nete intranet share.learn.collaborate. intranets change organizations

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www.netesoft.com info@netesolutions.com

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I n t r o d u c t i o n :

The objective for the Intranet is to:

l Improve internal communications/coordination l Streamline project management

l Share knowledge across teams and offices

This Intranet has been developed specifically for IT companies. Companies that are involved in executing projects will benefit most from this Intranet. Other companies may need some customization before they can use the Intranet.

D e v e l o p m e n t P l a t f o r m :

Macromedia’s (formerly Allaire) Cold Fusion Application Server/CFML/JavaScript/ HTML/Java

D a t a b a s e :

Microsoft SQL Server 7 Microsoft SQL Server 2000 Microsoft Access 2000

* If we are required to integrate with your current legacy database - our consultants can assist with the customization of the product.

S e r v e r :

Web Server: Microsoft Internet Information Server (IIS) Application Server: Cold Fusion 4.5+

H o s t i n g S e r v i c e :

The web hosting company should provide ColdFusion hosting. Also, the hosting company should provide access to CFFILE, CFDIRECTORY, CFSCHEDULE tags.

I n s t a l l a t i o n :

See the installation.txt file for installation instructions.

F u n c t i o n a l i t i e s :

The URL http://www.neteintranet.com takes you to the default page of the Intranet Application, where you will be asked for the Login ID and Password. A valid Login ID and Password opens the Home Page, where you have the navigation menu bar which gives you access to most of the Intranet processes and functionalities from the Home Page itself. The main menu has the following options: l The Company l Resources l Accounts l Knowledge Management l Projects l User Options

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A detailed look into each menu item is given below:

N e w s / A n n o u n c e m e n t s :

Different offices can post news/announcements related to the Company. Only the Office Administrator is authorized to add announcements. All announce-ments have four fields – date, title, description, and an expiry date. The announcements are displayed in a scrolling window on the Home Page till the expiry date. Announcements can include: joining of new employees, new contracts, project completions, client visits, etc.

E m p l o y e e A d d r e s s B o o k :

Each employee’s professional and personal details are maintained on the Intranet. Following information are available on the Intranet- name, ad-dress, personal phones, personal email, official email, emergency contacts, Yahoo Messenger IDs, photographs, etc.

The Address book also shows the online/off-line status of employees. There is also a facility for sending instant messages using the Yahoo Java Messenger. This feature is useful for people on the move.

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The address book also has a search functionality. Search can be performed using the following fields: first name, last name, title, department, city, region, and office.

E v e n t s / A p p o i n t m e n t s :

Employees can add important events and appointments to the Events calendar. All employees share the same calendar. Events/Appointments are date spe-cific. You can add appointments or see appointments for a day by clicking on the date.

P o l i c i e s :

This section is divided into three sub-sections:

- In the first section, the Employee Handbook in PDF format is available for user’s reference.

- The second section is Documents Library. The administrator can upload all policy/standards, Company forms which are not automated etc. These are then available to all employees from the Documents Library section.

- And the third section is the Forms section: this has the following forms, which can be filled online:

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l Memo l Employee Self-Evaluation l Employee Performance Review l New Recruit Interview Summary l Exit Interview Questionnaire l Leave Application

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O r g a n i z a t i o n a l C h a r t :

A functional organizational chart is included where employees are divided into different groups according to technologies and according to office location.

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R e s o u r c e s A v a i l a b i l i t y :

List of all resources available with the Company at all its offices are available online. These include books, CDs, software, etc. This enables different offices and employees to avail of different resources as and when required.

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A c c o u n t s : P e t t y C a s h P e t t y C a s h

Accounts >> Petty Cash module lets employees make petty cash entries. These entries will be authorized by the Petty Cash administrator in a local office and then by the Company Accountant. When the Petty Cash administrator of a local office/accountant (the administrator can grant permission to employ-ees as Petty Cash administrator for local office/accountant) logs in, all the entries for which he/she has got permission to approve are displayed. Here the Petty Cash administrator/accountant can change the amount the person has entered. Once the entry is approved by the Petty Cash administra-tor of the local office/accountant, an email is sent to the person who has made this petty cash entry informing that an amount of _______ has been approved by the Petty Cash administrator for local office/accountant. The local office Petty Cash administrator can also keep track of the amount she/he receives for petty cash expenditure.

