Regardless of the size of your Council, effective collaboration and communication via a well executed intranet will:

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1 Why an Intranet? Regardless of the size of your Council, effective collaboration and communication via a well executed intranet will: Streamline Council and Local Government processes and drive operational efficiencies Significantly reduce the cost of internal council and Local Government functions Enhance communications and collaboration between indoor and outdoor employees, management, citizens, & partners Improve ability to meet compliance requirements Through the introduction of this kind of collaboration for your corporate knowledge in an organised structure, users: Locate Speed up Get accurate Simplify Easily find the information that they need to successfully do their jobs Save countless hours not redoing work. History about a project or client can be recorded and referenced and not hidden away in a filing cabinet Do it all in an easily accessible manner that is both secure and simple ROI Analysis Summary financial results Original estimate Risk-adjusted ROI 140% 108% Payback period (months) Total costs (PV) ($1,383,372) ($1,503,338) Total benefits (PV) $3,322,503 $3,128,567 Total (NPV) $1,939,131 $1,625,229 In conducting the interviews with Microsoft customers, Forrester found that organisations can achieve significant financial benefits from consolidating collaboration, document management, internal and external portal software, and search onto SharePoint Server. Source: Forrester Research, Inc. Newcastle P Sydney P Melbourne P sales@csa.com.au localgovernment.csa.com.au local government

2 The Modern Intranet is changing the way that councils and Local A META Group study revealed that 80% of surveyed Governments conduct work, providing them with operational organisations realise a positive ROI on their intranet support, employee profiling, transparency and collaboration with an average annual return of 38%. abilities that they did not have before. An intranet also provides you with an easy way to decentralise contribution of knowledge within the organisation while centralising control over the publication and distribution of this information. Multiple users can collaborate on the same piece of content and then before it is published it can be controlled through an approval process. With SharePoint very quickly gaining market share as a intranet platform more and more councils and Local Governments are turning to SharePoint to provide their intranet solution. Why GoverNET? Developed by CSA partner Definiti, GoverNET leverages the experience in developing many SharePoint intranet applications for organisations across several market verticals. Our experience with the development of these intranet applications has provided some valuable insight into functionality that is common to all of these solutions. Definiti has validated this insight through extensive research into the most important requirements that an intranet site should have. This research included Case Studies and analysis of multiple intranets ranging from 50 to 20,000 employees and spread across many industry verticals. We have taken this insight and created: GoverNET is a turnkey intranet solution based on SharePoint. GoverNET delivers the core intranet functionality that is required by most Councils whilst still allowing the flexibility to mould the intranet to meet more specific individual needs. GoverNET creates council and Local Government value by connecting people across your organisation to information and data. This information and data may be stored in a variety of line-of-business (LOB) systems or as documents and discussions in your intranet. GoverNET will also help automate and extend important council processes across the organisation. This will result in increased user productivity and efficiency, more effective cross-team collaboration, improved council and Local Government processes, and more. GoverNET provides an intranet solution that can be hosted on-premise or in CSA s private cloud environment (RedSky) and is compliant with Microsoft s Office 365. Contact your CSA Account Manager to Test Drive Microsoft Lync and GoverNET for up to 10 users for a 2 month period.

3 What s in the box? GoverNET will provide all of the essential elements to drive collaboration and communication in a corporate intranet. Here is a breakdown of the components that will be available in the first release: 1. Home Centre Home Centre Home Page o Banner Rotator with Announcements o Event Calendar o Blog o News Articles o Personal Activities o Categorised Quick Links Design package with GoverNet branding Organisation Taxonomy On All Documents Navigation A common taxonomy will be provided that will be used across the intranet. This taxonomy is a general business taxonomy and will provide some common terms that can be used for classification of information so that search produces much more relevant results. Industry specific taxonomies will be available that will provide more relevant classification information on a per industry basis. XYZCorp 2. Organisation Centre 3. Team Centre Team Home Page Team Activity Feed Team Quick LInks Team Announcement List Team Calendar Team Document Library Team Task List w/ assignment workflow Team Wiki 4. Document Centre Provides a central repository of controlled Corporate documents. Document Centre Home Page with links to most recent documents and other categorised documents. Content Approval Workflow on all documents Document Library Views for Document Categories 5. Personal Centre My Sites 6. Search Centre More details of the GoverNet components are on the following pages A global navigation will be visible on all pages which will help the user to navigate through the intranet. This will be the same from page to page and will be the core tool for navigating the intranet. All pages other than the home page will also have a contextual navigation. A contextual navigation menu includes items from the current section of the intranet where the user has navigated to e.g. if the user has navigated to the Human Resources section of the intranet the contextual navigation will show items from the Human Resources section only. The user interface will have some basic styling applied to it to make the user experience more friendly. Two options exist for aligning this with the corporate style guide 1. Basic Colours Organisations can provide a corporate style guide that we can use as a guide to apply their colours to this intranet. 2. Complete Rebranding Our consultants can be engaged to apply a completely customised look and feel to the intranet site

