The release of the Intranet

As I mentioned in one of the last posts, we released the first build of our Intranet site, built on Windows Sharepoint Services.

The release went very well. Mainly because of the preparation and planning on forehand. I am now (2 months down the line) seeing some things that could have gone a bit faster or differently.

We built and configured the server first, set up the outgoing mail settings, and the main structure of the site. After that we started setting up all the standard content for the sub sites, such as the calendars, some templates and so on.

When the main structure was set-up, we moved to the front page. We made a static block in which we added a lot of links to pages we believed would be either difficult to find or needed more attention. Also we created templates for the announcements from different departments.

When we where ready, we organised small sessions in which the team leaders could go, or send people from their teams to. Since we are mainly a call-center, it si hard to get people off the phone, so these sessions took about 30 minutes and spanned the whole day during 4 day’s. This, we believed, would give everybody interested the chance to have a look.

To remove administrative overhead, and also make sure the intranet will be used by the staff (of all levels) we decided to ask for volunteers in each team to administrate their account sites. This generated some quite positive feedback, and within a week, I had the team of administrators complete.

This created a small gap. I did not expect to have the team of admins ready that soon. Therefore, had no training material ready yet. The problem here is, that as soon as the site went online, the last think I want to think about now is writing How-To documents!  Therefore, be advised, make sure all documentation is ready before!

For the launch we started 3 competitions:

  • The Naming competition, to get a name for our intranet, untill now we where still using the server name to access.
  • The Logo or Template Design competition and a
  • Bug Hunt. I hid images of little bugs in the site, and people had to find one, and accompany it’s location with a real Bug in the site.

The Bug hunt, really helped me a lot in the first day’s to get a list of all the little things I still had to work on/fix. To be honest I can really recommend something alike.

These competitions really helped to get most of the people online. That together with the Site-Admins, coming from all levels in the organisation and from all teams.

Aside from the standard set-up, I have also been creating some List templates, for things we know will be used in several Sites, and can be easily set-up this way. Examples are FAQ, Policies & Procedure Libraries, etc.

Resuming the first two months, I am very impressed by the capabilities of WSS, out of the box. Also about the manageability and ease with you can set up basic lists forms and such. Well, the fact of me, Solo, running an intranet for 350 employees divided in 25 teams while developing applications speaks for itself.

I am sure that my enthusiasm for this platform will diminish, as soon as I will try to customise a bit further than the help-file likes… after all, this is a Microsoft product ;)

At the moment, I am looking into two different things. I am trying to find out how (if..?)  the custom workflows work, and trying to publish a .Net application I built in the sharepoint site as a webpart.

To be continued…!

It is all Over, It is all starting… again!

The holiday season officially ended yesterday with the Kids going back to school in Spain. Bad Weather came to Barcelona this weekend, with the local weatherman declaring the end of summer. My holiday’s ended already more than a month ago, and it looks like there will be none at least untill X-mas. It is all over!

New Kite - Eolo - First FlightThe last few months where great though! I really enjoyed my trip to Brasil, and the summer months in Barcelona are great too. The Neighbourhood parties, day’s and Nights at the beach and loads of Kite Flying!

I really managed to recharge batteries for the sprint ’till christmas. Due to the above reasons, it has been really quiet here (on this blog). The last post was even before FC Barcelona won the 3 titles they opted for and broke almost all historical records.

At work quite some things changed too! The management structure has been made more agile and I moved to a new team. At the moment, we are analysing my Job-Title, and description, to see if it still fits my position.

The new team I am working in now is called Service Assurance. This name explains most of what this team takes care of. Make sure the service is running, work on improvements and raise the quality of the work done. I also increased a level within my position, meaning … a little bit more cash in hand, and quite some more responsibilities and tasks.

The good news here is that in my new team I am tasked with the Intranet project. This is nothing new, but the new part is that I can dedicate 100% of my time to it, and I can make use of more resources.

During the last month, I have been working hard to get the first version of the Intranet online. It is there, and we launched it officially last week.

