SOCRATES An Intranet for the Research Councils Tony

SOCRATES An Intranet for the Research Councils Tony Brown & Matt Thrower

Transforming the Organisation • • • Many ways to transform an organisation Organisational, technical, social ERMS, CMS Relocate to Swindon, Milton Keynes Web people are good at transformation due to the power of the browser • We’re going to hector you, be repetitive and teach you how to suck eggs

Introduction to the RC’s • The RC’s distribute government research funding. • “Bean Counters” of British Science • RC’s asked to work more closely • Lots of big cross-council plans put in place as part of admin strategy • A good first step seemed to be a crosscouncil telephone directory • Management liked the idea – obvious business interest

Carpe Diem • Where does one put an internal, but cross -council telephone directory? • We need a new intranet! • Limited formal structure • Feel the need, and do it anyway – Transform away! • Our intranet has had immediate impact on cross-council working • But there’s lots of things getting in the way

Blocks to transformation • What stood in our way, and stands in yours? : • Process • People • Zeitgeist and Perception • Resources • Technology • How did we approach these…

Blocks to transformation: Process • • • The four horsemen of the beauroc-alipse: Committees Analysis Documentation Politics • What are we doing: transforming or recording? • If not Rocket Science: don’t need Saturn V manual • So we largely ignored it!

Blocks to transformation: People • • • Who stood in our way? : Line Manager Key players Content holders The Great British Public (users) Win them around… • We wheedled, cajoled, simplified, secondguessed

Blocks to transformation: Zeitgeist/Perception • • Many sites – we wanted to be first visited Business sites are dull Informal sites are fun Informal content attracts Business content justifies Balance the two Don’t rock the boat

Blocks to transformation: Resources • • • What did we need? : Our own time Other peoples time Technology Content • If you don’t have it, find it • If you can’t find it, scrounge it

Blocks to transformation: Technology • General rules we applied: • Avoid over ambition: Don’t stick your neck out – not big, clever or deliverable • Avoid unknown quantities: Don’t stick your neck out – not big, clever or deliverable • Don’t be overly technical: Technology is not what it’s about • Technology is the engine not the driver

Overcoming technology • We used Windows 2000, ASP and SQL 2000 • Reused and recycle existing applications • Advanced where appropriate • Adopted W 3 C standards, and validated • Adopt Front. Page – Bargepole approach • Now to get stuck into Socrates….

Name is Everything • Branding is everything these days • A good name helps people remember the service and the URL • Decide the name yourself, not by committee! • Avoid conflicting names! • We chose someone who could represent scientific thought across all the disciplines • SOCRATES is born!

Visual Design • None of us are graphic designers • Usability is King – simple and obvious interface • Nice theme – informal style to connect with users • Remember the requirements for mixed environments and accessibility

Finding Content • Exploit the fame factor • Identify key players and involve them early – Big Cheeses – Social Clubs – Service Providers • Links – so you can say you’re a portal • Boxes = Portlets

Dealing with content • • Content is King – but content can kill! Use dynamic techniques Intranet does work not you Site changes with content RSS from the BBC is easy! Stick metadata in a database Use ASP, SQL, FSO, Web Services… CMS!

Publishing content • Rules for the CMS • Keep it simple – don’t do too much • Make it easy to do – don’t ask for too much • Make it distributable • Don’t force formats on to people • Make it useful – key metadata • Content drives the whole thing, so you do less • The Skink….

Publishing content: Socrates’ Skink

Recycling applications • • The bazaar Fuelled by self-interest Dynamic Vicarious insight into other peoples lives… • Horse manure for your garden: Big pile available • Silver/diamante bridal tiara. Brand new, bought in error. • An older table on wheels, with an undershelf.

The Canteen Menu • Always have >1 Killer Application – not a one-trick pony! • Sex and drugs are out, obviously • Rock n’ Roll unlikely to get management buy-in • The way to a users’ heart is through their stomach • Great front page draw to get people in • Make it editable by the appropriate parties

The Opinion Poll • Something “fun” that can have a serious application • Gets people to come back week after week • Users can buy in by suggesting their own poll topics • But make sure you’ve got a good editorial policy!

Letting People In • Avoid logons if you can – but if you must, use cookies • Have strict and clear security rules • Tell people what the risks are • We used IP address to control access • Don’t link from external sites • Give people a means of begging to get in

Spread the Word • Your site should sell itself • But either way, you’ll have to do some selling yourself • Tell people • Target important and influential staff • Tell some more people • Tell the first set of people again

Easy Like Sunday Morning • You’ll have other things to be getting on with in the future • Automate wherever possible • Devolve publishing as much content as possible • Plan ahead – don’t plan on being your own editor

Conclusion • For Socrates: • …it’s there, not the best but… • …it has transformed the organisation – a bit • …it’s a Coconut Shy • …it’s fulfilled its purpose • …must have done something right because… • …we’re getting resources to develop it further

Conclusion • • • For all of us: …web uniquely placed help transformation …easy to make things happen. . we have the overview …we have the mighty ubiquitous browser …a well placed prototype cuts through months of waffle