Best Practices - Portal Design

1
Best Practices - Portal Design

2
Introduction

• JDCU was previously a client of EAS, Foundation
  Intranet. As technology progressed so did our
  need for change. We began looking for a more
  user friendly and flexible communication tool, so
  we turned to Passageways.
• Portal Implementation Timeline
• Installation - March 29, 2005 (1 Day)
• Population - March 30 - September 1, 2005 (5
  months)
• Employee Orientation - August 1 - 19, 2005 (3
  weeks)
• Portal Unveiling - September 6, 2005
• Modules Installed
• Group Collaboration Module
• Products Services Module

Best Practices
3
Rationale
Focused on JDCUs Service Mission, To Provide
Service As Legendary As our Name Employee
Driven When it comes to providing our members
with legendary service, our employees are the
most important piece of the puzzle. No matter
what we do with products, no matter how
incredible our rates, OUR EMPLOYEES are the key
to our success. Its our philosophy. Its our
anthem.
Best Practices
4
Objectives
To create an effective Communication
Headquarters that continues to

• Provide an efficient communication channel both
  to and between staff
• Support ongoing organizational improvement
  Corporate objectives
• Increase knowledge flow
• Make staffs job more efficient
• The Portal Needed to be
• Rich in functionality
• Logically organized
• Easily comprehensible
• Navigationally friendly
• Flexible

Best Practices
5
Our Strategy

• To ensure successful portal implementation and
  deployment, we developed specialized Teams for
  specific tasks.
• Group Collaboration Products and Services
  Module
• Ninja Team Responsible for the administration
  of the entire Portal
• Project
• Advisory Team Executive Management guidance
  thru overall
• project and to
  establish Corporate Buy-in
• Workgroup Managers Responsible for populating
  Public Pages

Best Practices
6
Our Strategy - cont.

• Products Services Module Sub Teams
• How-To Team Responsible for Procedures
• Benefit Statement Team Responsible for Benefit
  Statements and cross selling opportunities
• Product Expert Team Designated product contacts
• Quality Control Team Responsible for procedure
  quality control

7
Structure Design

• We knew that the design and ease of navigation
  had to strongly impact our employees.
• Page Design
• Attractive
• Easy to Navigate
• Functional
• Effective
• We divided our content into three sections
• Headquarters Page Powerful Summary Page
• JDCU Workgroup Pages related to the entire
  organization
• Public Pages Each Department has its own Public
  Page

8
Structure Design - cont.

• Each month we incorporate a theme into our header
• We received an overwhelming amount of positive
  feedback relating to the header changes
• Examples
• December -
• January -
• February -
• March -

9
Headquarters Page

• Essential for all employees to see immediate and
  important Credit Union information
• Added our Service Logo and Rate links for
  efficiency
• Credit Union Announcements are posted daily

Best Practices
10
(No Transcript)
11
JDCU Workgroup Pages
Best Practices
12
JDCU Workgroup PagesCalendar

• Current Product Promotions Island
• Displays Promotion Dates
• Links to the Product Snapshot
• Projects in Process Island
• Displays current Corporate-wide related projects
• Calendar Island
• HTML Coded Events
• Community Events purple
• Corporate Events green
• Education orange
• Marketing - blue

Best Practices
13
Best Practices
14
JDCU Workgroup PagesCU Home Page

• JDCU.com Logo and Link Island
• JDCU Logo links to JDCU.com - our Website
• Service Mission Logo Island
• About JDCU Island
• CU History
• Links to our Field of Membership
• Our Service Promises Island
• Mission Statement Island
• Branch Island
• High School Branch Island
• Loan Center Island

Each Branch and Loan Center picture includes a
link to their branch snapshot.
Best Practices
15
Best Practices
16
JDCU Workgroup PagesDiscussion Forums

• Welcome to the Discussion Forums Island
• Discussion Guidelines
• Portal Policy
• Discussion Deletion Date
• INSIDE Feedback Island
• Designed for employee input on items such as
• Left Navigation
• Helpful Hints
• Products and Services Module
• Offerings In Search Of Islands
• Acts as an Employee Classified section

Best Practices
17
(No Transcript)
18
JDCU Workgroup PagesDocument Center

• Critical for member-facing staff
• Logically organized
• Simple format
• Minimal clicks
• We divided our Document Center into two pages
• Employee Documents
• Documents relating to our staff (ex. HR, Finance,
  Facilities, etc.)
• Member Documents
• Documents relating to our Members (ex. Retail,
  Lending, Marketing, etc.)

Best Practices
19
Best Practices
20
JDCU Workgroup PagesEmployee News
This page is designed to keep our employees
updated on the following Employee News. It is
a big draw for our employees

• New Hires
• Hiring Incentive Awards
• Wedding Bells
• Baby Bulletin
• Promotions and Transfers
• Family Matters
• Departures
• Birthdays
• Anniversaries

21
(No Transcript)
22
JDCU Workgroup PagesPromotions

• Each month we spotlight a product or current
  marketing promotion.
• The page includes (varies per Promotion)
• Raffle Island
• Procedure and FAQ Island
• Promotion Tracking Island
• Product Highlight Island

Best Practices
23
(No Transcript)
24
JDCU Workgroup Pages
These are our most frequent used
internal/external links for staff to perform
their daily tasks. It was important to our staff
to include these links in an easily accessible
location. We divided our Hot Links into two
islands for ease of navigation

• Hot Links
• Member Service related
• More Hot Links
• Employee related

Best Practices
25
(No Transcript)
26
JDCU Workgroup PagesPortal Pitstop

• The Portal Pitstop provides general information
  relating to the following
• JDCU Calendar
• How to Get Started
• General Portal Terms
• Portal Contacts

Best Practices
27
(No Transcript)
28
JDCU Workgroup PagesAdditional Pages

• Kids at Heart
• JDCUs involvement in CU of Mass program to
  benefit Childrens Hospital Boston
• Presidents Corner
• JDCUs Presidential Address
• Service Excellence
• JDCUs Service Standards and Recognition
• STIP
• JDCUs Incentive Plan
• Sun Fun Committee
• JDCUs Committee responsible for Fun Credit
  Union activities and Charitable events
• Trove
• JDCUs Policies and Procedures

Best Practices
29
Public Pages

• Each Department has its own Public Page, which
  in turn has its own Workgroup Manager to
  populate it.
• A pre-determined format was established for each
  Department Public Page to create consistency and
  guide employees on where to find pertinent
  Department information.
• Pre-determined Format
• Strictly business related information
• 6 Rich Text Editor Island including the following
  Department information
• Top Documents
• Whats New
• Projects
• Miscellaneous
• Contacts
• Vacations

Best Practices
30
(No Transcript)
31
Conclusion
By establishing the following guidelines, we
strongly encourage our staff to fully utilize our
Portal.

• INSIDE must be set as each employees homepage
• All employees must sign up for Meetings/Trainings
  using the CU Calendar
• All forms must be submitted electronically
• Managers now refer to INSIDE for updates
  instead of relying on email
• This project was successful due to
• Employee Involvement
• Strategic Content Placement
• Executive Support
• Continued Enhancements

Best Practices
32
Conclusion
Our portal has proved to be an effective
communication tool. Each month more employees
jump on the INSIDE bandwagon to learn exciting
Credit Union information.
33
Project Team Members
Bethany Fitch Christine Regan