Portal and Website Integration

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					Portals, Knowledge Management
   and Performance Support:
   Achieving Significant Outcomes

            Gloria Gery
           Gery Associates
          Tolland, Massachusetts
              (413) 258-4693
                    Portals are HOT!
•   Huge development activity occurring
•   Quick way to organize resources
•   Trial and error design by everyone
•    Not always designed to specific goals
•    Needs and organizing and goal framework
    to achieve highest level outcomes
    – knowledge management
    – performance support
                 Website vs. Portal?

• Websites: delivery environment
• Portal: goal and user focused
• eBusiness: include transactions

• Integrated, single point of access to
  –   knowledge
  –   data
  –   tools
  –   communications
  –   task support
• Not a software application per se, but can
  provide access to applications
• A form of performance support
                   Portals: Types and Focus

• Organization          (Company, Department, Unit)
   – Mission, Org. Charts, Contacts, News, Programs, Products,etc.

• Role (e.g. Manager Resource Center, Employee, Instructional
  Designers Center, Sales Reps, Physician)
   – Tools, Content, Resources, Data, News, Related Sites,

• Functional or Content ( Learning Center,               Travel,
  Health, Financial)
   – Tools, Data, Content News, Related Sites, Communications
Portals: Types and Focus (continued)

• Task Performance (Find and Purchase Product, Find a
  Job, Home Maintenance)
   – Tools, Data, Content, Deliverable Creation, Communications

• Data (Accounts, Transactions, Orders, Inventory
            Typical Goals and Design

• Combined types
• Often nested
• Goals sometimes confused
      Need to be explicit in advance!
  –   Collection
  –   Classification
  –   Filtration
  –   Integration
         Collection & Aggregation

Gathering of resources and putting
 them "in one place" to access.
  – Reduce search and navigation
  – Assure complete resources: users
    don’t have to know what to look for
Grouping content, resources, tools,
 applications into meaningful categories.
  • easier identification and retrieval
  • create organization frameworks for
            Improved Representation

Improvements in the way content is
  – to increase clarity and meaning to users
    •   language
    •   form
    •   media
    •   metaphor
    •   visualization
Mapping goals, tasks, processes,
 content, data, tools and tasks to
 profiled user groups and individuals
  • filtered resources appropriate to identified
    user attributes
  • filters defined by organization, user or both
     – role, organization, location, job grade, security,
           Integration Within a Site
• Bringing resources together to
  – minimize expertise/knowledge requirements
  – navigation
  – synthesis

  Example: mapping knowledge to process or
   task so users can access filtered content while
   doing a given task. Integration combined with
   increasing task or process focus is among the
   most powerful results to achieve.
            Integration Among and
                   Between Portals

 Integrate across portals
   content
   multi-step, cross-functional tasks
   design
    • controls, navigation, language, graphics,
      layout, interaction methods, functionality
      (e.g. search, index)
        We Must Reconceptualize

• Reconceiving design approach to
  – focus on goals, tasks and user
    requirements rather than creator point
    of view
  – aid in achievement as well as
    information access

• Within a project prior to release
  – goal
  – iteration
• Over time through versioning
• Create consistent, explicit, integrated
  extensible portals
  –   Establish momentum
  –   Balance structure and freedom
  –   Immediate use with little/no learning required
  –   Simple navigation to related resources
  –   Reusable content, tools, code, etc.
  –   Provide process support
  –   Rapid development
  –   Simple maintenance: content, systems, operations, relationships
  –   Focus on what users need -- not gratuitous elements
  –   Meeting present and future organizational needs
  –   Meet the needs of multiple users: duality of needs
  –   Developing and maintaining a community of practice to achieve
      integration: achieve blending
• Defined, agreed upon architecture
  – navigation
  – structure
  – interface controls and interaction methods
  – components (e.g. search, index)
  – language/terminology around generic components
  – graphical design: layout, color options
  – site behavior
  – profiling mechanisms and filtering sites/data
  – powerful living resources documents/tools for internal & external contracting:
    requirements for reuse (e.g. SOW’s, technical, standards, Section 508, controls,
    sources, tools) and method for understanding (e.g. web developers portal);
    evaluation metrics, content mgt. System requirements (technical)
  – IT architecture
  – Printer friendly view
                   Requirements (continued)
•   Agreed upon relationships among and between sites and what’s on them
•   Responsibility definition
•   Collaboration among organizations
     – Responsibilities       - Control Points
•   Process and security requirements: profiling. registration, etc.
•   Method: style sheets, documentation
•   Communications mechanisms: what exists, plans, etc.
•   Accessibility: Section 508 compliance:
•   Branding
•   Content Guidelines (e.g. Professionalism, Appropriateness, Writing Style
   Resource Types and Standards
• Types of Content/knowledge: e.g. policy, procedures,
  program info, product)
• Data: individual and group e.g. Training History,
• Performance Support Tools (task support) e.g. Calculators,
  Task Completion Wizards, Transaction Mechanisms)
• Software applications: e.g. (PeopleSoft, Modeling tools)
• Collaboration mechanisms: e.g. Message Boards, Instant
• Engines and data bases:
• Etc. TBD….
       Site Structure, Navigation and
                   Relationship Maps

• What’s on a given site/ organization
• Relationship of among and between sites
  – access methods
  – reuse of components
     e.g. Learning Center accessible from Employee
       Resource; Index, Search, Code for populating
       pull-downs; )
• Profiling criteria to filter views
• Etc. TBD
• Gaining agreement
• Phased implementation approach
  – New design
  – Integrating with existing sites
  – Reengineering existing sites to new standards
  – Modeling and documenting site structure
    and content
  – Defining maintenance methods and
Personal Financial Portal
• Data (only filtered component)
• News
• Tasks
• Products

Interesting implementation of menus within tabbed
Personal Financial Portal
Planning Context
• Events focus
• Task Focus (plan, analyze, allocate,
develop strategy
• Integrated content resources
Personal Financial
Research Context
• News
• Data
Data Portal: Airline Mileage
• Filtered data
      • multiple views
      • click to underlying transactions
• Tasks (Mining Mileage
• Product/Program Content
Data Portal: Airline Mileage
• Data by airline program
• Click on airline name for underlying detail leading to mileage and
how many miles to next award level
Content Focus
• Search
• Personal Data
• Tools
• News
• Communications
• Events
• Product (pharmacy)
Content Focus
• Search
• Personal Data
• Tools
• News
• Communications
• Events
• Product (pharmacy)