Internal communication and cooperation at the highest level.

Transcription

1 Internal communication and cooperation at the highest level

2 Headline Productivity einzeilig. Headline thanks for zweizeilig. the modern Headline enterprise dreizeilig. software Subline Subline Subline Heinrich Heine GmbH has made the strategic decision to replace its Oracle-based portal with Microsoft SharePoint Server With the objective of enhancing conventional collaboration and intranet scenarios including cooperation, processes and information flows, work to design, discuss and implement the new CAMPUS staff portal and to fill it with content began in March About one year after the kick-off, CAMPUS was launched in spring of 2015 and has been well received by the staff members. Heinrich Heine GmbH, the Karlsruhe-based subsidiary of Otto Group, has worked with an Oracle-based staff portal for many years. Staff members were able to share department- and team-specific documents using a central file server with classical archiving structures. This layout made searching for and finding information, data and documents extremely complicated. The different document versions were a great challenge and indexing the different versions was not possible. Therefore, to share documents staff members often ed them which resulted in repeated archiving of the same documents, information and data. Also, the former portal did not include internal processes subject to authorization or a function for comprehensive full-text search. Professional solutions for smart requirements 2

3 Decision-making criteria The new portal was designed as a platform for sharing, processing, publishing and collaborating to make daily operations easier for the staff members. The decision in favor of the SharePoint technology was already made in the preliminary stage. implexis managed to convince the decision-makers at Heinrich Heine of its qualities during the bidding process: many years of experience with SharePoint, a project methodology that includes its self-developed tool Teamsite+, and its focus on the retail sector. An important criterion for selecting the technology and the service provider was leveraging synergies. The solution Based on the latest version of SharePoint, the new staff portal offers Heine staff members immense advantages in their daily operations including quick access to personally relevant information, the opportunity to share knowledge and to communicate with colleagues faster. Thanks to the header function and to the flexible layout of news that makes it possible for editors in all the divisions to publish internal or global news for Heine, key information can be provided quickly and concisely. In addition to meeting the requirement of information flows, the new portal addresses project and team work and includes a forum, workflows and forms. SharePoint 2013 functions. In addition, part of the legacy data was migrated to the new system. A consistent authorization and governance concept has been drawn up to support Heine after the go-live. Key users and editors received training for the new software solution. To integrate Office into the portal to the largest extent possible, Heine is using Office web apps which enable users to preview Office files directly in SharePoint without having to download them. During implementation, focus was on ensuring that the portal adhere to the standard as much as possible and that the majority of functions would be standard Professional solutions for smart requirements 3

4 The result Landing page Heine requested a clearly structured, personalized landing page that contains all the important news and information. This requirement was met in part using favorites, some of which were predefi ned and some of which can be set by the users with a simple click. The landing page also provides the option to set teasers and fl ashlights as news. The teaser texts run across the top section of the page, similar to n-tv on television. Heine uses these teasers to draw readers attention to essential pieces of information. Heine s IT team updates the fl ashlight news and uses them to announce maintenance work on the phone system or temporary downtime to IT systems. The news section also is personalized: Every division has editors who upload divisions-specifi c or global news. While news concerning the divisions are displayed only in the respective sections, global news are incorporated into the landing page and are, thus, visible to all users. Hence, the news on the landing page are not created but merely shown in an aggregated manner. Division pages Because Heine has diverse divisions and departments, the company wanted the portal to include one page per department on which such department can introduce itself. These pages include information on the department, on the department managers and on the editors. The pages for the individual divisions include a library that contains all relevant documents. Wiki and Forum Since Heine s former portal also included a Wiki, existing content and cross-references had to be migrated. Even on the day of the go-live, the new Forum was well received by the staff members because it allows them to ask questions regarding the new portal. Go-live On the day of the go-live, management surprised the staff members with fl yers, balloons and a photographer. The fl yers containing brief instructions and information on the new portal were handed out in shifts. In the photo corner decorated with Campus balloons, staff members were invited to have their pictures taken and use them for their new MySite. Instructions for publishing these photos online were included in the fl yer. Professional solutions for smart requirements 4

5 Customer benefits Based on SharePoint 2013 and used for all customer projects, implexis Teamsite+ project portal was established in Heine s system and used from the onset. This made it possible for the members of the project team to familiarize themselves with the latest SharePoint technology at an early stage. One of the benefits of Heine s new portal is enhanced content maintenance. The editors can prepare content themselves and upload it to the portal. Because of this, the amount of content has increased significantly and the editors appreciate being able to work independently. In addition, after only a short time collaboration across team and project rooms had improved significantly and had become much more efficient. According to company representatives, one of the reasons is the staff members no longer have to consult with the IT department when they want to create a new room but can do so directly through a workflow. Thanks to Nintex Workflow and Forms, processes and forms have become much leaner and more user-friendly. Heine s IT team uses these tools to set up workflows and forms. About Heine Based in Karlsruhe, Heinrich Heine GmbH is a leading supplier of trendy fashion and inspiring items for home living. Combined with high-quality consultation, Heine tailors the latest fashion and home living trends to meet the needs of sophisticated women who emphasize their individuality. Heine offers premiumquality and cutting-edge products of its own and third-party brands. The company is a member of Otto Group, the second largest online retailer for end consumers (B2C) worldwide. Customers can order products from Germany via online shops in five European countries as well as from two main catalogues and more than 30 special catalogues every year. The company employs close to 590 people at its headquarters in Karlsruhe. Find more information at We wanted our slogan, Heine always something special, to refer to our products as well as to our internal communications. Our new SharePoint-based portal sets new standards for tomorrow s workplaces. Since we launched our portal, the quantity and the quality of its content has increased substantially and our editors enjoy their new independence when maintaining the content. Ralf Kallenborn, Senior Expert Corporate IT Management Professional solutions for smart requirements 5

6 Screenshots from the intranet Landing Page Division Page Forum Professional solutions for smart requirements 6

7 About implexis GmbH implexis GmbH (previously impuls Informationsmanagement GmbH) is one of the leading international experts in the field of digitalization of business solutions based on Microsoft technologies. Established in Nuremberg, Germany in 1993, implexis employs more than 200 people at six sites throughout Germany and one site in the United States. As a Microsoft Premium Partner, implexis delivers efficient, future-proof business applications to corporations and the middle market including fulfillment and all other pertinent services based on Microsoft Dynamics 365, Dynamics CRM, Dynamics AX, Office 365, Power BI, SharePoint and.net in connection with Microsoft server infrastructures and cloud services. Focus is on omni-channel ERP and CRM solutions for the retail sector, portal solutions to meet the requirements of tomorrow s workplace, and cloud solutions for all industries. These customized services are based on the experience gained from more than 950 projects. implexis customers include adidas, Alternate, Eckes Granini, Jack Wolfskin, KAISER+KRAFT Europa, KIND Hörgeräte, KLiNGEL, OBI, OTTO, and Thomas Philipps. For further information, please visit Contact us! Thomas Fabian Business Unit Manager Professional Sales implexis GmbH Deutschherrnstrasse D Nuremberg T E thomas.fabian@implexis-solutions.com Professional solutions for smart requirements 7

8 implexis GmbH Deutschherrnstrasse D Nuremberg More informationen online please scan the QR code! T info@implexis-solutions.com