Set Up an IntranetSet Up an Intranet

Use of the guideUse of the guide

AimAimThis presentation is prepared to support and give a general overview of the ‘How to Set Up an Intranet’ Guide and should be read in conjunction with the publication.

Use of the GuideUse of the Guide

This guide will guide you on the implementation of an This guide will guide you on the implementation of an Intranet by:Intranet by: giving a detailed definition of an Intranet then explaining the potential giving a detailed definition of an Intranet then explaining the potential

benefits of implementing an Intranet benefits of implementing an Intranet .. including a case study to highlight important aspects of an Intranet, including a case study to highlight important aspects of an Intranet,

illustrating some key benefits, and the lessons learnt through the illustrating some key benefits, and the lessons learnt through the processprocess..

offering seven steps that you can employ in implementing an Intranet.offering seven steps that you can employ in implementing an Intranet. providing the basic roles played in an Intranet projectproviding the basic roles played in an Intranet project covering some of the security issues that you need to be aware of.covering some of the security issues that you need to be aware of. providing a checklist to guide you through the process of setting up providing a checklist to guide you through the process of setting up

the Intranet.the Intranet. providing help on deciding which course of action to employ in providing help on deciding which course of action to employ in

setting up your Intranet.setting up your Intranet.

A Tool For Better BusinessA Tool For Better Business

An Intranet is a network designed for information processing An Intranet is a network designed for information processing within a company or organisation.within a company or organisation.

Its uses include such services as document distribution, Its uses include such services as document distribution, software distribution, access to databases, and training.software distribution, access to databases, and training.

Some of the advantages of an Intranet include:Some of the advantages of an Intranet include: Better management/access to informationBetter management/access to information Information sharingInformation sharing Knowledge captureKnowledge capture Cost effective to transform in-house trainingCost effective to transform in-house training Securing sensitive informationSecuring sensitive information Potential extension towards an ExtranetPotential extension towards an Extranet

Despite the advantages there are still concerns such as:Despite the advantages there are still concerns such as: Management concerns of the fear of losing controlManagement concerns of the fear of losing control SecuritySecurity ProductivityProductivity

Intranet in 7 StepsIntranet in 7 Steps At the highest level, there are seven key design At the highest level, there are seven key design

characteristicscharacteristics::

7 Measure Everything and Obtain Feedback

6 Testing & Validation

5 Implement the Solution

1 Establish Strategy Plans

4 Develop Sceptically

3 Develop Scope

2 Select Design Team

How To Set Up an Intranet

1. Establish strategy plans1. Establish strategy plans

Strategy plans play a part in the implementation of Intranets.Strategy plans play a part in the implementation of Intranets.

As business and information strategies become aligned, As business and information strategies become aligned, organisations can answer questions such as:organisations can answer questions such as:

Is IT adequately supporting our major activities?Is IT adequately supporting our major activities?

Can we reduce the cost of core processes, or can we produce a Can we reduce the cost of core processes, or can we produce a higher quality service?higher quality service?

Can IT help us ‘tie in’ to clients on a long- term basis?Can IT help us ‘tie in’ to clients on a long- term basis?

Is IT improving staff satisfaction and motivation?Is IT improving staff satisfaction and motivation?

Can new services and products be created?Can new services and products be created?

Can IT help us gain new markets and improve market penetration?Can IT help us gain new markets and improve market penetration?

How can the organisation’s information and How can the organisation’s information and knowledge be managed as a resource?knowledge be managed as a resource?

What new technologies are on the horizon and What new technologies are on the horizon and how can they be used in the future to address how can they be used in the future to address changing business needschanging business needs??

2. Select design team2. Select design team

Ideally the company will employ a Web design team Ideally the company will employ a Web design team consisting of:consisting of:

a Web master, database developer(s)a Web master, database developer(s)

IT consultant (if no in-house IT Department)IT consultant (if no in-house IT Department)

Web designer(s), and Web developer(s)Web designer(s), and Web developer(s)

These will produce an Intranet specification report and Web These will produce an Intranet specification report and Web strategy.strategy.

Size of the Web team will be dependent on the size of the Size of the Web team will be dependent on the size of the project.project.

