Intranets Lessons from Global Experiences

1. IntranetsLessons from Global Experiences J Satyanarayana Chief Executive Officer National Institute for Smart Government Hyderabad, India

2. Agenda • Intranets & Extranets • Intranet Services • Advantages of using Intranets • Architecture of Intranet • Building Intranets • Managing Intranets • Intranet & e-Workflow

3. Intranets & Extranets An 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 employees and also enables efficient management of internal operations An Extranet is a variant of Intranet that allows a controlled access to external entities like customers, suppliers and other approved parties

4. Intranet Services (1/5) • Information Services • Employee Contact Information • Organizational Charts • Vision, Mission, Objective Statements • News & Events • Policies • Acts & Rules • Templates • Best Practices

5. 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)

6. Intranet Services (3/5) • Collaboration Services • Calendars • Project Information • Collaborative authoring of documents • Document-sharing • Discussion Forums • Web-conferencing • Instant messaging • Alerts

7. 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

8. 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

9. 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

10. Intranet Portal Architecture Child Portal SitesShared services consumers Shared ServicesSecurity, Authentication Authorization, Search.. Intranet Website Parent portal site Centrally Hosted Collaboration Platform Application Server Collaboration Server Database Server Web Server

11. An Example of Intranet The experience of NISG

12. NISG Intranet – Home Page

13. Knowledge Bank

14. Project Document Repository

15. Project Documents..

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

17. Resources.. Methodologies, Guidelines…

18. Building an Intranet Step 1 Planning Step 2 Building Step 3 Adopting • Set Objectives • Decide Ownership • Assess user needs • Estimate Size & • Growth Plan • Prepare Security Plan • Assess compliance • requirements • Design Content • Relevance • Quality • Taxonomy • Design Portal • Establish • Infrastructure • Develop Application • Install & Test • Launch the Intranet • Sponsor at the right • Level • Train users • Plan early gains • Involve the users in • improving the site • Establish content • review process

19. 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

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

21. 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

22. 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

23. DigitalGov – Home page

24. DigitalGov – e-Filebox

25. DigitalGov – e-Notes

26. DigitalGov - Applications

27. 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

28. 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

29. Thank You ceo@nisg.org