The Intranet Presentation to PPA

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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

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Why do we need one?

Today, one website and one daily email to address internal and external audiences –

no message differentiation

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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

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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.

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SLAC Today has elements of intranet but audience, type of news is still not differentiated

• Employees can’t tell what’s “interesting” and what’s “need to know”

• Important content often buried in “Announcements”

• Doesn’t allow for posting of information only lab employees should see

• Because of daily nature, forces creation of news

• Goes to more than 5,000 people

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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

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Many other labs have already made this shift

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Suggested portal design

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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

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Working toward an eventual customized portal

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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”

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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 | |

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SLAC intranet – Why phases?

Great Intranets Require Years to Create

“Creating a new intranet or intranet redesign has never been a small or quick endeavor. Since 2001, we’ve tracked the length of time it takes to create a great intranet from inception to launch. On average, the process lasts for 42 months—or about 3.5 years.

- Nielsen Group http://www.nngroup.com/articles/intranet-design/

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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

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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 communications@slac.stanford.edu

- Encourage your teams to attend the intranet town hall May 1, 10-11 AM, in Kavli

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Questions?