Intranet Policy and Operations
Introduction:
In order to improve communications and collaboration throughout our company, Crazy Shirts has developed a company intranet. With the Intranet you can Check your email, discuss topics of your choosing, upload files that need to be portable and backed up nightly, check on reports, order supplies, request computer support, do your weekly & monthly recaps and much, much more!
This document is intended as a reference for working on the intranet, it contains our company policies and operational details that you will need to know. Please post this in your store, or in a visible area in your department.
Table of contents:
Content Page Number
Intranet Policy
Introduction:
In order to make our Intranet site more user friendly and consistent, a group of representatives from the factory worked on creating rules for each module on the intranet. Below is a breakdown for Intranet wide rules & by module.
Intranet – wide rules:
1. Inappropriate and / or offensive text
You may not post text in any way that may be seen as insulting, disruptive, or offensive by other persons, or harmful to morale. Examples of forbidden text includes sexually-explicit messages, cartoons, or jokes; unwelcome propositions or love letters; ethnic or racial slurs; or any other message that can be construed to be harassment or disparagement of others based on their sex, race, sexual orientation, age, national origin, or religious or political beliefs. Forbidden text also includes the use of profanity or obscene language in communications with other users.
2. User Names / Passwords
You may not post your username and or password in text on the site, unless it applies to 3rd party logons where the information is NOT secure, and anyone can access them (Including outside vendors, or people that may get into our site that did not have access). An example of a case where a 3rd party logon would be ok would be where everyone can access a site that requires usernames and passwords such as a tourism site that only tells the logged on user what events are happening in their area.
Warning: If you must include a 3rd party username / password make sure you do not use a name or password that even remotely matches any computer / online accounts you have.
3. Confidentiality
All information on the intranet is intended for and belongs solely to CrazyShirts and its employees only. No one outside of CrazyShirts should ever be able to read or access anything on www.crazyshirts.net except for the page before logging in (a.k.a. the logon page). Once you are finished using the site at whatever computer you are at, you must log off, in order to ensure that someone that uses the computer after you will not be able to access the site. If you hear about, or see a non-CrazyShirts Employee using our intranet site, please contact the I.T. department immediately. Those caught disseminating information to people outside of CrazyShirts will be prosecuted to the full extent of the law.
Module Specific Policies
Introduction:
Below are the policies of usage by module and a listing
of who is responsible for them. A “module” is defined as an application on
the intranet that is not of the fabric itself. Examples of modules are “My
Uploads” or “
Responsible Party: HR. Department.
Description:
Any Crazy Shirts employee has the right to submit a possible news item to the H.R. department for their review by emailing:
Upon receipt of an email, H.R. retains the right to dismiss the news item without further communication. Items that are not dismissed may require follow up, and will likely be in the form of email or a phone call. Should H.R. find your story news worthy, they will likely call or email you, get any pictures that may be needed to post, along with recommendations for text / image modifications and post the item on the Intranet news.
Responsible Party(s): Admin Department (
Description: The CrazyShirts
The admin Department has complete discretion over what events are posted in the company calendar. Any employee has the right to request a specific date be added to the company calendar. Requests may be dismissed without further notice.
To request a calendar date, send an email to:
Give details as to title, what dates are affected,
and any messages that should be included (
Once request is received, you may or may not be contacted for further discussion and or questions about that event via email, phone or in person.
Forums
Responsible Party(s): Supported by the I.T. department along with who ever post an open topic discussion.
Description: Any CrazyShirts employee has the right to post a forum discussion, or reply to one. Here is an example of an open topic discussion: if Rich posts a query with something like: “Does anyone have any questions about our intranet or it’s usage?” Then he has a moral obligation to check the Intranet topic from time to time to see if anyone did indeed post any questions. However, if Rich posted a topic like “Use this forum to discuss new design ideas” then he wouldn’t need to check it. People are NOT to post any sensitive information such as usernames or passwords and people are NOT to post direct questions to someone that isn’t hosting a “Question” type of forum.
Good forum usage example: Anyone have any ideas for new employee uniforms?
Bad forum usage example: Jill, I need to know what the balance for the register is supposed to be, can you reply soon?
In the above examples, the 1st one is fine, because it is not directed to anyone, so anybody can answer and there are no time expectations. The 2nd example was wrong because it poses a direct question to someone. If you have direct questions for someone, better to call or email them.
Find Employee
Responsible Party(s): I.T. Department, H.R. Department
Description: Find Employee was designed to replace the extension list. I.T. is in charge of adding employees to the Intranet and therefore in charge of the find employee function. As a new employee comes on board the H.R. department sends I.T. a list including the employee’s full name, direct work phone number, position, title and manager. Once this information is entered into the system, it is available in the “Find Employee” module. All CrazyShirts employees can use the “Find Employee” phone book to get a phone number or send a quick email to that person online.