C a p i t a l G o o d s C a p i t a l G o o d s

Through Accounts >> Capital Goods, any employee can fill in the Capital Goods form which is later authorized by the Capital Goods Manager. The application should have atleast one quotation details such as customer name, quotation amount and product description. When the Capital Goods Manager (who has got permission to approve/disapprove applications for the purchase of Capital Goods) logs in, all the entries for approval are displayed. Once the application is approved, an email is sent to the applicant informing that the application has been approved and another email is sent to the company accountant to issue a check for the amount in the approved quotation.

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P r o j e c t s :

This module has four different sections:

C a l e n d a r V i e w C a l e n d a r V i e w::

The Calendar view gives a quick insight into the projects that are in progress at any given time. All projects are represented in different colors. Projects will be displayed till they are marked as completed. A Project Manager can add a new project on this page.

Click on any project, it will open a Project Fact Sheet, where you can see the details about that project. This Fact Sheet helps a normal user to view Project Tasks, Team Members etc. Any team member can also view the project status report for this particular project and can search for Project emails, and upload documents related to the project on this page. Apart from all these, it provides a Project Conference Room.

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D e t a i l s V i e w : D e t a i l s V i e w :

Projects >> Details View or The Show Details button on the Calendar View page takes you to a page, where the you get details of all projects. Only a Manager has got permission to add projects and client details. For each project, the Manager defines Project Title, Client Name, Main Contact Person for the client, Project Leader, project notes, site URL, project priority, estimated project start date, estimated project due date, estimated time (in man-hours). The status of a project Completed/Not Completed/Cancelled and the actual time which is a read only text box which gets its value from the timesheets filled by employees (through Projects >> Timesheet) is defined here. This view also provides Project Leaders the ability to edit project information. Here the project leader can edit projects, clients, tasks, team members etc. is also defined here.

All projects can be viewed at the same time, or projects can be filtered according to the client name or project leader.

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T a s k V i e w : T a s k V i e w :

The Task button on the Project Details View page takes you to a page, providing details of all tasks, where the Manager or Project Leader can add tasks and team members to a project or edit tasks, team members etc. For each project, the Manager or the Project Leader selects Task Title, estimated task start date, estimated number of days allotted for this task etc. The status of a task Completed/Not Completed/Pending/Cancelled is also defined here.

P r o j e c t H o m e P a g e :

The Project home page has all project details. From here, one can go to any of the project sub-sections. The sub-sections available are:

C l i e n t D e t a i l s :

This section has details of client and client representatives like the name of the company, address, phone, fax, url etc. This information can be edited by the Project Manager. The Project Manager can also add a new client representative from here.

T e a m M e m b e r s :

All team members working for the different tasks in the project are listed here. Team member profiles can be viewed from here.

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P r o j e c t T a s k s :

All tasks in the project can be viewed from this section. The Project Manager or Project Leader can add/edit tasks and add/edit team members from this page.

R e s o u r c e S h a r i n g :

Team members can add project resources for online sharing in the Project Resources Archives. Resources can be of any of the following categories – Project Document, Project Components, Project Software, Code Snippets. The user, who is uploading the document also has to specify to the other users with whom he/she wants to share the document and an email is sent to these users saying a document has been uploaded. These users will also be able to see the uploaded documents in the respective project sections.

C l i e n t I s s u e s :

A team member can view suggestions or issues raised by the client and mark it as fixed or closed. This module works as follows. The client can submit an issue or a suggestion using the Client Issues module of extranet. As soon as an issue is submitted by the client, an auto email is sent to all the team members informing that an issue has been reported. The team members look into the issue, fix it and mark it as fixed. At this point, an auto email is sent to the client informing that the issue has been fixed. The client checks it, and if there isn’t any further issue, any team member can mark the issue as closed. Once the issue is closed an email is sent to the client informing that the issue has been closed.

P r o j e c t S t a t u s R e p o r t s :

This section gives the details about the estimated and actual Project Start Dates, Project Due Dates, and the time spent. It also gives a break-up of these parameters according to the Project Tasks.

