Implementing a digital workplace. in a world of change

Transcription

1 Implementing a digital workplace in a world of change

2 Mads K. Boldsen Lead business consultant Ørsted A/S 1/3 of our Digital Workplace Team Working with intranets and collaboration solutions since 2006 Training, education, support, requirement specification, technical configuration, change management, project management and adoption activities. The past years focus on large scale implementations of SharePoint Online based Collaboration- and Digital Workplace solutions. 2

3 Mads K. Boldsen Lead business consultant Ørsted A/S The Ørsted Way 1 / 3 of the Digital Workplace Team Let s create a world that runs entirely on green energy Working with intranets and collaboration solutions since 2006 Training, education, support, requirement specification, technical configuration, change management, project management and adoption activities. The past years focus on large scale implementations of SharePoint Online based Collaboration- and Digital Workplace solutions. 3

4 5,700 employees Scandinavia, United Kingdom, Germany, The Netherlands, USA and Taiwan Wind Power Distribution & Customer Solutions Bioenergy & Thermal Power Global leader in offshore wind with 3.8GW installed Active in all parts of the value chain - develop, construct, own and operate offshore wind farms 4 Largest power distributor in Denmark with 1 mill. customers Developing green, innovative and cost efficient customer solutions #1 in Danish heat and power generation with 25% of market Innovative waste-to-energy technology (Renescience) and energy storage solutions

5 Our geographic footprint 5 February 2018

6 Ørsted Digital Workplace Available to all colleagues on desktop, tablet and smartphone. Building blocks Wizdom A few custom web parts SharePoint Online Office 365 6

7 Our intranet history SharePoint Online / Office 365 SharePoint On-premise SP 2003 SP 2007 SP 2010 Implementing records management compliant workspace portal Implementing Digital Workplace Global intranet - Vital for DONG Energy Merging local intranets into Vital Implementing a global Workspace portal FEW Yammer groups 350+ active groups last 6 months

8 Situation in 2016 > Highly customized Intranet Intranet Main Vital frontpage (web part configs on page) News, list news in a selected channel (Business unit, location or topic) News tab web part (Show news categories on Frontpage / News frontpage) News archiving (Archives are manually created/updated) Language support on news (translation possibilities) In the media (web part listing news tagged with In the media value) Featured stories (High lighting selected stories/movies in a web part) Locations (Config of sap/url connections) Number of employees on location (shows number of employees on location from SAP) Organization (Config of sap/url connections) Phonebook (Config of web part settings/urls) Department overview (Org chart) Department search (allows for search in SAP department names > to department sites) Names of Employees in department (shows employees in a specific department) Intranet other Language support on content pages (Multi language content web part) Tab lists (custom formatted lists) MyLinks (listing current users list items from MyLinks functionality) * Whistleblower Vital data site (lists, activity map tags, names of business units, campaigns, featured stories, language (label translations + available languages), locations for tagging in news, topics for tagging in news, quick-access link lists, top navigation, other minor settings) Content Life Cycle setup (page expiration / notification to editors, visual indicator to end users) 404 bad links setup ( reports to editors upon bad links) Tools Tools frontpage (Config of template settings) Workspaces Workspace front page (web part configs on page) My Team Sites (web part to list team sites the user is member of) Team site overview (Alphabetic list of team sites available) Team site search (text search) 8

9 Where we wanted to take our intranet The Digital Workplace provides a coherent gateway for work related activities, focusing on enhancing work productivity - a joined environment supporting communication, collaboration and connectivity. Core intranet Intranet behavior Digital Workplace To harvest the benefits from a true Digital Workplace, the following three elements must be nurtured People Communications Phone directory Documents Corporate Information Social features Mobile access Collaboration Self-service Presence Personalized / Targeted Translated / multi lingual Business process support Social tools Mobile apps Line of business apps Integration of people and work data Suppliers / External partners Connect - Communicate Collaborate Technology Process People Raising employee engagement via Information and training through out the changes. Adoption is key Process New ways of working must be aligned with the actual business processes Business goals must be met Coherent gateway for Ørsted info, services and tools Technology Technology must provide solutions to support the processes and the people involved. Technology must be an enabler 9

10 SAFETY FEATURES COST 74% MONTHS Pre-analysis > Project recommendation Cost savings 4 DKK Millions/year Scope coverage 86% Predictable low cost Year 1 Year 2 Year 3 User friendly editor experience 5 Project execution time Platform support Desktop Tablet Mobile Continuously development Evergreen Best in class elements Low risk Well tested Proven track record 10