Since I changed teams, I am managed differently. Differently in Italic, as I was very close to write better. To be honest, there where quite a lot of discrepancies between me and my manager in many things. Even though I could understand, or at least try to understand most of his decisions. Now I have a new manager. after now 2 months, I can easily say I have the feeling we are on the same line. Which is good. This helps me a lot in Completing projects, as I have a sense of support from higher up the chain, which I had the feeling I lacked a bit before.

As I mentioned before the intranet project is really getting a shape. We have launched the first version running on a small (20gb) Virtual 2003 Server running WSS. This is, after all the investigation and plan-making a lot less than we originally aimed for, and the effect is visible.  Now we have to start making a case to upgrade the server to a full moss, and an SQL server for storage.

We also decided to make release 1 of the intranet as standard as possible. Fully based on templates, and only a few custom lists. This to make sure we could build a case for a more expensive MOSS Server (the idea was that if we could show that we could do it, we’d have a better buy-in from the management team).

To be honest, the possibilities of the standard WSS installation, with the 40 Famous Microsoft templates is giving us about 75% of all the functionality required.  The gaps we have identified will be mostly filled when we move to a full MOSS Server and are mostly related on how we store information and to align that with the spanish law on data protection.

Today, first 1-2-1 personal review with my new manager. She was happy, the intranet is there, on time and with a lot more functionality then we all expected… -> Im Happy!

It is all starting again!

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Planning the Intranet III

For about 5 years I have been working with IBM software. Mostly using Lotus Domino and Notes, designing applications. However I also looked at other technologies, like Websphere and DB2.

I have recently switched (well, I’m still switching) to comparable products from Microsoft. Mainly becasue the company I work for made the decision to stop using IBM for their internal mail and databases.

I do however believe that IBM, known as Big Blue, a big and slow organisation, was ahead of Microsoft concerning intranet software and ease of development back in the day’s they launched Websphere. I have been looking at an article on their website, that states that in 2006, their Intranet was listed in the Nielsen Norman Group Report: Intranet Design Annual 2006: Year’s Ten Best Intranets.

I never heard of that report before, and headed straight over for a look: http://www.nngroup.com/reports/intranet/design/. The report is for sale. 224$ and its yours. For me that is too expensive, and Im sure that my boss (who is likely to leave soon), would have a good laugh if I walk over to ask him for the money!

(reports from previous years still cost about 200$, which I still find very steep!)

However, it gave me a good impression what points to look at for our Intranet:

Some of the key areas for which best practices are presented in the report are:

  • Company and industry news
  • Integrating internal and external information sources
  • Editorial control of the intranet homepage
  • Keeping the intranet up-to-date
  • CEO blogging
  • Employee and department weblogs
  • Onboarding of new employees
  • Consistent navigation
  • Multilingual intranets; supporting international employees
  • Multimedia and video on intranets
  • Data visualization
  • Web 2.0 features on intranets
  • Community
  • Polls
  • Collaboration tools and discussion boards
  • Internal wikis
  • Employee self service
  • Search
  • Governance
  • Development process for intranet redesigns
  • Web analytics for intranets
  • Staffing of intranet teams; where they report in the organization
  • Updating and maintaining standards and guidelines for intranet design
  • Intranet branding
  • Promoting new intranet features
  • Staff directory and employee profile pages
  • Corporate calendars
  • Personalization
  • Customization
  • Alerts
  • Working with external design agencies

These points are things (call them features) they look at when evaluating intranet sites. I believe this to be a very complete list, and I’m sure that in a company our size (just looking at our office in Spain, we are about 300 people) can and will have to remove some of the points. Either because of difficulty of implementation (read: cost), Irrelevance or plain Overkill.

It looks like we have a Feature Checklist, with which we can start planning!

  • Intranet budgets and staffing
  • Planning the Intranet II

    Seems like someone in the company has read the post about the intranet re-design. We received communication that a complete organisational layer will be disappearing! This was actually what I hoped for because I firmly believe in flat layered organisations. From what Ive seen in different companies, is that flatter organisations tend to embrace employee empowerment, are quicker in their decision making and more flexible in fast moving/changing markets (like the IT business we operate in).

    I also believe that this will enable me to design the intranet in a much more useful way. The platforms we implemented lately are web based platforms to enable and improve both horizontal and vertical communication. My biggest fear was that with the classic org-chart the company has here these platforms would not be used to the fullest. Especially when I received the first ideas from management, in which they actually wanted to implement the full structure of the organisation in the intranet design.

