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Business Challenge
The IT Department of a large organisation required to make available IT Governance guidelines, processes, procedures and documentation templates to meet the demands of a major IT Change Management Programme that was being implemented across the company.
In addition, the Programmes in the Change Management Programme each required an individual Project Area to be set up. Each programme required a home page listing its projects. Each project required a home page giving access to a document library which allows project members to store, share and publish documents in a secure and controlled fashion.
Users on the Intranet required the ability to locate documents in a variety of ways by browsing through the site's navigational hierarchy, by document and folder subscriptions, and by full text searching. There were many requirements associated with project, for example:
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Simple and intuitive to use
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Allow access only to authenticated Users
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Easy to add new documents or remove old documents
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The Attributes (metadata) captured for each document should include – Project, Title, Version, Date, Author, Reference, Abstract, Keywords, Related documents
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Full text search for supported document formats
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Full text searches within the scope of the entire repository, a specified programme or a specified project
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Wikis, blogs, etc. fully supported. Links to important documents (e.g. Organization chart, FAQ, project roadmap) stored in document library at corresponding level
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Document versioning supported. Obsolete versions of documents accessible
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Document profile information will include Project Stream, Document Name, Version, Author, Date, Description, etc.
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Document formats supported will include Word, PowerPoint, Excel, Visio, PDF, HTML, RTF and Microsoft Project.
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Virus checking implemented
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Multilingual - Able to handle information and documentation in the world’s major languages including Spanish, Portuguese, Japanese, German, Swedish, etc.
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Online Training information (Help and other useful documentation) to be available
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All data should be backed up daily
Solution
An inter-business collaboration software product was customised. This product combines the latest content creation tools (discussions, blogs, collaborative documents, chats) with intelligence (tagging, workflow, RSS) and tight integration with internal systems (email, wikis, user systems and more). The solution required:
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Research, document and finalise Requirements
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Build prototype site
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Agree project home page template
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Design and build Home Page
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Production site with navigation/project structure established
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Write Help and Training documentation
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Security system configured and tested
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Train Site Administrators
Business Benefits
On the successful completion of this project, the IT Change Management Programme enjoyed a number of benefits not previously available including:
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Global Standard - IT Governance and Project Quality standardised across IT
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Focal Point - Provided a focal point for IT, providing a central platform for announcements, initiatives, policies and procedures, organisational charts, etc.
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Collaboration - Provide a common location for the company to collaborate productively
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Increased Productivity - Made project team members more productive by ensuring the information they required was current and readily available
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Shared Knowledge - Able to leverage project team members knowledge and expertise
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Expertise - Able to find experts in the organisation more efficiently
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Reduced E-mail Noise - Reduced level of email 'noise' enabling greater focus by the project teams
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Improved Communications - Provided more efficient communications both inter and intra Project across the company
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Awareness - Provided greater awareness of who is working on what and the status of that work
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Visibility - Overall Programme/Project status. Related issues, problems, risks, dependencies made visible.
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Competitive Advantage - Purchasing was able to achieve more advantageous pricing
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Faster Project Delivery - Projects delivered more quickly with less mistakes and rework
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