11 Project tender process Locating a 3rd part intranet product and vendor During the tender phase, we evaluated a number of intranet products based on the prioritized requirements for functionality: After the tender process and product evaluations, the Wizdom product came out at the top of the list. News Phonebook and organization charts Content pages and documents Quality control of content via Life Cycle Management) Mobile access Language variation Statistics / Analytics Editor experience Self Services and forms Personalization Social features (commenting etc.) Education and manuals Governance re. solution control Future improvements to the product (roadmap) Intra Active Wizdom Valo Unily The Wizdom product excelled among others in the following areas: Supporting the editors in easy setup of forms on the pages Editorial overview of content page lifecycle and validation status Smooth editorial interface for editors Built-in statistics tools 11

12 12 Challenges along the way

13 Challenges along the way 13 Language support News, pages, navigation, breadcrumb and more Site structure Information architecture (Technic vs functionality) Working out loud Transforming into Ørsted forced us to secrecy News Personalized targeting on country, BU, location topics and language Mobil access Access and login to be seamless - without any challenges People search phonebook and org. diagram Azure Content Content in Azure not searchable FAQ, LinkColl FUN FACT The insider list grew from 30 people to more than 1000 in a year.

14 Three of the things we did right 14

15 Migration deletion of more than pages 1 Evaluation criteria The page has been edited with the last 12 months The page has been visited within the last 4 months The page content owner is still employed in the company 21 % 32 % 47 % Meets ALL 3 criteria Meets 1 or 2 of the 3 criteria Meets NONE of the 3 criterias GREEN To be migrated YELLOW To be considered RED To be deleted Total pages:

16 Mega menu Information architecture Process 2 Information Architecture Workshop. Search statistics Visitor statistics User survey 2 x possible mega menus created with external agency Internal online click test on these 2 models Mega menu in final draft Finalized after final feedback from editors. 16

17 Mega menu online click test How do I sign up for a course? - Menu model #1 2 17

18 Mega menu online click test How do I sign up for a course? - Menu model #2 2 18

19 Communication tool Our 5 key benefits All company news is presented in a single news section. Social networking capabilities subscribe One Company News People search for description (About Me), projects, skills, expertise. Supporting a networked organization. Improved People Search 3 Improved Navigation A major restructuring of Vital navigation resulting in a main menu that is more intuitive, reducing the time looking for. Digital Workplace Transition Easy access to the most widely distributed and commonly used digital workplace tools directly from Vital Mobile Access Full access to Vital functionality on all devices. The new Vital enables employees to stay in touch and productive, regardless of location. 19

20 Final product 20

21 What made it all possible? Small but dedicated cross organisational project team Project team was true to the One Company mindset towards editors, news setup and management Editors managed content following a clear migration strategy Content structure and main navigation build on tested and proven information architecture Project team supported the philosophy of standard for as far as possible. Ability to deviate from Standard where absolutely needed (keeping the old organizational diagram alive) Assistance from external partners like Wizdom, Make, Great works, Wintra, Findwize 21

22 Performance? 22

23 What happened at launch? Adoption Corporate News article Yammer posts Road shows on major location (DK, DE, UK) Floor walks on major location (DK, DE, UK) Chief editor / editor meetings, skype sessions and education and training in the One Company philosophy Open Office / Workshops Pop Up info stands at canteens Launch video (shown at all possible events + on the new Digital Workplace) Adjustments Disable Office Graph (documents in Delve profiles) 23

24 Launch movie 24

25 How was our baby received? 25

26 Externally 1 st place INTRA.net reloaded Berlin

27 Internally 2 x Intranet Satisfaction Survey Before launch Sept respondents 6 months After launch May respondents 27

28 Internally Findings People don t change their habits just because you change the technology Feedback on new solution VERY similar to that on the old solution. Areas to work on improving: Page structure and People search 28

29 Next steps Increase visibility of Country News and Local News End user adoption activities / training / info campaigns Enforce governance on all levels Optimizing search experience Integrate more Office 365 services Re-enabling Delve Optimize content according to end-to-end user journeys GDPR related initiatives Surface key metrics Extending people properties Improving life cycle mngt on all content Adjust language handling and -navigation 29

30 Let s create a world entirely on green energy 30