The document discusses improvements to an organizational intranet portal and how it can support various business functions. It describes how an intranet can help with human resources goals like recruiting, performance management, and training by providing centralized access to applications and information. It also analyzes how an intranet aligns with the value chain model by facilitating communication, collaboration and integration across the organization. Key benefits mentioned include improved processes, productivity, knowledge management and strategic decision making.

1. VOUCH
Systems Brazil
IMPROVEMENTS IN PORTAL INTRANET.
VERSION 1.0
By
Paulo Henrique de Brito

2. VOUCH SYSTEMS BRAZIL | Innovative Solutions
São Paulo, 22 February 2010.
Fell free to contact us.
We take this opportunity to inform you that we are at your disposal for further
information in order to provide the best assessment of Intranet Portal and its
relationship with Strategic Human Resource, Marketing, Sales, Information
Technology and business needs.
Best Regards,
Vouch Systems Brazil
Paulo Henrique de Brito
Solution Manager
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3. VOUCH SYSTEMS BRAZIL | Innovative Solutions
I. THE INTRANET - BUSINESS OVERVIEW FROM HUMAN RESOURCE PERSPECTIVE
Below are some basic points about the areas of business and the related necessary competences
for each one, this is general for any kind and size of company. This way, I believe we can better
understand what are the competencies that my company need to compete in the market, what
are the competencies and skills that employees must have and what are the training needs. This is
related to strategic HR.
I would like to say you that the HR is divided into 5 main aspects that are:
Recruiting & Selection
Integration & Performance Appraisal and Positions Analyses;
Training & Organizational Development;
Benefits & Legislation
HR Information Technology.
Core competences: Aggregate skills focused
around a critical competence. Are the main
competencies of the company.
Strategic Core
Critical Competences: Those with the
Functional greatest impact on competitiveness
advantage Essentials
Basic Competences: Inventory
of all activities, skills
Operational and disciplines. Basics
Exhibit -01
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The general view of the process in people management.
Exhibit -02
Human Resources Information Technology Environment is composed of integrated computer
systems designed to provide data and information used in HR planning and decision making. You
can enhance its functionality by making the integration of these systems with the intranet portal.
Thus, employees can access applications from the intranet portal, and with the e-HR on Intranet is
possible from a single point to communicate with all employees regardless of location, either
internally or externally in a subsidiary in another country. The intranet can become an important
strategic tool where all information about the company, employees, benefits, all requests for HR
or any other important task can be accessed from anywhere. Regardless of the HR administrative
model adopted, as a model centralized or distributed model, in both models, the main corporate
HR issues will always be available in one single place, easy and accessible for everybody regardless
of time and distance.
You can use the e-Recruiting on the Intranet for:
 Recruiting = activities or practices that define the desired characteristics of applicants for
specific jobs
● Internal – promote-from-within policies used by many to fill high-level positions
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● External - recruiting newcomers from outside has advantage of multiple sources
● e-Recruiting = use of Internet/intranet - fastest-growing approach to recruiting
● e-Form - device used for collecting information about an applicant’s education, previous
job experience, and other background characteristics
● Traditional HR to e-HR significantly affected every area of human resource management.
II. THE INTRANET - BUSINESS OVERVIEW FROM VALUE CHAIN ANALYSES MODEL
Now I would like expose to you one idea based on Value Chain Analyses model. Please look
carefully at this drawing.
S A
u c
Firm Infrastructure
p t
P I Human Resource Management
o v
r i
t t Technology Margin
. i
. e Procurement
Inbound Outbound Marketing Services
Logistic Operation Logistics & Sales
s
Primaries Activities
Exhibit -03
1. Firm-Infrastructure: Activities related to the overall management and management of the
network relationships of the organization (planning, quality management, administration,
accounting, finance).The intranet portal can act as link between the company and its
suppliers, value chain, customers and relationships network. When you open your intranet
to strengthen and improve relationships with they, in addition to providing remote access
to sales teams, others remote workers and customers, plus you providing this you have an
extranet. You can take total control over logins and restrictions for accesses. Likewise,
when you use the intranet to capture information from outside, macro and competitive
company environment you are using the concepts of competitive intelligence. It’s
important to obtain external strategic information from your competitors, partners, value
chain, supply chain because you can react better to changes and external threats, and you
can identify advantage and opportunities. Your sales and marketing team will appreciate
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this collected information that will be important in their strategies and can become in
competitive advantage. In addition you are performing the relationship marketing.
