The Intranet, Exercises of Design

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The Intranet

Presentation to PPA

What is an intranet?

• A portal and set of web pages

designed specifically for the

employees of an organization

“Any site geared toward an internal audience broader than one department or workgroup. For example, an ESH site that has relevant information for all SLAC employees, the HR site, and the OCIO site are designated as intranet sites. These sites that are relevant to all of SLAC and house information for the majority of employees can also be called “ institutional sites .”

• SLAC Web Governance document

SLAC external website primarily used by employees to

find employee-related information

External website should be for external audiences – otherwise, frustrating to employees and a missed opportunity to tell SLAC’s story externally

Differentiation, better access to information very

important to employees

From recent Ops survey:

• Create an internal "SLAC" employee only newsletter with information staff need to do

their work.

• Improve the SLAC website. It is getting more difficult, not easier, to find the useful

information that I need to access on a daily basis.

• The new SLAC website looks nicer but is much less functional. Useful things (like the

computing webpages) are harder to find.

• I believe the SLACPortal and SLACSpace should be professionally designed and

branded.

• Simplify all websites, consolidate the number of places people have to navigate to

get information. Across the company it is too hard to navigate through all of the

pages to find things.

Need separate vehicles for our two

primary audiences

Employees

• Intranet portal / internal home page

slactoday.stanford.edu

(access via web with SLAC login)

• SLAC Today email

Intranet portal –

final design and content

pending your input

External email –

design TBD

Everyone outside the lab

• External website

www.slac.stanford.edu

• External, biweekly email

Allows us to reach both

audiences more effectively

Many other labs have already made this shift

What is the ultimate SLAC intranet vision?

• An internal website specifically designed for SLAC

employees

• Quick, easy access to everything employees need
• Customizable home page based on individual preferences
• Single place for information about lab objectives, news,

events, and activities

• Enables employees to save time on routine tasks and make

better-informed decisions

Working toward an eventual customized portal

What does this mean for SLAC Today email?

• SLAC Today email will be for employees and

those with access to a SLAC account

• Exploring option of whether email can be

automated, allowing employees to choose

frequency (weekly digest at minimum)

• All external contacts transitioned to separate

external email with relevant stories

• No more arbitrary distinction between “stories”

and “announcements” – all are “Lab news”

Intranet communications plan timeline

Requirements Gathering for Full-fledged Intranet

Focus groups:

• Early adopters
• Ambassadors
• Directorate management
• Employees throughout the lab

Intranet Portal Launch

• Lab Director memo
• Manager newsletter
• SLAC Today story w/ video
• Table tents and posters
• Gate banners
• Training brochure & video
• Future: socialization and feedback for full-fledged intranet

Socialization & Feedback for Intranet Portal

• Subcouncil presentation
• Lab management meeting
• Early adopters meeting
• Directorates road show
• Director’s Column/FAQ
• Manager newsletter
• All employee road show
• Town hall meeting

March / April |^ May / June | July / August – Future

SLAC intranet timeline

FY13 |^ FY14 | FY15 – FUTURE

Phase 2: Prepare for Full-fledged Intranet

• Use Phase 1 input to plan the design and “back- end” for full-fledged intranet
• Create plan for migrating existing content to Drupal (TBD)
• Continue cleaning up content and back end
• Begin training content owners on Drupal content management system

Phase 3: Launch Full-fledged Intranet

• Migrate targeted content to Drupal
• Continue training content owners on Drupal
• Continue cleaning up content and back end as needed
• Future: gather feedback and plan for upgrades
• Customizable home page

Phase 1: Launch Intranet Portal (home page)

• Develop intranet portal design for lab input
• Intranet portal launch – home page only
• Talk to employees to gather input for full- fledged intranet

Next steps

• Get senior management input on intranet plan
• Implement rollout plan – get input from across the lab
• Return to senior management team with final designs based on

lab input

• Launch intranet portal by end of FY 13

What we need from you:

• Please share this presentation with your teams
• Send additional intranet feedback to us at [email protected]
• Encourage your teams to attend the intranet town hall May 1, 10-11 AM, in Kavli