Category Archives: New Intranet

Now it is published!

IlmapallotThe new intranet was published a few days ago. It is great to see the results of hard work! Of course there are still some things to fix, but luckily we have time to make it before the new academic year begings. In August we start studies and work with a brand new intranet!

Before that – let’s enjoy the summer!

Text: Teija Pekkarinen

New Intranet Received Grade 3.9

thumbsupPilot users were asked to rate the new intranet and its features on the scale 1-5 (scale: 1=negative, 5=positive). The new intranet received a total grade of 3.9. Only 20 persons filled in the survey form and thus the results are approximate.

Approximately 80 per cent of the respondents had a positive first impression of the new intranet. The users were especially pleased with the new outlook. More than 90 per cent gave the new outlook the grade 4 or 5.

About 75 per cent of the respondents considered that the basic structure was clear and it was easy to find important information. However, 7 per cent considered that the structure was not clear. Some had difficulties in finding for example the degree programme materials.

The respondents were asked if they found the structure of the contents sites clear, i.e. the study guide, Compass, campus sites, and management map. Approximately 75 per cent of the respondents found it clear. In addition, around 70 per cent were of the opinion that the new structure makes it easier to find information in Compass. Some of the respondents however considered that the new Compass structure was confusing (7 %).

Of the new functionalities, the event calendar, year clock, possibility to change role and campus sites were considered useful. Staff considered the feedback forum significantly more useful than students. Usefulness of the discussion forum, flea market and management map (for staff only) divided the users most.

Around 75 per cent of the respondents regarded the general and people search practical. The mailing list search received both positive and negative feedback.

Accessibility should clearly be developed as 15 per cent considered texts and links difficult to read. Attention should also be paid to comprehensibility of terms used in titles and clarity of the right-hand navigation.

Thanks to all respondents!

Text: Teija Pekkarinen

Communal Intranet Comes – Whether You Like or Not

Do you know which is the most hoped-for feature of the new intranet? The flea market!

Communal or social intranet is now in. In the Finland’s Best Intranet 2013 competition, one of the key trends was increase in openness and community spirit. This trend can also be seen in the fact that advertisements on how to build a communal intranet keep pouring into my email.

Intranet has traditionally been a one-way communication channel for disseminating information to the organisation members. Communal intranet means a network service where the users can also participate in interaction. Communal intranets use tools familiar from social media, such as blogs, discussion forums, commenting possibilities, value judgement, and RSS feeds.

TAMK’s new intranet includes the most common communal features used in intranets. You can find the latest feeds from TAMK Facebook sites, and links to the latest TAMK blog entries, as well as the discussion forum, and flea market Bazaar. In addition, users can comment and like news and other intranet contents. All interaction takes place with the user’s own name – and possibly also with the user’s face as the users can add their photo to intranet.

The well-known intranet consulting company Prescient Digital Media noticed in its survey last year that 70% of the 650 companies that answered the survey already used some communal tools in their intranet.

Sceptics may ask why higher education institutions have to be communal. This can be answered that should not higher education institutions particularly have communal intranets as most of the users are students, and the use of communal network services is everyday life for them.

And even if all the interaction channels, such as the flea market and liking of contents, did not directly benefit the everyday work, the interesting contents (hopefully) attract people to log into intranet more often – and thus to find the information related to daily work and studying better than earlier.

Sources:
www.sosiaalinenintranet.fi
http://blogit.solita.fi/tyopoydalla/tag/suomen-paras-intranet
www.atbusiness.com/fi-fi/Blog/Yhteisollinen-intranet-trendit.aspx
www.sulava.com/2013/02/suomen-parhaan-intranetin-tekevat-ihmiset

Text: Teija Pekkarinen

Pilot of the new intranet has started

Pilot users have given feedback throuh the Discussion Forum. As you can see, there are only comments in Finnish. We also need comments from the English language intranet!

Pilot users have given feedback through the Discussion Forum. As you can see, there are only comments in Finnish. We also need comments from the English language intranet!

