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Intranet Project Action Plan 2005/05
Goal and Strategy Number:
Priority Number: |
6.2, 9.1, 9.2, 9.3
4, 6 |
| Project Sponsor |
Gerald Saxon |
| Action: |
Define and implement an "intranet." |
| Intended Outcome: |
Create an intranet that will enhance staff communication and productivity. |
| Background: |
Two groups will be essential to the success of this project: an Intranet Steering Group and a Core Design & Production Group. These two groups will have a close working relationship throughout the project. The Core Design & Production Group will be accountable to the Intranet Steering Group.
The Intranet Steering Group (ISG) will be responsible for defining the mission, objectives and scope of the Intranet Project. In order to build an intranet that meets the needs of staff, the ISG will need to work with staff throughout the organization to discover their needs and expectations. While this will be the primary task of the group during the “discovery” phase of the project, their focus will shift to insure that the project stays on track, meets the stated objectives and stays within its defined scope. The composition of the steering group should mirror that of the organization. A suggested composition of the group is: Administration (2: 1 librarian + 1 non-librarian), Coordinators (2), staff members (4: 2 librarians + 2 classified). The Intranet Steering Group and the Core Design & Production Group will have a close working relationship throughout the project. To insure that these two groups stay in close communication the Production Group Leader will act as a liaison and attend ISG meetings. The Production Group Leader should not be viewed as a fully participating member of the ISG, but rather as an advisor or means of communication with the Production Group.
The Core Design & Production Group (Production Group) will be responsible for developing a project timeline and coordinating the development and implementation phase of the project. Once the intranet has been defined, the Production Group will work with the Intranet Steering Group to identify other partners who will need to be involved in developing the intranet. These partners will typically be task specific and will be “ad hoc” members of the Production Group. (These partners will certainly include staff from IT and IOP, but until we know what we are building we won’t know who the appropriate staff to include will be.) The initial Design & Production Group should be composed of staff who will be involved in the project throughout its lifecycle. Suggested composition of this group is: Marie Irwin, Sarah Jones, Joshua Dugdale and Jonathan Scott. One member from this group will be selected to serve as Production Group Leader and will be the liaison with the ISG. The Production Group will be accountable to the Intranet Steering Group.
It is also strongly recommended that this project be assigned a “Project Sponsor.” The role of the Project Sponsor will be to:
- Promote the intranet throughout the organization
- Act as a source for communication regarding the intranet
- Resolve differences and conflicts between intranet stakeholders
- Enforce key decisions
The Project Sponsor might be the chair of the Intranet Steering Committee or it might be someone with no connection to the ISG or the Production Group.
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| Action Step: |
August 1 – 31:
LET will draft a charge for the Intranet Steering Group along with a suggestion of staff to serve on the ISG and proposed chair for the group. Their proposal will be presented to LMT for approval.
September 1 – January 31:
The Intranet Steering Group works through the process of defining what it is that we are creating. The issues that they will need to explore in this process include:
- Discovering staff expectations; including the role that staff expects the intranet to play in daily work life, what kinds of things they will expect to do there, whether it should be only informational or more active. This process will require a lot of staff involvement.
- Whether the current organizational structure of the Libraries should drive the intranet or whether a different structure should drive it. If they select the latter, what would that structure be?
- Who will take responsibility for continued development and maintenance once the formal project is completed?
- Issues related to branding. Should it have a unique look and feel?
- How will we assess the success of the end product?
This period of research should culminate in documentation which defines the mission, objectives and scope of the intranet project. The final documentation should be sent to LMT for approval. A sample breakdown of this time period for the ISG is:
- 9/1–9/30: Organizing themselves
- 10/1–12/17: Collecting data
- 1/3-1/31: Preparing documentation and sending to LMT for approval
The Core Design & Production Group begins content inventory and analysis of existing possible intranet content. During this period the Production Group will meet with a subset of IT staff to brainstorm ideas of possible technologies that the ISG might want to consider when defining the intranet. A sample breakdown of this time period for the Production Group is:
- 9/1-12/17: Content inventory and analysis
- 10/1-10/31: Production Group/IT brainstorming
February 1 – March 31:
The ISG passes the intranet documentation to the Production Group. The Production Group begins a research phase based on the documentation to determine the project timeline. The ISG is expanded to include others that should be included in the Core Production Group as well as forming task-specific subgroups to work alongside the Core Production Group. At the same time a minimal prototype will be developed to verify that the objectives are understood. The timeline and prototype will be submitted to the ISG for approval and signoff by that group.
April 1 – April 15:
The ISG updates the Action Plan for the remainder of the FY.
April 1 – TBD
The Production Group begins work according to the timeline on:
- a. Developing the Site Structure
- b. Visual Design & Testing
- c. Production
- d. Launch
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| Impact on Libraries’ customers: |
To be determined by the Intranet Steering Group as part of the documentation that they produce. This will be updated by 4/15/05. |
| Additional resources required: |
To be determined by the Intranet Steering Group as part of the documentation that they produce. This will be updated by 4/15/05. |
| Measurable indicators of the impact: |
To be determined by the Intranet Steering Group as part of the documentation that they produce. This will be updated by 4/15/05. |
Intranet Action Plan Group: Ann Hodges, Ramona Holmes, Karen Hopkins, Marie Irwin, Mary Jo Lyons, Gerald Saxon
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