Web Tools 101: Determining the Tool to Fit Your Needs Info to help you figure out which tool is most appropriate for your team’s needs: an intranet site, a microsite, a team site or an online community. Element Intranet Microsite Sharepoint/ Team Site Online Community In a nutshell PHC Connect is our

intranet site. It is open to all PHC staff from computers on the PHC server.

www.providencehealth.bc.ca is the PHC website. It consists of department pages and organizational information targeting patients, families and visitors.

A team site is a place on the web where a team can work together, even if members work at different locations or at different times.

An online community is a network of people who communicate to and connect with one another using interactive tools (eg: e-mail, posting boards, forums, video and chat systems, etc.).

Audience Internal Staff

External Information is directed at the public / clients.

Teams Departments Working groups

Internal External Teams Departments Working groups Everyone, really

Access Open to all PHC staff for read access only. Internal access only. No off-site access.

Read access only. Can access from anywhere you have internet connection.

Restricted access. Access from PHC server. External log-in access available. No patient info. Access is managed by the site owner.

Registered accounts are necessary for any sort of interaction (ie: commenting, uploading, posting, etc.) If you don’t have an account, you’re still able to access the page and see any updates – just not engage with them

Element Intranet Microsite Sharepoint/ Team Site Online Community What it’s best at

Sharing Site hosts departmental pages with documents, calendars and information that could pertain to all staff.

Curated content Designed to contain the most relevant and timely information for a very specific audience (eg: individuals at every stage of kidney disease) to make hunting for information efficient, informative and rewarding.

Collaboration Teams are able to connect and work together, despite some team members being remote/at a different work site. Users are able to find and share data quickly. Data is always in the same place and can’t be lost. Store, post and share documents, shared calendars, tasks, shared lists; common contact lists, announcements, and bulletins, useful links (Internet “favourites”).

Connecting Social networking and web 2.0 tools are all about keeping one another connected, so whether it’s the ease with which you can post an image or comment on something or your ability to access it from basically everywhere, it is very easy to stay in almost minute-to-minute touch if you so desired. Users are able to share data quickly.

Benefits Intranet is beneficial for your team and the rest of the organization to find information and documents related to your (or other) departments.

Curated, relevant content and information is easily accessed by the client or user group. Standardized web templates and an in-house development team allows for a cost effective build and simplified planning and design process.

Secure, yet accessible to those who need access. Pre-designed, template-driven and easy to set up. Storage capacity = 1G.

Free to register, free to use Can access from anywhere you have internet connection. Easily shared, commented on, uploaded to Depending on the age of the user, social forums are a very familiar communications medium and therefore, almost no learning curve

Element Intranet Microsite Sharepoint/ Team Site Online Community Drawbacks It is not accessible from

home.

Because of it being public facing and Providence not wanting outdated or potentially harmful information on one of its pages/sites, timely updates and current information are an absolute must. Client information can not to be transmitted.

Learning curve (self-directed learning how to use site) Site owner must grant access to users

Privacy and security Information is chronologically displayed which means that information can get buried quickly

Support Supported by IMIS. PHC offers training in Rhythmyx for assigned site manager/maintainer. Department must designate point person for training and maintenance.

Communications and Media Services support clients by advising on strategic planning, site structure and putting the site together once all pieces are approved and ready. Each department and program is responsible for developing its own content and for the accuracy of its content and is encouraged to develop a strategic approach to managing information.

Support from IT only for initial page set-up. Sharepoint is edited by the team members and is fast to maintain and update, groups can contribute to maintenance.

All social networking tools would have an online dashboard with a robust FAQ and in many cases, a live chat option to support any IT-related issues.

Cost Cost of Rhythmyx program + training + plus time. Contact IMIS for more information.

Each site costs between $3,000 - $10,000 to build, depending on the amount of content, the complexity of the site, and the number of revisions

Free program. Just put request in to IMIS to set-up on computers.

Microsite

Intranet

Sharepoint

Online Community