    As it looks now, I’d have to go back to the drawing board, which I’m happy with, because now it looks like we can design a modern intranet, that will actually enable cross-team communication and combine that with a sound knowledge management strategy.

    Planning the Intranet I

    As we are currently about to start implementing a sharepoint environment, this also implies that we will have to plan the Intranet.

    Currently we do not have any. Well, we have the intranet site of our English company headquarters, but that is hardly used, and does not interact with us. Meaning that we cannot add our content, links to our tools, etc. The Sharepoint implementation will give us the possibility of having our own intranet site. This is, I believe, very important. Mainly because being an IT company with a lot of different teams, spread over different floors using only email as a way of “digital communication” is … say… a bit outdated (Heavy understatement). This is especially true if you know that most problems we experience internally are due to communication problems (either lack of, incorrect or simply non-existing).

    The intranet could change that. Could, I say, because I believe that if not planned and managed correctly and across the board, an intranet can cause more problems than it was designed to resolve.

    Management manages this company in a very typical style, you could really apply the machine metaphor to this one! Top-Down and in very linear streams. It is really hard here to make different dept. managers talk with each other and even more if they have to work together.

    Lately there is a lot if buzz about 2.0 technologies, and how they can benefit communication outside work, but also in the office. Examples are company wiki’s, facebook-style people profiles etc.

    I am now looking into planning the whole new environment. Not because I’m asked to, but because “I can see the cloud hanging above me, and don’t feel to wait till its raining”… Call it being pro-active (but I will dedicate another post to that;) ).

    Personally I would like to make sure the intranet will give us these communication advantages and I believe that is also has to be future proof. My biggest fear is that the intranet ends up to be absorbed by “the Machine”, managed by a few upstairs who only care about their specific parts/departments or tools.

    I see that the modern organisation is flat, as flat as possible without interfering with operations. If you look at these new communication technologies, you see that these are enablers for this. Maybe they even push organisations is this direction. The problem is: “how to apply modern tools in a company whose management thinks in an old-fashioned way”

    Knowledge Management (KM)

    As mentioned in the previous post, we are now looking into setting up a whole new knowledge management strategy for our office.

    Currently this is dealt with per team. We have approx 250 people working in 15 account teams, giving IT support. Each of these accounts have their knowledge base and their knowledge management processes (if any). As you understand this is not an ideal situation. It is impossible to benefit from each others’ information, and there are a lot, really a lot of double, even triplicate documents. (after all most of us troubleshoot a printer in a similar way).

    For a company that is trying to standardise all over the place, this is one of our worst areas.

    According to many KM specialists, the first step in this whole plan should be to make sure we have senior management support. This to be honest is more difficult as it seemed. I was convinced that knowing the above, and actively trying to standardise, they would listen to a plan like this, but soon found out the “the idea is good, but it will be too expensive, or take you too long”. Yes, there will be a cost, and a considerable effort, but the return will be a very valuable asset; Knowledge! The work we do at service desks is for a huge part based on the knowledge we have at hand. An analyst can be great in troubleshooting and phone skills, but without documentation…. After all, none of us knows everything.

    We are now at the stage that the senior management team is interested in our plans, but we are still not getting a clear go-ahead. This causes us to have to work on the plan outside office hours… :(

    We already have the main outline of the plan. We have the platform (wss) and bit by bit we start to get support. I’m sure that one of these day’s well get the “official” project request. Then we can start gathering people to set up a small project team, and present our plans to the different teams, to get their feedback.

    Also, we made a SWOT analysis of the current tools we use, which will help a lot identifying the requirements once we reach the lower level of our plan, which is how the database design would look.

    At the moment we are putting everything we’ve got in a high level project plan. Mainly to keep ourselves on track and focused on the parts that are important at the moment and not get in to too much detail (which is a common mistake techies make!). As soon as we have it ready, Ill post an update!

    The Sharepoint Adventure – Part III

    microsoft-office-sharepoint-logoA while ago, I wrote about the plans we had in my office for the move from Lotus Domino to MS Share point as a database driven application platform.

