• Scope This procedure is applicable to all end-user, contributors, administrators and developers of the OL intranet. Process-owner
  • Terms, Abbreviations and Definitions
  • Policy Description Policy statement
  • Structure and responsibilities
  • Contributing to the Intranet
  • Supporting Documents and Records
  • Policy Ident-Number po ep9-0501




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    Document:



    Policy

    Ident-Number


    PO EP9-0501

    Group Intranet

    Page

    of


































    T

    Established
    by

    shikalepoj

    Verified
    by

    W. von Lieres

    Approved
    by

    S. Thieme

    Revision

    R2

    on

    15.04.2015

    on

    00.09.2010

    on

    07.02.2011

    Date of change

    04.12.2014



    able of contents


    1 Purpose 2

    2 Scope 2

    3 Process-owner 2

    4 Participating Functions 2

    5 Terms, Abbreviations and Definitions 2

    6 Policy Description 2

    Policy statement 2

    Legal Issues 3

    Intranet Page Content 3

    Structure and responsibilities 3

    Contributing to the Intranet 4

    Intranet security 5

    Intranet usage 5

    Branding 5

    7 Supporting Documents and Records 5

    8 Changes 5



    9 Distribution 5


    1. Purpose


    The purpose of this instruction is to describe the minimum policy standards and common policy directions across the Ohlthaver & List Group of companies for the use and development of the intranet.
    1. Scope


    This procedure is applicable to all end-user, contributors, administrators and developers of the O&L intranet.
    1. Process-owner


    The process-owner is the Group Public Relations Manager
    1. Participating Functions


      Abbreviation

      Functions

      C

      Contributor

      EX-C

      Executive Chairman

      Empl

      Employee – any person employed by the O&L Group of Companies with access to IS systems

      G-PRO

      Group Public Relations Officer

      IA

      Intranet Administrator – as appointed by OC MD

      IT-R

      Information Technology Representative

      MD

      Managing Director
    2. Terms, Abbreviations and Definitions


      Term /
      Abbreviation


      Description

      O&L

      Ohlthaver & List Group of Companies

      OC

      Operating Company

      Intranet

      A web-based information sharing platform, private to the Ohlthaver & List information network

      SharePoint

      A browser-based collaboration and document management platform from Microsoft used by Ohlthaver & List as Intranet platform
    3. Policy Description

    Policy statement


    Ohlthaver & List Group of Companies’ Intranet is a key communication tool and staff facility to interactively assist O&L businesses to function. It allows staff to publish and readily access information about or in connection with the O&L companies and its work. It also provides the best means available of organising, storing and retrieving this information, especially in light of the size and geographic spread of operations of the organisation.
    O&L Group recognises that it is important to have rules and guidelines connected to the Intranet in order to ensure that:

    • The Intranet is user-friendly, both in terms of staff navigating the site and finding the information they need

    • Information is consistent with the Intranet style & O&L guidelines, and

    • That it does not misrepresent the Ohlthaver & List Group of companies in any way.

    It is also vital that staff consider other issues connected with publishing information on the Intranet, including protection from legal action and offence or harassment of others.

    Legal Issues


    Everything published on the Intranet must be information that a reasonable person would not find discriminatory, abusive, offensive or inflammatory.

    Photography: To avoid copyright issues, no photographs should be added to Intranet pages without evidence that the image can be used freely.

    Company or Individual copyrights and trademarks: Material owned by another person or organisation must not be republished on the Intranet without explicit, documented permission. This includes articles, pictures, graphics and trademarks etc and either in whole or part.

    Intranet Page Content


    Tasks

    Respon-sible

    Support

    Info

    Responsibility:

    OC Intranet administrators are responsible for ensuring that the appropriate use of directorate pages is maintained for their respective areas of responsibility.



    IA







    Monitoring:

    There shall be formal corporate-wide monitoring for compliance by the G-PRO. Views may also be sought from a Web Steering Group along with feedback from users.



    G-PRO







    When a breach is discovered (this could concern style or page/article content for example), the author will be asked to make immediate alterations to bring the content into compliance. The G-PRO has the right to remove content that violates this policy immediately upon discovery, until that content is brought into compliance. The author (and their Managing Director) will be advised if this is done.

    G-PRO




    MD


    Structure and responsibilities


    Tasks

    Respon-sible

    Support

    Info

    Chief administrator/ Developer -

    The G-PRO is responsible for co-ordinating the creation and management of information and making the Intranet as easy to use as possible. The G-PRO will focus primarily on the strategy, organisation and quality of the Intranet as an effective communication and functionality tool, as well as deciding which specific information needs development or attention, identifying who may have view access and managing the process from the beginning to publication.



