Zumtobel Lightweb: Challenges and Highlights of a Wiki Based Intranet

2. Zumtobel Lightweb: Challenges and Highlights of a Wiki Based Intranet Judith Schmalz Consultant Communardo Software Rainer Warmdt Head of Intranet IT Zumtobel AG

3. 3 Burj Kahlifa, Dubai, United Arab Emirates 3

4. 4 Hungerburgbahn, Innsbruck, Austria 4

5. 5 Stadion Galatasaray, Istanbul, Turkey 5

6. 6 Aqueduct Arcueil-Cachan, France (Foto: Xavier Boymond) 6

7. Mission Lightweb 7 Enable networking between brands & sites Implement an user-centric Intranet (Re-)Gain user acceptance with a 2.0 wiki approach

8. Complexity of Brands & Sites 8

9. The Risk of Information Overkill 9

10. The Tool Competition 10

12. 250 spaces 2500 user 6000 views Lightweb - Facts & Figures • Confluence 3.2 with few selected Plug-Ins • Statistics • Rollout 12 12

13. A Wiki Based Intranet 2.0 13

14. The Lightweb Highlights • Publishing approach for target groups • Rich user profiles • Integration with Sharepoint and other applications • Rollout strategy 14

15. The Lightweb Highlights • Publishing approach for target groups • Extension of content categories • Personalized dashboard • Rich user profiles • Integration with Sharepoint and other applications • Rollout strategy 15

16. Spaces & Structure 16

17. Publishing for Target Groups Spaces Dashboardall employees brand „Tridonic“ brand „Zumtobel“ site „Dornbirn“ site „Lemgo“ 17

18. Publishing for Target Groups Spaces Dashboard 18

19. Todo: Example 19

20. Personalized Dashboards 20 b

21. The Lightweb Highlights • Publishing approach for target groups • Rich user profiles • Integration with Sharepoint and other applications • Rollout Strategy 21

22. Rich User Profiles • Extension of user profiles with aditional fields, e.g. brand • Syncronization with Active Directory • Search in all user profile fields Build-Up „yellow pages“ 22

23. 23 23

24. The Lightweb Highlights • Publishing approach for target groups • Rich user profiles • Integration with Sharepoint and other applications • Working with Documents • Search • Single Sign On • Rollout strategy 24

25. Intranet Portal Landscape 25 Single Sign On Search MultimediaIssue Management eLearningWorkflows, Documents Applications Collaboration 25

26. The SharePoint Question Differentiate: • Documents for “working processes”  SharePoint • Documents for “knowledge sharing”  Lightweb Integrate: • Overall Search • Single sign on 26 Stick to the strength of both systems.

27. 27

28. The Lightweb Highlights • Publishing approach for target groups • Rich user profiles • Integration with Sharepoint and other applications • Rollout strategy 28

29. Success Factors • Prepare your users for new working models. • Ensure management support from the beginning. • Start a proof of concept with a small, non IT target group. • Promote the Wiki based Intranet approach continuously. • Provide trainings on different formats on a regular base. • Ensure best application management on your platforms & flexible support service to the business users. 29

30. Outlook • Brand specific layer for dashboard, layout, search • Enterprise Search • Update Confluence 30

31. 31

32. Rainer Warmdt, Zumtobel rainer.warmdt@zumtobel.com www.xing.com/profile/Rainer_Warmdt skype: rainer.warmdt Judith Schmalz, Communardo judith.schmalz@communardo.de www.xing.com/profile/Judith_Schmalz skype: judithschmalz Contact