    This was quite a while back, but it looks like we will get some kind of approval soon.

    This is great, especially after it took me about a year to have senior management listen to me. Up until now, that has been my greatest headache. Mainly because I believe that applications we build here are a vital part of the organisation. If you can have them developed in-house,  you save a lot of money and you are sure they are fit for pourpose!

    Management, however could not see through the first layer, and somehow wanted applications to “just be there”. When I learnt how they thought about this, it was a lot easier to convince them. I spent the last months walking around, trying to sell applications that did not exist yet. Finally they saw want I meant.

    I can see now that there is a huge gap to bridge, because all this time I have been running around selling my big plans… I did not have a lot of time to continue training myself in this platform.

    o-oh!

    My manager, who lately is finding out what I’m busy with, signed me up with the company training system to start the MS course Microsoft Certified Technology Specialist (MCTS): .NET Framework 2.0 Web Application. This, as it looks from the Lesson 1 viewpoint, will take me quite some time.

    To give some more details on the environment we will be working with, here it is. Be aware, this is not the company’s main Share point server landscape, nor it is part of it. This is purely for our 300 person office.

    We decided to go virtual, as the demands on the system where pretty low and the cost was a lot lower since we only pay for the licenses and had no hardware cost.

    Finally well go for one Virtual 2003 Server, running IIS, ASP.Net and WSS (I did try to get the full MOSS, but the licence cost was a bit too high :( ) and a virtual SQL server.

    To be honest I believe that this is fit for purpose, as the amount of usage (users / contents) will not be too high and if we exceed expectations the virtual servers can be upgraded quite easily.

    The next step will be planning the contents. I already presented some in the plans I’ve put forward, but these now need to be worked on. A lot!

    The most important plan is to re-design the Knowledge-management strategy within our office, and possibly within the whole company.  As I am also lecturing Knowledge Management internally, I really feel like being involved in this. I have been building the different knowledge bases we are using here, but this is a chance to setup the complete shop!

    We already had a couple of meetings to look at how we are going to approach this. Still pretty high-level, as this is something we will  have to convince management…. Again! However, in the IT Support business, I believe the case is quickly made. Especially looking at our current KM organisation, in which every account team runs its own K Base and the teams do not comunicate with each other. I think this is where WSS can make the biggest difference!

    Probably in one of my next posts, Ill explain a bit more about that!

    here it is!

    Here is the Excel file in all its glory! I admit it looks pretty boring now, but in the weekend afternoons when the games start, you´ll see the effect!

    Auch! cannot just place the Excel file here. I renamed it to .PPT, so if you´d like to use it, you´d have to rename it back to .XLSM

    quiniela-automatic

    La Quiniela – Excel Data Import

    Football (yes, soccer in countries where it is hardly played ;) is big in Barcelona. Really big! I have always enjoyed watching football games, but nothing like I’m now, here with FC Barcelona! Especially this season is spectacular. I also started, together with my girlfriend placing bets or “doing the quiniela”.

    The quiniela you play by predicting the outcome of 15 games played, mixing 1st and second division games. You either bet on 1, X or 2. hometeam losing, equalled or lost. this is how the form looks like:

    quiniela1I wont explain how it works, it is far too complex, and even after many years here, I have still not discovered them all.The idea is that I play with my girlfriend(who luckily likes football too) and this gives us a tiny bit of football thrill in the weekend. A few weeks ago I started to look and see if I could make this in an excel sheet, so I can have a view on how the games are going on each goal scored.

    This excel sheet started out very simple. I would manually copy my bets, and enter the scores every time I heard “gooooooool” on tv, or checked using teletext(a technology with no reason to exist). Then, after a while, basically because one weekend we where late, filled in the sheet, and did not get to the betting office on time, I filed my bets on line.

    Sometimes, when you live in spain, you expect certain things to either not work, or not work well. This was not the case,  and I found the spanish betting website to be very practical. It lets me fill in the exact same form, by ticking the boxes.