    G-PRO







    Intranet Administrator -

    One or more intranet administrator may be appointed in each Operating Company where applicable. The IA is responsible for managing the OC specific intranet site where applicable.












    Further-on, Administrators are responsible for:

    • Regularly updating the information that they have provided.

    • Managing access rights to specific sites under their responsibility.

    • Responding to requests by the G-PRO to update their information. If this is not done, then the document may be removed.










    Contributor -

    Contributors are any members of staff who wish to publish information on the Intranet.

    They will be responsible for liaising with the Intranet Administrator for the particular section they wish to contribute to. Contributors ensure that information they wish to upload conforms to the style guidelines and Intranet Checklist. Refer to WI EP9-010201 Contributing to the Intranet











    Contributors to each site shall be responsible for checking all content intended for the pages for which they have contribution access rights, with regards to:

    • The accuracy of the information provided and whether it is up-to-date

    • Ensuring that if the information has come from an external source, the source is clearly identified










    Basic user/ reader

    Basic users/ readers are all O&L Employees that have been granted view access to the various parts of the intranet. The users are individually responsible for ensuring confidentiality of the information that they may access on the intranet.












    Changes:

    All requests to make changes/ develop the intranet (e.g. creation/ deletion of a site, etc) shall be logged on the SAP Helpdesk. All intranet change requests needs the approval of the OC intranet administrator.



    IA

    C






    Contributing to the Intranet


    In most cases, Intranet content is created for a specific purpose. In order to provide a consistent and easily used communication resource, authors need to adhere to the following guidelines:

    Tasks

    Respon-sible

    Support

    Info

    Required Information:

    It is important that the information to which staff refers on the Intranet is current. With this in mind, older material needs to be checked on occasion and removed from the Intranet if it is suspected of being out-of-date.



    C

    IA




    Formal Content:

    The proper review and on-going management procedures for the content are the responsibility of each Director and/or nominated Intranet Administrator/ Contributor who owns the information. Each document published must carry the following information (as applicable):



    • Name of the author of the document or main contact

    • Department of author or contact

    • Date of publication

    • Proposed review date

    • The main body of the text should be in the “normal” font style.

    C







    Personal Content

    Personal content is not allowed on the Intranet.



    Empl







    Content Ownership

    This will remain with the operating company. Each Administrator may determine when and how to monitor Intranet content that has been provided by their staff.



    C

    IA




    Published material: This must:

    • conform to common decency

    • not be biased

    • not be racist, sexist or offensive in any way

    • not make unfounded arguments or present an unfounded conclusion

    • conform to the authorised Intranet style

    • not make or imply any libellous statements

    • be validated by the contributor or relevant head of department, unless previously published in an official journal

    • have associated trademarks and copyrights displayed

    • not contravene any copyright laws

    C

    IA




    Policies and Guidelines:

    All policies and guidelines are stored under the O&L Process Model and not any other site! All policies/ procedures/ work instructions held on the intranet shall be dated and remain the most up-to-date approved version.



    IA









    Intranet security


    Individuals are responsible for maintaining the security of their username and password used to access the intranet and these must not be shared with anyone else. Any issue regarding the use of Intranet access that is investigated, will indicate the username the activity was recorded under. It is the responsibility of the individual concerned to prove that they were not responsible for the issue under investigation. Unauthorised access and/or modification (or the intent to access/modify) is considered breach of company procedures and therefore punishable under the O&L Industrial relations policy. Refer to P SP9-0101 Fundamental Industrial Relations policy.

    Intranet usage


    • The O&L Group intranet homepage shall be the default internet/ intranet homepage for all PC users in the O&L Group of companies

    • All staff will have access to all O&L Operating Companies’ Intranet homepages

    • Safeguards will be established to protect the security, integrity and availability of the O&L systems.

    • The requirements of the law, national and O&L policies shall be observed at all times.



    Branding


    Each Operating company is responsible for its’ own branding of their Intranet page. The structure needs to be aligned with this general Policy EP9-0601 Group Intranet Policy. Each Operating Company has the choice on how they may brand, colour and what kind of visuals to use on their intranet page.
    1. Supporting Documents and Records





      Docs / Records

      Title

      internal

      PO SP9-0101

      Fundamental Industrial Relations policy




      WI EP9-010201

      Contributing to the intranet

      external















    2. Changes


      Revision

      Date

      Description of change

      D1

      01.12.2009

      Initial Draft

      R1

      08.02.2011

      Final Revision

      R2

      04.12.2014

      Review & Updates in 2014
    3. Distribution


    Distribution

    EX-C

    MD

    IT-R

    IA

    Empl





















































































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    Policy Ident-Number po ep9-0501

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