The COWIportal Supporting Strategic Progress and Business Success

10/3/15
INTRANÄTVERK 24 SEPTEMBER 2015, MALMØ1
The COWIportal supporting
strategic progress and
business success
Driving behaviour through technological change
Christine Rübner Hultmann, COWI, Head of Global Knowledge Management

The agenda for today…
10/3/15
• Facts and figures about the
COWIportal
• Challenges with business case
• COWIportal strategy supports
business strategy
• Creating value through strategy
• Solutions
• Learnings from stakeholder
management
• Q&A

10/3/15
Facts and figures about the COWIportal
Approx. 6,200
employees and portal
users from all over the
world
222 Organisational
team sites primarily for
departments
Upgraded to SharePoint
2013 in September 2014
Approx. 320 team sites for
professional communities
Approx. 120 Team sites
for social communities in
Scandinavia
At any given time
approx. 13,000
ongoing projects
News, document handling, collaboration, news feed, discussions forums, Business support tools and processes

Portal use by country
10/3/15
DENMARK
NORWAY
SWEDEN
USA
CANADA
LITHUANIA
INDIA
UNITED KINGDOM
QATAR
UAE
OMAN
ZAMBIA
UGANDA
TANZANIA
MOZAMBIQUE
RUSSIA
POLAND
HONGKONG
SOUTH KOREA
GERMANY
GEORGIA
TURKEY
CHINA
BELGIUM
The majority of employees
are located in Scandinavia,
which affect the use of the
COWIportal

Assumptions for the business case for implementing
the COWIportal strategy…were strategic
10/3/15
› Prove potential for efficient working
processes
› Save time in Shared Service
departments
› and in Line Of Business

10/3/15
The portal can drive strategic change
Improve sales
› Employees must be better to sell
Consistent branding
› COWI must be attractive in the market
through our branding
More effective and smarter by
› Collaboration across boarders in the
organisation
› Knowledge sharing
› Reuse of knowledge
› Being innovative
› Creating new solutions

10/3/15
Multiple benefits by centralizing and standardizing
The COWIportal strategy
Business efficient
COWIportal
Improve Business
support
Digitization of
business processes
Easy access to business
tools
Improved access to business
processes and daily working
tools
Highlight self services
Increased usage of self
services functionalities
through integration to the
COWIportal frontpage from
business support portal sites.
Utilization of new
functionalities in
SharePoint 2013
Business process
improvement
- Improved management of
business processes.
- Performance can be
measured making it easier
to find and eliminate
bottlenecks.
- Increased efficiency by
reducing pure waste in the
daily work.
Increase self services
Automation of business
process giving more self
service functionalities on the
COWIportal.
Improve consistency
Standardizing, streamlining
and simplification of business
support processes
Cost efficient and
improved service to LOB
Easy time efficient use of
business processes.
Drive behavior
Increased business behavior
through working with the
tools in the business
processes.
Increased awareness across
business support – "Who is
doing what, When"

10/3/15
The COWIportal journey…

From no synergy across Business support…
10/3/15
› News oriented front page – lack of focus
on tools
› Content gave information not call to
action
› Used as library and background info
› No consistency in services
› Content jungle in Business support
› Bottlenecks in working processes
› Lack of consistency
› Waste of time for users
› Technical limits for functionality

…to increased synergy within behaviour and
optimizing business support processes
10/3/15
› Business oriented front page
supported by relevant news
› Content leads to actions
› Content drives behaviour
› One business support shop concept
› Reduce cost and time

10/3/15
Solutions…

10/3/15
INTRANÄTVERK 24 SEPTEMBER 2015, MALMØ
12
COWIportal
frontpage
today

10/3/15
COWIportal
frontpage after
implementation of
tools components
- expected launch
Q1-2016

10/3/15
Closer look at
the tools components
Folded out list of
team sites
Search in all
business support
tools by
targeted links
Access to
corporate core
processes…

My favourite Business
support tools
10/3/15
› The link ‘My Favourite Business Support
Tools’ leads to a page where the user
sees:
› A collection of the tools that he has
selected for quick access to
› A page displaying a list of all tools
available

10/3/15
Learnings from the stakeholder process…

10/3/15
Elements that lead to success - find the right mix of…
Stakeholder
management
Political timing in
the organisation
Type of business
case to express
the Return On
Investment

It requires a lot of stakeholder management to
succeed…
10/3/15
Early dialogue with the Executive
Board because of…
› Expectations for the business case
strategic or financial
› Assumptions for the business case needs
to be clear
› Finding the right model for the business
case
› The complexity of creating a baseline on
strategic assumptions
› The need for defining the elements in the
strategic baseline