The pilot of the new intranet started about a week ago. The pilot group has been very active in giving feedback through the Discussion Forum in the intranet. The first impressions have been mainly positive, even though there is still a lot to do before the intranet is ready to be published!

A group of approximately 300 people are piloting the new intranet: students and staff of the Degree Programme in Media, TAOKK staff, numerous other staff members, student counsellors, study secretaries, and many active Tamko members!  Furthermore, a group of Media and TAOKK students tests the usability of the intranet as a part of their studies.

Most of the pilot group members have had a positive first impression of the new intranet.  They have also found a plenty of things to fix. And we are happy about that, because finding the errors is the main reason for having the pilot so that we can fix them before the new intranet is published.

More feedback is still welcome!

Text: Teija Pekkarinen

To Make Information Search Easier

The most important objective of the new intranet is to structure information in such a way that it is easier for the user to find the information. The new efficient search engine will also help in information search.

Study guide: The study guide is the most important information packet for students. In addition to the web version, a more extensive intranet version of the study guide will be issued. The intranet guide will also include the detailed guidelines, which were earlier located in the quality manual. In this way, students can find all information in one place.

IT instructions: The information system instructions had over the years spread to several places. In the new intranet they can all be found in the same place.

Campus sites: All campuses will have their own site with for example opening hours for the info and student services office, maps, parking guidelines, menus, information on access rights and facility maintenance services.

You will land on your own Campus page automatically from the main menu. Other campuses can be found in the pull-down menu.

You will land on your own Campus page automatically from the main menu. Other campuses can be found in the pull-down menu.

TAOKK will have its own study guide published both in intranet and on the websites.

Shortcuts and management information

Compass: The quality manual Compass is the most important information packet for staff. Shortcuts have been made into the quality manual from diverse viewpoints. The basics for whole TAMK staff, such as information on employment relationship matters, have been collected under the title Basic Information for Staff. The links to instructions for teachers and internal services can also in future be found at the front page of intranet. NB: Basic Information for Staff will replace the orientation material at wiki.

The new Compass looks like this.

The new Compass looks like this.

Management map: Matters related to management and supervisory duties will be collected on the Management Map site.

Google search engine to facilitate information search

Google search engine will be introduced in intranet. In addition to intranet, it will also cover TAMK wiki sites and websites. It is possible to limit the search results for example based on the author or location of information.

Important pages can be bookmarked

You can bookmark the pages you are interested in by clicking the link Bookmark This page. You can find your bookmarks at the front page in intranet.

Text: Teija Pekkarinen

Why New Intranet?

New Intranet– Since 2010 when TAMK and PIRAMK merged, we have lived a kind of an intermediate phase. Temporary solutions and patches have been made on ex-TAMK’s intranet. Now we are finally introducing a new, joint and tailor-made intranet, Head of Communications Services Leena Stenman begins.

– During the project the greatest emphasis has been laid on usability. TAMK staff’s and students’ feedback and comments have been heard and the new intranet will hopefully match many of the needs.

The new intranet, which will be introduced in the early summer, before anything aims at making information easily available with an effective search engine and clear structuring. The sophisticated and diverse news forum will also facilitate information search and allocation.

– We try to encourage TAMK staff to increase use of intranet in informing. This would ease the email overload, Stenman adds.

The aim is also to promote community spirit and increase interaction at TAMK.

– We hope that the possibility to comment contents and the discussion forum will draw users to active interaction, Intranet Project Manager Teija Pekkarinen says.

Web Designer Katja Jouttela reminds that the work is not over when the new intranet is introduced.

– In order for TAMK staff and students to take the new intranet as their own, it has to be actively maintained with interesting contents. The aim is also to develop the intranet gradually. The most important features are introduced now at the first phase and more will come up later.

The new intranet will also integrate the separate teacher and student desktops. They are being built in joint projects of several higher education institutions.

Read more about the project at Project Presentation.

Text and picture: Aino Yrjänä