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Vedior
Overview
Intranet DASHBOARD (iD) was introduced to Vedior Asia Pacific in early 2005. They went live in June of that year and have improved communications, most notably between some of their recently merged companies. Standardizing their intranet system has been the last step in a long process of system centralization and standardization.
Vedior considered creating a bespoke system and also looked at various content management systems. CIO, Kevin O'Neill, visited CeBIT in Germany and evaluated a number of different solutions. In the end he stumbled across Intranet DASHBOARD, a third generation holistic intranet solution, on the internet!
Client Profile
Part of a worldwide group, Vedior Asia Pacific generate AUD$400 million in revenue per annum.
The company comprises approximately 750 employees and 80-100 other users spread across a network of 18 specialised HR and recruitment companies such as Tanner Menzies, Sapphire Recruitment, Nurseworldwide, and TPA. Many of them have their own branding and this is reflected in their intranet presence.
The Challenge
A few years ago Vedior acquired a number of companies and needed to standardize their infrastructure and processes. At the time, Vedior were using four or five different intranet systems dating back to the late 90s, that the numerous different companies had set up themselves. The structure and quality of these systems varied greatly.
| "There was a real requirement to centralize and standardize the network's intranet system so we could deliver and share information easily."
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| - Kevin O'Neill, CIO, Vedior Asia Pacific
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Vedior wanted a system that reflected each brand identity and department whilst still being able to share information effectively.
In summary they needed a system that would:
- Save them untimely and costly application development; use existing Active Directory/ Windows infrastructure.
- Deliver cost reductions in terms of infrastructure, communications and process management amongst the different brands and extensive shared services environment.
- Empower non-technical staff to publish and build the intranet site themselves; create a sense of ownership.
- Enable staff to search across all information.
- Provide secure areas for sensitive information between the different brands as they moved towards greater synergy; change management.
- Enable all areas of the business to communicate with each other.
- Selectively share relevant information amongst the brands whilst enabling the broadcast of mutually beneficial information to the entire organization.
The Business Case for Vedior
Clever Tools
Intranet DASHBOARD comes with a suite of over 40 applications. This holistic pproach to intranet management enables Vedior to deliver collaboration and business tools to employees, and provides full search capabilities and usage statistics.
Highlights included:
- Quick Links and Nav Editor - these tools were used to make the main navigation for the site and link to external sites and other content.
- Document Manager - an intuitive integrated document repository.
- Forms Manager and Feedback Director for creating online forms.
- File Express - a favourite amongst the end users it allows people to transfer large files and imagery around the organisation quickly without having to send out enormous emails.
- Meeting Room Bookings.
- Ad Manager - used to create subsite banners and feature staff profiles.
- Brand Manager - to provide quality control in marketing collateral and assets.
- Staff Offers - once again helping to reduce email abuse and the ubiquitous 'All Staff' email, this tool allows employees to post things for sale or rent.
Tools could be distributed amongst the different publishers or locked down to only a handful depending on the situation. Web content could be assigned to the real owners of information and published easily just using Microsoft Word as the editor.
Work processes
iD facilitated self-service. It allowed fast access to the latest documents, forms and versions.
It reduced the need for dedicated publishing staff from the IT Department, freeing up people's time to devote to other strategic activities.
An easily customizable layout enabled different parts of the business to respond to different user needs (and reflect individual company's branding!) with a different configuration of tools.
| "The decentralized model was the right choice for us. Our users can be actively involved in their intranet and our brands, and departments have the flexibility and the tools they need when publishing their content."
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| - Caralyne Blackburn, Web and Intranet Administrator
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Cost management
Implementation was faster than fully customized solutions, reducing the initial outlay. Furthermore, clever tools eliminated the need to purchase other proprietary products or add-ons.
The total cost of training for administrative staff was significantly lower than expected due to its ease of use.
The Solution
CIO, Kevin O'Neill, downloaded a trial version of the software and was 'pretty impressed'. The 40 in-built modules and applications was a big selling point. "These fitted our wish list perfectly," he observed.
iD's ability to integrate with the company's Microsoft Active Directory network was an unexpected bonus. It also meant that Vedior could set up all of their initial 600 website users in minutes. "All we have to do is set up a profile in the active directory and the person has access to the intranet and can be contacted as well," noted O'Neill.
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"All we have to do is set up a profile in the active directory and the person has access to the intranet and can be contacted as well."
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The ability for each brand/department to be able to have their own 'subsite' within certain parameters meant that all the brands and recently merged companies could be catered to. Furthermore, it eliminated the need for separate intranets and provided integrated search functionality. "This was a huge benefit. We can set up and run independent subsites from the one system, making it easy to manage".
Vedior Asia Pacific currently have 17 administrators managing the system and content. They have formed an administrator 'community of practice' to learn from each other. In total up to 850 end users use the system now. "During the initial implementation and roll out we provided an email feedback option for users that was directed to all administrators - this helped the administrators work out what worked and what didn't," noted Caralyne Blackburn, Web and Intranet Administrator.
CIO, Kevin O'Neill said they could have done a lot of the implementation and set up themselves but opted to get ADWEB's experts in so they could meet their May deadline.
Other foreseeable benefits include:
- Improved customer service through consultants gaining fast access to marketing information and white papers.
- More effective content management; speed to publish, distributed content management.
- Improved employee productivity; reduce the time spent on administrative tasks.
Kevin O'Neill says,"It's a nice, easy to use product. We haven't struck anything it can't do yet (which is unusual)! ADWEB seem to have thought of everything."
For more information on Intranet DASHBOARD please visit www.intranetdashboard.com or contact a consultant on +613 9819 6333.
For more information on Vedior Asia Pacific please visit www.vedior.com.au
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