Intranet Team Findings

Catherine HydeDaniel FreedLoretta KuoTeAnne ChennaultLisa Roca

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Agenda

Our Task Our Approach What We Accomplished What We Recommend Intranet Costs Return on Investment Online Services Final Thoughts

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Task Assigned

1. Test a pilot version of Microsoft Sharepoint 2007

2. Recommend whether Sharepoint meets Enterprise’s needs for an Intranet.

3. Recommend the resources and staffing structure required to implement and manage a new Intranet.

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Supporting Business Goals

Reinforces the culture of “One Enterprise,” providing a unified voice and creating a central source for information.

It “greens” Enterprise by automating the processes for tasks, reducing reliance on paper.

It can automate tasks, increasing staff efficiency by reducing the time it takes to get things done.

It leverages effective communication and collaboration to simplify work at Enterprise.

It empowers groups to create and maintain their own information and knowledge-sharing.

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Our Approach

Learning to increase internal capacity

Feedback Executive interviews Survey of employees Card sorting and usability testing Measures of current use Learning from peers Benchmarking Industry studies and best practices Consultant recommendations

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Mission Statement

Enterprise’s Intranet will reinforce the culture of “One Enterprise.” It will provide a central source for corporate news and employee information and communication. The Intranet will be a portal to the corporate systems, data and information Enterprise employees need for their work.

It will be available 24/7 to any employee with internet access. The Intranet will have an intuitive document and content management system making it easy to find and share information, and it will use technology to empower, inform and inspire employees. Enterprise will use iterative design and development to continuously improve the Intranet’s capacities and usability.

The mission of Enterprise’s Intranet is to empower employees to stay informed and be more productive by helping them: Quickly accomplish common tasks Easily find information they need and discover some they

may not have known they needed Stay informed about what’s happening at Enterprise and the

industry Easily publish, update and disseminate information they manage

What We Accomplished

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What We Accomplished

Navigation Tabs

About Enterprise People & Teams Employee Center What We Do News & Events Forms & Tools Services Water Cooler

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What We Accomplished

Homepage Corporate News My Favorites Content Search & Staff Directory Comings & Goings Links to public websites News feeds from industry and

breaking national news Notifications This Week At Enterprise showing calendar listings of

major events A module dedicated to advertising or announcing

from various departments

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What We Accomplished

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Results of Testing Sharepoint

Largely confident that Sharepoint will be an effective and robust platform.

Tested the most important and difficult aspects and found them effective (not perfect, but strong and effective)

An amazing depth of freedom within to modules for customization. (Why our level of confidence is so high.)

Expect that freedom in the remaining modules, which gives us a great deal of confidence

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Results of Testing Sharepoint

Results of Testing

Staff directory and water cooler performed well Email was disappointing Document Management is strong Single sign-on available for intranet, email and (if

budgeted) timesheets More testing to come for new media and automated

requests

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What We Recommend

Intranet Platform Pending final testing, we recommend Sharepoint.

It integrates with Microsoft products Robust platform for corporate news sharing Department-owned and managed content Robust collaboration tools Improved, intuitive navigation Automation of paper-dependent tasks Intranet as “desktop” for all employees Advanced technology (blogs, wikis, video

streaming, news feeds, etc.)

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What We Recommend

Non-Staff Costs of SharePoint Intranet

2008 Hardware, software licenses $ 40,000 Development $200,000 Training & Materials $ 30,000 Total

$270,000

2009 Additional hardware and licenses $ 20,000 Additional Development $170,000 Total

$190,000

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What We Recommend

Non-Staff Costs of Existing Intranet

Current eNet (iApps) Initial Development (2002) $135,000 Modifications through 2007 $ 40,000 Hosting & Maintenance through 2008 $140,000 Total

$320,000

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Return On Investment

Quantitative ROI

How did we find it?

Cost of current method, using average employee salary, average time of current effort.

Cost of future effort using average employee salary and average time of future effort.

Find the difference and determine the financial RIO of time on task.

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Return on Investment

Task Cost Save 2008 Save 2009 Save 2010

Address ChangeReduce time by 50%   $2,195 $9 $55 $101

Travel RequestReduce time by 20%  $1585  $36 $235 $434

New Employee OrientReduce time by 15%  $12,195  $108 $705 $1,303

IT Equipment RequestReduce time by 33%   $1,829 $181 $1,176 $2,172

Direct DepositReduce time by 57%  $3,048 $48 $314 $3,050

Conference Rm ReserveReduce time by 67%  $8,536  $3,378 $21,961 $40,543

TimesheetsReduce time by 80%  $14,634 $8,688 $ 56,471 $104,255

InvoicingReduce time by 43%  $24,634  $10,257 $66,667 $123,079

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Return on Investment

Total Possible ROI by 2010

AdministrativeReservations, requests, new employee orientation, etc. Est. Cost: $ 26,341 ROI by 2010: $44,554

FinancialDirect deposit, timesheets, invoicing Est. Cost: $ 47,194.75 ROI by 2010: $285,833

GeneralDocument and project management, improved navigation and search Est. cost: $ 58,292.50 ROI by 2010: $182,446

Total: $512,833

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Online Services

One Dedicated Team

Efficient management of information Clearly defined, reliable processes and accountability Consistent application of branding, content, usability

and maintenance protocols Redundant knowledge and talent Spread and specialization of training resources

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Online Services

Defining an Online Services Department

Support department Manages intranet Manages public websites Provides 3 key services:

Strategy for the future of online offerings and environment

Support for new sites, enhancements, functionalities

Daily, routine maintenance

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Online Services

Defining an Online Services Department

Responsible for: Implementing an intranet Continuous semi-annual enhancements Automation workflow Daily maintenance and management of 120,000 web

pages across 23 sites 1,475 documents in ERD Information Resources (Resident Services, Workforce,

MoneyNet, Housing Development) Integrating existing sites into .org or .com Implement the One Enterprise public site Reporting on site use Implement a CMS Managing vendor or implement new DocMS

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Online Services

Defining an Online Services Department

Relies on others for: Subject matter experts for original content, including:

Partners’ Communications and Investment’s Corporate Marketing and Strategic Communications for journalism, employee communications, marketing, branding, messaging, and photography, video, audio

IT for Help Desk support, infrastructure (security, hosting, servers, bandwith, etc.)

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Online Services

Staffing Online Services

Benchmark range: 1.3 to 2.3 OLS per 100 FTEs. Enterprise’s 525 FTEs: 6.8 to 12.1 Current Staffing

Investment has approx. 0.75 staff

Partners has approx. 4.5 to 5.5 staff KS has 2.25 IT has 1.0 to 1.5 Communications has 1.0 to 1.5

Total: 5.25 to 6.25 existing Enterprise staff

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Online Services

Staffing Online Services

Preferred Staffing: 10 staff members Ratio of 1.9 online services staff per 100

Minimal Staffing: 7 staff members Reduces scope of what can be done Ratio of 1.4 online services staff to every 100

Internal Capacity: 5 team members 2 new hires needed for minimum 5 new hires for the preferred

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Final Thoughts

Things to consider

Online services will support four key areas:1. External marketing2. Technical publishing and info. dissemination3. Internal employee communication4. Automation of business processes

Partners manages approx. 110,000 web pages; Investment manages approx. 7,000. Partners’ site generates 25,000 visits per month; Investment’s 6,000.

The ERD on Information Resources is far and away (by a factor of 40) the

most used section of any of our sites for downloading.

ROI comes from the automation of work flow and tasks.