Intranet Team Findings

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8 Δεκ 2013 (πριν από 3 χρόνια και 6 μήνες)

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Intranet Team Findings

Catherine Hyde

Daniel Freed

Loretta Kuo

TeAnne Chennault

Lisa Roca

2

Agenda


Our Task


Our Approach


What We Accomplished


What We Recommend


Intranet Costs


Return on Investment


Online Services


Final Thoughts


3

Task Assigned

1.
Test a pilot version of Microsoft Sharepoint 2007


2.
Recommend whether Sharepoint meets
Enterprise’s needs for an Intranet.


3.
Recommend the resources and staffing structure
required to implement and manage a new
Intranet.

4

Supporting Business Goals


Reinforces the culture of “One Enterprise,” providing
a unified voice and creating a central source for
information.



It “greens” Enterprise by automating the processes for
tasks, reducing reliance on paper.



It can automate tasks, increasing staff efficiency by
reducing the time it takes to get things done.



It leverages effective communication and
collaboration to simplify work at Enterprise.



It empowers groups to create and maintain their own
information and knowledge
-
sharing.

5

Our Approach

Learning to increase internal capacity


Feedback


Executive interviews


Survey of employees


Card sorting and usability testing


Measures of current use


Learning from peers


Benchmarking


Industry studies and best practices


Consultant recommendations

6

Mission Statement


Enterprise’s Intranet will reinforce the culture of “One Enterprise.” It will provide a
central source for corporate news and employee information and communication.
The Intranet will be a portal to the corporate systems, data and information
Enterprise employees need for their work.


It will be available 24/7 to any employee with internet access. The Intranet will have
an intuitive document and content management system making it easy to find and
share information, and it will use technology to empower, inform and inspire
employees. Enterprise will use iterative design and development to continuously
improve the Intranet’s capacities and usability.


The mission of Enterprise’s Intranet is to empower employees to stay
informed and be more productive by helping them:


Quickly accomplish common tasks


Easily find information they need and discover some they

may not have known they needed


Stay informed about what’s happening at Enterprise and the
industry


Easily publish, update and disseminate information they manage

What We Accomplished

7

What We Accomplished

Navigation Tabs



About Enterprise


People & Teams


Employee Center


What We Do


News & Events


Forms & Tools


Services


Water Cooler

8

What We Accomplished

Homepage


Corporate News


My Favorites


Content Search & Staff Directory


Comings & Goings


Links to public websites


News feeds from industry and

breaking national news


Notifications


This Week At Enterprise showing calendar listings of
major events


A module dedicated to advertising or announcing
from various departments

9


What We Accomplished

10

Results of Testing Sharepoint


Largely confident that Sharepoint will be an effective and
robust platform.



Tested the most important and difficult aspects and
found them effective (not perfect, but strong and
effective)



An amazing depth of freedom within to modules for
customization. (Why our level of confidence is so high.)



Expect that freedom in the remaining modules, which
gives us a great deal of confidence

11

Results of Testing Sharepoint


Results of Testing



Staff directory and water cooler performed well


Email was disappointing


Document Management is strong


Single sign
-
on available for intranet, email and (if
budgeted) timesheets


More testing to come for new media and automated
requests

12

What We Recommend

Intranet Platform


Pending final testing, we recommend Sharepoint.


It integrates with Microsoft products


Robust platform for corporate news sharing


Department
-
owned and managed content


Robust collaboration tools


Improved, intuitive navigation


Automation of paper
-
dependent tasks


Intranet as “desktop” for all employees


Advanced technology (blogs, wikis, video
streaming, news feeds, etc.)

13

What We Recommend

Non
-
Staff Costs of SharePoint Intranet



2008


Hardware, software licenses



$ 40,000


Development




$200,000


Training & Materials




$ 30,000


Total





$270,000



2009


Additional hardware and licenses


$ 20,000


Additional Development



$170,000


Total





$190,000

14

What We Recommend


Non
-
Staff Costs of Existing Intranet



Current eNet (iApps)


Initial Development (2002)


$135,000


Modifications through 2007


$ 40,000


Hosting & Maintenance through 2008

$140,000


Total





$320,000

15

Return On Investment

Quantitative ROI



How did we find it?



