Putting your intranet to work

The intranet is viewed, administered and updated using only a web browser such as Internet Explorer or Firefox. Although the system is easy to replicate across multiple branch locations, having everyone in a single location will makes server administration particularly straightforward.

The server can be hosted on your premises and may be a Linux or Windows operating system and requires a single user licence. The applications are a standard webserver combination of Apache, PHP and MySQL. Expensive software like sharepoint and Microsoft IIS are not required - Apache, PHP and MySQL applications are Open Source and free.

There are no ongoing licensing fees, nor is there any “per user” fee. There is no limit to the number of users.There is a single one-off cost for the intranet, assuming you will handle server maintenance and content administration internally.

The framework has multiple levels of security, based on individual logins. Individuals can belong to groups to simplify setting access levels. Users may belong to multiple groups. The framework does not link to network logins, and security for the intranet does not impact on security for the network. As the framework is hosted onsite (within the network) general users will probably only need to log in if they require information or documents that are security restricted.

Numerous modules for the framework exist, and custom modules can be created. Please note that leave applications can be hugely complex due to internal approval policies and possible privacy issues.

Identifying Intranet Applications

IN GENERAL there are four characteristics to look for in identifying business processes that could be vastly improved by an Intranet.

Any business process that involves the production, requisition, distribution and update of dynamic information that has traditionally been published on paper.

Examples include employee directories, medical benefits descriptions, product specifications, user manuals, price lists, policies and procedures.

• Post job openings, internal educational opportunities and career development information on intranet web site.
• Publish historical budgeting data, including projected and actual spending.
• Publish an inventory of current assets and equipment online allowing managers to review and update the information.

Any business process that involves the consolidation of information from multiple data sources.

• Provide access to information consolidated from multiple databases (customer, product, inventory, product manuals and shipping).
• This means that a customer service representative can access and consolidate customer information, order history and product information (description, pricing, availability) and enter sales order information - all while speaking to a customer on the telephone.

Any business process that requires a high level of communication and collaboration between people, especially if they are separated geographically.

Many engineering and construction projects involve the coordination of multiple development groups scattered in distant locations.

• Managers and site personnel need constant, up-to-date access to company and project information. An intranet can provide a central location for team resource assignments, project schedules, action items, task lists and progress reports.
• Establish a easily accessible and always up-to-date repository of contracts, specifications, variation orders, correspondence, procedures, and forms

Any business process that depends on people finding or requisitioning information or products.

Examples include reference manuals, internal requisition systems as well as order and purchasing systems.

• Post answers to routine questions for access by customer service both on an intranet as well as a secure extranet for direct access by customers, distributors and dealers.
• Provide online forms for entering and updating information on new and existing customers. Allow customers and suppliers to enter private, password protected sections of your intranet site to check and update their own information on contact details, orders and deliveries.