Notes on Intranet Implementation and Roadmap
Alan McSweeney
April 11, 2023 2
Objectives
• Provide information on Intranet implementation options and issues
• Provide long-term vision for Intranet• Identify key Intranet operational principles and
get commitment for their application
April 11, 2023 3
Agenda
• Intranet Purposes and Objectives• Types of Implementations• Knowledge Management• Security• Deployment and Use• Requirements Analysis and Architecture
Definition• Success Factors• Lessons Learned• Launching the Intranet
April 11, 2023 4
Why Implement an Intranet
• Infrastructure for doing other things− Communication− Collaboration
• Employee satisfaction− Make information available online that is not currently available− Collect information such as employee surveys
• Application enabler - increases speed of development and deployment of applications
• Centralised management of applications • Cost savings through self-service• Knowledge management platform− Flattens differences within an organisation− Enables knowledge sharing and access
April 11, 2023 5
Intranet Objectives and Purposes
• Understand why it is being implemented−Provide access to content−Provide access to applications−Enable collaboration – projects− Information and knowledge repository
• Ensures that platform meets these requirements
• Content and functionality drive Intranet usage
April 11, 2023 6
Intranet Application Areas
• Production, requisition, distribution and update of dynamic information that has traditionally been published on paper
• Consolidation of information from multiple data sources
• Requirement for a high level of communication and collaboration between people, especially if they are separated geographically
• Information management and access
• Document management
• Forms and data entry/collection
• Employee surveys
• Application access
• Closed User Groups and collaboration
April 11, 2023 7
Types of Intranet
• Functionality − Information access− Information sharing and collaboration−Application access
• Anonymous or Access via Login−Personalisation and customised access−Login on first access or when accessing secure areas
or restricted information
April 11, 2023 8
Knowledge Management and Sharing Issues
• Intranet− Technology to enable knowledge management and sharing− Processes to support knowledge generation, management and sharing− Culture to ensure knowledge is managed and shared
• Organisational Cultural Issues and Knowledge Hoarding and Sharing – “Knowledge is Power”− Need to understand and address real issues
• Knowledge resides with people• Fear of credit going elsewhere• Loners• Gain personal advantage by being the expert• Perception of ensuring job security• Fear of asking for information• Hiding problems
− Define knowledge management and sharing policies and reward knowledge sharing• Make this a KPI as part of the Performance Management initiative
April 11, 2023 9
Levels of Security
• General Intranet access• Application and secure content access• Document authoring access• Management reporting access• System administrator access
April 11, 2023 10
Deployment and Operation
• Platform and Security− Responsibility of the IT department
• Functionality and Application Access− Responsibility of the IT department
• Content− Company-wide − Cater to a potentially large number of diverse users− Requires the participation of multiple departments, sections and
business units
• Central Intranet manager/administrator/co-ordinator− Manages the intranet− Liaises between the content generation departments sections
and business units
• Local Co-ordinators
April 11, 2023 11
Content Management Generation, Approval and Publication
End User
Document Database
Local Content Generator
Local Content Reviewer/ Approver
Content Generated for Approval
Content Not Approved
Content Approved
Local Content Generator
Local Content Reviewer/ Approver
Content Generated for Approval
Content Not Approved
Content Available After Publication/ Embargo Date Has
Passed
Department 1Department 2
April 11, 2023 12
Content Management Generation, Approval and Publication
• Content generated and approved locally by designated generators/reviewers/approvers
• Documents not available until a publication/embargo date has passed
• Avoids bottleneck of central content generation• Makes each department/section/business unit
responsible for generation of relevant content• Provides local autonomy and control
April 11, 2023 13
Intranet Document Lifecycle and Workflow
Validate and Modify
Draft Document
Embargo
Review
Unpublish
Live
Approve with Embargo
Approve with no Embargo
Embargo Date Passed
Review Date Passed
Submit for Approval
Reject
Flag for Review
Unpublish Document
Unpublish Document
April 11, 2023 14
