Intranet Development
Some organizations are involved in the development of computer software and they naturally end up having experts in the art of developing software, but others who are in some other business should concentrate on their own business and not involve themselves in the business of software. We have to understand that developing software is not a maintenance business where it is essential for the organization dealing with the plant and machinery concerned to develop a certain level of competence in keeping the plant and machinery in running condition. For example, any refinery must be able to carry out routine services for various machinery running within the refinery, yet when a development comes for the refinery in terms of increasing their capacity or changing some operating methods, they call in the experts for help. Changes in software are not like routine servicing to existing equipment, but are more like changing processes to make the operations more efficient.
Thesis:
Importance of various jobs within an organization keep changing and depends fundamentally on the relative contribution that the change makes to the profitability and operating efficiency of the organization.
Analysis:
At the outset one has to understand the different requirements that have to be met through the intranet of an organization. This depends primarily on the nature of the organization and the objective of the intranet. Let us take a few examples to understand what this means.
Local council-
This was facing difficulties in communication within the organization and a study was conducted to find out the problems. The difficulties found were that information was difficult to find, there was no formal methods of distribution of news and the council was very dependant on long serving staff. The first was seen from the fact that there were more than half a million files on the corporate fileserver, yet items like council policies, strategic plans and organization charts could not be located. The second came through as the staffs were depending on word of mouth to get information about the decisions of the council. This was continued in the third point where the experience of long serving staff were found to be the sole source of information on how to get jobs done. Due to the above problems it was clear that the main source of information was word of mouth and this had to be changed if any systematic method had to be established. Due to the difficulties faced, and intranet had been developed by the customer services staff, but this did not meet the total requirements of the organization. (Robertson, 2005)
The second advantage of the intranet was found to be the establishment of set procedures as the processes become unmanageable over a period of time if the action is not taken when required. The third advantage of the intranet was that it provided news within the organization and this gave accurate information to all within the organization. The fourth advantage was that an intranet enabled information to reach outside the main office building quickly. This meant the depots, libraries and common service units of the council. This was a direct help to the field staff as they were not otherwise able to get information from the head office. (Robertson, 2005) Thus it is important to find out the reasons for which intranet is to be established.
Toyota Motors:
Here an intranet and many other systems existed, but there were no methods for determining the efficiency of the operations of creating the required software. At most stages there were many projects that were going on at the same time and most of the projects were to be used all over the organization. At one stage there were developments of an extranet system for the dealers of the organization, PeopleSoft ERP rollout and four new systems coming out for "order management, parts forecasting, advanced warranty and financial document management." (Wailgum, 2005) The concerned group did not even tell the other managers within the organization about the difficulties that they were having and thus try to get a solution for their difficulties.
The solution to this problem was found through the setting up of the Toyota Value Action Program and this was to set up action points for the department. This led to further studies and the action deciding team of eight individuals found out the solutions to be enhancing employee training and progress, making cost savings, enabling process improvements...
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