Jillian hiscock presentation

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Jillian hiscock presentation

  1. 1. Re-designing your intranetDepartment of Transports journey
  2. 2. Re-designing your intranet What I will cover • The department and our working context • Recognising when it’s time for a revamp or upgrade • Doing the review and identifying new requirements • Getting a new system • Migrating to a new system • Lessons learned and new site • Plans for the future - Social intranet Page 2 of 17
  3. 3. Re-designing your intranetWorking contextGovernance• Intranet team part of ‘Information Management & Administrative Services’ composed of myself the Manager, a Site administrator, a Coordinator & a System administrator• Internet & Intranet teams work across divisions – DotWeb team• Intranet team work closely with Internal Communications• Distributed authoring and high involvement• Ad Hoc senior management involvement where required.Policy• Disability Action Plan• Web publishing guidelines• Social media policy• Internal communications review• DOT Writing style guide• PROV website archiving advice• Whole of Victorian Government policies Page 3 of 17
  4. 4. Re-designing your intranet Old Site •Built in Rapid Web Publisher [Lotus Notes] in 1998 •Internet and intranet use same software •IA based on functions & activities not organisational structure •Over 2000 pages, 2000 documents •250 distributed authors •Enterprise search to run standard search & ‘Find a person’ •Archiving within product Page 4 of 17
  5. 5. Re-designing your intranet“The basics are right … ”What works well• Workflow and approvals• Intranet team own & manage top levels – control IA• Content organised around activities and functions• Distributed authoring• Simple authoring interface• Standard & centralised training, plus desk visits and phone support• 6 month expiry cycle on content• Single intranet – no subsites• Search covers intranet content – plus the department website & IT service provider and contact list• Good interactive applications available only from intranet [sticky factor]• Archiving• Centralised document repository Page 5 of 17
  6. 6. Re-designing your intranet Page 6 of 17
  7. 7. Re-designing your intranet
  8. 8. Re-designing your intranet Page 8 of 17
  9. 9. Re-designing your intranet“I’m sorry we can’t do that … ”What does not work [of course!]• Product not accessible – heavy reliance on tables to format content• Inability to building interactive features that the business requires• No policy and procedures A-Z or dynamic lista• Extended Search out of support• Business areas starting to use purpose built solutions• Inability to put security on specific areas• Centralised document repository – staff resentment re two step process• Cost of hosting legacy systems on IT provider network• Our old software is single point sensitive. Loss of product knowledge to provide technical support Page 9 of 17
  10. 10. Re-designing your intranet“It’s working, why replace it? ”Building the business case• Initial attempt to participate in consortia purchase with 4 other Government departments [the G4]• Shared requirements document• Business spending budget on external solutions, single point sensitive• Centralised system cheaper, [training, backups, sustainable knowledge ...]• Conduct review to identify what can be improved & run the same review after migration• Product selected for both sites : Matrix by Squiz Page 10 of 17
  11. 11. Re-designing your intranet Review • Desk top evaluation for usability and accessibility • Card sorting • Discoverability Result: • Small changes – mixture of familiarity & usability • Highlighted the low accessibility levels • New requirements: A-Z policies area, forms • Reinforcement re plain English labels. Gerry McGovern was right! • People wanted white space, standardisation of content placement • One new menu area ‘Facilities and Resources’ • List of functions that can only be build in new software • Refreshed look and feel – home page etc.Decision to move ‘like for like’ and no redesign at migration point Page 11 of 17
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  14. 14. Re-designing your intranet‘Composing’ a new system• Workshops – Metadata, workflows, user interface,• Collateral – ‘as is – to be’ documents, page content• Project documentation stored in our EDRMS [TRIM]• Build concept site using every variation on internet and intranet site• Negotiating the governance arrangement with our IT provider & WCMS vendor [Co Lo]• Building architecture : Postgres platform Page 14 of 17
  15. 15. Re-designing your intranet“What, no tables for layout! …. ”Migration• Preparation of content and migration• 4-5 migrators – manual migration as each page needs touching.• Content inventory using Excel spreadsheets, hierarchy, pages titles, URLs, issues, page review dates, expiries, owners.• Moved 4000 assets, consisting of 2000 document, 2000 pages, including images, videos, sound files, forms, surveys• Set up author/maintainer list• Designing stylesheets for all our variations• Moving in tandem with Transport website & the launch of a new stat body website TSV• Sharing one project manager• Implementation of an Easy Edit interface for author Page 15 of 17
  16. 16. Re-designing your intranet“Oh dear …" Lessons learned: • Pages are not ‘like for like’. They are ‘close as possible’. • Keeping it readable • Don’t assume your site is cleaned up • Nothing works like a Notes workflow – sigh • Different browsers, Firefox v IE. – HTML • Still need a suite of tools Page 16 of 17
  17. 17. Re-designing your intranet“What’s next ?“Plans for the future:• Social media – more!• Social intranet• Integrated desktop• Embedded content• Enterprise search• SAS products Page 17 of 17

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