2. Internally the intranet portal will provide tools and features to improve the production,
collaboration, content management, communication, integration with applications,
peoples and process and departmental areas inside the company. So think in the intranet
portal as a integration tool (people, applications and process).
3. Human Resource Management: Activities related to human resource management
(recruitment, training, remuneration, determining the qualifications and motivation of
staff);
Here the intranet portal has an important role, as communication channel, the voice of the
company because its great audience. But intranet is not only a communication channel. It can be a
motivation medium, you can use the intranet to improve the motivation of staff, modeling the
culture of the company to one wished culture. You can apply internal marketing techniques and
brainstorms campaigns to improve the relationship between the company, employee and
customer, using the intranet as a strategic tool (Marketing & HR common Strategic).
Profitable Company
PERFECT
Clients served and employees committed
very satisfied to the company
Exhibit - 04
The figure above represents the best world. Any company exists to be profitable, this is the
mission of any kind of commercial company. The rely true is that employees need be
commitment with the company goals and its strategic. Motivated employees produce best
result than employees that are just involved with the company. The Intranet portal can be
used in internal marketing campaigns to change the behavior of the employees, modeling
the company culture where their employees will go from an involved behavior to a
commitment behavior.
The Relationship Marketing become a philosophy when the whole
organization, and not just the marketing department, is oriented to
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the customer and for profitability, recognizing that must find new
ways to communicate in order to establish a relationship with all its
public as way to achieve the sustainable competitive advantage
For a brief and superficial approach about the Intranet and its role in address issues related
to HR on knowledge Management (not information management) is important to talk
about capital intellectual. The components of intellectual capital in order to understand the
part that people play in the overall picture, we need a means of looking at the various
components.
3.1 - STRUCTURAL CAPITAL
Structural capital falls into two parts:
a. Customer (external structural) capital. This includes assets that enable and/or
stimulate people outside our organization to work with us, and—in a commercial
organization—to buy from us. It includes customer contracts, relationships, loyalty,
satisfaction, market share, image, reputation, brands, distribution networks and
channels. In the public sector we would talk, for example, about service levels,
accessibility, reputation, or the popularity of revenue-generating activities.
b. Organizational (internal structural) capital. This includes all that relates to our
internal operations and efficiency. It embraces strategies, systems, methodologies,
and operational processes. All the recorded knowledge we have is here: patents,
know-how, databases, and technology. We would also place here the culture of the
organization.
Human capital
a) This is the people themselves, loaning their personal “human capital” to the
organization, their individual capability and commitment, their personal knowledge
and experience. But it is more than the individuals alone: It includes the way in
which they work together, and the relationships they have both inside and outside
the organization.
When we spook about the product that the mind of people and their interactivity with the
technology systems and collaborative work produce, we need understand some concepts about
ECM (Enterprise Content Manage).
The information generated by systems like ERP, CRM and SCM systems that are stored in
databases are known as structured information. But most the information produced inside the
company is not structured information (almost 80%). This information is spread in different
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storages, computers and file servers. They are information in excel, word files, fax, CAD/CAN
files, PDFs, e-mails etc. This kind of information is difficult to location, search, reuse and safe
custody. To organize the information we can use the concept of CMS, but is important to known
that CMS is a wide, deep and complex concept that can meet compliances of the simplest to the
most complex, such as ISO, SOX, FDA and others.
3.2 – CMS Concept:
Enterprise Content Management is the set of technologies used to capture, manage, store,
preserve and deliver content and documents related to organizational processes. The tools and
strategies for ECM enable the management of unstructured information of the company,
wherever such information is. ECM consists of six technologies. But for Intranet portal, (like
IntelliEnterprise) we will talk just about DM and Workflow.
Document Imaging (DI)
Document Management (DM)
Workflow
COLD/ERM
Forms Processing
RIM - Records and Information Management
DM - Digital Document Management. All documents created electronically need to be
managed, especially those with lots of revision. The DM controls the physical access to
documents, allowing for greater security and attributing localising software, such as
indexing. The focus is the control of versions of documents, dates of changes made by
their users and the life history of the document. Major applications are in the area of
technical standards, manuals and engineering drawings. And in recent years, with the
office automation, the DM is perfectly feasible for all company documents.