Cost of current method, using average employee
salary, average time of current effort.



Cost of future effort using average employee
salary and average time of future effort.



Find the difference and determine the financial
RIO of time on task.




16

Return on Investment

Task

Cost

Save 2008

Save 2009

Save 2010

Address Change

Reduce time by 50%



$2,195

$9

$55

$101

Travel Request

Reduce time by 20%


$1585


$36

$235

$434

New Employee Orient

Reduce time by 15%


$12,195


$108

$705

$1,303

IT Equipment Request

Reduce time by 33%



$1,829

$181

$1,176

$2,172

Direct Deposit

Reduce time by 57%


$3,048

$48

$314

$3,050

Conference Rm Reserve

Reduce time by 67%


$8,536


$3,378

$21,961

$40,543

Timesheets

Reduce time by 80%


$14,634

$8,688

$ 56,471

$104,255

Invoicing

Reduce time by 43%


$24,634


$10,257

$66,667

$123,079

17

Return on Investment

Total Possible ROI by 2010



Administrative

Reservations, requests, new employee orientation, etc.


Est. Cost:

$ 26,341


ROI by 2010:
$44,554


Financial

Direct deposit, timesheets, invoicing


Est. Cost:

$ 47,194.75


ROI by 2010:
$285,833


General

Document and project management, improved navigation and search


Est. cost:

$ 58,292.50


ROI by 2010:

$182,446



Total: $512,833



18

Online Services

One Dedicated Team



Efficient management of information


Clearly defined, reliable processes and accountability


Consistent application of branding, content, usability
and maintenance protocols


Redundant knowledge and talent


Spread and specialization of training resources

19

Online Services

Defining an Online Services Department




Support department


Manages intranet


Manages public websites


Provides 3 key services:


Strategy for the future of online offerings and
environment


Support for new sites, enhancements,
functionalities


Daily, routine maintenance


20

Online Services

Defining an Online Services Department



Responsible for:


Implementing an intranet


Continuous semi
-
annual enhancements


Automation workflow


Daily maintenance and management of 120,000 web
pages across 23 sites


1,475 documents in ERD


Information Resources (Resident Services, Workforce,
MoneyNet, Housing Development)


Integrating existing sites into .org or .com


Implement the One Enterprise public site


Reporting on site use


Implement a CMS


Managing vendor or implement new DocMS

21

Online Services

Defining an Online Services Department



Relies on others for:


Subject matter experts for original content, including:

Partners’ Communications and Investment’s
Corporate Marketing and Strategic Communications
for journalism, employee communications, marketing,
branding, messaging, and photography, video, audio


IT for Help Desk support, infrastructure (security,
hosting, servers, bandwith, etc.)

22

Online Services

Staffing Online Services



Benchmark range: 1.3 to 2.3 OLS per 100 FTEs.


Enterprise’s 525 FTEs: 6.8 to 12.1


Current Staffing

Investment has approx. 0.75 staff

Partners has approx. 4.5 to 5.5 staff


KS has 2.25


IT has 1.0 to 1.5


Communications has 1.0 to 1.5

Total: 5.25 to 6.25 existing Enterprise staff

23

Online Services

Staffing Online Services


Preferred Staffing: 10 staff members


Ratio of 1.9 online services staff per 100


Minimal Staffing: 7 staff members


Reduces scope of what can be done


Ratio of 1.4 online services staff to every 100


Internal Capacity: 5 team members


2 new hires needed for minimum


5 new hires for the preferred



24

Final Thoughts

Things to consider


Online services will support four key areas:

1.
External marketing

2.
Technical publishing and info. dissemination

3.
Internal employee communication

4.
Automation of business processes


Partners manages approx. 110,000 web pages; Investment manages
approx. 7,000. Partners’ site generates 25,000 visits per month;
Investment’s 6,000.



The ERD on Information Resources is far and away (by a factor of 40) the
most used section of any of our sites for downloading.


ROI comes from the automation of work flow and tasks.