updated intro
TRANSCRIPT
College of EngineeringCollege of Engineering
Lead Finance MeetingIntroduction to College IntranetAugust 9, 2005Presented by Paul Davis
Finance Intranet Content and Better Practices TeamAndy Vail (Co-Chair)Himani Mewar (Co-Chair)
Project Web site: intranet.engr.cornell.edu/intranet/IT/collegeIntranet
College of EngineeringCollege of Engineering
Intranet Presentation
> The Charge for the College Intranet
> Project Team & Roles
> History
> The Vision
> Walkthrough of Conceptual Design
> Role of Content and Best Practices Committees
> Phased Development
> Your Role as Stakeholders
College of EngineeringCollege of Engineering
Charge to the Committee
> Develop a Website to support Faculty and Staff in doing administrative parts of their jobs.
> To provide Infrastructure to Support College's Best Practices Deliverables .
> To provide intranet to academic departments, not just the Dean's office.
> Phase I: “One stop shopping" for information about administrative processes in
several areas.Almanac of reference materials such as data tables, reports, and a college
fact book
College of EngineeringCollege of Engineering
History
> Initial charge was hatched January of 2004
> Developed clear project definition in December retreat
> Team took Project Management class in JanuaryThis worked so well, many of the content and best practice
teams will do the same in September
> Delivered an RFP in late May
> Proposals arrived early June
> Had 5 bidders, 3 were very competitive
> Negotiated final agreement about 2 weeks ago
College of EngineeringCollege of Engineering
Vision: Deliver References & Resources
> Major Options for IntranetAlmanac of Reference Materials About College
Reports, data tables, college fact book
Resources and References for ProcessesInformation related to administrative processes
Maintaining Project DocumentsLive Project Web Sites, where people update content on site, not local computers (Wiki’s are an
example)
ArchivePlace to archive important documentsFile cabinet replacement
Administrative Systems
> We're focusing on almanac and process resources in this phase
College of EngineeringCollege of Engineering
Vision: How Do I… AnswersOne stop shopping for Information
> Address needs from the users perspective- Use the language of the reader.
> Complete & authoritative information for each area covered- If the topic area is covered on the intranet, you shouldn’t have
to look elsewhere.
> Easy to find what you need - excellent navigation
> Best source of information on Campus- But don’t rewrite stuff available elsewhere, link to it
> Not simply a catalog of existing materials- Decide what we want first. If it’s not available, write it.
College of EngineeringCollege of Engineering
Vision: Almanac
> Information about the college- Core data set- Presentation files- Reports- Strategic plan information
College of EngineeringCollege of Engineering
Navigation: Homepage
> Tabs will be Topics and Audiences
> Home page default will be “Topics”
> Taxonomy facets for organization will be intersection of topic x intersectionNot all values will be valid
for organizationBut, content will still be
returned through search
College of EngineeringCollege of Engineering
Navigation: Second level Nav Page
> Second Level Navigation will be boxedShows each second level
in taxonomy5? Links in each boxAdministration interface
will be created to manage which links will appear
Either choice pages or answer pages could appear
Issue – can “answer” pages be at this level?
College of EngineeringCollege of Engineering
Navigation: Choice Page
> Lower levelsAlphabeticLinks to choice page at
topLinks to answer pages
on bottomLink will have title,
description, last updated, and “New” indicator
Issue – Add “Importance” ranking to move to top of list, even if multiple spots on site?
College of EngineeringCollege of Engineering
Template: Answer Page
> Title of Process> Introduction> Intended Audience> Announcements> Tools And Forms> Procedures> Applicable Policies> Calendar > Training> Related Processes> Other Resources> Contact Info
College of EngineeringCollege of Engineering
Template: Resource Page
> Page Title
> Content Area
College of EngineeringCollege of Engineering
Template: Almanac Page
> Page Title> Purpose> Data> TBD…
College of EngineeringCollege of Engineering
Vision: Audiences
> Customers- E.g.: someone who needs to buy something- Need text written in their language- Presented from their perspective- Many people will read each page- Should be written well
> Processors- Only 10 or 30 people for each topic (e.g.: all purchasing
professionals in the college)- Will be writing for other people like you- Can be much more informal
College of EngineeringCollege of Engineering
Vision: Navigation
> Organized in a Yahoo like directory
> Documents can be in all the places in directory where it makes sense
> Search functionality
> Related pages listings
> Navigation by Audience
College of EngineeringCollege of Engineering
Content and Best Practice TeamsSite Map with initial committee areas outlined
Safety
Grad Student
Admin
Purchasing
HR
College of EngineeringCollege of Engineering
The Grad Student AdminRed section after Content and Best Practices Team expanded it
College of EngineeringCollege of Engineering
Phase I
> Goal is to choose a few topic areas we can get done quickly and start seeing value of effort quickly
> Want to exercise the “Content Risk” ASAP- Functionality not needed to exercise content risk was dropped
> Initial content areas chosen based on- Best practice areas- Will help lots of people- Will help them lots- Opportunities to improve consistency, compliance, customer
service- Ease of getting content
College of EngineeringCollege of Engineering
Later Phases
> Project and committee sub sites- Have a place for everyone on a committee to post and share
documents so you don’t have to email them around all the time
> Directories- Manage department, committee and other types of
memberships, print mailing labels, create email lists, etc.
> Access control- Use memberships from above to limit access to pages or
subsites
> Data reporting tools- Get the data you need
> Other tools- Based on your input
College of EngineeringCollege of Engineering
Your Role as Stakeholders
> You have been carefully selected to represent different perspectives- We are counting on you to be active participants
> Represent your clients as well as people like yourself- Guide us to good designs for these people- Don’t just represent your own self interest
> If you don’t understand, ask for clarification right away.
> If you disagree speak up!- But please wait your turn
> Respect each other- listen, don’t interrupt, let the facilitator guide process
> Keep communication open after meeting- If you have an idea or comment afterwards, call Paul (sooner is better)
College of EngineeringCollege of Engineering
Schedule
ID Task Name
1 College of Engineering
2 Contract Signed
3 Discovery
6 Graphic Design
#### Technical Specifications
#### Development
#### Quality Assurance
#### Migration to Cornell
#### Setup on Production Servers
#### Documentation
#### Contributor Training
#### Site Handover
7/29
7/17 7/24 7/31 8/7 8/14 8/21 8/28 9/4 9/11 9/18 9/25 10/2 10/9 10/16 10/23 10/30 11/6 11/13 11/20July August September October November
College of EngineeringCollege of Engineering
Content and Best Practices Team Homework
> Site map outline with at least two level by end of August
> Workflow steps for each area by end of September
> 20 pages of content for each area by mid-October
> Verify no additional templates required
College of EngineeringCollege of Engineering
Questions?
> Questions and Comments