Intranet Considerations & Issues

Various issues will need to be resolved as part of this project to determine how the intranet is designed, implemented and used. All input and comments are welcome. Decisions will be then be discussed & approved through the Intranet Project Working Group & Steering Committee and the outcomes summarized here.

(1) Open access to all staff?
Requiring a login to access an intranet is often a major impediment to them being used by staff. Even where logins work seamlessly, they still need to be created individually for staff members and remembered with appropriate permissions set. It may be preferable for all users on the IAT network to be able to access the "common" intranet without needing a login and only those accessing special areas or privileges (e.g. editing) would need to login. However, personalization and customization of the portal for a user requires identification of that user (i.e. an ID / login). A technical assessment of how this balance can best be accomplished on the new intranet will take place at the earliest opportunity.

(2) Which content should not be available to all staff?
Some content on the intranet can and will be made secure - accessible to only authorized staff. This may be confidential information or information only needed by staff working on a particular project or in a particular department. However, where these lines are drawn is an open question. Securing information also has an administrative burden attached to it.

(3) What extent of information will be placed on the intranet?
Will the intranet be used to make available a limited amount of key information or will it ultimately be used to manage all information that staff need access to and replace other repositories like network drives. This will determine the depth of information added to the intranet.

In some instances, policies or guidelines are introduced requiring information to be published on the intranet. E.g. For describing & updating all projects & initiatives.

(4) Publishing or Working Space?
Some intranets are used to publish only selected, high-value organisational information and documents. Others are used as actual "working spaces" where a considerable amount of organisational information, knowledge & work-product is intended to be captured and shared. If the balance is too much toward the former, then the publishing of content to the intranet is often a distinct activity that can become disconnected from routine department & individual work processes. However, the latter requires a significant change in the way people work and quite intensive training, support & management.

It is normally recommended that organisations start by identifying the really key information that needs to be accessible on the intranet and establishing new processes for working and managing this information. This can then be expanded over time to the extent that proves feasible.

(5) Who will do what on the intranet?
Effective intranets typically involve many staff members in an organisation and require closely coordinated & integrated work from them. Whatever the extent of the new intranets intended usage, various positions in the organisation will need to be allocated active roles & responsibilities. This includes: creating, publishing & updating information; monitoring & approving content; administering all services made available; responsibility for responding to and actioning all communication & requests; support & training; administration & management; representing departments/areas on decision-making groups & acting as the liaison; and development, refinement & customization work.