Intranet Implementation Issues
• What is needed rather than what might be used−Avoid scope creep
• Requirements analysis and system specification−Define and agree project phasing
• Understand audience and users• User involvement during testing• Data integration and development of Intranet
information architecture• Single signon
April 11, 2023 15
Intranet Implementation Issues• Who is responsible and who controls?• What reporting?• Design and standards• Centralised or decentralised content generation• Applications or static pages?• How to manage dynamic content?• Acceptability• Application and data integration• Who communicate to• Technology requirements• Scalability• Support requirements• Closed User Groups for secure collaboration• Implementation phases and roadmap
April 11, 2023 16
Recommendations
• Infrastructure and Architecture – scalable Web and application server
• Content Management System – an infrastructural application that provides content generation, distribution and management controls and enables consistent appearance standards to be maintained
• Data Access – an infrastructural application or set of standards that allows efficient access of data on other platforms from Intranet applications
• Design Standards – consistent appearance and navigation
• Publication Model – a standard for publications to enable easy use
• Logging, Reporting and Analysis – the consistent collection, storage of Intranet logging information for reporting and trend analysis
• Approach to Application Implementation – Set of standards for implementing Intranet applications
• Requirements and Architecture Analysis – quick exercise to address issues and produce recommendations
April 11, 2023 17
Requirements Analysis and Implementation Plan
• Analysis of strategy and its impact on an Intranet• Analysis of business processes and their potential for exploiting Intranet technology• Analysis of information gathered from key personnel• System architecture definition• System administration, maintenance and support requirements • Resource and skill requirements to implement the system• Appearance and navigation standards• Information generation and maintenance requirements• Phased implementation plan• Application development and deployment options• Major project issues and resolution options• Major project risks and risk management options• Security requirements and implementation options• Resilience requirements and implementation options• Capacity planning and growth requirements• Financial analysis and a business case including costs and savings
April 11, 2023 18
Requirements Analysis and Implementation Planning Exercise Phases
• Project Definition• Analysis of Department Structure and Strategy• Information Gathering and Workshops• Organisation and Business Process Analysis• Intranet Architecture Definition• Intranet Appearance and Navigation Standards• Intranet Operation, Support and Administration• Intranet Content Generation and Maintenance• Phased Intranet Implementation Plan• Financial Analysis• Production of Draft Analysis and Presentation Material for Review• Production of Final Analysis and Presentation Material for Review
April 11, 2023 19
Requirements Analysis and Implementation Planning Exercise
• Puts implementation within agreed context
April 11, 2023 20
Intranet Usage
• Use for its own sake or for a purpose• Define measurable and meaningful goals
April 11, 2023 21
Intranet Benefits
• Delivers relevant information to users quickly, efficiently
• Increases employee productivity, satisfaction• Provides links to physically remote employees,
suppliers, customers, contractors• Adherence to Internet standards simplifies
internal and external communications• Boosts organisational efficiency• Save costs
April 11, 2023 22
Content Management Features
• Workflow processes for collaborative publishing - distributed content generation
• Automatic control of documents life cycle - expiry/review/archive
• Integrated site audience statistics• Appearance and navigation standards• Reusability of objects• Office integration• Personalisation and security• Search facility• Web-based interface • User-friendly document editing
April 11, 2023 23
Logical Solution Architecture
Data Formatted and Presented
Browser Web Server
Application Server
Content Management Application
Information Database
Content Generator/ Reviewers
Content Generator/ Reviewers
Content Generator/ Reviewers
Data Updates
April 11, 2023 24
User Data Access Requirements
• Sequential Read/Browse - the ability to display the table of contents of the publication and select sections to view
• Index/Keyword - the ability to display a list of keywords and display and view the sections associated with those keywords