P r o j e c t C o m m u n i c a t i o n :

Project communication can be made in two ways: Online Conferencing and Project Emails. Team members can directly go to the Project conference room from here.

P r o j e c t E m a i l s :

- When a new project is created, the administrator adds the POP email details for the project from the “Administrator/Project Email” sec-tion.

- All project team members will be required to send a copy of their emails to the Project Email account also. The Project Email is sched-uled to be retrieved every 120 minutes from the POP server (this time can be changed by the administrator).

- The emails are retrieved from the POP server and stored in the database.

- These Project Emails are then available for viewing on the Intranet (from the Projects >> Communications >> Project Emails menu).

- The emails for the last 5 days (only for projects, where the user is a team member) are displayed on the home page.

C h a t R o o m a n d C o n f e r e n c i n g :

A chat room having multiple rooms, conferencing, and private chat is avail-able for each project. Chat rooms for discussing other topics are also available.

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D i f f e r e n t s t e p s i n v o l v e d i n m a n a g i n g a p r o j e c t i s s u m m e d u p h e r e :

1. The Administrator defines standard “Tasks” and the “Documents” for each of these tasks. The administrator also defines if a “Document” associated with a task is a “deliverable”. If the document is a deliverable, then the document has to be uploaded within the due date of the task. If the document is not uploaded, reminders will be sent on a daily basis till the document is uploaded. If a task document is not defined as a deliverable, then no such email reminders are sent.

2. The Projects can now be created - only Managers, who have permissions can create a project. The Manager can create projects from the Projects area of the Intranet. Steps involved in creating a project are as under: l If project is for an existing client, select the client and the main

contact person for the client. Or, click on the “New Client?” link. This opens a new window - fill up the client details like the company name, description, address, phone number, fax number along with the User ID and Password for the client to login to the extranet module. At the time of making a new client entry, the details of the main contact person for the client should also be entered. The Project Manager has the option to send an email to the client which contains the URL from where the client can access the Extranet, the client’s user name and password. The Project Manager can also add a new client representative for an existing client. Client Representatives can also be added by the client from the extranet.

l Fill up the project details form in the projects section. Click on “Add Project” button. This enters the project in the database and also creates a directory in the Projects folder. This directory is given the same name as the Project ID. This directory will contain all the uploaded documents for this project.

l Once a project is created, Managers have to create the “Tasks” asso-ciated with the project. This is done by clicking on the “T” button in the Project Details view. This will take you to the Task View. Click on the “Add New Tasks”, which will open a new window with a list of all pre-defined tasks. Managers can now select (check) the tasks from this pre-defined list; fill all other details (start date, due date, days required, etc. - there is no relationship between the start date/ due date/days required – i.e.. the “start date + days required” may or may not be equal to the ‘due date’ ).

l The next step is to assign employees to each of the tasks. This is done by clicking on the “Team” button next to each of the tasks in the Task view. This opens a new window with employees list. Select the employees from the left list and click on “Add” button. This will assign the selected employees to the task.

l These are all the steps required to create a project.

l The next step is to create a project POP email ID. This will have to be done by whoever is handling the company email. The Administrator will then have to configure the Project Email from the Administrator section. Basically the following details need to be given - the account name, password, POP server, SMTP server, if any text is to be filtered from the emails, if HTML, it should be stripped, time zone, etc. l Once the Project Email is configured, all emails sent to this address

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3. Now that the project has been created, the respective Project Leaders can edit these projects, they can also add/edit tasks for these projects. Team members can start adding time details in their timesheets.

4. Resources/ Documents/Deliverables related to projects can also be up-loaded from “Project Factsheet/Resources”. The “Project Factsheet Page” can be accessed by clicking on the “Project Title” either in the “Project Calendar” view or “Project Details” view.

When a project document is uploaded, the user has to select the names of those who can share the document. An email is sent to all the selected employees informing that the document has been uploaded.

5. If a task deliverable is not uploaded within the task due date, an auto-reminders is sent to all team members and managers.

6. The Project Progress is available in the form of different reports. Users can select to see project reports by a ‘start date’ and an ‘end date’.. 7. The Project Emails module works as follows:

When a new project is created, the administrator adds the POP email details for the project from the “Administrator/ Project Email” sec-tion.

