1. School of Dental Medicine Intranet Project Neal Altman Htet Htet Aung Bill Jerome Leslie Johnson Maureen O'Toole

2. The purpose of this project is to design and develop a comprehensive intranet for students, faculty and staff at the University of Pittsburgh School of Dental Medicine (SDM). Goals: Support existing process Provide foundation for expansion Introduce new technologies Mission Statement

3. User-aware presentation Adaptable design that supports different formats (Web browser, Palm) Integration with existing tools (Web mail and other Outlook services, Active Directory) Fine-grain access control Data-driven web design Extensible environment for future enhancements Features of the SDM Intranet

4. Intranet Walk-through

5. System Design

6. System Architecture Rich authorization system Actors Actions Objects Used for authorization as well as dynamic page generation

7. System Architecture Allows flexible integration with future systems and features Provides highly customizable concept of user roles Support various modes of interaction Web browser, PDA, etc.

8. Research Activities Competitive Analysis A fast and easy way to establish a starting point. A source for good ideas. Contextual Inquiry and Interviews 10 members from the SDM community Immersion into the unique culture of the SDM

9. What people do is not exclusively defined by their work titles Research Findings RESEARCH SUPPORT ADMINISTRATION ACADEMIC LEARNING CLINICAL PRACTICE

10. We need to support mobility and location-independent access to information Many people do not have dedicated office space Part-time faculty need remote access to department information Some information is highly confidential and regulated HIPPA Prescription forms Research Findings

11. The intranet needs to help streamline communications Communications are frequent and come in different forms (email, paper) People receive redundant memos from different sources Some communications are available only on bulletin boards The intranet should contain a searchable archive of important information Stored documents do not get read Communications are often hard to retrieve because they may be in many places such as in emails or on paper

12. Leverage existing SDM technologies  Outlook/Exchange e-mail  IIS web server  PHP dynamic web pages  Scheduling system Leverage existing U Pitt technologies  PDA support  Networking infrastructure Technology Constraints

13. Analysis Activities Affinity Diagramming Ideas Matrix Card Sorting Document Inventory Analysis Activities

14. Design Ideas Integrated online scheduling Role-based presentation Micro-grading/competency reports Course support Memo distribution mechanism Department page design Outlook integration Active Directory integration Groupware CV management Site Search Online patient case files Validated Information Architecture Room reservation system Purchasing support Interface preferences

15. Design Ideas Integrated online scheduling Role-based presentation Micro-grading/competency reports Course support Memo distribution mechanism Department page design Outlook integration Active Directory integration Groupware CV management Site Search Online patient case files Validated Information Architecture Room reservation system Purchasing support Interface preferences

16. Primary Design Objectives Create an archive of critical information Support the whole community Allow appropriate access Ensure currency of knowledge Permit information sharing Streamline communication of information See what you need Hide what is unnecessary Leverage existing information system assets Allow access anywhere and any time Support the mobile lifestyle Accessible 24 x 7

17. User Testing We validated our design with the people who will be using the intranet: StudentStaffFaculty

18. Iterations 1 & 2 Information architecture Coverage Labeling Iterations 3 & 4 Memo module Changes to the navigation New features (e-Mail, room reservations, purchasing) User Testing: Focus

19. User Testing: Highlights Tab design: Limit number of top-level choices “  “I have to think too much…” Navigation elements require a prominent visual cue  “They don’t look like links.” Behavior of appearing/disappearing tabs

20. User Testing: Highlights Tab design iterations:

21. User Testing: Highlights e-Mail is a important function, requiring a home of it’s own Screen shot of new design with mail tab

22. User Testing: Highlights Solution:

23. User Testing: Highlights Nomenclature is important “MyPage” is customizable, so it’s separate from “Home” “My e-Mail” rather than “Outlook” “Support” rather than “Administrative” “Informatics” or “IT” rather than “Center for Dental Informatics”

24. User Testing: Highlights Creating memos is a (surprisingly) complex task Meaning of “To” field Concept of bulletin boards

25. Visual Design

26. Icons 1: Symbols are enclosed in a standard, rounded box to unify them as a set. The discrete objects are representative of each information category

27. Final Deliverables 1)Working prototype Infrastructure that supports role-based presentation Department page template and indicative samples Information distribution mechanism and archive Web mail access Integration with Active Directory Customizable intranet preferences 2)Prioritized recommendations for future development 3)Detailed documentation Visual design guidelines Programming guidelines

28. Recommendations 1)Support scheduling 2)Courseware to manage class activities 3)Integrate with the IT help system 4)Search engine 5)CV management 6)User-managed Active Directory listings 7)Integrate online room reservation system with Outlook system 8)Migrate paper forms to electronic form

29. Unexpected Benefits Cross-training sessions We learned from one another Benefits of client proximity Frequent interaction and feedback Project room helpful for group process

30. Questions