• Full-Text Retrieval - the ability to retrieve documents within a publication based on words and phrases they contain
• Process/Topic/Subject - this type of access relates to being able to view sections in a publication that relate to a given process such as, for example, opening an account
April 11, 2023 25
Critical Success Factors
• Policies on privacy and what is allowed• Safeguards for information security• Commitment from upper management• Internal webmaster• Rollout/buildup with matching increase in
resources• Strategic planning• Phased implementation• Devolved content generation and management• Consistent appearance and navigation
April 11, 2023 26
Implementation Strategies
• Key applications and content to publish• Organisational issues• Security and privacy concerns• Commitment to project• Measuring return on investment• Extensibility
April 11, 2023 27
Intranet Usage Characteristics
• Typically very quick acceptance and adoption by users - information is accessed using a medium and a technique very familiar to users from experiences outside work
• Significant goodwill among most users towards an Intranet• Typically very rapid growth in usage.• Implementation of management features and facilities is frequently
an afterthought.− Imposing management on disorganised structure after the initial
rollout is costly and difficult and never completely achieves its goal
• Delays in either providing access to the Intranet or in deploying applications and access to information causes user frustration and can lead to the users circumventing the main Intranet by developing local Intranets
• Intranets need a platform to enable rapid growth, rapid implementation and management − Requires scaleable hardware, software and application
infrastructures
April 11, 2023 28
Intranet Lessons
• Set and maintain clear boundaries• Develop appearance and navigation standards• Intranet is only as good as the validity and integrity of its
content• Content management for devolved content generation• IT-led Intranet is a dangerous default • Don’t wait for perfection - get on with it• Very fast business gains are possible to achieve• Do not forget the operation, maintenance and reporting• Intranet implementation is a
people/organisation/technology mix• Platform for significant growth
April 11, 2023 29
Intranet Problems – Common Problems
• Old/Out of Date Content • Inconsistent or No Standard Navigation and
Appearance• Too Many Pages with “Coming Soon/Under
Construction" Notices• Content Clutter and Complexity• Not Enough Real Material and Substance • Too Secure and Too Many User Access Challenges • Poor Search Facility• Content Repeated or Not Properly Structured
April 11, 2023 30
Recipes for Success
• Establish Intranet pilot• Ensure access - default home page, search
engine• Migrate content• Measure cost savings and productivity gains• Expand Intranet application set• Roll out into additional functional groups• Build interactivity and add collaborative
applications
April 11, 2023 31
Intranet as Application Portal
• Facilitate access to multiple business applications by end-users
• Single point of access to applications by users Increase efficiency and improve customer service
• Enable integration of data access and data entry between applications
• Long-term portal vision – requires application development
April 11, 2023 32
Business Intelligence Portal via Intranet
• Collects data from various applications
• Integrates data into a single model
• Delivers information using various tools
• Form the basis for other initiatives
April 11, 2023 33
Integrated Access to Data and Applications
• Possible long-term plan− Integrated
view of data for analysis and applications
− Implemented through business intelligence and application portal
April 11, 2023 34
Intranet Launch Options
• Public−Marketing and promotion before system launch−Launch date announced months or weeks before
system release−Marketing campaign and activities to create
awareness and expectation among potential users
• Quiet−Marketing and promotion after system launch− Internal target date used by development team and
content generators−Uses word-of-mouth promotion−System awareness after Intranet released to
production
April 11, 2023 35
Intranet Launch Issues
• Public−Sure that the Intranet will be ready by the stated
launch date−Not buried within a stream of new system launches−Few previous failures by IT to meet delivery dates
• Quiet− Intranet development is continuous so a formal
launch date is not appropriate−There have been previous failures by IT to meet
delivery dates−There is no stream of system launches and/or users
have not responded well to previous public system launches
April 11, 2023 36
Publicity Options
