SUCCESS STORY. Intranet Solution for Team Collaboration and Information Sharing

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1 SUCCESS STORY Our client is a professional association mainly active in the field of catering and hotel industry in Vaud. Intranet Solution for Team Collaboration and Information Sharing net.ch Page 1 of 9

2 About the Client Founded in 1892, GastroVaud is a professional association mainly active in the field of catering and hotel industry in Vaud. It is headquarterd in Pully. GastroVaud is affiliated with GastroSuisse Federation hotel and catering, and constitutes one of its Cantonal sections. The Association's goals are to promote economic development of the industry and to defend and promote its general interests. It focuses in particular: Develop services for training and continuing education in collaboration with relevant partners; Address all issues to economic, social, financial, legal and tax interesting branch; Represent the hotel and restaurant to the public authorities and other economic organizations; Develop useful services to the conduct of business of its members. Project Scope The Client is looking for Intranet Solution: To collaborate with staff members in order to share information. To provide central repository for business/project documents in order to avoid redundant information To provide easy access to organization expertise or core competency information. To provide Social Networking experience like blog, forum, within the organization to gain free flow of Ideas and views Surveys and feedback Multilingual capability Configure themes across departments and sites Department specific access matrix Integrated Forms Based User Authentication Business Need Overall scope of this project is to Design, Develop and Host Intranet web application. Core Requirements Includes: Content Management ü Looking for centralized content management system to handle different content types like project documents, information and organization policies documents. ü Content view should be role based, easily accessible and searchable. Content repository should provide version control for the content changes. Employee Information Management ü Core of the application is organization employee information stored in secured easy accessible manner. ü Generic employee information is available for any employees in the organization. Page 2 of 9

3 Collaboration ü Employee collaboration tools like Team workspace, Discussion form, Training/Event calendars. Company Resource Booking ü Facilitate to book the shared resource like meeting rooms, equipments by any employee depending on the requirement. Sub Sites ü Each department activities and information are consolidated under separate sub site within main site. Form Based Authorization and Authentication ü System should have simple web page to login and authenticate the user.. ü User authorization for site resources should be easy and admin can handle the task without extra tools. Our Solution Our Solution Our solution Solution for the requirement is by creating customized SharePoint Server 2013 web application. Reason for choosing SharePoint 2013 architecture is the range out of box features available for the requirement. It provides means to create site collections, long running workflows, content search, document management and role based authorization. Our Intranet solution is to customize most of the out of Box features like blog,,resource booking,team room, survey and content management provided by the SharePoint 2013 to reduce project time and cost. Custom code is added to the solution for Integration of third party tools and custom business logic. Application User authentication is achieved by integrating with corporate Active Directory services or Form based authentication if needed. Content authorization for individual user is set up by SharePoint groups and permission levels. ADMINISTRATION Menu Builder You can make modifications to the current menu layout by adding or removing items, relocating sections or altering and uploading icons. Authorizations The user is authorized to create/view/comment based on the user rights provided. For eg, the Management Board option is available only for the authorized people to document and update different Workflows. Parameterization Allows the configuration of the solution after installation and when changes relating to the organization and structure are carried out. Page 3 of 9

4 Usage and Audit Reports A draft report prepared that identifies areas of concern with clear linkages between observations, cause and effect and recommendations. Audit interviews performed and documented. Arborescence of Sites and Community Sites The tree structure of intranet site is the founding document in building your future website before going to the next steps of zoning or design. It helps you build the perfect tree intranet and guides you in setting it up. Organizational Structure Provides the tree hierarchy level structure of the organization Advanced Customization Advanced Customization is the advanced feature provided to define and apply color palette, font scheme, background image and master page to match required look and feel of the corporate site. COLLABORATE Social Networking Social Networking feature enables intranet users to post comments and actively engage with their colleagues. This feature is essentially a collaborative platform allowing multiple users to share information within their intranet. Polls and surveys Get Instant Employee Feedback With Polls. Quickly create Online Surveys to collect data, measure employee satisfaction, gauge interest levels and much more on your Intranet. COMMUNICATE Events All the events of the Past & Future are displayed on the Events screen on Home page News The Announcements & News posted by the HR/Management is displayed and can be accessed by the user with the help of the links provided. Newsletters All types of articles written by the employees are displayed in the Newsletters screen for maximum visibility of the company and its employees. Page 4 of 9

5 Open positions The detailed description about the current openings in the organization is displayed to the user upon clicking the Current Openings sub menu. The "Refer" button allows the generation of an that will allow the user to send human resources department information about an acquainted candidate. Blogging and forums The module Blog manages all the blogs written by the employees of the organization. The user is authorized (based on the user rights) to Create/View/Comment a blog using this module. Multi language One of the most distinguishing features of Axcom is the ability to support any language. Axionet believes this to be an essential feature where multilingual communication is often a necessity for international organizations Organization details This section of the Intranet contains the details of the organization. The Company section consists of information such as: Board of Directors, Manager s Profile, Our Services, Current Partners, Current Customers, and Company Entities Notifications Intranet Notifications Keep Employees Up- to- Date and Engaged. For eg, desktop notifications, real- time notifications, etc. Holidays planning The list of holidays specific for different countries of the organization is displayed under the submenu "Holiday List". DOCUMENT MANAGEMENT Advanced search Advanced search is intuitive and easy to use. It enables you to use filters to see specific type of search results such as: Documents, Forums, Blog, Posts, Status Updates, People, Sections, Forms, Calendars, Content Areas, etc. Policies The documents on policies within and across borders that come under various departments are available upon clicking on the sub menu Policies. Information The documents regarding the information on various categories are displayed to the user upon clicking the Information sub menu. The documents related to different organization entity are displayed to the user. Page 5 of 9

