Intranets Lessons from Global Experiences

IntranetsLessons from Global Experiences

J SatyanarayanaChief Executive Officer

National Institute for Smart GovernmentHyderabad, India

Agenda

• Intranets & Extranets

• Intranet Services

• Advantages of using Intranets

• Architecture of Intranet

• Building Intranets

• Managing Intranets

• Intranet & e-Workflow

Intranets & ExtranetsAn Intranet is a private network that uses Internet Protocols & Technologies and, optionally, public networks, to share the information and knowledge of an organization securely with its employeesand also enables efficient management of internal operations

An Extranet is a variant of Intranetthat allows a controlled access to external entitieslike customers, suppliers and other approved parties

Intranet Services (1/5)

• Information Services• Employee Contact Information• Organizational Charts• Vision, Mission, Objective Statements• News & Events• Policies• Acts & Rules• Templates • Best Practices

Intranet Services (2/5)

• Self-Service • Compensation Information• Payroll• Leave Management• Taxation Information• Employee Benefits (pension, health, life insurance..)• Office Services (stationery, equipment, maintenance..)• Registration for Training• Expense filing (Travel, contingencies, entertainment)

Intranet Services (3/5)

• Collaboration Services• Calendars• Project Information• Collaborative authoring of documents• Document-sharing• Discussion Forums• Web-conferencing• Instant messaging• Alerts

Intranet Services (4/5)

• Enterprise Information Services• Aggregation of Information from

• Legacy systems• Disparate databases

• Business Intelligence• Corporate/ enterprise news• Business Processes & Approvals• Knowledge Management

Intranet Services (5/5)

• Digital Dashboard Services• Key Performance Indicators

• of the organization• of divisions

• Real-time information on operations• Programs & Projects• Inventory levels• Budget & Financial information

Advantages of using Intranets

• Enhanced productivity of employees• Ease of access of information & knowledge • Reduced dependency on other employees

• “Pull factor” helps employees get the right information at the right time

• Powerful tool for communication • Horizontally & vertically in the organization

• Effective tool for Knowledge Management• Enables Performance Management

• Through Dashboard views

Child Portal SitesChild Portal Sites Shared services consumersShared services consumers

Centrally Hosted Collaboration PlatformCentrally Hosted Collaboration Platform

Shared ServicesShared ServicesSecurity, AuthenticationSecurity, Authentication

Authorization, Search..Authorization, Search..

Intranet WebsiteParent portal site

ApplicationServer

CollaborationServer

Database Server

Web Server

Intranet Portal Architecture

An Example of Intranet

The experience of NISG

NISG Intranet – Home Page

Knowledge Bank

Project Document Repository

Project Documents..

Any Project Document you want .. … only a few clicks away !

Resources.. Methodologies, Guidelines…

Building an Intranet

Step 1Planning

• Set Objectives• Decide Ownership• Assess user needs• Estimate Size & Growth Plan• Prepare Security Plan• Assess compliance requirements

Step 2Building

•Design Content

• Relevance• Quality• Taxonomy

• Design Portal• Establish Infrastructure• Develop Application• Install & Test• Launch the Intranet

Step 3Adopting

• Sponsor at the right Level• Train users• Plan early gains• Involve the users in improving the site• Establish content review process

Maturity of Intranets

• Maturity of an Intranet is assessed by • Level of Sponsorship• Strength of Governance• Degree of User Needs met• User Experience• Technology adopted• Breadth & depth of Training• Rate of adoption by users• ROI

Intranet Maturity Framework*( source www.intrnetmaturity.com)

Managing Intranets

• Attribute 1 – Level of Sponsorship • Division Level• Agency Level• IT Department/ Agency Level• Head-of-Government Level

• Attribute 2 – Governance Structure• Informal Governance• Formal Governance• Formal & Centralized Governance

Intranet & e-Workflow

• Intranet is meant for sharing or disseminating of information & Knowledge

• e-Workflow is meant for structured decision-making• e-Files• Opinions • Decisions & Approvals• Archival of Records• Business Disposal

• e-Workflow and Intranets evolve independently in an organization• can be integrated into a common workplace interface

DigitalGov – Home page

DigitalGov – e-Filebox

DigitalGov – e-Notes

DigitalGov - Applications

Issues in establishing Government-wide Intranets

• Availability of IT Infrastructure

• Widely varying needs of multiple departments

• Ownership issues

• Security concerns

• Content Management

• Low adoption rates

Summary

• Intranets are powerful tools for disseminating and sharing information & knowledge in an organization

• Intranets need to be planned, designed, implemented and adopted systematically

• Intranets attain maturity over a period

• e-Workflow enables structured decision-making in a digital environment

• Intranets & e-Workflows can eventually integrate

Thank You

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