The COWIportal Supporting Strategic Progress and Business Success

10/3/15INTRANÄTVERK 24 SEPTEMBER 2015, MALMØ1

The COWIportal supporting strategic progress and business success

Driving behaviour through technological changeChristine Rübner Hultmann, COWI, Head of Global Knowledge Management

The agenda for today…


• Facts and figures about the COWIportal

• Challenges with business case• COWIportal strategy supports

business strategy• Creating value through strategy• Solutions• Learnings from stakeholder

management• Q&A


Facts and figures about the COWIportal

Approx. 6,200employees and portal users from all over the

world

222 Organisational team sites primarily for

departments

Upgraded to SharePoint 2013 in September 2014

Approx. 320 team sites for professional communities

Approx. 120 Team sites for social communities in

Scandinavia

At any given time approx. 13,000ongoing projects

News, document handling, collaboration, news feed, discussions forums, Business support tools and processes

Portal use by country


DENMARKNORWAYSWEDEN

USACANADALITHUANIAINDIAUNITED KINGDOMQATARUAEOMANZAMBIAUGANDATANZANIAMOZAMBIQUE

RUSSIAPOLANDHONGKONGSOUTH KOREAGERMANYGEORGIATURKEYCHINABELGIUM

The majority of employees are located in Scandinavia, which affect the use of the COWIportal

Assumptions for the business case for implementingthe COWIportal strategy…were strategic


› Prove potential for efficient working processes

› Save time in Shared Service departments

› and in Line Of Business


The portal can drive strategic change

Improve sales› Employees must be better to sell

Consistent branding› COWI must be attractive in the market

through our branding

More effective and smarter by› Collaboration across boarders in the

organisation› Knowledge sharing

› Reuse of knowledge› Being innovative› Creating new solutions


Multiple benefits by centralizing and standardizingThe COWIportal strategy

Business efficient COWIportal

Improve Businesssupport

Digitization of business processes

Easy access to business tools Improved access to business processes and daily working tools

Highlight self servicesIncreased usage of self services functionalities through integration to the COWIportal frontpage from business support portal sites.

Utilization of new functionalities in SharePoint 2013

Business process improvement- Improved management of

business processes.- Performance can be

measured making it easier to find and eliminate bottlenecks.

- Increased efficiency by reducing pure waste in the daily work.

Increase self servicesAutomation of business process giving more self service functionalities on the COWIportal.

Improve consistencyStandardizing, streamlining and simplification of business support processes

Cost efficient and improved service to LOB Easy time efficient use of business processes.

Drive behaviorIncreased business behavior through working with the tools in the business processes.

Increased awareness across business support – "Who is doing what, When"


The COWIportal journey…

From no synergy across Business support…


› News oriented front page – lack of focus on tools

› Content gave information not call to action

› Used as library and background info› No consistency in services › Content jungle in Business support› Bottlenecks in working processes› Lack of consistency› Waste of time for users› Technical limits for functionality

…to increased synergy within behaviour and optimizing business support processes


› Business oriented front page supported by relevant news

› Content leads to actions › Content drives behaviour› One business support shop concept› Reduce cost and time


Solutions…

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COWIportalfrontpagetoday


COWIportalfrontpage after implementation of tools components- expected launch Q1-2016


Closer look at the tools components

Folded out list of team sites

Search in all business support tools by targeted links

Access to corporate core processes…

My favourite Business support tools


› The link ‘My Favourite Business Support Tools’ leads to a page where the user sees:

› A collection of the tools that he has selected for quick access to

› A page displaying a list of all tools available


Learnings from the stakeholder process…


Elements that lead to success - find the right mix of…

Stakeholder management

Political timing in the organisation

Type of business case to express the Return On Investment

It requires a lot of stakeholder management to succeed…


Early dialogue with the Executive Board because of…› Expectations for the business case

strategic or financial› Assumptions for the business case needs

to be clear› Finding the right model for the business

case› The complexity of creating a baseline on

strategic assumptions› The need for defining the elements in the

strategic baseline

It requires political timing to succeed…


› Use your relations to test ideas for solutions and political timing

› Show specific solutions when selling› Connect to internal strategic projects › Use the readiness in organisation to listen› Speak the strategic language with top

management› Show that you know the Business

strategy


…and now is strategy an active project…

• Revision of the COWIportal front page• An internal development project • Expected launch of new front page phase 1