All project team members will be required to send a copy of their emails to the Project Email also. The Project Email is scheduled to be retrieved every 120 minutes from the POP server. (this time can be changed from the administrator).

The emails are retrieved from the POP server and stored in the database.

These project emails are then available for viewing on the Intranet. (from the Projects >> Communications >> Project Emails menu).

The emails for the last 5 days (only for projects in which the user is a team member) are also displayed on the home page.

(Note: the email component might seem to work erratically - ColdFusion has some problems in handling messages with certain headers. If the email messages contain these headers, the CF function that retrieves POP emails throws an error. In the program we are handling these errors by catching them and deleting the messages. So these messages are not retrieved from the POP server and will therefore not show in the Project Emails list.)

T i m e s h e e t s :

Timesheets can be filled only if projects are added along with tasks and name of team members. Employees will be able to fill up their timesheets daily on the Intranet itself. The timesheet will be integrated with the project-tracking module. Employees have to fill the Date, Task Description ID and the time spent (in hours) for each task. Employees previous time sheet entries,

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Project and Task IDs, project and task descriptions etc. are displayed for reference. A task type called “Miscellaneous Task” has been defined. It should be added if an employee works on some other task, which is not assigned to him by the project leader.

L e a v e A p p l i c a t i o n s :

Employees can apply for leave from this section. The local leave sanctioning authority can then approve the leave applications.

R e p o r t s

This section is divided into two sub-sections:

P r e - d e f i n e d R e p o r t s P r e - d e f i n e d R e p o r t s

These are project reports on the total time spent on projects, time spent by each employee on projects, time spent on different task by each employee on different projects and productivity of employees.

Project Managers can view reports for all projects. Project Leaders can view reports only of the projects for which they are the leaders. Other users cannot see the reports.

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U p l o a d e d R e p o r t s U p l o a d e d R e p o r t s

Any report which is not automated in the Intranet can be uploaded in this section.

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K n o w l e d g e M a n a g e m e n t :

This module includes the following:

D i s c u s s i o n F o r u m s :

Each project will have a dedicated forum. Forums for different technologies, general discussion, and knowledge sharing will also be available. Forums can only be created by the administrator. Employees can only take part in the discussions. To start new forums, they will have to contact the site administrator.

B o o k m a r k s :

This will be an area where employees can add their bookmarks/favorite site URLs to a common Bookmarks repository. This will enhance knowledge sharing and also reduce the time spent on researching for resources on the Internet. All employees will also have access to their personal bookmarks on the Intranet. This will be very useful for employees who have to travel fre-quently.

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To do this, select Knowledge Management >> Bookmarks >> Add to Bookmarks. Follow the instructions there, your bookmarks are added to a common store.

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K n o w l e d g e B a n k

In this section, employees can upload and share Articles and Documents, which will benefit others. The pages are indexed and a searchable index of the uploaded documents is created.

Users can then search the Knowledge Bank with the help of keywords. The indexing of documents is scheduled to be done once daily (this can be changed by the administrator). The search will return search results according to “relevancy” of the document to the keywords searched for.

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D e v e l o p e r N e w s :

News headlines from around the world on topics relevant to employees are available right on the Intranet. Many categories are available. You can select any six out of these to be displayed in Knowledge Management >> News.

U s e r O p t i o n s :

In this section, the user is provided with the option of changing the password, select news categories which are to be displayed in the Knowledge Management >> News section. Intranet Site Map is also provided so that the user can have look at all the functionality available on a single page. Frequently Asked Questions on the site are also provided here.

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A d m i n i s t r a t i o n

The Administrator carries out all the administration functions like add/ edit/delete employees, Projects and Tasks, user permissions, announcements, resources like books and CDs, new forums and policy documents, etc. Admin-istrator permission is required to access this section.

A d m i n i s t r a t o r H o m e P a g e :

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On this page, the Administrator has access to all the administration functionalities:

E m p l o y e e s

The Administrator can:

- Add/Edit competency group (e.g.. Microsoft group, Java group, etc.)

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- Add/Edit employee titles (Lead Associate, Partners, etc.)