• Company-wide presentations/demonstrations• Focussed launches on specific areas and/or to
specific user groups• Posters and other advertising• Newsletters• Intranet merchandise• Migrate processes to Intranet – HR, IT support• Quizzes and competitions
April 11, 2023 37
Intranet Audience
• Audience−Company wide−Specific departments, sections, business units−Specific set of roles or levels within organisation
• Need to define and agree who is the audience• Defines content and functionality
April 11, 2023 38
Standards and Policies
• Create and publish standards on content• Define what is acceptable−Buy and sell advertisements – yes or no−Anonymous feedback−Anonymous access
April 11, 2023 39
Intranet Platforms and Tools
• No one common platform−Documentum−Google Search Appliance− IBM WebSphere−Lotus Domino−Microsoft SQL Server database−Microsoft SharePoint−Oracle Database−Oracle Portal
• Many others
April 11, 2023 40
Intranet Vision
• Intranet will be a central point for information and application access−Complete work environment – “hub”
• Intranet will contain public and private information
• Intranet will grow in a planned and structured manner
April 11, 2023 41
Bord Na Mona Intranet Vision and Road Map
Message Centre
Internal Information
Portal
Application Access
Workflow
HR Self-Service
Online Forms
Online Training
Secure Project
Collaboration
Structured and Planned Growth and Added Features Based on
Requirements Analysis and Business case
Intranet Content
Generation
Closed User Groups and
Collaboration
Online Forms
Online Training
April 11, 2023 42
Intranet Key Principles
• Content must be generated and managed locally− Users will be supplied with and trained in the use of a content
editing tool
• Executive sponsorship is key to success− Establish culture of content generation and management and
Intranet usage
• “Look and feel” is very important− Intranet will be strongly branded with Corporate identity
• IT will supply and manage hardware and software infrastructure including content management tool
• Intranet development must be supported by requirements analysis and business case
• Content policy must be defined at the Corporate level and agreed
April 11, 2023 43
Key Intranet Implementation Steps
1. Establish project team
2. Complete Phase 1 –Message Centre
3. Define overall Intranet group structure
4. Create “look and feel” branding
5. Define and agree usage policies
6. Business content generation
7. Business requirements gathering and assessment
8. Solution definition
9. Business case
10. Solution implementation
11. Steps 8-10 repeated for each application area
April 11, 2023 44
Key Intranet Implementation Steps
Establish Project Team
Message Centre
Define Overall Intranet Group Structure
Create “Look and Feel” Branding
Define and Agree Usage Policies
Business Content Generation
Business Requirements Gathering and Assessment
Application 1 Definition
Application 1 Business Case
Application 1 Implementation
April 11, 2023 45
Requirements
• Project team−Executive sponsor− Intranet owner−Business sponsors−Project manager−Requirements analyst−Solution architect−Developer
• Mixed team involving all parties
April 11, 2023 46
Why Implement an Intranet
• Infrastructure for doing other things− Communication− Collaboration
• Employee satisfaction− Make information available online that is not currently available− Collect information such as employee surveys
• Application enabler - increases speed of development and deployment of applications
• Centralised management of applications • Cost savings through self-service• Knowledge management platform− Flattens differences within an organisation− Enables knowledge sharing and access
April 11, 2023 47
Intranet Objectives and Purposes
• Understand why it is being implemented−Provide access to content−Provide access to applications−Enable collaboration – projects− Information and knowledge repository
• Ensures that platform meets these requirements
• Content and functionality drive Intranet usage
April 11, 2023 48
Intranet Application Areas
• Production, requisition, distribution and update of dynamic information that has traditionally been published on paper
• Consolidation of information from multiple data sources• Requirement for a high level of communication and collaboration
between people, especially if they are separated geographically• Information management and access• Document management• Forms and data entry/collection• Employee surveys• Application access• Closed User Groups and project collaboration• Online training
April 11, 2023 49
Summary
• Analysis is key• IT has to manage• Content management tool is essential• Phased implementation is essential• Local content generation• Make Intranet accessible and relevant• Commitment and resources