6 Team Room and Version Control The documents can be shared with the employees of the organization using Team Room option. Team room enables the check in and checkout functionalities allowing secure access to updates and automatic backup of different versions of documents. Check in and checkout facilities Team rooms enable the check in and checkout functionalities allowing secure access to updates and automatic backup of different versions of documents. Full Text Document Indexing Full text searching enhances user experience of intranet by giving your employees the ability to search not just within site content but also within uploaded documents. If you choose to maintain full- text searching, it will automatically be searchable for your users. EXPOSE Intranet Axcom is the corporate intranet which covers functions such as viewing the company directory, accessing benefits information, department specific information and finding the corporate calendar. AxCom Intranet is built on Microsoft SharePoint Platform Associated Technologies which will deliver organizational value by increasing employee engagement, making information search more efficient and relevant, and act as an extension of your company culture. Extranet Extranet allows users who are not members of your organization to gain access to your corporate intranet site, or portions of your intranet. Security of Accesses Axcom Intranet Security gives you permission to decide who can view, add, edit and delete content on your corporate intranet. Delegating elevated rights at the site level, Choosing your super admins, admins, site designers, profile managers, etc. is possible SHARE Calendars The calendar for the present month is shown as default. The Events and Public Holidays for the organization are also displayed. Photos / video All the photo albums for all types of events in the organization are displayed in the screen. the videos taken during the events are displayed on the screen. The video will be streamed on the user s browser without having to download the videos. Page 6 of 9

7 Secured Team Room The documents can be shared with the employees of the organization using Team Room. Team room enables the check in and checkout functionalities allowing secure access to updates and automatic backup of different versions of documents. Anniversaries The Employees with n number of years of experience working with the organization are displayed in the Anniversary screen. The user can wish the concerned employee by clicking on the Wish button. Birthdays The employees having their birthdays in the current week are displayed. The user can wish concerned person by clicking on the Wish button. Organizational Charts The tree hierarchy level structure of the organization is displayed in the Organization Chart screen. Shared Resource Booking All types of shared resources in the company such as conference rooms, transport facility, video projectors, and computers can be reserved with the help of this functionality. It is also possible to create recurring bookings or bookings for a specified period. The geographical structure of the company is also taken into account for access to different shared resources. Photos and video gallery Employees can quickly access and view the photos and videos within no time. Department level sub sites Each department has a separate site for information sharing. The employees can see the latest policies, information pertaining to the specific departments. When a new policy is updated in the particular department, it is automatically shown in the announcements page in the intranet system. Department User Access Matrix Admin user is provided with the matrix in such a way that he can restrict the user to view or modify data in different departments depending on the relation between the department belonging to the user and other departments. Admin console Newsletters, announcements, current openings can be maintained using Admin Console and system generated mails can be sent to the employees. Application generated reports Application reports can be generated from the data, which is present in the intranet system. The reports can also be exported to the excel Page 7 of 9

8 Technology ü SharePoint Server 2013 Enterprise Edition ü Microsoft SQL Server 2008 r2 ü Windows Server 2012 Technical Challenges ü Creation of Organisation chart ü Creation Image viewer ü Creation of resource booking using out of box calendar Axio- Net s Role End- to- end involvement from Requirement collection, design of interfaces, development and implementation of website with in- house hosting solution Staffing and Efforts Total effort of the project was approximately 360 person days during implementation phase1 and Phase2. There was staffing of 3 professionals. Client Benefits We provided much more than efficient and cost effective information management system, a web platform that can revolutionize the way organization does business. Increased collaboration: Creates an open environment where the employee thoughts and opinions are highly valued. Cost reduction: An intelligent intranet enables organizations to improve their processes and procedures, resulting in an efficient organization benefiting from significant cost savings. Increased employee productivity: Publishing documents and important information to one central location provides users with the ability to communicate and co- ordinate with the various departments, applications, project teams within the organization. Promoting employee self- sufficiency: Allowing users to quickly access the relevant information to increase their knowledge and awareness on different topics. Page 8 of 9

9 About Axio- Net is a Swiss- based company offering its IT expertise to a wide variety of businesses around the world since Axionet has dedicated development center in Bangalore, India that caters to the demanding business needs and expectations of the customers by providing quality and efficient IT solutions. We collaborate closely with our customers to understand their business needs and assist them to define solutions and use power of IT in their business. We have about 200 employees with us working at our offices in Bangalore and Switzerland. Our Core Competencies: ü Web Solutions (ecommerce, B2B, B2C, SEO/SMO) ü Telesales Solutions Order Management, Supply Chain Solution ü Managing data analytics and Business Intelligence (BI) ü Quality Assurance and Testing Manual and Automation ü Technical and Management consulting Axionet has been collaborating very closely with some of the large customers like Nestle since inception. Telesales solutions designed and developed by Axionet have been accepted as Standard European Solution for all Nestle sales centers. Presently our solution handles 3 Billion Euro turnover per annum. Our Management team has working experience of more than 15 years with Nestle. For more information about Axionet, visit Page 9 of 9