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INTRANET PORTALS Intra-SynrG TEAM Kimberly Tolbert Wilson- Project Manager and Presenter Kimberly Giertz – Research Analyst/Scribe Sivakumar Manickavasgm- Research Analyst and Presenter Joe Steinkamp – Web Master INTRANET PORTALS Team Collaboration Tools What is an Intranet Portal Activities and Dimensions Use Case – User Roles Use Case – Document Repository Software List Q/A TEAM COLLABORATION TOOLS Email Zoho Skype WHAT IS AN INTRANET PORTAL A company intranet is private, secure website that enables employees to communicate, collaborate, share documents and other information and access productivity tools. An intranet is often hosted and maintained on company servers and can only accessed by internal employers. INTRANET TECHNOLOGY Customers Internet Presence Partners Employees Enterprise Portal HR, Finance, etc. Team Collaboration XML Web Services Business Applications (SAP, data warehouse, custom . . .) Personal Unified, enterprise-ready solution boosting organizational effectiveness Information sharing Controlling content Decision making ACTIVITIES AND DIMENSIONS View & Manage Tasks The ability to view and edit tasks, i.e. projects or other to-do's. This system allows for online management of tasks and other timed events. Content Filtering & Targeting The ability to filter the content on the portal, for example perform a search. The second part will allow for someone higher level user to target content for certain users. •Work Flow •User Roles •Training •Wiki •Bulletin Board •Document Repository •User roles •Work Flow •Easy Access •Wiki •Bulletin Board •Document Repository Intranet Portal •Easy Access •Wiki •Bulletin Board •Document Repository •Easy Access View & Manager Resources Being able to view all necessary resources in the portal and being able to edit/manage them. The resources can be internal and external. •Document Repository •Work Flow •Easy Access •User Roles View & Manage Documents The ability to upload documents, view them online, and edit them. Users can host documents on the portal to share with others and all others to collaborate on the documents. The ability to manage who can see each document will be allowed by security management. •Wiki •Customization •Training Communication The ability to communicate with others online through the portal. Means to communicate can be one directional, two directional, or more. View & manage reference materials The ability to create online reference materials and have others view them. USE CASE – USER ROLES Sharon Bradley, Contract Attorney Jones & Associates Location: Chicago Company Size : 15 employees Background Sharon Bradley has been working at Jones and Associates for less than a year. She is now adapting to her new environment and discovering that this smaller firm does not have as many choices in technology resources that the large firm had. In particular, her options are limited in terms of collaboration tools that allow her to collaboratively draft contracts with opposing counsel and clients. The firm’s security policy does not allow firm employees to house confidential documents outside of their local computer network which is protected from unauthorized access by a firewall and internal network passwords. Their office does not have a full time IT staff and is largely left to their own devices using a standard collection of applications that include MS Office, including an Exchange server and Outlook for email communication, Antivirus, and Internet Explorer. USE CASE – USER ROLES PROBLEMS AND LIMITATIONS Problems Limited options for collaboration Secure document transfer outside of their local computer network The firm does not have a full-time IT staff support Asynchronous collaboration via email both internally and externally Limited control of maintenance of document revisions and exchange Document integrity unsecure and often revised by unauthorized users USER ROLES– GOAL Goal Collaborate with all relevant parties while still maintaining control Apply a process to allow who has access to the documents, when they can be accessed and who can view and modify the documents Invest in portal technology that will satisfy her needs without breaking the bank Require a substantial investment in infrastructure and personnel to support it AFFORDANCES Must Haves Easy Access to Documents via the Internet: Establish a dedicated extranet site with its own URL that can be accessed by all parties via the Internet Assure that this site is accessed via a secure Internet protocol such as HTTPS. Assure that the tools or applications needed to access this area are standard applications that are installed by default on most computers. User and Group Based Permissions Control Control access to this site by establishing user roles and configuring granular permissions at both the site level and