A Quick Guide to Portal Definition Steps

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A Quick-Guide to Portal Definition …

A Quick-Guide to Portal Definition
The Enterprise Portal Definition Process should produce deliverables derived in a logical sequence. At a high level, the Portal Definition deliverable should be designed to include answers to key requirements questions

The actual work of creating an enterprise portal definition can be broken down initially by business, technical, and creative tracks. Each of the tasks assigned to the tracks can be pursued in parallel, providing that there is strong project management and regular communication between the various teams. About 80 percent of the effort to create a portal definition falls to the business track. for a project to succeed, it cannot be primarily IT-driven. This presentataion breaks the project down into tasks, showing the activities and benefits of each.

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  • 1. A Quick-Guide to Portal Definition Steps Bas Fockens, Senior ECM consultant Datacon BV www.datacon.nl
  • 2. Definition “An Enterprise Portal is a framework for the integration of information, people and processes across organizational boundaries” www.datacon.nl
  • 3. Portal elements • Access/search • Categorization • Collaboration • Personalization • Expertise and profiling • Application integration • Security www.datacon.nl
  • 4. Portal tools • Content Management System • Document Management System • Collaboration Software • Customer Relationship Management • Business Intelligence • Email Management • Intranet www.datacon.nl
  • 5. The Portal Eco system Identity Management WCM Wireless Security SSO Application Servers Expertise Location EAI & Mgmt. Collaboration Portal Web Services Product BPM Directory E-Forms/Workflow E-Learning Search Development Tools Business Intelligence www.datacon.nl CRM Knowledge Mgmt.
  • 6. Portal Architecture www.datacon.nl
  • 7. Defining the portal Requirements Questions Portal Definition Document Portal Vision Document WHO is the ultimate user for the portal? To what •Communities WHO communities do they belong? What roles do they •User roles play? •Feature set prioritization •Logistical requirements WHAT does each of the players in the community need? What processes would help the community? WHAT Creative Layout What information would help the community What will the portal possibly look like? Content Inventory What content exists that supports the community? •Identify where content exists WITH What content is needed? •Identify systems content resides upon •Identify areas where content is lacking Quality Assurance Plan How do we define Quality? How should we go about •Logistical Requirements HOW training? How should we go about support? How will •Administrative Requirements this affect our Culture? How will we measure ROI? •Next Steps
  • 8. Project Launch Kick off meeting with all key stakeholders and participants. Benefit: Level set expectations for project participants. www.datacon.nl
  • 9. Definition tracks  Business  Technical  Creative The actual work of creating an enterprise portal definition can be broken down initially by business, technical, and creative tracks. Each of the tasks assigned to the tracks can be pursued in parallel, providing that there is strong project management and regular communication between the various teams www.datacon.nl
  • 10. Business track Community definition Define communities, role players and key participants for those communities. Benefit: Essential for follow-on requirement activities. www.datacon.nl
  • 11. Business track Community requirements Define: • Processes • Features • content Benefit: To understand what is needed to make the portal valuable for the user. www.datacon.nl
  • 12. Business track Portal Vision Definition Consolidation and prioritization of all the requirements presented by the communities. Result: A final prioritized listing detailing what will make the portal a success www.datacon.nl
  • 13. Business track Content Inventory Discover where content resides and what content exists. Benefit: Awareness of content readiness. Does new content need to be created or old content updated? www.datacon.nl
  • 14. Business track Workflow planning Investigate and plan publishing and workflow needs based on Portal Vision Document. Result: Additional requirements for the portal tool selection process. www.datacon.nl
  • 15. Business track Resource planning Define a plan for supporting the portal. Benefit: Knowledge of human resource requirements and needs. www.datacon.nl
  • 16. Business track Security planning Define SSL, user login, password, firewall, and other security requirements.. Result: Blueprint for design of system security. www.datacon.nl
  • 17. Business track Culture Review new processes and how they interacts with existing processes. How easily does this fit into the current way of doing business? Result: Understand the impact of the portal on each of the user roles within the portal www.datacon.nl
  • 18. Business track ROI Define why this portal makes good business sense. Benefit: Base for going forward with the project www.datacon.nl
  • 19. Technical track Review Company Requirements Gather information regarding software, hardware, and any standards. Benefit: Provides a basis for tool selection if platform or operating system is a consideration www.datacon.nl
  • 20. Technical track Identify Systems Identify platform where the system resides, amount of content, and document types. Benefit: Supports estimating the integration effort necessary for each portal tool under consideration. Early detection of potential integration issues between systems and tool. Clarifies tool selection www.datacon.nl
  • 21. Technical track Content Inventory Discover where content resides and what content exists. Benefit: Assists with tool selection. Tool must be able to crawl or search these system types and read specified document types. www.datacon.nl
  • 22. Technical track Identify Content Platforms Find platform where the system resides, amount of content, and document types. Benefit: Assists with tool selection. Tool must be able to crawl or search these system types and read specified document types. www.datacon.nl
  • 23. Technical track Administrative Planning Research skill sets and those possibly required for the portal. Provide a plan for how the portal should be administered and supported. www.datacon.nl
  • 24. Technical track Tool evaluation and recommendation Research tools based on using previous deliverables as input. Provide a set number of product evaluations. Benefit: A tool recommendation for the portal based on business requirements. www.datacon.nl
  • 25. Creative track Creative Baseline Acquire available company graphics standards materials or create these standards for the site. Benefit: A GUI Style Guide simplifies creative execution. www.datacon.nl
  • 26. Creative track Identify Information Requirements Participate in key sessions to understand all communities and their information requirements. Intuitive interface design depends partly on the designer's understanding of their audiences. www.datacon.nl
  • 27. Creative track Sketch Information Architecture Understand the entire content inventory and how each community interacts with inventory. Result: The portal will feel comfortable—not frustrating— to the user, encouraging site loyalty. www.datacon.nl
  • 28. Portal Checklist • Manageability • Security • Customization • Share and Share Alike • Interfacing • Scalability • Usability • Cost www.datacon.nl