Web team will be involved from the beginning and meet with Web team will be involved from the beginning and meet with the company, and depending on the size of the the company, and depending on the size of the company/project, their Web committee, to discuss design company/project, their Web committee, to discuss design and development on an ongoing basis. and development on an ongoing basis.

3. Develop scope3. Develop scope

Ultimately your corporate Intranet will be everything to Ultimately your corporate Intranet will be everything to everyone.everyone.

It will bring new levels of productivity to the enterprise, and It will bring new levels of productivity to the enterprise, and link your employees, vendors and customers in a quality link your employees, vendors and customers in a quality embrace. embrace.

There are two important considerations for those who wish There are two important considerations for those who wish to embark on building an Intranet that revolve around the to embark on building an Intranet that revolve around the principle of Think big, Start small:principle of Think big, Start small:

1.1. It is better to have something that works and has measurable It is better to have something that works and has measurable benefits now than a good design that is never implemented.benefits now than a good design that is never implemented.

2.2. Think about the long-term, even in the smallest of projects - there is Think about the long-term, even in the smallest of projects - there is the possibility it will be reused as a component the possibility it will be reused as a component in a larger system, and eventually be executed as in a larger system, and eventually be executed as part of system available outside the corporation.part of system available outside the corporation.

4. Develop sceptically4. Develop sceptically

Be agnostic and assume that no single vision will prevail in Be agnostic and assume that no single vision will prevail in its entirety.its entirety.

Where you can choose technologies or standards that span Where you can choose technologies or standards that span visions, invest in them otherwise tread lightly.visions, invest in them otherwise tread lightly.

Choosing technologies now for critical component building Choosing technologies now for critical component building may be a speculative investment, but it is a wise one.may be a speculative investment, but it is a wise one.

Stay close to standards and beware of enhancements, plug-Stay close to standards and beware of enhancements, plug-ins, and other deviations from the safe path.ins, and other deviations from the safe path.

Choosing a vanilla implementation may not give the same Choosing a vanilla implementation may not give the same satisfaction as choosing a more exotic flavour but it is and satisfaction as choosing a more exotic flavour but it is and always will be the smart choice. always will be the smart choice.

5. Implement the solution5. Implement the solution

Produce a proposal detailing Web team skills and Produce a proposal detailing Web team skills and requirements, Intranet structure, design and functionality, IT requirements, Intranet structure, design and functionality, IT issues, costing, timescales and any milestones.issues, costing, timescales and any milestones.

Most of the information should be able to be achieved from Most of the information should be able to be achieved from the previous few steps.the previous few steps.

Fee proposal, Scope of works and Project delivery should Fee proposal, Scope of works and Project delivery should include:include: ObjectivesObjectives Content functionality (Index and Designs)Content functionality (Index and Designs) MethodologyMethodology Technical considerations (IT issues, Plug-ins/applications required)Technical considerations (IT issues, Plug-ins/applications required) Web Team (Skills and Requirements)Web Team (Skills and Requirements) Cost Estimate and Illustrative project programmeCost Estimate and Illustrative project programme Speed of development (Development & Testing)Speed of development (Development & Testing) Project DeliveryProject Delivery

6. Testing and validating6. Testing and validating

After deploying the Intranet prior to launching it, the Intranet After deploying the Intranet prior to launching it, the Intranet system should be tested.system should be tested.

Normally test case/scenarios are written as a series of Normally test case/scenarios are written as a series of individual modules that should be subjected to separate and individual modules that should be subjected to separate and detailed tests.detailed tests.

The Intranet system is then tested as a complete system by The Intranet system is then tested as a complete system by brining the separate modules together.brining the separate modules together.

The system needs to be tested to ensure that:The system needs to be tested to ensure that:

interfaces between modules work (integration testing)interfaces between modules work (integration testing)

the system works on the intended platform and with the expected the system works on the intended platform and with the expected volume of data (volume testing)volume of data (volume testing)

the system does what the user requires (acceptance/beta testing).the system does what the user requires (acceptance/beta testing).

7. Measure everything and obtain 7. Measure everything and obtain feedbackfeedback

Usability evaluations are not just for your public sites - Usability evaluations are not just for your public sites - remember that your employees are users too!remember that your employees are users too!

