RAMBOLL’S DIGITAL WORKSPACEWIZDOM CONFERENCE TIVOLI, MAY 2018

RAMBOLL IN BRIEF

• Independent engineering and design consultancy and provider of management consultancy

• Founded 1945 in Denmark

• Founders: Professors Johan G. Hannemann and Børge J. Rambøll

• Talented engineering combined with social visionary aspects

• Strong principles and philosophy

• 13,000 experts

• Close to 300 offices in 35 countries

• Particularly strong presence in the Nordics, the UK, North America, Middle East and Asia-Pacific

• EUR 1.4 billion revenue

• Services across the markets:

• Buildings

• Transport

• Planning & Urban Design

• Water

• Environment & Health

• Energy

• Management Consulting

Read more: Ramboll.com

AGENDA

• Ramboll’s Digital Workspace Vision

• Digital Workspace Dogmas

• Benefits of a global shared Digital Workspace

• Digital Workspace – What do we mean?

• New applications 2017/18

• Project approach and timeline 2017/18

• The final result & launching material

• Next step

• Lessons learn & tips

DIGITAL WORKSPACE - THE VISON

The vision is to create an integrated digital environment, Digital Workspace, that allows employees to communicate,

collaborate and deliver excellence –whenever and wherever they may be

working.

DIGITAL WORKSPACE DOGMAS

Clo

ud

-based

All digital solutions in Ramboll should over time migrate to cloud-based solutions to ensure agile and mobile connectivity.

In

teg

rate

d

The digital platforms must be developed as components in an integrated whole to deliver a single-point-of-access for employees.

Resp

on

siv

e

All platforms must be accessible from mobile devices.

Person

alised

All platforms should be developed with customisation and personalisation in focus, allowing employees to have the info and tools they need without excess software.

BENEFITS OF A GLOBAL SHARED DIGITAL WORKSPACE

Facilitates One Company collaboration and sharing of knowledge, insights and competences.

The shared task-based navigation makes it easy to find what you are looking for and solve day-to-day tasks.

All content is available in English to ensure full transparency for all employees and strengthen collaboration internally as well as externally

News which are addressed to the end-users and the opportunity to select news channels of special interest.

DIGITAL WORKSPACE – WHAT DO WE MEAN?

An integrated system with Microsoft SharePoint as the core element but must be tangible tool for the individual and allow access to the individuals core applications

Strong search functionality which provides a high user experience and provide a search result for more than SharePoint data

A stepwise launch of new cloud based applications and decommission of old systems as intranets, on-prem SharePoint applications and CRM.

Collaboration is one of the keywords – we must be able to work together on documents, be compliant and invite external partners

NEW APPLICATIONS 2017/18

A resilient infrastructure based on SharePoint online,

Azure and Wizdom which ensure common branding, templates, translation, My tools and many other cross

platform benefits which work seamless with Delve and

other Office 365 applications.

One of Ramboll's key elements is projects. A

SharePoint solution but to emphasise the strength in a

digital sounding it also interfaces and links to

project related information as CAD files in ProjectWise,

financial data in Maconomy, project data from Maconomy,

document handling and version control and of cause

the Active Directory.

Sharing knowledge and support collaboration in an

international setup with communicators spread all

over the business.

A strong enterprise Search that besides online

SharePoint content also search in on-prem

applications as well as other cloud based systems.

Additional we have a establish a common

taxonomy.

Infrastructure Project PortalYammerShared Service Centre

NEW APPLICATIONS 2017/18

A employer portal which includes the strong purpose and clear strategic priorities that make Ramboll what it is and engage the employees to participate in conversations

with colleagues about what it means to be part of Ramboll.

A central place to register information about upcoming

and current project opportunities/leads across

our markets and geographies, enables us to share client insights and identify opportunities for collaboration across the

company.

Cooperate News addressed to the individual in terms of business unit and country.

Other news - some mandatory some optional –which allows the users to personalise the news flow.