Q1-Q2/2016

Background of the COWIportal Front Page Project

10/3/15INTRANÄTVERK 24 SEPTEMBER 2015, MALMØ

The purpose is to define:› A layout of the front page, that creates

the best overview and appeals to the employees as a natural place to work:

› by displaying relevant news› by ensuring easy access to business

tools, processes and subsystems› Time saving, knowledge sharing and

supporting creation of relations across the organisation

› A secondary purpose is to use the portal to create awareness of the WAY WE WORK in COWI as a global companyacross the world and time zones:

› By presenting news or toolsimportant to the development of COWI:

› Through creating easy acces to business tools and processes

› Highlight self service tools

› Utilize new functionality in SharePoint

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The rationale


› Front page should be more tools oriented› The natural place to start the work day…

not a place, you go now and then

› Front page should actively support new behaviour

› COWI as a project selling and project execution focused company

› Front page should increase employee productivity

› Less time consuming access to required documentation and to business support services


QUESTIONS?

[email protected]


Appendices


Solution:Business Support Tools

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Business support tools


› The top part of the front page for the COWI portal is shown. The user enters Business Support tools and processes in one of following two ways:

› From the top menu – clicking on Business Support.

› By entering a search word in the search area for Business Support Tools

› The link ‘My Favourite Business Support Tools’ leads to a page where the user sees:

› A collection of the tools that he has selected for quick access to

› A page displaying a list of all tools available

Auto suggest search area


› The search field automatically suggests content based on the typed search word (or part of). Below an example of the auto suggest search functionality shows the results if you have searched on ‘ipsum’

Business Support – favourite tools selected


› This page is when the user selects the top menu item ‘Business Support’. To the left in the content area you find entries to all business support areas (more might come).

› Right to the business support entries you are able to search business support tools (like on the front page). You can also search by the A-Z list. Besides, you have links to areas that do not fit into the business support areas but by nature are related to the subjects.

› In the right hand column, primary contact information and banner campaigns can be displayed.

› If the user has selected his own favourite tools, he can view these beneath the Business Support entries. As default he sees all his favourite tools and he can filter for each business area by the top icons. Below the list (not shown on the screendump) a link to all tools is available for the user to add more tools.

Business Support – no favourite tools selected


› If the user has not yet added any favourite tools the area beneath the business support areas is empty and a webpart / campaign area encourages him to select favouritetools.

A Business Area: HR

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› The front page for each business support area displays a shop that takes the user to elaborated process descriptions for specific areas within the business support area.

› To the right of the shop, the user can search within tools for the business support area (e.g HR) or use A-Z entries to find the tool he is looking for. In the far right column an entry to viewing competences / contacts for the business area and a news section is displayed. The news are related to the business area.

› Beneath the A-Z-list, promoted links are displayed. Promoted links are editorial links decided by the business support area. The decisions can be based on statistics of most used links, seasonal promotions or important links for a specific target group. Also, a link to a A-Z list of all tools within the business area is displayed.10/3/15

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The A-Z list in a Business Area


› The list is filtered to show tools for the specific business area. The user can add a tool from the list to his favourite tools and he can see which tools he has already added – or he can delete them from his list of favourite tools. The procedure for managing tools is similar to managing projects.

The Process Description in Shops


› The user navigates to a process description by clicking one of the icons in the shop on the front page of the business area. Here each phase and steps in the process are shown and linked to related tools.


General screen shots from the COWIportal

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Portal site concept for business support - Processes and actions/tools drives behaviour

Service: with many processes

Process: containing some steps

Step: with header, text and action

Call to action: Links to templates and tools and other support systems

Tools drives behavior: Define

"the way we work"

Alphabetic index "A-Z":

All basic content anchored here