Hinweis der Redaktion

I‘ll share the challenges and highligts of zumtobels wiki based intranet. Intranet of a bigger company, not only intranet of specific department / team Frage New Ideas how to use confluence tioo New Ideas for your Intranet Consultant + PL -> Communardo -> Partner Acutally I wanted to do this speech togehter with rainer warmdt. He is responsible for the intranet at Zumtobel. Unfortunatelly it was not possible for him to come here. communardo is Zumtobels partner for consulting and implementation thatswhy I‘ll present you their intranet solution. first of all it is intessting to know: What does Zumtobel?
What does Zumtobel? pictures paints a thousand words
One of the few global players in the lighting industry
European market leader in professional lighting
They build lighting components, modules and systems, inclufing LED technology Approx. € 1,1 billion revenues Approx. 7,300 employees 1,1 billion euro in revenues – 1,5 billion us dollar Employees: Total: 7,329 at the headquater in Dornbirn, austriea are 1,700 mixed employee structure
Understand Name Meet challenge
Zumtobel is a compny with a multi brand strategy, it has 4 brands… conncecte by “zumtobel group”, and each of the brands is a company, The system has to provide information that is relevant for a user working in a specific brand, but should not overflow this user with all info from all brands that is available in the intranet Same time -> enable collaboartion across brand boundaries, find people Beispiel 21 production sites on four continents Sales companies and representatives in more than 70 countries Vergleich Brands Structure 1st Challenge
2nd challenge, Connected with previous challenge Problem: Avoiding Information Overkill - with thousands of users, and 4 different brands using Lightweb there's a lot of content being created. Many news, Recently Updated (within 1 hour approx. 30 ensure discover the content that's most relevant to them and not beein distracted by other content
3rd Challenge Existing tools, hetergenous IT-Landscape, Competitor sharepont
4th challenge Carrier plattform for the SAP Applications Top-down Information -> Defined Groups of Editors -> Eigene Idee -> Redakteur muss gefunden werden -> hat keine zeit Information Architecture Fixed IT dept bis zu 1 Tag Arbeitsaufwand zum Anlegen eines neuen Menüpunkts Usability, Performance No global Rollout-> only one brand, few sites Typical 1.0 intranet Carrier: sedate and slow, not up to date, rarely used ------------------------------------------ Zumtobel decied to change the „ship“ in several ways basic idea of the intranet (from static 1.o to a dynamic 2.0 solution) Usage: Employee centrerd communication and collaboration service Global rollout Everybody invited -> read, write -> but a few permissions Space Administration carried out by Business Users plattform Technologie des Intranetsystems von SAP zu Confluence Confluence was choosen WHY?????
Confluence 3.2.1 with few selected plugins Free plugins, commercial plugins, like content formating macros zumtobel specific plugins, Strenge Auswahl und Bewertung der Plugins Statistics: current numbers!! 270 Global / 420 Personal Spaces 23,000 Pages 2,500 Users; 1,800 Active Profiles 6,000 Views & 400 Edits per Day How did you roll out Confluence to thousands of users, brands, sites -Not a technical question – but an organizational challenge Prof of Concept 2009 Autumn -> with teams from every brand from all over Europe encouraged give feedback on concepts for information structure, navigation Feedback was considered for Continuous Improvement of Platform Milestone Go Live in Mai 2010 Brand by Brand Approach: Started with Zumtobel AG, Zumtobel, next Aktuell: Rollout covers nearly die Hälfte der Computeruser - Begleitende Massnahmen Monthly 4 web-based training sessions for Lightweb and Sharepoint, on-site training for larger teams Support Continuous Improvement of Platform Good way, numbers but needs a lot of time and work effort from the intranet coreteam Nutzer wollen schneller als sie dürfen Auf der anderen Seite Social media is fully accepted in a private context but the adoption in large enterprises is quite difficult Transparency is important but inhibits people from publishing their knowledge Support by Top Management necessary
Link with challenges
Content in spaces Nutzern stehen Kategorien für “all employes”, all brands and all sites zur verfügung (gepflegt vom Admin) Relevant für alle Nutzer Relevant für bestimmte Site Relevant für bestimmte Brand Beim erstellen des Inhalts können Kategorien vergeben werden, Entscheidung durch den Ersteller Relevant nur für das Team -> keine Kategorie
Aggegration der Inhalte auf dem Dashboard, entsprechend der Site und der Brand des Nutzers Wikipages and blogposts are aggregated in different dashboards Realisierung: Zumtobel specific plugin -> not confluence labels, but categories
Inhalt erstellen Inhalt kategoriesieren Inhalt final
Anzeige auf dem dashboard eines Mitarbeiters von Tridonic am Standort Dornbirn News Zuletzt aktualisiert My Dashboard Favorites Header Centrale Communikation How Theme Subspace Plugin CF-Standard -> rec updated, my-fav, include
For personalized Dashboards
Vorrausetzung gute Pflege des AD Realised via User Profile Plugin -> Postcard
Übergreifende Struktur des Intranet Lightweb (Confluence): used for Collaboration, Communikcation, Vernetzung der MA as Entrance point, Users create a connection between the system by writing a brief description what can be found in the other system and a link WSS Strukturierte Inhalte können nicht in LW erfasst werden. Prozessnahe Themen (WF) besser in Sharepoint Dokumente mit Livecycle SAP Netweaver Portal: SAP Portal als Frontend für Applikationen angewiesen ILIAS : Vorallem Scorm Inhalte und interaktive Lern- und Prüfungseinheiten Issue Management: currently for development projects Rollout for whole company is planed -> for other processes like sales, hr Video Server: Streaming Engine für Lightweb Warum viele verschiedene Systeme? Jedes System hat für sich seine Vorteile – no system combines all Connection via Links SSO (via Kerberos) In the future: Search (currently planed for Confluence and Sharepoint)
Vor allem relevant für Dokumente, für alle anderen ist es einfacher
Concept Strategy: Finding information from all platforms with one search box (LW or SP) Federated search > easy, uses strenghts of each system concerning the search Keine Sharepoint connector does not match all requirements Kundenspezifisches Plugin -> suchanfrage an sharepoint, anzeige des Ergebnisses das von Shearepont geliefert wird SSOb
Images vom Release 3.0 ? Search Beschreibung: Brand content first, second Group content Confluence 4.0 – bessere Blogposts ….

Zumtobel Lightweb: Challenges and Highlights of a Wiki Based Intranet

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Zumtobel Lightweb: Challenges and Highlights of a Wiki Based Intranet

Hinweis der Redaktion