Intranet Projects
Dos and Don’ts
Niklas Sinander
Enterprise Information Manager

EUM/GES/VWG/11/1578
Issue 1
04/07/11
EUMETSAT
Mission

Monitoring weather and climate
from space
24/7 hours a day, 365 days a year
International organisation
5...
agenda
 issues
 approach
 dos and don’ts
 some major challenges

EUM/GES/VWG/11/1578
Issue 1
04/07/11
issues
 Difficult to find information
 Information in different systems

 Cumbersome to contribute
 Static content
 N...
approach
 Quick fix
or

 Full blown

EUM/GES/VWG/11/1578
Issue 1
04/07/11
the quick fix
Address only the main pain points
Re-organise information

Improve access to information in other systems
...
the full blown approach
Holistic view
Vision
Define objectives
Gather needs
Aggregate and Analyse
Define scope
Proje...
vision

"better fulfill the user and organisation needs"

“intranet shall be the main tool for communication”

EUM/GES/VWG...
define objectives

 Support to Work

Efficient tool which helps employees in their work

 Effective Communication

Infor...
gather needs

 Existing ICT Survey results
 User workshops
• What’s good
• What’s bad
• What’s missing

 Seeding ideas
...
thinklet

If I would have asked my customers
what they wanted, they would have
answered: Faster horses
Henry Ford

EUM/GES...
aggregate and analyse
Drop Page Fields Here
Count of Solution Area
80
70
60
50

Objective
Support to Work
Interactive Work...
EUM/GES/VWG/11/1578
Issue 1
04/07/11

M

Se

sa
g

M
es

in
g

di
a

ip
e

ik

io
n

ar
is
ch
ce
lla
ne
ou
s

an
et

w

gr...
project set up
Project
Content

System
Project Team

User Ref Group
Contributors

EUM/GES/VWG/11/1578
Issue 1
04/07/11
project execution
 Traditional waterfall
 Phase 1
 Platform
 Integration with other systems
 Wiki (originally phase 2...
time line
Phase 2 delivered

User Workshops

Phase 1 delivered

Follow Up releases
Initial discussion

2006
EUM/GES/VWG/11...
some project data

Deployment, 100

Project
Management,
650

Verification, 1150
Definition, 780

Design, 440

Implementati...
dos and don’ts

 What went well
 What could have been done differently

EUM/GES/VWG/11/1578
Issue 1
04/07/11
what went well – Do












Define a vision and plan how to achieve it
Get buy in from management
Put a gov...
what could have been done differently - Don’t

 exclude content from the project
 define the information architecture in...
some major challenges
 Which problems do you try to solve?
 Does a strategy and/or objectives exist?
 Management buy in...
EUM/GES/VWG/11/1578
Issue 1
04/07/11

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Intranet projects - Dos and Don'ts

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Case study presenting a generic approach for relaunching an intranet.
It provides guidelines for how to define the purpose, the scope and setting up the project all based on the experiences drawn from the relaunch of the EUMETSAT Intranet.
The Dos and Don'ts and Challenges slides are especially useful for anyone about to relaunch an intranet.

About the EUMETSAT Intranet relaunch project:
The old intranet was not much used, content was hardly ever updated and users looked for information elsewhere.
The project set out to deliver an intranet that would inspire users to use the intranet as the information tool combined with really easy contribution for everyone. All possible aspects were taken into account to ensure a success; graphical design, information structure, collaboration tools, etc

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Intranet projects - Dos and Don'ts