Help Desk
Responsible Party: I.T. Department
Description: Help Desk was designed to make it easy to submit computer / system trouble tickets to the I.T. department. Help Desk tickets can be submitted by any Crazy Shirts employee. Upon submittal of a new ticket, the I.T. department will respond immediately with a confirmation email. Help desk tickets are only for submitting computer / system support requests where the situation does not keep you from doing your job. All users are requested to submit help desk tickets instead of emails, phone calls, drop by’s etc. when the situation does not keep you from doing your job. All register errors and mass system downtime should be considered emergencies and I.T. should be contacted via Phone, Pager, Email or in person.
Design Review
Responsible Party(s): I.T. department in conjunction with the
Description: The Intranet Design Review was designed to allow remote a limited number of remote employees access to the Factory Design Review. Design reviews are put on usually once for every two months and last for about a week. People that will be gaining access to the design review are emailed a new password just before the review, and can log in post intranet login. The design review contains highly confidential information and any persons caught viewing it without permission will be subject to disciplinary action. Non – employees caught viewing current or past design reviews will be prosecuted.
Resources by Department
Responsible Party(s): Managed by a manager in each department. Each manager has a delegate that creates the documentation or forms etc. that is trained on how to make small file sizes (in order to better accommodate users with slow links to the internet) for any forms or documentation that is going to be posted on the intranet.
Description: Any Crazy Shirts employee has access read access to anything in the “Resources by Department” module. Managers have access to add new items (web links, or documents) to resources by department. If any employee would like to request a form be added to “Resources by Department” that employee should email the department manager with the request and a reason for the request (how it will help etc.).
Reports
Responsible Party: I.T. department.
Description: Reports were developed based on different group specifications and for different groups of users. The reporting service has two security accounts, System Administrator and System User. System Administrators are able to manage/add/edit/delete database connections, reports, folders, users, permissions and site-wide security. System users are generally groupings of different users (Accounting, Merchandising, Retail, Accounting managers, Retail Managers etc) which are able to view and use all reports that show up when logged in as themselves. Reports will only show up if you have permission to see them. For example, an Assistant manager cannot see accounting reports. Store users are generally not permitted to view reports. Store Assistant Managers and Managers are able to view reports specified by the Intranet group. Reports contain sensitive data and are only permitted for viewing by CrazyShirts employees in very specific delegations (and in some special cases by company share holders). Report data is extremely confidential and must be kept from those outside our company. Those outside the company caught viewing company reports will be prosecuted to the full extent of the law. Requests for new reports may be made by Managers only. Requests should be submitted through the “Help Desk” application as an “Other” request type.
Important: Report data does not match CBA data from Merchandising and other sources exactly. However, Merchandising, Retail, and Accounting have agreed that the information in the Intranet reports are actionable, meaning that you can make solid decisions based on the outcome of the reports. View the Help section under Help > Instructions > Reports > %Report Name%. Merchandising and Retail have gone to great lengths to explain what information is provided in the reports, how to run them, as well as how you SHOULD use them to make better decisions about your inventories, staff planning, product placement etc.
My Email
Responsible Party(s): Each individual user, I.T. Department
Description: My Email was designed to give users outside the factory direct access to the company mail server. Email is scanned for viruses and some spam, and contains the company email address book for easy group sending and name only email sending.
My Uploads
Responsible Party(s): Each Individual user, I.T. Department
Description: My Uploads was designed to be a great staging point for files for people in transit (such as Area Managers) as well as a great place to store files that must be backed up. My Uploads is limited to 40 megabytes per user account. My Uploads data transactions are tracked. Use of My Uploads for removing sensitive company information is not permitted. Violators will be subject to company confidentiality rules, and / or legal proceedings if necessary.
My
Responsible Party: Each individual user
Description: My
Use of my calendar is determined by the person using it. If it is a store logon account (csiXXX) please be aware that the calendar will be shared among all users that have the username / password for that account.
Closing
The Intranet was designed for CrazyShirts staff. If we utilize this powerfully collaborative tool on a daily / weekly basis it will help keep our company connected, and save a lot of time and money while also helping us make better decisions. By following the policies and rules in this document, we ensure that we keep connected, even though we are so widely dispersed throughout the Nation. Please follow the rules, and use the intranet and all of it’s tools. If you have any suggestions as to how we can improve upon it, please submit a helpdesk request as an “Other” item with a description of what we should add, remove, change in order to better our site.