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- Add/Edit employee details

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- Edit Employee Leave Balance

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R e s o u r c e s

The Administrator can add/edit/delete resources like books, CDs etc.

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A n n o u n c e m e n t s

The Administrator can add/edit/delete announcements. Only those announce-ments for which the expiry date is greater than current date can be edited.

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D o c u m e n t s

The Administrator can add document categories (forms, policy documents, standards, etc.) and can also upload/delete documents. Documents can be in MS Word, MS Excel, HTML, PDF, txt or any other file format.

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Q u o t e s

The Administrator can add/edit quotes, which are randomly displayed on the Intranet Home Page when a user logs in.

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P e r m i s s i o n s

The Administrator can grant/deny certain permissions to employees.

Different permissions are described below: Users can be of following types

-1 . N o r m a l U s e r : 1 . N o r m a l U s e r :

A normal user can

l See the tasks allotted to him/her l See project details

l See project documents for which he/she has been given permissions l Upload project documents

A normal user is created when an employee is added to the company. All employees are automatically defined as normal users.

2 . P r o j e c t L e a d e r s ( t h e s e a r e s p e c i f i c t o p r o j e c t s ) 2 . P r o j e c t L e a d e r s ( t h e s e a r e s p e c i f i c t o p r o j e c t s )

A Project Leader can:

l Perform tasks as a normal user

l Edit tasks for the project for which he is the Project Leader l Edit the project information for which he is the Project Leader A Project Leader is created when a new project is created.

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3 . M a n a g e r s ( t h e s e a r e b a s i c a l l y p e o p l e w i t h s w e e p i n g p o w e r s w i t h 3 . M a n a g e r s ( t h e s e a r e b a s i c a l l y p e o p l e w i t h s w e e p i n g p o w e r s w i t h

r e s p e c t t o P r o j e c t s ) r e s p e c t t o P r o j e c t s )

A Manager can:

l Perform tasks as a normal user l Add new clients

l Add new projects l Edit all projects l Edit all tasks

A Manager is defined by the Administrator from the “Administrator/ Permissions” section

4 .

4 . Administrator: ( e a c h o f f i c e t o h a v e o n e A d m i n i s t r a t o r ): ( e a c h o f f i c e t o h a v e o n e A d m i n i s t r a t o r )

The Administrator has access to all the options available under the Administrator section.

5 .

5 . P e t t y C a s h P e r m i s s i o n s :P e t t y C a s h P e r m i s s i o n s :

These are also added from the "Administrator/Permissions" section. This can be of 3 types - Local Office Approver, Accountant, Auditor.

O f f i c e s :

New offices can be added on this page. Existing office information can also be edited.

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HR:

l The Administrator can check the exit interview form filled by ex-employees. An analysis of the different factors of the exit interview is also presented

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l Employee Evaluation: The Administrator can select an employee and then view the “Self-Evaluation” form of the employee. The “Associate Evalu-ation” of the selected employee can also be viewed.

l The Administrator can also view the schedule and status reports filled by employees here.

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P e t t y C a s h

The Administrator can add new account types on this page.

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M e t h o d o l o g y

This section is used to configure the Project Management module. The Project Management module is defined to handle fixed task types. Each task type will also have a deliverable that will have to be uploaded by the team members within the task deadline. From this section, the Administrator can:

A d d / E d i t / D e l e t e t a s k t y p e s

A Task type can be deleted only if it has not been allotted to any project.

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A d d / E d i t t h e d o c u m e n t s a s s o c i a t e d w i t h a t a s k t y p e

The Administrator can also specify if a particular document is a deliverable for

that task type. Example: for a task type called “Application Design and Client Approval”, there may be two documents - “Draft Design Document” and “Final/Client approved Design Document”. In this case the second document is a deliverable for this task type.

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P r o j e c t E m a i l s

When a new project is created, the Administrator adds the POP email details from the

Administrator/Projects/Project-Email link. Here the Administrator can add new email and edit/delete existing project emails and schedule the retrieval

of project emails. By default, the project emails are retrieved from the POP server every 2 hours. The Administrator can schedule this frequency. .