A central news archive brings it all together – and gives

one the opportunity to catching up cross-company

Like the name – a central space where people meet, interact, collaborate, find information, and share knowledge – and with a

globally shared news setup that tailors news for the

individual.

The purpose was to replace the current 12 intranets. The content had to be global as well as local and support the

current needs.

Being Ramboll Sales FunnelNewsRambla

PROJECT APPROACHOCTOBER 2015 - INTRODUCTION

• Dedicated project team• Clear approval process, governance and top

management support• Inspiration from other companies• Vender selection process

• Mapping of current intranets and other solutions which could be replaced

• Information architecture process• Branding and design – templates creations

• Development of solutions • Templates and structure• Being Ramboll• Project Portal• Yammer merge• Integrations

• Continuous performance measuring

• Governance – guidelines and policies• Infrastructure procedures• Content guidelines and procedures

• Test teams and UAT • Information architecture test and evaluation

• Editor training planning and e-learning development

• Support portal and test sites

• News portal development incl. local and global personalized news

• News creation

• Content creation and migrations

• Handover process incl. SLA and support

• Launching campaign and go-live kit

• Hypercare and extended support

Q1Design and Information ArchitectureMapping, workshops and user tests

Q2-Q3GovernanceNews, content, SharePoint rights management, support organisation, policies & guidelines

Q3Launch of Being Ramboll portal & internal social mediaFirst portal in Digital Workspace

Q2System implementationConfiguration, tests, site setup, templates

Q3-Q4News, Admin/editor trainingDesigning the News portal E-learning

Q1/18Full launchFront page, news and intranet content Go live kit and user adaption

2018Implementation of other O365 features and Digital Workspace components

Q3-Q4Content production& manual migration

PROJECT APPROACH AND TIMELINE 2017/18

A task-based navigation, easy

overview and access to content.

My tools with your favourite links available on all pages.

Quick and easy access to global

links on the front page.

Auto-translate function to get the high level

messages on all pages.

New and improved

content search and people

search.

ONE GLOBAL FRONT PAGE

Personal news flow based on your market

and geography.Top five

highlighted news.

Join the conversation on Yammer.

One common News Portal.

Subscribe to news relevant for you.

PERSONAL NEWS FLOW

GLOBAL SUPPORT FUNCTION CONTENT

Functional pages.

Quick access to most needed topics.

YOUR OFFICE INFORMATION

Redirect function sends

you to your own office page

based on location.

Visit the All about Rambla support page. You find the link in the footer of all pages in the Digital Workspace.

HOW DO I FIND OUT MORE ABOUT OUR NEW DIGITAL WORKSPACE?

FIND IT AT RAMBLA

BRANDING VIDEO

NEXT STEP

• Collaboration Spaces – to support cross company collaboration, development and knowledge sharing for non-project activities

• Dashboards adapted to the individual user with personal sites, tasks and favourites

• Statistic using Power BI

• Teams collaboration

• Consolidation and decommission of current SharePoint on-prem farms

LESSONS LEARNED & TIPS

• Have the project solid founded in the top management.

• A dedicated project team with resources from both communication and IT.

• Internal resource(s) with good SharePoint knowledge is a clear benefit.

• Keep key stakeholders in the loop with frequent information and updates.

• Design the infrastructure thoroughly – consider number of tenants, environments and share service center.

• Spend time on branding and page templates - remember the mobile layout.

• Use e-learning for training especially in companies with several locations.

• Establish a content track with a dedicated project manager.

• Involve central stakeholders in the information architecture work.

• You do not have to do it all a once – divide the programme into smaller projects.

• Stepwise launch – and include other features from the Microsoft 365 portfolio.

• The Digital Workspace (Workplace) can easily be a buzz word – spend time to define – what’s in it for you – and how can your company gain value by the digitalization.

RAMBOLL’S DIGITAL WORKSPACE

Featuring new content, new technology and a new design, our new Digital

Workspace will provide us with the help we need everyday by facilitating the support of knowledge sharing and

collaboration across the organization whilst also ensuring a client-oriented

approach to our daily work.

QUESTIONS