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Topic: creating an intranet withOUT an IT staff
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jcravens42
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 creating an intranet withOUT an IT staff
Posted: April 08 2007 3:15 AM
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I wasn't sure if I should post this to the web building forum or here -- apologies if I got it wrong.
I'm in Kabul, Afghanistan right now, as communications advisor in a UNDP program that supports a government ministry here. The UNDP staff that support this program are based in several different buildings in Kabul, as well as out in the provinces. The staff is working on a variety of rural infrastructure and quality-of-life issues.
There is a big need for an online community/intranet/shared working space for employees in this program. What's needed is a place where staff can share various drafts of documents, where there can be a library of final documents for reference anytime (well, anytime the Internet is working), and where certain files and folders can be read-only.
The whole thing needs to be EASY EASY to use, and each user should have a login and password for the area. The whole area needs to be private as well (restricted to approved users only).
The response from the IT department here for just a shared drive was "We don't have the staff nor the time, sorry."
This does NOT have to be a free space -- it can be something purchased -- there is a budget for this (though small). But it has to be plug-and-play -- something that a non-IT person (me) can customize and set up. And it would be best if it required no special software -- if it was web based. It also would need to be very quick to download -- no large graphics or so many fancy features that it takes forever to navigate.
YahooGroups isn't a possibility -- it doesn't provide the level of sophistication needed, and many people here would find some of the ads offensive.
Any ideas?
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[This message was last edited by jcravens42 on Apr 12, 2007]
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tkim
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RE: creating an intranet with an IT staff
Posted: April 08 2007 8:16 AM
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Hi,
Microsoft has Sharepoint services on Windows 2003 platform. From what you described, this would suit what you are looking for.
You can sign up for a hosted account (no ads), but I am not sure how much they charge:
Microsoft Share Point Services
If your organization is running Microsoft Windows 2003 server, then you probably already have Sharepoint services available; however, its something the IT staff would have to install, and configure for you.
The main goals of Microsoft Sharepoint System:
1) Group Collaboration
2) Document Management
3) Security
5) Integration with Microsoft Office Products
good luck
[This message was last edited by tkim on Apr 08, 2007]
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jcravens42
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RE: creating an intranet with an IT staff
Posted: April 12 2007 5:58 AM
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" however, its something the IT staff would have to install, and configure for you. "
As I mentioned, the IT staff can't help out on this -- I'm totally on my own.
Hoping someone will come through with another rec...
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tkim
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RE: creating an intranet with an IT staff
Posted: April 12 2007 6:28 AM
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I thought the original lnk that I posted in previous message would have directed to this site below
Hosted Sharepoint
Its a hosted site, so you don't need an IT staff. I am not sure how much they charge but the first month is free.
If you want another option, you can try google apps for domains. They just released their enterprise version, which most likely would be ad free.
Google Apps for Domains
[This message was last edited by tkim on Apr 12, 2007]
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jcravens42
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RE: creating an intranet with an IT staff
Posted: April 17 2007 10:38 PM
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Sharepoint! I just used that for the first time recently, with a client who uses it with their member organizations. I thought it was for Windows only, based on your previous post -- but it's something that can be used for MAc users as well. As long as I don't have to have it hosted on anything here -- as long as it's hosted somewhere else, and all I need to do is buy an account -- then this could work.
But if it requires hosting on a server here, then it's a no go.
[This message was last edited by jcravens42 on Apr 17, 2007]
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tkim
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RE: creating an intranet with an IT staff
Posted: April 18 2007 5:33 PM
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Here is a link to Sharepoint on Macs:
Sharepoint on Mac
Microsoft is getting the message that the world doesn't run on Windows, and so they are making some of their products more usable on different platforms.
The hosted Sharepoint solution would be setup by the Sharepoint hosting company, so no need for anyone from your IT department that I can think of.
You might also want to check out the google apps for domains Its roughly similiar to Sharepoint, and all the applications (e.g. word processor, spreadsheet, calendar, etc) run in your browser.
I don't like web based applications too much, but if you are travelling a lot and all you have access to is a web browser, then google apps seems like a good option.
