intranets lessons from global experiences
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Intranets Lessons from Global Experiences. J Satyanarayana Chief Executive Officer National Institute for Smart Government Hyderabad, India. Agenda. Intranets & Extranets Intranet Services Advantages of using Intranets Architecture of Intranet Building Intranets Managing Intranets - PowerPoint PPT PresentationTRANSCRIPT
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
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
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
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