Workflow - This technology that lets you manage in a proactively way any business
process of companies. Ensures the constant monitoring of all activities and increased
productivity with objectivity and security. Workflow also acts as an integrator of diverse
systems and technologies: ERP, Enterprise Resource Planning, SCM, Supply Chain
Management, CRM, Customer Relationship Management, eBusiness and others.
(let us know if you need more information about ECM concepts and solutions)
Compare the products produced by the Intellectual Capital and the features in the Adenin
Intranet portal like DM, Collaboration tools, workflows, blogs as a way to better manage
your information, knowledge emergence and management, and to make appropriated
use of the wisdom of crowds.
Through a generic approach without its complexities, “generally speaking”, the company is
formed by people and by what they create (structural capital) loaning your knowledge.
Therefore, one important issue is what can I do to help they do their job in the best way as
possible and what kind of tools I can give to they do this. So is necessary to address some
questions about Intranet as strategic tool:
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Possible questions can be:
a. How the Intranet influence the internal culture of my company?
b. How I can use the Intranet to create a conducive environment to emergence of
knowledge?
c. What is the role that my Intranet can play in the Knowledge Management?
d. What is the relationship between Intranet, collaboration and knowledge?
e. How to manage and distinguish between explicit and tacit knowledge?
f. How Intranet can lead strategic discussions with the various areas of the company?
g. How Intranet can help to promote the "Strategic Knowledge Sharing" in partnership
with Marketing and Commercial?
h. How I can manage the intellectual asset and control its access?
i. How the intranet can help my company improve my relationship with value chain
and supply chain?
4. Technology Development: Investment applied in technology that contributes to the
improvement of products/services or processes;
The main point here is related to how to integrate the intranet portal with the legacy
systems of the company by improving productivity and performance. Promoting a better
way to collect or create, management, store, retrieve, distribution and preservation of
information. We can say and understand the Intranet portal as a set of parts that are
integrated together, but at the same time are independent and form a unitary whole for
some purpose and to perform a certain function.
5. Procurement / Acquisition: Activities related to the purchase of raw materials and other
inputs.
You can set up a customized process for procurement integrating stock information with
the purchasing process. For example, you can publish on the extranet what are your
purchase needs and the suppliers can provide it.
To integrate the other elements present in the Model Analysis Value Chain, we can use e-
commerce solutions such as B2B, B2C and e-procurement integrating it with the process
and internal applications through the intranet portal
Important questions about intranet are:
1. What can an intranet do in terms of making our organization more successful?
2. What skills and competencies do we need to have to make an intranet successful?
3. How does an intranet relate to the other information technology plans we have?
4. Who owns the intranet?
5. How will we know if we are doing the right things?
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6. What is an Intranet Portal.
Intranets are key enablers of exchange, sharing and creating information and knowledge by
people inside the corporate environment. Intranet represent part of a complex ecosystem made
up of information technology platforms and productivity tools (word processors, presentation
software applications, conference etc), internet sites, extranets, IT applications and various other
forms of organizational information. Enable a variety of activities including, but not limited to,
interactive communication and presence management, collaboration, e-learning, project
management, intelligent marketing and much more. Intranet, in terms of meeting the
requirements of business and in the context of alignment with business processes is a strategic
tool. There must be a clear understanding of these needs in order to obtain success in the
implementation of an intranet that really makes sense, clearly aligned to the objectives of the
business and meets the requirements of users. Intranets embrace both static and dynamic
information. Intranets, as enablers of a connected enterprise, bring together individual, team,
unit, and organization- wide virtual spaces, they reflect the multidisciplinary, cross-cultural, and
cross-boundary nature of work. The global nature of all sectors in today’s working environment
complicates matters further by requiring an understanding of culture and the ability to support
local needs. Culture, though, is not unique to geography, language, or ethnic origin. Culture can
vary from one subsection of an organization to another, and language varies between disciplines,
sometimes yielding situations where the same word can have very different meanings. This
creates the need to understand how work gets done from the user’s perspective.
Remember, IT to be effective has to be first strategy and then technological solution. This
document aims to provide an overview of how the intranet can help shape the company's
business.
Comparison between technologies:
INTERNET INTRANET EXTRANET
Restrict access
Simultaneous communication
External communication
Print Share
Data Share
Local network (LAN)
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