The 9-stage
governance pipeline
Every proposal — regardless of type — passes through the same structured approval journey. Here's exactly what happens at each stage, who is notified, and what can go wrong.
Stage 1 — Proposal Submission
Any member from any Body, Committee, or Department can submit a proposal using one of the four proposal forms. The proposal must have a clear title, complete description, and at least 2 tagged peer reviewers. The form validates everything client-side with an animated checklist before submitting to the server.
- Who acts: The proposer submits the form.
- Who is notified: Nobody yet — submission is instantaneous.
Stage 2 — Draft Created & Notifications Sent
The proposal is saved as a Draft in M-Board. Automatic emails and in-app alerts fire immediately to everyone involved.
- Admin — Email: "New Proposal Submitted for Review"
- Tagged Members 1, 2 & 3 — Email: "You've been tagged as a Reviewer"
- Proposer — In-app alert: "Draft saved · Track progress anytime in M-Board"
- All tagged members — Live tracking enabled from this point
Stage 3 — Initial Member Review
All tagged members independently review the proposal inside M-Board. Each can Approve, Reject, or leave a Comment. At least 2 approvals are required to proceed.
| Outcome | What happens |
|---|---|
| ✔ 2+ Approvals | Proposal marked Eligible. All stakeholders notified. Board of Directors receives a review request. → Goes to Stage 4. |
| ✗ Fewer than 2 | Proposal marked Not Eligible. Proposer is notified by email and may edit and resubmit — restarting from Stage 3. |
- Tagged Members 1–3 — Actively reviewing and voting in M-Board dashboard
- Proposer & Admin — Can see each reviewer's status in real time
Stage 4 — Eligible: Board of Directors Review Requested
The proposal has cleared member review. Everyone is notified of this milestone and the Board of Directors receives a formal review request.
- Board of Directors — Email: "Proposal Eligible — BoD Review Required"
- Proposer — Email: "🎉 Your proposal is eligible!"
- Admin & Tagged Members — In-app: "Proposal advanced to BoD"
Stage 5 — Board of Directors Review
The Board of Directors deliberates and makes its decision.
| Decision | What happens |
|---|---|
| Approve & Forward | BoD forwards to relevant Body / Department / Committee for detailed review. Email sent to all forwarded authorities and stakeholders. → Goes to Stage 6. |
| Reject | Proposer notified by email. May revise and resubmit — restarts from Stage 3. |
- Board of Directors — Actively deliberating
- Proposer, Admin & Tagged Members — Watching, tracking BoD decision
Stage 6 — Body / Department / Committee Review
The proposal is forwarded by the BoD to the relevant authority (a specific Body, Department Head, or Committee Chair) for detailed evaluation. All assigned authorities must approve for the proposal to proceed.
| Decision | What happens |
|---|---|
| All Approve | EGM notice goes out to all General Body members. → Goes to Stage 7. |
| Any Reject | Proposer notified. May revise and resubmit — restarts from Stage 3. |
- Relevant Body / Dept / Committee — Email: "Review assigned by BoD"
- Admin & Tagged Members — In-app: "Proposal at body review stage"
- Proposer — Watching, tracking body reviews
Stage 7 — General Body (EGM)
An Extraordinary General Meeting (EGM) is called. The entire membership receives the agenda and participates in a democratic vote on the proposal.
| Decision | What happens |
|---|---|
| General Body Approves | Final BoD approval requested. → Goes to Stage 8. |
| General Body Rejects | Proposer may revise based on discussion feedback and resubmit — restarts from Stage 3. |
- All General Body Members — Email: EGM notice & agenda
- Proposer — Email: "🎉 Going to General Body!"
- BoD & Tagged Members — In-app: "EGM — your proposal is live!"
Stage 8 — Final Board Approval
The proposal returns to the Board of Directors for its final decision — the last gate before implementation. Board rejection at this stage is rare but possible.
| Decision | What happens |
|---|---|
| Approve for Implementation | 🎉 Full approval granted. Implementation mandate sent to responsible Body/Dept. All stakeholders notified. → Goes to Stage 9. |
| Hold Temporarily | Board pauses with a valid reason. Proposal is not rejected — tracked in M-Board and may resume later. |
| Reject (Rare) | Proposer encouraged to significantly revise. Restarts from Stage 3. |
- Board of Directors — Final deliberation in progress
- Proposer — Email: "Final BoD review underway"
- Admin & Tagged Members — Watching, awaiting final decision
Stage 9 — Implementation
The proposal has been fully approved. The responsible Body, Department, or Committee begins execution — with progress tracked live in M-Board. The complete journey is logged as an official governance record.
- Proposer, Admin & BoD — Marked Approved in M-Board
- Responsible Body / Dept — Email: "Implementation mandate"
- General Body — In-app: "Proposal approved & live!"
- Tagged Members — Marked Approved: "Your proposal is approved!"