It requires political timing to succeed…
10/3/15
› Use your relations to test ideas for
solutions and political timing
› Show specific solutions when selling
› Connect to internal strategic projects
› Use the readiness in organisation to listen
› Speak the strategic language with top
management
› Show that you know the Business
strategy

10/3/15
…and now is strategy an active project…
• Revision of the COWIportal front page
• An internal development project
• Expected launch of new front page phase 1
Q1-Q2/2016

Background of the COWIportal Front Page Project
10/3/15
The purpose is to define:
› A layout of the front page, that creates
the best overview and appeals to the
employees as a natural place to work:
› by displaying relevant news
› by ensuring easy access to business
tools, processes and subsystems
› Time saving, knowledge sharing and
supporting creation of relations
across the organisation
› A secondary purpose is to use the portal
to create awareness of the WAY WE
WORK in COWI as a global company
across the world and time zones:
› By presenting news or tools
important to the development of
COWI:
› Through creating easy acces to
business tools and processes
› Highlight self service tools
› Utilize new functionality in Share
Point
21

The rationale
10/3/15
› Front page should be more tools oriented
› The natural place to start the work day…
not a place, you go now and then
› Front page should actively support new
behaviour
› COWI as a project selling and project
execution focused company
› Front page should increase employee
productivity
› Less time consuming access to required
documentation and to business support
services

10/3/15
QUESTIONS?
crh@cowi.dk

10/3/15
Appendices

Solution:
Business Support Tools
10/3/15

Business support tools
10/3/15
› The top part of the front page for the COWI
portal is shown. The user enters Business
Support tools and processes in one of following
two ways:
› From the top menu – clicking on Business
Support.
› By entering a search word in the search area for
Business Support Tools
› The link ‘My Favourite Business Support Tools’
leads to a page where the user sees:
› A collection of the tools that he has selected for
quick access to
› A page displaying a list of all tools available

Auto suggest search area
10/3/15
› The search field automatically
suggests content based on the
typed search word (or part of).
Below an example of the auto
suggest search functionality shows
the results if you have searched on
‘ipsum’

Business Support – favourite tools selected
10/3/15
› This page is when the user selects the top menu item
‘Business Support’. To the left in the content area you
find entries to all business support areas (more might
come).
› Right to the business support entries you are able to
search business support tools (like on the front page).
You can also search by the A-Z list. Besides, you have
links to areas that do not fit into the business support
areas but by nature are related to the subjects.
› In the right hand column, primary contact information
and banner campaigns can be displayed.
› If the user has selected his own favourite tools, he can
view these beneath the Business Support entries. As
default he sees all his favourite tools and he can filter
for each business area by the top icons. Below the list
(not shown on the screendump) a link to all tools is
available for the user to add more tools.

Business Support – no favourite tools selected
10/3/15
› If the user has not yet added any
favourite tools the area beneath the
business support areas is empty and
a webpart / campaign area
encourages him to select favourite
tools.

A Business Area: HR
30
› The front page for each business support area
displays a shop that takes the user to elaborated
process descriptions for specific areas within the
business support area.
› To the right of the shop, the user can search within
tools for the business support area (e.g HR) or use
A-Z entries to find the tool he is looking for. In the
far right column an entry to viewing competences /
contacts for the business area and a news section is
displayed. The news are related to the business
area.
› Beneath the A-Z-list, promoted links are displayed.
Promoted links are editorial links decided by the
business support area. The decisions can be based
on statistics of most used links, seasonal promotions
or important links for a specific target group. Also, a
link to a A-Z list of all tools within the business area
is displayed.10/3/15

The A-Z list in a Business Area
10/3/15
› The list is filtered to show tools for
the specific business area. The user
can add a tool from the list to his
favourite tools and he can see which
tools he has already added – or he
can delete them from his list of
favourite tools. The procedure for
managing tools is similar to
managing projects.

The Process Description in Shops
10/3/15
› The user navigates to a process
description by clicking one of the
icons in the shop on the front page
of the business area. Here each
phase and steps in the process are
shown and linked to related tools.

General screen shots from
the COWIportal
10/3/15

10/3/15

10/3/15
43

10/3/15
Portal site concept for business support - Processes and actions/tools drives behaviour
Service: with many
processes
Process: containing
some steps
Step: with header,
text and action
Call to action: Links
to templates and
tools and other
support systems
Tools drives
behavior: Define
"the way we work"
Alphabetic index "A-
Z":
All basic content
anchored here

10/3/15

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