Our proposal is mainly based in the development and implementation of applications supported on a relational database which results in a more efficient management of the content of every section of the intranet by using static pages when the information to be shown is static or has little variability.

The use of applications such as Recent Events, Press Clipping, Policies and Proceedings, etc allows the COMPANY personnel to manage the documents or news to be published without requiring the creation of a specific static page for each content.

The solution proposed makes intensive use of generic and advanced search engines allowing the user to perform searches by word, by a group of words or by phrases in the documents included in the Intranet.

USERS OF THE INTRANET

The users of the Intranet shall be added by the Intranet managers. Then, the user may modify his/her data, change the password and make a recovery request in case the password is forgotten.

Management of users and permissions

It is an application that allows managers to add, delete and modify users and permissions of the Intranet. This section will be included in the Intranet and accessed only by authorized personnel. New users will be registered in the Intranet as "ordinary users" and then the managers will decide to give them special permissions if appropriate.

INITIAL CONTENT PROPOSED FOR A CORPORATE INTRANET

This is OUR COMPANY

It includes the creation of static pages containing the information referred to in "This is OUR COMPANY".

Policies, Standards and Procedures

The enforcement of Policies, Standards and Procedures will be divided in three modules:

• Module for the management and uploading of documents.
• Module for queries.
• Module for queries about Policies, Standards and Procedures included in the activity section. This module will be similar to the query module but it will show the documents of a specific Company Management.

The module for the Management and Uploading of Documents will feature:

• The possibility of defining the hierarchy of folders and subfolders in which documents will be stored.
• Roles of document managers.
• Roles of publishers who will be allowed to upload documents in certain folders.
• Approval method for the documents to be published.
• The possibility of restricting the query of documents to a list of users.
• The possibility to relate documents to each other in order to make links to the referred standards available to visitors whenever they make a query about procedures.
• The possibility of publishing any type of document.
• The possibility of relating documents to issues that can be defined within the system.
• Statistical reports about the reading of Policies, Standards and Procedures.

Functionality of the query module:

• Surf through the structure of folders/subfolders
• Surf through the issues which documents are related to
• Search by word contained in the text of the documents.

Press Clipping

This is an application that allows managers to upload data published by different media together with an image file for its presentation either on the cover or in the display of the news. Data to be considered are: title, lead and/or summary, medium, section, content, date of publication, source, author. This application will make possible the classification of news by subject and areas as well as the determination of its importance in the presentation of the intranet.

The presentation of the articles will be done by subject and date, showing the title and the medium. By clicking it, the rest of the information will be shown.

Weekly and breaking news

This application consists of three parts:

• Management, to upload, modify and delete the latest events: uploading date, validity date, source, management or area, summary (flashes), text, related Office documents (Word, Excel, Power Point, Html).
• The part that shows the summary of news (flashes) on the first page of the Intranet
• The part that shows the last three month events and makes it possible to query not only about the entered fields but also to perform full text searches.

Mail that gives access to the Internal Communication

A form will be included in order to allow employees to make comments or requests to the Communication area. This form will send the information received to one or more email accounts.

This application will make it possible to add communication boxes in various sections of the Intranet. For each one of them, the users in charge of replying and evaluating the received comments can be defined.

Marketing: Our Products/Launches/Events

The solution we are proposing consists in managing three separate sections:

• Products
• Launches
• Events

In the case of both Launches and Events, the managers will have the option to present them in a featured section of the home of the Intranet. Data that will be uploaded for both of them will be agreed on with the COMPANY: Title, summary, description, small image (for cover), big image (together with the complete text of the event or launch)

Survey

This will consist of an application that will allow the managers of the Intranet to pose questions, with their corresponding answers, qualified them and add their respective validity date. Moreover, they will be able to see the results, either final or partial, of all the surveys carried out.

Users will be able to answer the questions by choosing one of the given answers or by writing a new one. When a user does not give an answer to any of the questions contained in the survey, the questions without answer will be shown again upto three times, after which the answer will be saved as "Without answer".

Training

Comprises the presentation of the following pages and/or applications.

• Listing of the Annual Training Plan (static pages)
• Summary of training courses conducted: A summary made by the facilitator of the main issues addressed during the course (this application will make it possible to modify, delete or query about courses)
• Link to Webpages that provide information on universities, Educational institutions, etc. (static pages)
• Mail that gives access to Training (form)

News about Personnel

The application "News about personnel" will show information defined by the COMPANY.

Useful Information

• Addresses of Company Buildings and offices (static pages)
• Personal telephone directory (this application is useful to upload all the information from Excel sheets to the server and query telephone numbers by surname and other parameters to be defined)
• Answers to frequent asked questions with regards to the Personnel Management (application of frequent asked questions that offers the possibility of adding various issues)
• Directory of healthcare professionals (link)
• Links of useful information: weather channel, entertainment guide, golden pages, media, official entities, etc. (application for the management of links of interest)
• Emergencies: steps to be followed in the event of an accident, evacuation plan, emergency phone numbers, etc (HTML pages)

Tell a friend

This functionality will allow users to send the link of the current intranet page to another user. We do not recommend sending the complete page because it causes the traffic to increase and the presentation depends on how the mail of the recipient is configured.

OPERATIVE INFORMATION AND INTRANET MANAGEMENT

The purpose of this section is to make an entry of and conduct a search for the information related to the specific business of the COMPANY as well as to publish such information.
It is, in general, a specific development that is carried out after surveying the company needs.