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Updated intro

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