A short note on project emails:

1. The Project Manager creates a new project. (In the Intranet), for e.g. a project called "ABC"

2. He creates a POP account for the project, e.g. abc@netesolutions.com 3. The Administrator then goes to the Project Email Administrator section and selects the project name for which he wants to configure the Project Emails. This is done by selecting the project name and clicking on the "Add New Project Email" button.

4. This takes him to the "Create Project Email Configuration" page. 5. On this page, he has to provide the following details - POP server name

(e.g.. www.popservername.com). He also provides the POP account name

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and the password.

6. The "Find String" field is the field if he wants to ensure that only emails containing a certain text string is to be retrieved. This can be configured accordingly.

7. Time Zone - this field is to adjust different time zones for sending emails. For e.g., if an email is sent at 10am IST and you may send an email at 10am EST.

8. SMTP Server – the name of the SMTP server. This is used for sending email messages to the site administrator.

9 . Strip HTML - if all HTML tags should be removed from the email messages - then check this.

10. Log Path - this is the path where a log file of all emails retrieved is maintained. If an email is not retrieved because of some problems - then it is logged here.

11. Access Pipe Info - some systems give an error with the Pipe (|) character - this fixes the issue.

12. Once done, click on the "Create New" button.

13. On the top you will find a link named - "Strip Text Configura-tion" - from this place you can configure if you want to strip any "text strings" from the email messages. For example - All email messages sent by you has this text - "The information transmitted is intended... and delete the material from any computer."

We certainly do not want all this to be stored in the database. Configuring here can strip this.

Also, you will find a link named "Add Record" - this is to manually insert a record in the database - this is useful if there is an error retrieving the email message from the POP server - the Administrator can manually insert the message in the database.

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P r o j e c t s

The Administrator can delete project tasks or even projects. Projects can be deleted only if there are no tasks associated with the project. Project tasks can be deleted only if no employee has logged time against the project task.

Projects are added by the Project Managers from the Intranet Projects

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section. The Project Managers also add tasks to projects from the Intranet projects section.

D e l e t e R e p o r t s :

The Administrator can delete reports that have been uploaded in the “Uploaded Reports” section in the main Intranet.

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F o r u m

Here the Administrator can

l Add/delete a discussion room

l Delete a topic and all its child threads l Delete a particular child thread.

To delete topics or threads, open another window login with normal user ID, select Ideas/Knowledge Management >> Forums. Select the Topic or Thread to be deleted. Note down the ID on the status bar and delete it from Adminis-trator.

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K n o w l e d g e B a n k

A knowledge repository has been developed to enable upload and search of documents. These documents can be MS Word, Excel, PDF, txt, HTML, or any other format. A user can search this unstructured knowledge repository easily. It is based on collections - a collection is a collection of articles/files in a specified directory.

So the logical steps to administer the Knowledge Bank are to: l Create a Collection

l Once a collection is created - it needs to be populated. - i.e. all the files in the specified directory need to be indexed so that documents can be searched with the help of "keywords".

l This is done from the "Populate a Collection" section. - Click the checkbox and hit "Index Collection" - this will index all the documents in the Knowledge Bank and the indexed words/keywords are stored in the Collection.

l Now users will be adding documents on a regular basis - so we need to index the collection on a regular basis - so that even newly uploaded documents can be searched. To do this - we schedule the indexing process from the "Schedule Re-Indexing Operation" section. Just enter

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hit - "Set Interval" button. This will schedule a re-indexing task. l Now as the number of documents in the Knowledge Bank increases - we may

need to optimize the collection - for faster search - this is done from the "Create, Optimize, Repair, or Delete a Collection" section. Select "Optimize" and hit "alter or create the collection".

l Similarly, system hang-ups and other causes may damage the collection - in that case we can "repair" the collection by selecting "Repair" from the drop-down box.

l Also, sometimes it may be necessary to delete the collection - if the collection is damaged beyond repair. Selecting "Delete" from the drop-down does this. Note: when we delete a collection - we are not actually deleting the uploaded documents - we are only deleting the collection where the indexes of the documents are stored. Once the collection is deleted - we need to create it again. Starting the process from the beginning.

