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