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 Intranet & e-Workflow

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

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 Sites Shared services consumers Centrally Hosted Collaboration Platform Shared Services Security, Authentication Authorization, Search.. Intranet Website Parent portal site Application Server Collaboration Server Database Server Web Server Intranet Portal Architecture

An Example of Intranet The experience of NISG

NISG Intranet – Home Page

Knowledge Bank

Project Document Repository

Project Documents..

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

Resources.. Methodologies, Guidelines…

Building an Intranet Step 1 Planning Set Objectives Decide Ownership Assess user needs Estimate Size & Growth Plan Prepare Security Plan Assess compliance requirements Step 2 Building Design Content Relevance Quality Taxonomy Design Portal Establish Infrastructure Develop Application Install & Test Launch the Intranet Step 3 Adopting 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

Intranet Maturity Framework* ( source

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

DigitalGov – Home page

DigitalGov – e-Filebox

DigitalGov – e-Notes

DigitalGov - Applications

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

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