Also, if you opt to signup for Sharepoint, then you should sign up for Version 3 of hosted Sharepoint services; Share point version 3 runs much better on a Mac than previous versions.
[This message was last edited by tkim on Apr 18, 2007]
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mary@gsanetwork.org
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RE: creating an intranet withOUT an IT staff
Posted: April 18 2007 6:39 PM
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You might also try weboffice.com - I liked it a lot, but since we are on Macs, there are some incompatibilities for us (for example, it doesn't allow the calendar to sync with palms).
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jcravens42
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RE: creating an intranet withOUT an IT staff
Posted: May 04 2007 9:29 AM
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Huge thank you to everyone who has replied. You've given me some terrific leads. It's very much appreciated. If I get to move on this, I will post an update here on how things went.
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matthewart
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RE: creating an intranet withOUT an IT staff
Posted: May 06 2007 9:19 AM
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I would look at a pre-hosted version of Drupal. You can have it set up quickly and easily at Bryght. (Full disclosure, I have no affiliation with Bryght, but I do have friends at the company and I am a happy customer). If you have simple FTP skills, you can set up a powerful Intranet pretty simply.
Contact me offlist if you need advice. I'm happy to help you--I've set up a half dozen sites like this.
Best,
Matthew.
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http://www.dogstar.org Imagespace--NonProfits and Web 2.0
NonProfit Technology Consulting
http://revver.com/u/matthewart1/
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jcravens42
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RE: creating an intranet withOUT an IT staff
Posted: May 11 2007 4:32 AM
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I was going to take this conversation offline with Matthew, but then thought it might be a chance for others to observe... maybe we'll all learn from it regarding volunteers & tech:
Matthew, thanks for the information on Bryght.
I'm not a techie, so I tend to have trouble communicating with tech volunteers. So my questions might seem obvious to you, but please bear with me.
I looked at the site -- more specifically, I looked at some of the sites that use Bryght. It's impressive what people have been able to do to make their web sites much more interactive with Bryght, but I'm not seeing quite what I'm looking for... but maybe no one has used Bryght in the way I would want to.
I would want something that kind of looks like YahooGroups, without the ads -- different discussion areas, by topic; a library of files to share with all staff, that any staff member can upload items to; an area to announce internal news, etc. No or few graphics. Maybe a column that shows what's been added to the site most recently (a post, a file, etc.).
Is this something that Bryght can do? And does payment have to be by credit card, or can it be by paypal? (not sure how the Afghani government or UNDP Afghanistan pays for such services).
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matthewart
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RE: creating an intranet withOUT an IT staff
Posted: May 15 2007 8:55 PM
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I don't know if Bryght is the company to "do" it for you, but they can certainly host an instance of Drupal for you.
You can use a module called "Organic Groups" to create private areas on the site. For example, in my daytime job, I PM custom software programming for non-profits and government arts agencies. I have created private areas for each of the clients where they can post upgrade requests, bug notations, and so forth.
Drupal can provide you with:
1) The File Library
2) Discussion Forums
3) Announcement sections
4) Links to most recent posts.
So, like I said, Bryght would host for you but wouldn't do the setup beyond the setup of the site. You'll need to contact them about paying by paypal. I suspect that they won't care. As for site configuration, most of what you want is out of the box.
Best,
Matthew.
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http://www.dogstar.org Imagespace--NonProfits and Web 2.0
NonProfit Technology Consulting
http://revver.com/u/matthewart1/
My Video Shorts
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faltboat
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RE: creating an intranet withOUT an IT staff
Posted: May 22 2007 4:31 PM
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have you looked at any of the products from http://www.37signals.com
they create web based software for group collaboration, project management, file sharing, group chat, etc. there is usually a free version, and then you pay if you need more services.
laura
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markcoomes
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RE: creating an intranet withOUT an IT staff
Posted: May 23 2007 6:52 AM
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Try http://www.officezilla.com/ but, as always, be careful about storing and sharing sensitive information.