4 1. Home Centre The home centre will be the root of all collaboration and communication in this site. This will generally be used as the enrtry point that users will use for the intranet. The Home Centre will contain an Event Calendar, Announcements, Corporate Links, Corporate Blog and Corporate News. Home Centre Home Page The home page will contain several web parts that can optionally be removed or added to other pages throughout the intranet. They will display some of the most important information that is available in the home centre on this page. These web parts are: Personal Activities Viewer From this section of the home page users will be able to view and access the following: A list of the user s checked out documents across all SharePoint sites A list of the users outstanding tasks across all SharePoint sites A quick link to their My Site A list of personalised quick links News Banner Rotator The news banner rotator will display the most important news items for the end users at the top of the intranet home page. An image will be displayed with a message and clicking on the message will direct the user to the news article on a separate web page. The articles that appear on this banner will be configurable. News and Announcements Section This will display audience targeted announcements which means that if the end user is a part of the HR team, they will only see announcements that are targeted at them and all staff for example. Each announcement will contain a link that will direct the user to further details for the announcement. Blogs Section This section will display a feed from the Corporate Blog Events Web Part This section will display a listing of the latest upcoming Corporate Events. 2. Organisation Centre The Organisation Centre provides basic company information. This will include pages for the organisation to provide the following information: About Us Contact and location information as well as general corporate information that the company wishes to share with the users. Support Details of contacts that employees can use for support in different areas e.g. IT, HR etc. Team Biographies This will be a listing of the teams in the organisation with a short biography for each team Goals & Values 3. Team Centre The Team Centre will be the host for the various team sites / business unit sites. It will be a dashboard for all of the information that is relevant to members of those specific teams or business units such as team meetings, internal team documents that do not need to be shared with the rest of the organisation etc. Security will be managed to ensure that only the appropriate team members can access their information. Each Team Site will contain: Team Home Page This will have a dashboard view of all of the content mentioned below. Team Document Library A document library where team members can collaborate on content that they do not wish to share with the rest of the organisation. Team Calendar A general shared calendar to be used for team events etc. Team Task List This list will provide shared tasks for the team. The homepage will only display the user s tasks. Team Wiki Team Announcements Activity Feed The Team Site home page will display an aggregated news feed with all of the activity that has occurred on documents and information within the Team Site. This will also have a built in discussion forum that can be used by the team for general team discussions. Organisation Documents View The Team Site home page will contain a list of the top 10 most recently edited organisational documents that are relevant to the team / business unit.

5 4. Document Centre The Enterprise Document Centre (EDC) is the central repository for all controlled corporate documents. The Document Centre Dashboard will provide a categorised view and search tool to facilitate the quick discovery of documents from within this centre. The Organisational Taxonomy is applied to this repository so that documents are classified using a consistent organisation-wide taxonomy. Content Approval Workflows will be configured for all documents in the Document Centre to ensure that content is approved prior to it being distributed. Only the latest/approved version of documents are available for viewing by employees. The Document Centre will also support Document IDs and Document Set functionality available natively in SharePoint GoverNET will utilise the Standard SharePoint 2013 Enterprise Search Centre which will provide search functionality from any page within the intranet and Personal Centre. This will be preconfigured with an additional search refiner that will allow users to refine search results based on the organisational taxonomy that has been applied to the entire intranet. 5. Personal Centre The Personal Centre is the user s personal collaboration area within the intranet. It is also used to manage a user s profile information. It will utilise the SharePoint My Site functionality with the intranet branding applied to it so that it has the same look and feel as the intranet. It will provide the following functionality: Personal document storage with offline access Self-service User Profile management User skills management (ask me about) Aggregated task views for users (from all tasks in the intranet and Exchange) This will also contribute to the people search functionality by indexing the content and profile information so that users can find information about other people in the organisation. What is a Taxonomy? The GoverNET Intranet Taxonomy is an information classification that can be used to classify any piece of information (documents, news etc.) that is captured in GoverNET to facilitate search and information management GoverNET automatically includes taxonomies for most Australian business and industry categories. GoverNET is a turnkey intranet solution based on SharePoint. GoverNET delivers the core intranet functionality that is required by most Councils whilst still allowing the flexibility to mould the intranet to meet more specific individual needs. Contact your CSA Account Manager to Test Drive Microsoft Lync and GoverNET for up to 10 users for a 2 month period. Newcastle P Sydney P Melbourne P sales@csa.com.au localgovernment.csa.com.au local government