Business Problem #9 (Manufacturing):

A hardware and technology firm had one document management, two content management, and three collaboration systems installed, plus an active system of file server storage and millions of pages of content on an intra and internet. There were major problems finding and updating anything. 
 

Challenges:

1. It department installed overly complex content management system that very few people could use.
2. Same product was also inefficiently deployed as a document management system.
3. Three different collaboration systems were trialed, one by IT and the other two by local departments in the organization, and were still installed.
4. Proprietary translation software was positioned in front of content served from an overseas installation.
5. Money ran out after the first phase of a $4M Intranet rewrite project when just the “look and feel” had been done by no major content migrated.

Results:

1. Installing a major search tool allowed users to quickly find “lost” content. The tool was used to access and clean up old media on the Intranet and help with migration. 
2. Creating a basic Information Architecture set the stage for new media storage and simplified content management for new releases. 
3. Use cases for major collaboration tasks permitted the creating of some common structures and rules regarding set-up of collaboration tools. Usability improved and one of the systems was retired.
4. The translation software company went out of business and saved everyone a lot of trouble. 

Improvement Process: 

1. Identified from the phase I Intranet project the Information Architecture and basic site design. Mandated its implementation going forward.
2. Created simple use cases for collaboration.
3. Eliminated one content system and migrated/archived data from the retired one.
4. Installed search appliance and used search as a way to find and archive or migrate content.