Important factors in evaluating Intranet sites, even after it Important factors in evaluating Intranet sites, even after it has been implemented for some time, are:has been implemented for some time, are: Determining user profiles and demographics. Who are your users?Determining user profiles and demographics. Who are your users? Defining user tasks by user groups. What do users do?Defining user tasks by user groups. What do users do? Establishing usability criteria. How do you measure user productivity Establishing usability criteria. How do you measure user productivity

and satisfaction? What are your productivity criteria?and satisfaction? What are your productivity criteria? Testing both the guidelines and the Intranet sites.Testing both the guidelines and the Intranet sites.

Evaluating the success of your project involves many Evaluating the success of your project involves many metrics, some hard to obtain but worth exploring.metrics, some hard to obtain but worth exploring.

Ultimately, the success of your Intranet will Ultimately, the success of your Intranet will be judged on the degree to which it helps be judged on the degree to which it helps the company achieve its business objectives. the company achieve its business objectives.

Basic roles in an Intranet ProjectBasic roles in an Intranet Project Intranet creation should start with a Web development team Intranet creation should start with a Web development team

representing a cross-section of business and IT managers. representing a cross-section of business and IT managers.

Firstly, team must craft an Intranet strategy:Firstly, team must craft an Intranet strategy: a clear collection of business goals and a sense of how the Intranet a clear collection of business goals and a sense of how the Intranet

will help achieve them.will help achieve them.

From the start, Web team must consider - and periodically From the start, Web team must consider - and periodically reconsider - a variety of management questions associated reconsider - a variety of management questions associated with: with: ApplicationsApplications Organisation and managementOrganisation and management StaffingStaffing Prevention of information chaosPrevention of information chaos PublishingPublishing Network infrastructureNetwork infrastructure SecuritySecurity

Strategies should include the best possible Strategies should include the best possible information architecture and design information architecture and design

SecuritySecurity Security is a means to protect information no matter where it Security is a means to protect information no matter where it

resides or travels on the Intranet.resides or travels on the Intranet.

Some of the elements that go into security are the following:Some of the elements that go into security are the following: IntegrityIntegrity ReliabilityReliability AvailabilityAvailability SecuritySecurity

Security is critical within a private corporate network - Security is critical within a private corporate network - internal users commit over 80% of all computer related internal users commit over 80% of all computer related fraud. fraud.

Security strategies should be based on the existing Security strategies should be based on the existing functional needs and risks of the organisation.functional needs and risks of the organisation.

Three regular activities should take place in Three regular activities should take place in order to keep the company’s security current:order to keep the company’s security current: Threat identificationThreat identification Active penetration testingActive penetration testing External AuditsExternal Audits

ChecklistChecklist Before developing the Intranet, the following questions will Before developing the Intranet, the following questions will

guide you through the process of setting up the Intranet:guide you through the process of setting up the Intranet: Who are my audience?Who are my audience? Do I understand the company and its structure? Do I understand the company and its structure? What do the staff require from this system and will this assist their What do the staff require from this system and will this assist their

daily role?daily role? What do the company or organisation want from the staff to get from What do the company or organisation want from the staff to get from

the system?the system? Should all staff have access to all areas or will there be an executive Should all staff have access to all areas or will there be an executive

section for Directors, CEO, etc?section for Directors, CEO, etc? What type of Information will be shared?What type of Information will be shared? Does the system require a back-end administration area where staff Does the system require a back-end administration area where staff

may add their own information and how will this grow in the future to may add their own information and how will this grow in the future to add new sections?add new sections?

Who will have access to the administration area and Who will have access to the administration area and how do I protect this?how do I protect this?

Which database should I use?Which database should I use?

ChecklistChecklist Have I considered advertising the Intranet to staff through email, Have I considered advertising the Intranet to staff through email,

posters to inform staff of the Intranet and to get their input?posters to inform staff of the Intranet and to get their input? Who will the central contact be for feedback on the Intranet?Who will the central contact be for feedback on the Intranet? Does the company have an integral IT department? Does the company have an integral IT department? Do you have a search facility? Do you have a search facility? Does the company/organisation use the same browser throughout Does the company/organisation use the same browser throughout

the company?the company? Do I have any WAN, LAN issues?Do I have any WAN, LAN issues? How many users do we have accessing the system and how will the How many users do we have accessing the system and how will the

network and server cope with the traffic?network and server cope with the traffic? What is the budget for this site in terms of the server, database, etc? What is the budget for this site in terms of the server, database, etc?

