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					Using Portals to Manage Content

                Patricia Egen
       Patricia Egen Consulting, LLC
•   What is a Portal
•   What kind of Content
•   How to Arrange the Content
•   Tools to build Portals
•   Examples
•   Questions/Answers
 What is a Portal
• To make sure we’re on the same page (or is that portal), this
  is what a portal means during this presentation
       •   A common place to find information
       •   A point and click entry place to other places
       •   Easy access to data
       •   What you want, where you need it, when you need it.
• According to Webopedia:
   – A Web site or service that offers a broad array of resources and services,
     such as e-mail, forums, search engines, and on-line shopping malls. The
     first Web portals were online services, such as AOL, that provided access to
     the Web, but by now most of the traditional search engines have
     transformed themselves into Web portals to attract and keep a larger
Portals According to IBM
• A 2001 presentation by IBM on iSeries says
  Portal stands for:
  – P = Personalization for the end user
      • Personal or community desktop
  – O = Organization of the user's desktop
      • Consolidated access to data in a layout that suites them
  – R = Resource division determines "Who Sees What"
      • Membership services and layered authentication
  – T = Tracking of activities
      • The more the portal is used, the more it can be tailored
  – A = Access to heterogeneous data stores
      • RDBM, e-mail, news feeders, web servers, various file systems
  – L = Location of important people and things
      • Realtime access to experts, communities, and content
Portals versus Websites
• Portals do not replace Websites
• External users still need access to your home
• Portals are designed to be access points to
  specific information and places
• Portals work well in intranets and extranets
    Buzz Word Bingo
• The following terms are often used when
  discussing portals
   –   eB2B (Business to Business)
   –   CRM – Customer Relationship Management
   –   Click-stream processing for e-commerce applications
   –   Analytical applications
   –   Business-intelligence tool
   –   Data warehousing
   –   Knowledge management.
Portal Content - Intranet
• Collaboration tools
  – Email, calendaring, instant messaging, online
    meetings, video conferencing
• Documentation
  – Manuals, engineering documents, corporate
• Sales and Marketing
  – Product manuals, pricing, inventories, brochures
• Procedures and Forms
   Portal Content - Extranet
• Collaboration tools
   – FAQ’s and Discussion databases
      • The author of The Clue Train Manifesto claims in his book that
        people are more inclined to search for discussion groups and lists
        for information than to dig down through a myriad of pages at an
        overloaded website
   – Online meetings, video conferencing, instant messaging
      • “Can we help you?” – if yes, than an instant message pops up on a
        support person’s portal and the customer gets personal service
• Documentation
   – Product Manuals, engineering documents
• Sales and Marketing
   – Brochures and Top Sellers
 Content Arrangement – Part 1
• For an intranet, personalize the content
      • The portal should know who is knocking on the door, validate
        they have the right password, and then get access to their
        preferred objects
      • Provide access to personal mail in-baskets, calendars and task
        lists and to-dos
• For an extranet, using passwords for your
  customers and clients you can do similar
  personalized portals
      • Use registration databases that allow external users to set their
        passwords and choose their preferences
      • Portals like Yahoo and MSN do this for their customers to
        generate return traffic. The same thing can happen at your
        installation for the same reasons.
 Content Arrangement – Part 2
• Use a consistent format – then change the data in
  the mini modules
   – Use lots of white space
• Know your customer – even internal ones
   – If you build it they will come – this really is true in a
     well thought-out portal.
       • Time is precious; making information access quick is key to
         improving business interactions
   – You probably already know frequently requested or
     accessed databases and files.
       • Use these as prime candidates for your Portals
Content Arrangement – Part 3
• News feeds, NNTP, are perfect vehicles to
  generate current events items for a portal.
  – Prime the portal by putting in News Feeds with
    information or issues key to your industry
• Use awareness tools such as NetMeeting,
  SameTime, and instant messaging to find
  people quickly.
  – Place the links in portlets on your portal
         Example of a Portal Format


 A Custom                 Calendar       Awareness
 Web page –
possibly your
   website                                  Quick
                                          Links to
 Or a News                Tasks/To-         apps,
  Frame                   Do’s             intranet

             Use portlets on your main
             portal to group common
                 objects and data
                 Corporate Calendar       Company Intranet
 Task List                               Human Resources
                                         Product Catalogs
                                         Company New s
                                         Procedures/Policies
                                         Documentation
                                         Pricing Tables
                                         Customer Records
                                         Marketing Brochures
                                         Reports

                Corporate WebSite

Mail Inbasket
                                                                Task List
 Corporate Calendar
                                                                                                                      Mail Inbasket

                                         Master Calendar
                                                                                                   To-do and task
                                                                                                      list f iles

                                                                             Company Intranet
Disparate Data                                                              Human Resources                        Mail database
 Repositories                                                               Product Catalogs                          (Domino,
                                                                            Company New s                            Exchange,
                                                                                                                    iNotes, Other)
                    databases                                          
                                                                 l Section
                                                  Feeds to                  Documentation
                                                                            Pricing Tables
                                                                            Customer Records
     DB2 Database
                                                                            Marketing Brochures
                                                                            Reports


                                               Corporate WebSite

     Building Portals –Servers & Tools
•   Lotus Domino and Notes         •   DataChannel Rio
•   Websphere Portal Builder       •   Viador E-Portal Suite
•   Microsoft Sharepoint           •   XML
•   BroadVision                    •   JAVA
                                   •   DHTML
•   Epicentric Foundation Center
                                   •   Cascading portals
•   iPlanet Server
                                   •   Portlets
•   Oracle                         •   Security modules
•   Plumtree Studio Server
•   Tibco
•   BEA
      Domino-based Portals – Part 1
• The Lotus Domino family has a wide range of products that
  can help you build a secure, personalized portal
• Domino Server
   – Web serving Notes databases
       • Procedures, Documentation, Discussion Groups
   – Email, Calendars, Tasks, Directories
   – Secure access using password, digital signatures, encryption, SSL and
     X.509 authentication
   – Access to DB2 on the AS400 adds your AS400 applications to the
   – Build your portal using Domino Designer and HTML.
     Domino-based Portals – Part 2
• iNotes
   – Looks just like the Notes client but is accessed via the web
   – Java servlets that are accessible using URL’s embedded in HTML
     applications. Each component can be individually accessed
• SameTime
   – Awareness and instant messaging
       • SameTime can be invoked via a URL from your Portal
       • See who is online and available for a meeting
• QuickPlace
   – Meeting and teamrooms that can be invoked via a URL allow you to
     have personalized rooms for your intranet and extranets
• Websphere integration
   – Domino provides collaboration to the Websphere Portal Server
A Few Examples
• Here’s a demo of some Portal Examples built
  using Domino and Notes

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