the document level. Allow for ability to categorize documents in order to link the categories to specific access permissions. Allow for auditing of document revision history. Ability to Organize Documents by User Roles Organizing documents should be as easy as maintaining folder hierarchies in Windows Explorer. Nice to Haves Provide ability to run an integrated application that will allow the collaboration session host to share the desktop so that all connected parties can view real-time document revisions. Key Features: Improve team productivity with easy-to-use collaborative tools Easily manage documents and help ensure integrity of content Reduce the complexity of securing business information Provide controls for securing company resources Easily scale collaboration to meet business need Cost-effective foundation for Web-based applications Easily manage and configure Windows SharePoint Services by using a Web browser Windows SharePoint Services platform to build rich, flexible, and scalable Web-based applications and Internet sites specific to the needs USER ROLES – SOLUTION Windows SharePoint Services (WSS) is a versatile technology included in Microsoft Windows Server 2003 that enables organizations and business units of all sizes to increase the efficiency of business processes and improve team productivity. WINDOWS SHAREPOINT SERVICES PRICING One server license is required for each copy of the server software installed Windows Server 2003 Client Access License (CAL) is required for each user or device (or combination of both) that accesses or uses the server software The same Windows Server 2003 Client Access License is used to access both Windows Server 2003 and Windows Server 2003 R2 servers USE CASE – DOCUMENT REPOSITORY Michael K .Wilson, CIO Ziegler, Giles, Ward & Associates Location: Chicago, Atlanta, New York, San Diego, Shanghai, London, Dubai Company Size : 700 employees Background Michael started 2 years ago as CIO at Ziegler, Giles, Ward & Associates (ZGWA) , a small private firm that handles executive recruitment. He was challenged with trying to adapt to the non-existent document repository at ZGWA, and the lack of collaboration with project teams globally outside of the use of email. He also struggled with the use of the file sharing system for storage due to the limitations in security and accessibility across the global offices. He noticed that the intranet used by the firm was not an enterprise solution. In fact, it was built in-house by a couple of developers who were asked to create a web-based solution to share company announcements and events. iConnect (the intranet portal) was built with very simplistic system goals, is a very limited solution used by US employees only. It did not include document management functionality nor was it built for expandability. USE CASE – DOCUMENT REPOSITORY PROBLEMS AND LIMITATIONS Problems Security and Role based access issues Version Control Limited to Local Area Network (LAN) Flexibility issues Unable to exchange between repositories/global offices In-House built limited intranet – used only for announcements and events Document management functionality not included in the original specifications DOCUMENT REPOSITORY – GOAL Goal Procure a cost-efficient global intranet solution that will include a document repository to replace current system Ensure that a document Create, Read, Update or Delete (CRUD) matrix is included within the intranet portal solution to collaborate with teams. Secure and flexible exchange between repositories and global offices. Utilize the firms LDAP/AD technology for single-sign-on capabilities and security Limitations Budget constraints Must use allocated technology funds Current intranet is not easily expandable Integration limitations AFFORDANCES Must Haves Single sign on and easy access to intranet portal Secure CRUD access Support all document types Ability to Edit Properties of a document or folder Email submissions Alert management (folders and documents changes/updates) Web based Search and Tag Auditing capability (HIPAA and SOX purpose) Nice to Haves Send document through workflow process Key Features: Extensive personalization features to streamline information delivery and to present the right material, at the right time, to a user’s intranet desktop Secure, central repository and comprehensive document management functions Distributed organization structure, knowledge transparence, user-driven flow of information and simple management by users Security/Access Control Version Control Search and Indexing Desktop and Office Integration Drag and Drop Publishing DOCUMENT REPOSITORY – SOLUTION ” ADENIN PRICING The price for 1 processor (CPU) license with 2 Administrator and 698 users licenses is US$ 10,480.00 The price for the Support & Subscription Contract is US$ 2,515.00 per year SOFTWARE QUESTIONS?