Have I made a budget proposal?Have I made a budget proposal? If my budget is turned down, I must plan for future technology If my budget is turned down, I must plan for future technology

integration.integration. Set a strategy, such as online forms; they should be Set a strategy, such as online forms; they should be

simple email forms, which require the SMTP host to simple email forms, which require the SMTP host to be enabled on the server.be enabled on the server.

How to Do It?How to Do It? Setting up an Intranet may require little additional Setting up an Intranet may require little additional

investment if you have a typical small-business LAN.investment if you have a typical small-business LAN.

The following issues may help you to decide which course of The following issues may help you to decide which course of action you would like to employ:action you would like to employ:

Do it yourselfDo it yourself If you can run an office network, there will be no technical barrier to stop If you can run an office network, there will be no technical barrier to stop

you setting up your own intranet. you setting up your own intranet.

It is easy to produce simple information pages. Modern web page software It is easy to produce simple information pages. Modern web page software is no more difficult to use than Microsoft Word.is no more difficult to use than Microsoft Word.

The obvious costs will be at the beginning – for hardware, software, The obvious costs will be at the beginning – for hardware, software, employee time and consultancy work. You may need consultants for some employee time and consultancy work. You may need consultants for some programming tasks such as creating a live feed from your customer programming tasks such as creating a live feed from your customer database. database.

The continuing costs may be less obvious such as time spent updating The continuing costs may be less obvious such as time spent updating pages which may be significant but will not usually be pages which may be significant but will not usually be charged directly to the Intranet project. charged directly to the Intranet project.

How to Do It?How to Do It?

Packaged SolutionPackaged Solution The ‘solution in the box’ usually has a Windows or Unix server, Intranet and The ‘solution in the box’ usually has a Windows or Unix server, Intranet and

mail server software, a router, firewall and virus protection.mail server software, a router, firewall and virus protection. This is an all-in turnkey solution, so it is quick and easy to use.This is an all-in turnkey solution, so it is quick and easy to use. Making it work and keeping it running are someone else’s problem. Making it work and keeping it running are someone else’s problem. Performance and faults can be checked and sometimes rectified remotely.Performance and faults can be checked and sometimes rectified remotely. A packaged solution usually gives both Intranet and Internet facilities, A packaged solution usually gives both Intranet and Internet facilities,

including external and internal email.including external and internal email. leasing the package requires no capital investment.leasing the package requires no capital investment. Templates applications mean you can set up staff directories or training Templates applications mean you can set up staff directories or training

exercises with no technical knowledge.exercises with no technical knowledge.

Paying an AgencyPaying an Agency Choose methodically; insist on seeing examples of previous Intranet work Choose methodically; insist on seeing examples of previous Intranet work

for a company of your size.for a company of your size. You will need to brief very carefully, so that your business objectives stay to You will need to brief very carefully, so that your business objectives stay to

the fore.the fore. Get quotes and set limits on cost and time.Get quotes and set limits on cost and time. You may want to bring in an agency to create a style and image and set the You may want to bring in an agency to create a style and image and set the

ball rolling but take over future updating and development yourself.ball rolling but take over future updating and development yourself.

ConclusionConclusion The Web is changing the ways businesses distribute The Web is changing the ways businesses distribute

information.information.

Making key corporate information available to everybody's Making key corporate information available to everybody's desktop pays dividends.desktop pays dividends.

Intranets are often implemented based on existing PC and Intranets are often implemented based on existing PC and network infrastructures, leading to modest start-up costs network infrastructures, leading to modest start-up costs and relatively low risks of introduction. and relatively low risks of introduction.

Internet demands new definitions and frameworks for Internet demands new definitions and frameworks for thinking about business.thinking about business.

The classic value chain, is being replaced by a dynamic, far-The classic value chain, is being replaced by a dynamic, far-reaching "value web" in the "virtual marketspace".reaching "value web" in the "virtual marketspace".

McKinsey & Company, says that today's technology McKinsey & Company, says that today's technology changes the ways in which companies "enhance the value of changes the ways in which companies "enhance the value of the organisation, helping people transcend the boundaries the organisation, helping people transcend the boundaries of time and space." of time and space."