Intranet Development Checklist
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Check List for Development of an Intranet Site This is the process that you must undertake when you are setting up a new intranet site, or extensively upgrading an existing site. Phase/Objective 1. Planning
Task
Checklist
Define the project owner Define goals and limitations Define project team
Project owner defined Goals and limitations defined Project team defined Time frame defined
Goal: Complete a plan
Define time frame Plan in place 2. Content and functionality Goal: Complete information architecture, navigation and content templates Prepare workshop Complete workshop Quality control workshop after the fact Sum up workshop with report that includes sketches of architecture, navigation and content Circulate the report among decision-makers Receive feedback and make necessary changes
Workshop planned Workshop completed
Report in place
Report approved by all relevant parties Establish consensus around the report in the organization A report that includes an information architecture, navigation and content templates in place 3. Establish information owners Goal: Determine who shall have responsibility for uploading and maintaining information on the pages or in the sections Make an information ownership matrix based on results from the Information owner matrix complete workshop Ensure that all relevant people understand their responsibilities Information owner matrix recognized vis-a-vis the information owner by staff and accepted matrix Clarify which resources are necessary for publishing and Resources clarified maintenance Ensure that the necessary Management accepts allocation of positions and work force is resources available to take on each task
Internal training completed Complete in-house training on making and adapting content for Everybody in the organization knows his or her role with respect to the new web intranet, and has received formal authorization to fulfill the new role 4. External orders Goal: Make orders for necessary technical solutions and design solutions Redevelop the contents in the report from phase 2 into a Technical specification and creative technical specification document brief in place and a creative brief Identify possible suppliers Possible suppliers identified Send out requests for bids Requests for bids sent out Consider the offers from suppliers Choose a supplier Supplier chosen Place the order Order placed 5. Implementation Goal: Fill the technical solution with content, implement design templates and begin using the intranet Build up a new structure in the new solution Implement templates in the new solution Log editorial users into the system Complete in-house course in use of the system Place content in database
Structure built up Templates implemented Editorial users logged on In-house course completed Content published (by respective information owners) Approve external suppliers
Test to ensure that the technical properties, design and content Intranet is operational and full of function according to plan content 6. Launch Goal: Draw attention to establishment of new intranet Launch activity planned Plan launch activity Establish budget for launch activity and get approval for costs
Budget for launch activity approved Launch activity completed
Complete launch activity 7. Operations Goal: Ensure that the intranet is
Intranet is "officially launched" and in use
active and continuously improved Establish routines for receiving Feedback from users regularly and handling feedback from received and considered users Establish routines for checking Statistics regularly checked and and following up on statistics followed up Establish routines for regular User surveys completed regularly user surveys Analyze results of feedback, statistics and user surveys Suggest concrete improvements Improvements approved Complete improvements Test to ensure that improvements have had desired Intranet is regularly improved effect (regularly, as part of operational routine)
Task
Checklist
Define the project owner Define goals and limitations Define project team
Project owner defined Goals and limitations defined Project team defined Time frame defined
Goal: Complete a plan
Define time frame Plan in place 2. Content and functionality Goal: Complete information architecture, navigation and content templates Prepare workshop Complete workshop Quality control workshop after the fact Sum up workshop with report that includes sketches of architecture, navigation and content Circulate the report among decision-makers Receive feedback and make necessary changes
Workshop planned Workshop completed
Report in place
Report approved by all relevant parties Establish consensus around the report in the organization A report that includes an information architecture, navigation and content templates in place 3. Establish information owners Goal: Determine who shall have responsibility for uploading and maintaining information on the pages or in the sections Make an information ownership matrix based on results from the Information owner matrix complete workshop Ensure that all relevant people understand their responsibilities Information owner matrix recognized vis-a-vis the information owner by staff and accepted matrix Clarify which resources are necessary for publishing and Resources clarified maintenance Ensure that the necessary Management accepts allocation of positions and work force is resources available to take on each task
Internal training completed Complete in-house training on making and adapting content for Everybody in the organization knows his or her role with respect to the new web intranet, and has received formal authorization to fulfill the new role 4. External orders Goal: Make orders for necessary technical solutions and design solutions Redevelop the contents in the report from phase 2 into a Technical specification and creative technical specification document brief in place and a creative brief Identify possible suppliers Possible suppliers identified Send out requests for bids Requests for bids sent out Consider the offers from suppliers Choose a supplier Supplier chosen Place the order Order placed 5. Implementation Goal: Fill the technical solution with content, implement design templates and begin using the intranet Build up a new structure in the new solution Implement templates in the new solution Log editorial users into the system Complete in-house course in use of the system Place content in database
Structure built up Templates implemented Editorial users logged on In-house course completed Content published (by respective information owners) Approve external suppliers
Test to ensure that the technical properties, design and content Intranet is operational and full of function according to plan content 6. Launch Goal: Draw attention to establishment of new intranet Launch activity planned Plan launch activity Establish budget for launch activity and get approval for costs
Budget for launch activity approved Launch activity completed
Complete launch activity 7. Operations Goal: Ensure that the intranet is
Intranet is "officially launched" and in use
active and continuously improved Establish routines for receiving Feedback from users regularly and handling feedback from received and considered users Establish routines for checking Statistics regularly checked and and following up on statistics followed up Establish routines for regular User surveys completed regularly user surveys Analyze results of feedback, statistics and user surveys Suggest concrete improvements Improvements approved Complete improvements Test to ensure that improvements have had desired Intranet is regularly improved effect (regularly, as part of operational routine)
