Intranet

What is Intranet?

An intranet delivers collaboration and coordination to employees around the

clock
Communication system designed by technical staff
Focus is the message, not the media
Normally runs in a client/server environment and a local area network
configuration
Separated from other networks by firewalls, a means of preventing unauthorized
access to the companys internal data or leaks of sensitive company information
Internal company network that uses Internet standards (HTML, HTTP & TCP/IP
protocols) & software
Intranet = Network + Information Resource + Information Services
Accessed only by authorized persons, especially members or employees of the
organization.

The intranet is essentially a small-scale version of the internet, operating with

similar functionality, but existing solely within the firm. Like the internet, the
intranet uses network technologies such as Transmission Control Protocol/Internet
Protocol (TCP/IP). It allows for the creation of internal networks with common
internet applications that can allow them to communicate with different operating
systems.
Although it need not be, the intranet is usually linked to the internet, where broader
searches are implemented. However, outsiders are excluded through security
measures such as firewalls.
The Role of the Intranet
The intranet can be a very useful tool in the knowledge management process. It
allows for the integration of multimedia communication and can act as a platform
for groupware applications and publishing. It is intended to enhance collaboration,
productivity, and socialization, but also to influence organizational culture and to act
as a repository for embedded knowledge.
Intranet is used within the organization for following purposes:-:
Intranet are used within the organization for following purposes:- Access manuals,
contracts etc Post personal web pages Access product, customer data Post job
offers , memos Revision, validation and approval of documents Access database
Access schedules, plan, calendars etc Access employee database
Applications of Intranet:

Applications of Intranet Sales & Marketing Intranets Research & Development

Applications Improving Customer Service and Technical Support Human Resource
Applications Accounting Applications
Intranet Security:
Two levels of security required
- Internal

It can be imposed by Public Key Security & Encryption Key

- External

Through Firewall

What is Firewall?

Security device located between firms internal network (intranet) & external
network (internet).
1. Regulates access into & out of a companys network based on a set of rules.
Strategic Significance

A cost-effective way of distributing information throughout an organization

Links employees and managers around the clock and automates a lot of
intra-organizational traffic
Makes it possible for a company to gain better access to its primary resource
- the knowledge and experience of decision makers
Enables easier integration of processes

Applications of Intranet

Sharing of company policies/rules & regulations

Access product & customer data
Sharing of information of common interest.
Corporate telephone directories
Submission of reports
Launching of personal/departmental home pages

Advantages of intranet

Improves communication
Access to internal and external information
Hypertext links
Easy to learn and use
Connectivity with other systems
Based on open standards
Fast,easy, low-cost to implement

Disadvantages
Management Problem:

Fear of sharing information and the loss of control

Limited bandwidth for the business Security

Security Problem:

Denial of service
Abuse of access
Unauthorized access

Productivity Problem:

Hidden or unknown complexity and costs

Information overload lowers

Robertson (2009) identifies seven key roles of the intranet homepage:

news
navigation
key tools
key information
community and culture
internal marketing
collaboration
The focus is to provide a useful site that enhances work practices, communicates
key information, provides the right navigation tools, and helps define organizational
culture. Many factors have to be balanced to create the right homepage, including
quality of content, site design, site navigation, site & content maintenance and
updates, and the application of tools that are directly useful to the business
processes and networks. The objectives of the intranet will also vary depending on
the individual business, and may focus more on certain aspects than others.
1.
2.
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6.
7.

Perhaps the most important function of the intranet is knowledge sharing and
collaboration. The main functions supporting this are;

Publishing: E,g, homepages, newsletters, documents, employee directories.

Searching: The intranet can integrate different search functions, e.g.
through a search engine or using a system of categorization.
Transacting: Allows user to make transactions with other web/intranet
homepages.
Interacting: Collaborative applications and other groupware, expert finders,
directories, etc.
Recording: It can be used as a storage medium for such elements as
procedures, best practices, and FAQs (embedded and explicit knowledge).

Successful Intranet Implementation

Naturally, the implementation of the intranet must be done in line with

organizational needs, processes, and objectives, as outlined in the section on
implementation of knowledge management systems.
In a article, "The Ten Best Intranets of 2011", Jakob Nielsen (2011) indicates that the
best intranets implemented solutions in the following areas:

Knowledge sharing: This aspect is very similar to what I have discussed so

far on this site and includes the sharing of all manner of explicit knowledge,
but also connecting people that require assistance to experts that can help
them.
Innovation management: By incorporating tools that support the recording
and management of new ideas.
Comments: This is an easy way to allow users to contribute with their
insight. This type of loose, unstructured communication can provide some
limited tacit knowledge transfer and can encourage participation.
Ratings: An even quicker, albeit shallower, way for people to point to good
sources of knowledge.
Participation rewards: Point systems, badges, and other symbolic rewards
actually increase participation. Sometimes non-symbolic rewards (i.e. actual
prizes) were used.
Customized collections: By allowing users to customize content
collections, one can bypass the shortcoming of never being fully able to
predict a user's knowledge and information needs.
The Extranet

The extranet is an extension of the intranet to the firm's external network, including
partners, suppliers and so on. The term is sometimes used to refer to a
supplementary system working alongside the intranet or to a part of the intranet
that is made available to certain external users.
Extranet is an intranet for outside authorized users using same internet technology.
The outside users are trusted partners of the organization who have access to
information of their interest and concern. Business to business, E-commerce is
growing on extranets. Companies gain competitive advantage through speedier
transaction and access to newer markets, as also by simplified and faster
distribution of information, products and services.
The extranet provides a shared network with limited, controlled access to
organizational information and knowledge resources, and uses security protocols,
such as authentification, to limit access. An extranet can enhance collaboration and
information transfer with partners in the external network.
Security is a key concern, and a firm must protect its crucial knowledge and
information resources. This can be done using firewalls, use of encryption, and

simple or strong authentification. Simple authentification involves usernames and

passwords, while strong authentification makes use of digital certificates.
What is Extranet?

Open to selected suppliers, customers & other business partners

Enable outsiders to work together with companys employees.
Inter-organizational information system.
Extranet is an Intranet for outside authorized users using same internet
technology.

Examples.
Dealers/distributors have access to product files such as :1. product specification,
2. pictures,
3. images, etc.
to answer the queries of the customer.
Components of Extranets
Some basic infrastructure components such as the internet Including :

TCP/IP protocols,
E-mail,
Web-browsers,
External business partners &
Tele-commuting employees place order, check status & send E-mail.

Benefits of Extranet

lower administrative & other overhead costs.

lower travel costs.
Improved quality.
Benefits of Extranet & overall improvement in business effectiveness.
better communication.
improved customer service.
delivery of accurate information on time.
reduction in paperwork.

Disadvantages

The suppliers & customer who dont have technical knowledge feel problem.
Faceless contact.
Technical Employees are required.
Fraud may be possible.
Information can be misused by other competitors.