    (If the Internet was not partly blocked here I would have had a screen shot…. Somehow they do not see betting as a work related activity…)

    After validating the bet you get your bet presented on your screen like the ticket you get in the Betting office. a text overly on the image of the ticket, basically like this:

    1    1    1    1    X     X
    2    2    X     2    1    2
    3    1    1    1    1    2
    4    1    1    1    1    1
    5    X     X     1    1    1
    6    1    X     1    X     X
    7    X     1    1    1    1
    8    1    X     1    X     X
    9    2    2    X     1    2
    10    1    X     1    2    2
    11    1    2    2    2    1
    12    2    X     2    X     X
    13    X     2    2    1    1
    14    1    1    1    1    1
    15    X

    I copy pasted this in excel and one part of my excel sheet was already a bit automated (there was no more need to manually get the bets in) This made me think about a fully automated one, that would display the live scores and display the cells with the bets color-coded, and at the bottom the total amount of winning bets. Here is where the problems started. The color coding was pretty easy with excels’ conditional formatting. With a few IF functions this was starting to look good:myquini

    The yellow column is the game status changing when I started entering the results. The blue cells are my bets, changing colour when games are playing according to the live result.

    I use Office 2007 at work, and at home. When I browsed around in excel, I found how easy they made the data import! getting the data from a text file where I saved my bets was a 2 minute job.

    I also discovered the get data from web functionality. I started playing with to find out if I could get the live results from some website, and use this to refresh my sheet each minute. This was not as easy as I thought. It would be, if the websites would update their data each minute, but I guess it is hard to find a volunteer to go to the office on Sunday morning to cover just 1 second division game. The only Live source I found was … TVE Teletext:(

    If you check the link, you’ll see their page has exactly what I needed, and on top of that it is updated almost by the minute. The only but… is that they present it as an image!!

    That made me have a more thorough look at the page. after looking at the source code, I saw that the alt tag of the image contains all the data. Ready to be extracted!

    <img id=“FABTTXImage” src=“210_0001.png” width=480 height=336 usemap=“#210_0001″ border=0 alt=“210.1 Q U I N I E L A tve Jornada 40 22 MAR 2009 1 Getafe C F -Rec Huelva 1 FINAL 2 Sevilla -Valladolid 1 FINAL 3 Barcelona -Málaga 1 FINAL 4 Real Madrid-Almería 1 FINAL 5 Villarreal -Athletic 1 FINAL 6 Mallorca -At. Madrid 1 FINAL 7 Osasuna -Espanyol 1 FINAL 8 Deportivo -Betis X FINAL 9 Numancia -Sp de Gijon 1 FINAL 10 Elche -Hércules X FINAL 11 Murcia -Alavés 1 FINAL 12 R.Sociedad -Girona 1 FINAL 13 Salamanca -Tenerife 2 FINAL 14 Albacete -Huesca 2 FINAL 15 Racing -Valencia 2 FINAL 15 25 55.295,44 12 23,31 14 88 18.850,72 11 3,60 13 3874 285,47 10 1,00 CUENTA NARANJA 3,5% TAE 4 MESES.553″>

    Great I thought. I am still playing with my Google maps page, and was already learning quite a lot of javascript with that, so this was a perfect chance to keep learning. I used the PHP include to get all the pages code, and then made a small (java)script that reads the HTML code, then with a few regular expressions, it displays an html table with the live results.

    <html><head>
    <script type=”text/javascript” src=”jquery-1.3.2.js”></script>
    </head>
    <body>

    <?php Include (“http://www.rtve.es/tve/teletexto/200/210_0001.htm”);?>

    <TABLE border =”1″>

    <TR><TD>Results</TD></TR>

    <script type=”text/javascript”>

    var page210, page210New, page210Res;

    // get the alt text of the image in a variable

    var page210 = document.getElementById(“FABTTXImage”).getAttribute(“alt”);

    // remove first part

    remove = “210.1 Q U I N I E L A tve Jornada “;

    page210noIntro = page210.replace(remove, “”);

    // Take date off

    page210noYear = page210noIntro.replace(/\d{2}\s\d{2}\s\w{3}\s\d{4}\s/,”");

    // should be the line to extract score and status

    page210Res = page210noYear.match(/(\s(-|1|X|2)\s(FINAL|-)\s)/g);

    // Build the table

    // start a for loop to run through the elemnts of the array

    for (i=0;i<page210Res.length;i++){

    // write a row for each entry

    document.write(‘<TR><TD>’ + page210Res[i] + ‘</TD></TR>’)}

    </script></TABLE></body></html>

    This did the job fine, If you like have a look.