This is how the Knowledge Bank Administrator works. Once the Knowledge Bank collection is made and indexed - users can search the documents in the Knowledge Bank with the help of keywords. The search results are according to a ranking for the keywords. In this case, the collection is named "Knowledge Repository" - this is visible in the non-update text field. If someone wants to change the Knowledge Bank name - they have to do this in the code.

S i t e H e l p

For reducing the learning curve and encouraging wide spread use of the Intranet, context sensitive help is provided for most of the functionalities. The existing text can be edited by the Administrator through Administrator >> Site Help. The text entered here should be JavaScript aware/safe.

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F A Q M a n a g e r

The Administrator can add/edit/delete FAQ categories. Once FAQ categories have been created, the Administrator can also add/edit/delete FAQs from this section.

A c c o u n t :

The “Change Password” and the “Logout” options are available from this menu.

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Extranet

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E x t r a n e t

I n t r o d u c t i o n:

The objective of the Extranet is to:

· Improve communications/ coordination with the client

· Allow the client to have an insight into the project details. · Submit issues regarding projects

T h e e x t r a n e t m o d u l e i s m e a n t m a i n l y f o r t h e p u r p o s e o f s h a r i n g T h e e x t r a n e t m o d u l e i s m e a n t m a i n l y f o r t h e p u r p o s e o f s h a r i n g p r o j e c t i n f o r m a t i o n a n d r e s o u r c e s w i t h t h e c l i e n t .

p r o j e c t i n f o r m a t i o n a n d r e s o u r c e s w i t h t h e c l i e n t .

H o w i t w o r k s :

1. Once a project has been finalized, the Project Manager will log into the “Intranet” and enter project details. He will first create a new client by entering the client company information and the name, address, email etc. of the main contact person.

2. The client’s username and password and the url to login to extranet will be sent to the main contact person.

3. The client can now log-in to the Extranet using the username/ password. A separate login window will be available for clients. On verification of user name and password the client will be directed to the extranet home. The client will have access to the following information:

l Project Resources l Client Representatives l Team Members l Project Tasks l Conference l Client Issues

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T h e E x t r a n e t L o g i n P a g e :

The client can log-in from here. He also has access to information about the Company, contact details, extranet product information and a demonstration of the Extranet from links at the bottom of the Login page.

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P r o j e c t F a c t s h e e t :

This is the extranet home page and from here the client can see a summary of his project. Details included here are project title, client representa-tives, site url, project start date and due date, estimated and actual time, project leader & project team, resources, project tasks, conference room and a project description.

If the client has more than one project with the company, the client can select which project details to see.

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C l i e n t R e p r e s e n t a t i v e s :

One client can have many representatives but they share a single username and password to login to extranet.

This section gives details about the client’s Company name, address, phone, fax, and URL. The current projects main contact person’s name and contact details and details of all other client representatives are also available from here.

Click on the ‘Change’ link next to the main contact person’s name to change the main contact person for a project. Contact details of representatives can be edited from the form that is available on clicking the representative name.

The client can add or delete client representatives using the links at the bottom of the page.

When a client representative is deleted the client is taken to the “Change Password” page. The client should immediately change the Extranet password.

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T e a m M e m b e r s :

Client can see the name, contact address and photograph of the team members working on the project from this section.

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P r o j e c t R e s o u r c e s :

You can see a list of project documents uploaded by team members. The client can also download these documents by right clicking on the document title and selecting ‘save as’ and then saving the document to client’s local computer.

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P r o j e c t T a s k s :

Here you will find the list of tasks for your project. The task title, description, due date and the priority of the task can be seen.

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C o n f e r e n c e :

This is a conference room where you can chat with project leader and team members of your project.

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C l i e n t I s s u e s :

From this section you can submit project issues to the team members. Issues can be either functional issue or appearance related issue. You can also submit any related screen-shots or other files.

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When you submit an issue an email is sent to the team members and the project leader about the issue. Once the issue is addressed the client will be informed about it.

You can check the status of an issue submitted by you from the issue main page.

S y s t e m R e q u i r e m e n t s :

Clients can access the Extranet using a standard web browser with JavaScript and cookies enabled. The Extranet is designed to work best with Microsoft’s Internet Explorer 5.0 and above. It will work best with a monitor resolution of 800 x 600 dpi.

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