Intranet requirements checklist

Planning your intranet software project effectively is crucial in making sure your intranet is a success. But where do you start? With over years of experience behind us, we know a thing or two about planning an intranet ! We’ve put together a checklist of the essential features you need to create a successful intranet software plan.

The Ultimate Intranet Checklist A must-read to kick off your intranet project! Looking for a clear, easy-to-follow path to a new intranet ? What are the guidelines for intranet? How do you prepare for intranet? How to create intranet governance? You may want to have your intranet objectives written down.

Document management, knowledge management, and content management. This post is part of a series on the steps to a new intranet. Improving employee engagement.

In Step you determined your business objectives. This list condenses the most important federal and Department guidelines and best practices for federal websites. They also included requirements from many other users, including the Intranet Manager, the IT Manager, and the Intranet Editor.

We quickly got a sense of the different roles they had involved in their intranet , which helped me get a sense of their would-be intranet requirements. In the above example, they stated what they wanted: the ability to. These high-level policies cover basic requirements for all digital products and services.

See full list on digital. Teach staff how to create accessible products, and conduct accessibility testing before launch, or when making significant changes to, digital products and services. Accessibility for Teams — A guide for embedding accessibility and inclusive design practices into your team’s workflow 2. Understand customer needs, set performance standards, collect and address customer feedback, and use data to continuously improve your programs. Implementing Performance and Customer Satisfaction Tools (OMB guidance accessible to federal employees on the OMB MAX ) 2. Inform the public about your policies on digital rights, copyrights, trademarks, and patents. If your organization uses or duplicates private sector information, protect the property rights of the source.

Understand the needs of your customers, collect and address customer feedback, and use data and feedback to continuously improve your programs. Ensure that information collected from the public minimizes burden and maximizes public utility. Use social media and other third-party platforms to listen to and serve customers. Enable digital interactions w. Follow current government design standards when creating new websites or making significant changes to existing websites.

Federal executive branch agency websites must use only. CIO and GSA to request a new. Clearly display the name of your agency on every page on the website. GOV Domain Name Registration Service – request a new. Final Rule – CFR Part 10.

Establish a digital governance structure to provide accountability and enforce policies and standards. Manage and fund your digital presence as an integral part of your overall business, communications, and customer experience strategies. Leverage existing infrastructure, shared tools, best practices, and communities of practice, and coordinate within and across agencies to create efficiency and reduce duplication. When missions overlap, collaborate with other agencies to develop cross-agency. Create content that’s accurate, relevant, easy-to-use, and conveyed in plain language.

Maximize the quality, objectivity, utility, and integrity of information and services provided to the public, and make information and services available on a timely and equitable basis. Include all required content and links, including FOIA info. FOIA Frequently Asked Questions – FOIA. Shift to an enterprise-wide asset management and procurement model, including mobile-related procurements. Make open data, content, and application programming interfaces (APIs) the new default, and make existing high-value data and content available through APIs.

Use challenges and prizes to promote open government, innovation, and other national priorities. Information you collect from the public should minimize burden and maximize public utility. Get OMB approval before collecting information from the public via surveys, forms, etc. Use OMB’s Fast-Track PRA Review Process to speed the PRA approval process.

OMB control number on the collection. Use digital processes (forms, filing, signatures, etc.) and deliver services via your customers’ channel of choice (online, apps, etc.) whenever possible. Designate a single point of cont.

Regularly evaluate all digital products for performance and cost effectiveness by collecting and acting on metrics and customer feedback, conducting usability testing, and measuring return on investment. Implement security and management controls to prevent the inappropriate disclosure of sensitive information. Provide service through a secure connection. Conduct a privacy impact assessment of your website. Post a “Privacy Act Statement” that explains your legal authority for collecting personal data and how the data will be used.

Comply with existing laws that prohibit federal public websites from being used for direct or indirect lobbying. Consult your agency’s legal staff for guidance to ensure that your site does not advertise for, nor provide preferential treatment to, private individuals, firms, or corporations. Work with your agency Records Officer and follow NARA guidance to establish and maintain inventories, priorities, and records schedules, and regularly delete or archive content that is obsolete and is not required by law or regulation. Post inventories, priorities, and schedules for posting additional content on the website for comment.

Code of Federal Regulat. Ensure your website includes a search function which follows industry standard best practices. Write content in Plain Language, using the words of your customers, so they can easily find what they need when searching the web or your website. Implement management controls to prevent the inappropriate disclosure of sensitive information. Cybersecurity Executive Order 1. Use the most recent and up-to-date technical standards for your digital services.