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fgicrsm
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RE: creating an intranet withOUT an IT staff
Posted: May 23 2007 9:00 AM
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We were able to set up an intranet using DeskNow - www.desknow.com. It offers intranet mail (which can be intergrated w/ internet mail,) group discussions and announcements, shared & personal calendars, personal and shared contact & task lists, even shared documents. You can set up user's rights and security. It can be set up on Windows or Mac (networked w/ tcp/ip,) and the whole system is accessed and administered through a web browser, which means it is completely platform independent (a great feature for a non-profit with a mish-mosh of hardware!)
Here's the best part: the 'Lite Mode' - which includes all the things I mentioned, is free forever! This is directly from the site:
"After the trial period is expired, you can continue to use DeskNow in Lite mode, forever. This is perfect for home use or companies with zero budget. Or you keep all the Professional features by purchasing a license."
They give a list of features that expire after the 30 day trial, but either
a) I don't need these features, OR
b) Some of them don't expire (I've confirmed this with users in the DeskNow forums.)
They claim that after downloading, you can be up and running in 5 minutes, which is actually true. You can have the basics running that soon. They also show you how to customize certain aspects of the Intranet for you organization. If you need deeper customization, the users in the support forums are great!!!!
GET THIS PRODUCT! You won't be sorry!
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jmaza
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RE: creating an intranet withOUT an IT staff
Posted: May 23 2007 9:09 AM
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You may also want to check out Central Desktop. They are an Intranet Application Service Provider, so they manage all of the infrastructure. You just use their tools, which are designed for an end user - you do not have to have an IT background. No special set up is required on yor PCs, just web access. You can set up login and password security. However, since they are an ASP, all of the data resides on their servers, not yours so this might not meet your security requirements. They are very affordable - you pay a monthly or quarterly fee depending on the number of users and they do offer a discount to non-profits. Their URL is www.centraldesktop.com if you want more information.
Jim Maza
IT Director
Asia Society
jmaza@asiasoc.org
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fgertz
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RE: creating an intranet withOUT an IT staff
Posted: May 23 2007 9:24 AM
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Have you considered using activeCollab?
Here is one easy way to go about it.
If you are a US-based 501(c)(3) organization, get free web hosting from Dreamhost.
Hope this helps,
Faust
[This message was last edited by MeganKeane on Jul 20, 2007]
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matthewart
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RE: creating an intranet withOUT an IT staff
Posted: May 23 2007 9:53 PM
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This is a really interesting service. Thanks for posting the link. Have you tried it yourself? If so, I'd like to hear more about it from you!
Best,
Matthew.
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http://www.dogstar.org Imagespace--NonProfits and Web 2.0
NonProfit Technology Consulting
http://revver.com/u/matthewart1/
My Video Shorts
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zakon
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RE: creating an intranet withOUT an IT staff
Posted: May 24 2007 1:37 PM
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What we have done for some of our non-profit (and other) clients in need of an intranet is bundle a hosting account with integrated best-of-breed (open source) wiki (TWiki) and forum (phpBB) software. The integration is primarily in support of single sign-on and user adminstration, so users only need to enter their username/password once to access any application and the admin can set up user accounts through a single (simple) form. Most clients have found the full-suite groupware apps available to be overkill, hard to administer/maintain, or offering some features that are not as good as the dedicated applications. The intranets are occasionally augmented by other open source or custom applications, such as file sharing, e-commerce, etc.
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fyoung@neasc.org
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 RE: creating an intranet withOUT an IT staff
Posted: May 25 2007 6:59 AM
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Check out officezilla.com It might be just what you need.
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zakon
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RE: creating an intranet withOUT an IT staff
Posted: May 25 2007 7:12 AM
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I should have mentioned above the reason most of our clients stay away from online services is that they want to have control over their data. Many online services do not have provision for client-made backups, and the application themselves are often proprietary. As continuity is an issue for many, by controlling the data they can get back up and running quickly should a provider go out of business, loose data, etc.
Of course for some, an online service makes sense, especially if an organization doesn't have an IT person/partner. We find this is the case for a peer-review web service/softare we offer; whereas many prefer to download and install the software locally, a few prefer to outsource it outright.
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