    When I tried to import this into excel, all went pear-shaped! Excel could only read the first line of the table and nothing else. AAARRGHHH!!! was my first reaction, until I thought about it. Excel might have problems with client side javascript. Don’t ask me why, but that was my first thought.

    (It could have been anything to be honest, maybe even some security setting in Excel!)

    Again, I was sat back a bit. The next and last thing I wanted to try, I sto do the same thing completely in PHP. As this is a server-side language, I thought that excel must be able to render its contents.

    This is the PHP script I wrote:

    $page = “http://www.rtve.es/tve/teletexto/200/210_0001.htm”;

    // read from where to where

    $start = ‘alt=”210′;

    $end = ‘>’;

    // open the page

    $fp = fopen( $page, ‘r’ );

    $cont = “”;

    // read the contents

    while( !feof( $fp ) ) {

    $buf = trim( fgets( $fp, 4096 ) );

    $cont .= $buf;

    }

    // get html contents

    preg_match( “/$start(.*)$end/s”, $cont, $match );


    // tag contents

    $contents = $match[ 1 ];

    //Start stripping text
    $remove = ‘/.1 Q U I N I E L A tve Jornada /’;
    $replacement = ”;
    $contents = preg_replace($remove, $replacement, $contents);
    $remDate = ‘/\d{2}\s\d{2}\s\w{3}\s\d{4}\s/’;
    $contents = preg_replace($remDate, $replacement, $contents);
    $addBR = ‘/\s(-|1|X|2)\s(FINAL|-|1ºT|2ºT|DES)\s/’;
    preg_match_all($addBR, $contents, $array, PREG_SET_ORDER);
    $count = count($array);

    echo “<font face=’arial’ size=’8′>”;
    echo “<table border=’1′ width=’250′>”;
    echo “<tr><td width=’125′><B>Resultado</B></td><td width=’125′><B>Status</B></td></TR>”;
    for($i = 0; $i <= $count; $i = $i + 1)
    {
    echo “<tr><td>{$array[$i][1]}</td><td>{$array[$i][2]}</td></TR>”;
    }
    echo “</table>”;

    I’m sure that I can reduce a lot of code here and merge a few regular expressions. Maybe, Maybe not.

    To my big surprise it did. It rendered the table very nicely, without the ugly include I needed with the previous solution. And best of all, I could import the data directly in excel!

    Job Done, Mission accomplished. Last weekend was the first test and we both enjoyed watching the “minuto y resultado“  television show, with the excel sheet on the side updating itself every minute, and showing us how each goal influences our bets. Really nice.

    (by the way, I play now for over 6 years , and managed to win 20€ once!)

    EDIT: I believe that I can automate the import of my bets a little bit more. Maybe a button in firefox, that saves the bets to the text file…. To be continued…

    Google Maps – My First Map-App Part 2

    Well, after a few days of playing with the Google map code, I really started to understand how it worked. I have managed to add most of the things I wanted and I am now at the stage of removing some errors or mistakes I made. Also I am wondering how I can add a layer on which users can plot their own bicycle routes. This would be very nice, because this way it will have different uses for different visitors.

    The to do list from the previous post tuned into:

    • Change the icons. Especially the one that locates me.
    • See if it is possible to obtain the xml stream from Bicing, and add all the stations to my map.
    • Add info balloons for the Bicing stations, showing information about the free slots, and remaining bicycles.
    • Add an overlay with all Barcelona cycling lanes. (you can only find big PDF maps with them, since there are only a few cycling lanes in Barcelona I decided to make my own overlay for that.
    • Add an overlay with nice (touristic) cycling routes.
    • Add user layer, I would like all visitors with a Google account to be able to add and save their routes to this map.
    • load general map when location is not found (now showing grey screen)
    • add message when (part of the) page is loading

    I have had quite some positive reactions on this idea. People who have seen it generally like it a lot. As soon as I’m done Ill make sure the link is available!