  1. 1. Intranet Projects Dos and Don’ts Niklas Sinander Enterprise Information Manager EUM/GES/VWG/11/1578 Issue 1 04/07/11
  2. 2. EUMETSAT Mission Monitoring weather and climate from space 24/7 hours a day, 365 days a year International organisation 550 employees 30+ nationalities Darmstadt, Germany EUM/GES/VWG/11/1578 Issue 1 04/07/11
  3. 3. agenda  issues  approach  dos and don’ts  some major challenges EUM/GES/VWG/11/1578 Issue 1 04/07/11
  4. 4. issues  Difficult to find information  Information in different systems  Cumbersome to contribute  Static content  No or little sharing of information EUM/GES/VWG/11/1578 Issue 1 04/07/11
  5. 5. approach  Quick fix or  Full blown EUM/GES/VWG/11/1578 Issue 1 04/07/11
  6. 6. the quick fix Address only the main pain points Re-organise information Improve access to information in other systems Upgrade cumbersome contribution tool Tell contributors to update their areas Do not involve the users EUM/GES/VWG/11/1578 Issue 1 04/07/11
  7. 7. the full blown approach Holistic view Vision Define objectives Gather needs Aggregate and Analyse Define scope Project set-up Execute and deliver! EUM/GES/VWG/11/1578 Issue 1 04/07/11
  8. 8. vision "better fulfill the user and organisation needs" “intranet shall be the main tool for communication” EUM/GES/VWG/11/1578 Issue 1 04/07/11
  9. 9. define objectives  Support to Work Efficient tool which helps employees in their work  Effective Communication Informing the employees at EUMETSAT  Interactive Working Area A living intranet for sharing work related information  Employee Space Settle in and live section on Intranet EUM/GES/VWG/11/1578 Issue 1 04/07/11
  10. 10. gather needs  Existing ICT Survey results  User workshops • What’s good • What’s bad • What’s missing  Seeding ideas EUM/GES/VWG/11/1578 Issue 1 04/07/11
  11. 11. thinklet If I would have asked my customers what they wanted, they would have answered: Faster horses Henry Ford EUM/GES/VWG/11/1578 Issue 1 04/07/11
  12. 12. aggregate and analyse Drop Page Fields Here Count of Solution Area 80 70 60 50 Objective Support to Work Interactive Work Area Employee Workspace Communication 40 30 20 Integration EUM/GES/VWG/11/1578 Issue 1 04/07/11 New Site design platform Stellent based application Web application - existing Web application - new zMisc Information to users Keep as is Misc Outside scope of project Survey Lunch cam Leaves&missions Floor plan Action Tracker Update existing tools (DBS) wiki, blog wiki SiteStudio Search Collaboration Buy&Sell Update of navigation Platform upgrade Hummingbird integration Filesystem integration Email integration 0 Update of layout 10
  13. 13. EUM/GES/VWG/11/1578 Issue 1 04/07/11 M Se sa g M es in g di a ip e ik io n ar is ch ce lla ne ou s an et w gr at In te n io n tio l fe e rib ut on t SA T C d vi ga an na lo ok si te M ET ew ew In tr EU N N define scope
  14. 14. project set up Project Content System Project Team User Ref Group Contributors EUM/GES/VWG/11/1578 Issue 1 04/07/11
  15. 15. project execution  Traditional waterfall  Phase 1  Platform  Integration with other systems  Wiki (originally phase 2)  Phase 2  Intranet Messaging  Discussion Forum EUM/GES/VWG/11/1578 Issue 1 04/07/11
  16. 16. time line Phase 2 delivered User Workshops Phase 1 delivered Follow Up releases Initial discussion 2006 EUM/GES/VWG/11/1578 Issue 1 04/07/11 Project Kick Off 2007 2008 2009
  17. 17. some project data Deployment, 100 Project Management, 650 Verification, 1150 Definition, 780 Design, 440 Implementation, 3000 EUM/GES/VWG/11/1578 Issue 1 04/07/11 Total: 6120 man hours
  18. 18. dos and don’ts  What went well  What could have been done differently EUM/GES/VWG/11/1578 Issue 1 04/07/11
  19. 19. what went well – Do            Define a vision and plan how to achieve it Get buy in from management Put a governance structure for the intranet in place Gather needs – not requirements Involve users in different phases Consider COTS, Open source and inhouse mix Define Big bang or smaller increments Communicate and create awareness Provide training Provide Intranet introduction for all new personnel Allow for user concerns and address it EUM/GES/VWG/11/1578 Issue 1 04/07/11
  20. 20. what could have been done differently - Don’t  exclude content from the project  define the information architecture in isolation  have too high expectations on users using the intranet for user to user interactions EUM/GES/VWG/11/1578 Issue 1 04/07/11
  21. 21. some major challenges  Which problems do you try to solve?  Does a strategy and/or objectives exist?  Management buy in?  Expectations – main stakeholders, users, … ?  Need for Governance – project and operational?  Scope?  Waterfall or agile?  User involvement?  Life after the project? EUM/GES/VWG/11/1578 Issue 1 04/07/11
  22. 22. EUM/GES/VWG/11/1578 Issue 1 04/07/11 22
  23. 23. EUM/GES/VWG/11/1578 Issue 1 04/07/11 23
  24. 24. EUM/GES/VWG/11/1578 Issue 1 04/07/11 24
  25. 25. EUM/GES/VWG/11/1578 Issue 1 04/07/11 25
  26. 26. EUM/GES/VWG/11/1578 Issue 1 04/07/11 26
  27. 27. EUM/GES/VWG/11/1578 Issue 1 04/07/11 27

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