that lets IDLC define distinct stages, approvals, mandatory fields, and access rules for each of its 5 meeting categories without touching a line of code.
- Digitized the full meeting lifecycle: structured meeting initiation with a unique system-generated meeting ID, agenda and proposal submission with reviewer accept/return/reject controls, and Zoom-enabled meeting conduct with live attendance and real-time comments.
- Added a meeting-preparation checklist so organizers can track readiness ahead of each session, along with a correspondence-specific dashboard to monitor which participants have accepted, declined, or proposed a new time.
- Enabled in-meeting e-signature and voting so chairpersons and members can formally approve agendas and resolutions during the meeting itself, not through a separate offline process.
- Automated resolution and action-item tracking with system-generated, uniquely structured serial numbers (meeting code + sequence + resolution serial), deadline management, an approval-based deadline-extension workflow, and automatic overdue escalation to line managers and meeting chairs.
- Built in Confidential/Generic classification and High/Medium/Low prioritization for every action item, with support for sub-actions sensitive board decisions stay restricted to meeting participants while ordinary follow-ups remain easy to track.
- Integrated the platform with 4 core enterprise systems: IDLC’s Human Resource system for automatic user provisioning, Microsoft Outlook Mail Server for invitations and notifications, Zoom for virtual and hybrid meetings, and an SMS Gateway for real-time alerts.
- Built role-based access control, committee and sub-committee management with full historical membership tracking, and remuneration tracking for directors and attendees.
- Added a digital knowledge base of company acts, laws, guidelines, and circulars, giving committee members quick reference access without leaving the platform.
- Delivered a reporting and dashboard suite covering upcoming meetings, pending and expired action items, attendance percentages, time spent in meetings, and remuneration filterable by date, department, division, and committee.
- Enabled storage of scanned, signed meeting minutes alongside the digital record, and one-click generation of a consolidated, regulator-ready meeting minutes file for direct submission to Bangladesh Bank.
Impact
- Replaced a fragmented, manual process spanning multiple disconnected tools with a single standalone platform covering the entire meeting lifecycle from scheduling to resolution to compliance reporting.
- Brought all 5 meeting types onto one governed, configurable workflow engine, giving IDLC consistent process control across General, Board, CEC, Procurement, and Executive Committee meetings.
- Automated calendar booking, SMS alerts, email invitations, and attendance tracking removing manual coordination steps from every meeting cycle.
- Gave organizers real-time visibility into who has accepted, declined, or proposed a new time for a meeting, with automatic alerts when expected attendance falls short of quorum.
- Enabled Zoom meetings to be initiated directly from the platform, eliminating the need to juggle separate scheduling and conferencing tools.
- Brought every resolution and action item into one trackable queue, giving organizers and action owners clear, real-time visibility into what’s pending, overdue, or extended.
- Automatic overdue escalation, together with confidentiality and priority controls, strengthened accountability without requiring organizers to manually chase or expose every action item.
- Centralized handling of employee and director data through HR system integration reduced duplicate data entry and kept committee records continuously current.
- Gave committees instant access to a searchable digital knowledge base of company acts, laws, and guidelines, reducing time spent tracking down reference documents.
- Streamlined preparation of the final meeting minutes file required for Bangladesh Bank submission, giving IDLC a single, audit-ready source of truth for all historical resolutions.
- Strengthened overall governance with a complete, auditable trail of decisions, approvals, and follow-up actions across every committee in the organization.
Bring Your Governance Process onto One Auditable Platform
The IDLC Meeting Minutes Management solution shows how Brain Station 23 applies Odoo ERP to solve real, high-stakes governance problems turning a manual, fragmented meeting process into one governed, auditable platform spanning web, mobile, and cloud. It reflects our broader approach: understand the compliance and operational realities a client is navigating, then engineer a solution on Odoo or any suitable platform that fits how they actually work, not a generic template.
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