SOCRATESAn Intranet for the Research Councils

Tony Brown & Matt Thrower

Transforming the Organisation• Many ways to transform an organisation• Organisational, technical, social• ERMS, CMS• Relocate to Swindon, Milton Keynes• Web people are good at transformation

due to the power of the browser• We’re going to hector you, be repetitive

and teach you how to suck eggs

Introduction to the RC’s• The RC’s distribute government research

funding.• “Bean Counters” of British Science• RC’s asked to work more closely• Lots of big cross-council plans put in place

as part of admin strategy• A good first step seemed to be a cross-

council telephone directory• Management liked the idea – obvious

business interest

Carpe Diem• Where does one put an internal, but cross-

council telephone directory?• We need a new intranet!• Limited formal structure• Feel the need, and do it anyway –

Transform away!• Our intranet has had immediate impact on

cross-council working• But there’s lots of things getting in the way

Blocks to transformation

• What stood in our way, and stands in yours?:

• Process• People• Zeitgeist and Perception• Resources• Technology• How did we approach these…

Blocks to transformation: Process

• The four horsemen of the beauroc-alipse:• Committees• Analysis• Documentation• Politics

• What are we doing: transforming or recording?• If not Rocket Science: don’t need Saturn V

manual• So we largely ignored it!

Blocks to transformation: People

• Who stood in our way?:• Line Manager• Key players• Content holders• The Great British Public (users)• Win them around…

• We wheedled, cajoled, simplified, second-guessed

Blocks to transformation: Zeitgeist/Perception

• Many sites – we wanted to be first visited• Business sites are dull• Informal sites are fun• Informal content attracts• Business content justifies• Balance the two• Don’t rock the boat

Blocks to transformation: Resources

• What did we need?:• Our own time• Other peoples time• Technology• Content

• If you don’t have it, find it• If you can’t find it, scrounge it

Blocks to transformation: Technology

• General rules we applied:• Avoid over ambition: Don’t stick your neck

out – not big, clever or deliverable• Avoid unknown quantities: Don’t stick

your neck out – not big, clever or deliverable

• Don’t be overly technical: Technology is not what it’s about

• Technology is the engine not the driver

Overcoming technology

• We used Windows 2000, ASP and SQL 2000• Reused and recycle existing applications• Advanced where appropriate• Adopted W3C standards, and validated• Adopt FrontPage – Bargepole approach

• Now to get stuck into Socrates….

Name is Everything• Branding is everything these days• A good name helps people remember the

service and the URL• Decide the name yourself, not by

committee!• Avoid conflicting names!• We chose someone who could represent

scientific thought across all the disciplines• SOCRATES is born!

Visual Design• None of us are graphic designers• Usability is King – simple and obvious

interface• Nice theme – informal style to connect

with users• Remember the requirements for mixed

environments and accessibility

Finding Content• Exploit the fame factor• Identify key players and involve them

early– Big Cheeses– Social Clubs– Service Providers

• Links – so you can say you’re a portal• Boxes = Portlets

Dealing with content

• Content is King – but content can kill!• Use dynamic techniques• Intranet does work not you• Site changes with content• RSS from the BBC is easy!• Stick metadata in a database• Use ASP, SQL, FSO, Web Services…• CMS!

Publishing content• Rules for the CMS• Keep it simple – don’t do too much• Make it easy to do – don’t ask for too much• Make it distributable• Don’t force formats on to people• Make it useful – key metadata• Content drives the whole thing, so you do

less• The Skink….

Publishing content: Socrates’ Skink

Recycling applications• The bazaar• Fuelled by self-interest• Dynamic• Vicarious insight into other peoples

lives…

• Horse manure for your garden: Big pile available• Silver/diamante bridal tiara. Brand new, bought in error.• An older table on wheels, with an undershelf.

The Canteen Menu• Always have >1 Killer Application – not a

one-trick pony!• Sex and drugs are out, obviously• Rock n’ Roll unlikely to get management

buy-in• The way to a users’ heart is through

their stomach• Great front page draw to get people in• Make it editable by the appropriate

parties

The Opinion Poll• Something “fun” that can have a serious

application• Gets people to come back week after

week• Users can buy in by suggesting their own

poll topics• But make sure you’ve got a good

editorial policy!

Letting People In• Avoid logons if you can – but if you

must, use cookies• Have strict and clear security rules• Tell people what the risks are• We used IP address to control access• Don’t link from external sites• Give people a means of begging to get

in

Spread the Word• Your site should sell itself• But either way, you’ll have to do some

selling yourself• Tell people• Target important and influential staff• Tell some more people• Tell the first set of people again

Easy Like Sunday Morning• You’ll have other things to be getting on

with in the future• Automate wherever possible• Devolve publishing as much content as

possible• Plan ahead – don’t plan on being your

own editor

Conclusion• For Socrates:• …it’s there, not the best but…• …it has transformed the organisation – a bit• …it’s a Coconut Shy• …it’s fulfilled its purpose• …must have done something right

because…• …we’re getting resources to develop it

further

Conclusion

• For all of us:• …web uniquely placed help transformation• …easy to make things happen• ..we have the overview• …we have the mighty ubiquitous browser• …a well placed prototype cuts through

months of waffle