Use social tools to interact with customers and improve the customer experience. A clear set of policies and guidelines for the intranet will support good practice, avoid confusion and ensure consistency of approach. Some parts of your intranet may need tight control, other parts will need less. Your home page may need to be tightly controlled with a detailed policy, where suggested guidelines may be all that is required for team areas.

Organisational culture and the nature of content will determine how much control is required in your governance documentation. Governance isn’t the most exciting topic for most people and getting governance documents read and followed can be challenging. It’s best to avoid the fat document that sits on the shelf and is never rea but you will need more than just a few bullets points on a single page. Think about the audience for the various governance documents and how they access the information.

An author might like a printed copy of the style guide that they can flick through when publishing content. Sitting down to write governance documents can be somewhat overwhelming. Do you need one document or many?

Who is the audience for the document? What topics do you need to include? What have other organisations done? These questions and many more may be going through your mind. The simplest approach is to break it down into the topics you need to cover, much like a table of contents, and then fill in the gaps.

Some sample tables of contents from real intranet governance documents are shown on f. The purpose of a governance guide is to direct decisions relating to the intranet. Understanding the audience for the documentation will help define the structure. Use the topic areas and suggestions, and the sample tables of contents on the following pages, to help define the areas that need to be covered. Suggested topic areas to complete your governance documentation might include: 1. Site setup and structure 3. Publishing content and documents 4. Roles and responsibilities 5. System administration 7. Policies and guidelines 8. These are a small sample of tables of contents from real intranet governance guides, to give a sense of what can be covered. These demonstrate the differences in various organisations.

The rest of this article looks at each area and examines what might be covered in that section of the governance guide. The overview sets the scene for the rest of the document. Keep governance documents as lean as possible with the overview taking up no more than a couple of pages. It defines which kinds of content go on which pages, the various page components and their purpose, and the role of applications such as search and staff directory. This section is particularly relevant for the intranet team and can also be helpful for site owners and authors.

Topics in the site setup and structure section may include: 1. Unmanaged content on the intranet can lead to the intranet becoming a dumping ground for irrelevant, out-of-date content. This section of the governance document is particularly relevant for intranet authors and to a lesser extent, may be used by approvers and content writers. Topics within the publishing content and documents section may include information on: 1. Running an intranet takes various skills which can be the responsibility of one or more people, often in different areas of the organisation. Finding who is responsible for what can cause frustration, especially for users or authors looking for support.

Collaboration tools are rapidly spreading through organisations and without proper management can lead to hundreds (or thousands) of information ‘silos’, making it harder for staff to find information. As discussed in the earlier article Collaboration tools are anti knowledge sharing, the unmanaged spread of these tools can cause significant problems. Governance for collaboration tools may include many of the headings contained in your broader governance document and can encompass project and t. Most importantly they give the intranet team support when dealing with difficult situations. These policies should be referred to in your broader governance document.

Stand-alone policies and guidelines may include: 1. Intranet authoring is often an addition to an author’s day job. To this en authoring needs to be made as simple as possible with clear support networks in place. In addition, a simple intranet feedback mechanism for all staff is an effective way to keep an intranet up to date and assist with change management. The support and feedback section may include: 1. There is no one-size-fits-all solution to governance.

Each organisation is different and will approach governance in a different way. Start small, create a list of topics in your governance documentation and then fill in the gaps. Governance documents take time and work to create, but it is worth it to produce guides that will shape a successful intranet , and streamline the work of the intranet team. Take your to questions three and five, and start an intranet project checklist. A well-designed checklist will get everyone on the same page and ensure no critical steps are missed.

Your checklist should define the tasks and activities that will become part of your intranet implementation. Intranet Requirements Summary Communicating the requirements of an intranet project to the business is a huge step toward success. Use this template to compile and present the project requirements across the business. Each organization is unique in its practices, culture, and requirements of new employees , so an effective onboarding checklist will need tailoring to your organization.

This onboarding checklist template is easy for you to adapt to your own needs, while our blog below explores the unique needs of workers based outside your office space. Basic single sign on requirements ( checklist ) It’s critical that your SSO solution meets the basic requirements to support employees and IT needs. That means a secure solution and one with high usability. Functions of an Effective Workplace Inspection Checklist. Making a workplace inspection checklist should be prioritized by the management.

Even if you have the best workforce or the best business strategies and plans, all of these will be put to waste if you cannot develop a workplace that can support the needs and requirements of the operations especially in relation to safety, hygiene. Employers that permit employer-paid or -reimbursed travel to those States should take measures to ensure employees comply with this order. Employers are also urged to strongly discourage their employees from taking leisure travel to destinations not included on the list of COVID-lower-risk States.