(Intranet, MIS and Progress Monitoring at Infosys)

PROJECT REPORT SUBMITTED TO: Prof. V.M. Mathur FORE SCHOOL OF MANAGEMENT, DELHI

SUBMITTED BY: Aayush Tondon (211008) Anurag Chopra (211026) Arun Garg (211033) Debashree Mishra (211040) Himanshu Hirwani (211051) Hitesh Thakkar (211055)

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Acknowledgement
We would like to thank Prof. V M Mathur for his continued guidance, support and encouragement at every stage of this project.

We express our gratitude towards all our friends from Infosys, who have helped us directly or indirectly in completing this report.

Aayush Tondon Anurag Chopra Arun Garg Debashree Mishra Himanshu Hirwani Hitesh Thakkar

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Table of Contents

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INTRODUCTION
An intranet can be understood as a private analog of the Internet, or as a private extension of the Internet confined to an organization. An intranet is a computer network that uses Internet Protocol technology to share information, operational systems, or computing services within an organization. The term is used in contrast to internet, a network between organizations, and instead refers to a network within an organization.

Sometimes, the term refers only to the organization's internal website, but may be a more extensive part of the organization's information technology infrastructure, and may be composed of multiple local area networks. The objective is to organise each individual's desktop with minimal cost, time and effort to be more productive, cost efficient, timely, and competitive. Any of the well known Internet protocols may be found in an intranet:

HTTP (web services) SMTP (e-mail) FTP (file transfer protocol).

Extranet: While intranets are generally restricted to employees of the organization, extranets may also be accessed by customers, suppliers, or other approved parties. Extranets extend a private network onto the Internet with special provisions for authentication, authorization and accounting. In many organizations, intranets are protected from unauthorized external access by means of a network gateway and firewall. In these cases, the intranet can only be directly accessed from a computer in the local network; however, companies may provide access to off-site

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employees by using a virtual private network, or by other access methods, requiring user authentication and encryption.

Uses
Increasingly, intranets are being used to deliver tools and applications, e.g. collaboration (to facilitate working in groups and teleconferencing) or sophisticated corporate directories, sales and customer relationship management tools, project management etc., to advance productivity. Intranets are also being used as corporate culture-change platforms. For example, large numbers of employees discussing key issues in an intranet forum application could lead to new ideas in management, productivity, quality, and other corporate issues. In large intranets, website traffic is often similar to public website traffic and can be better understood by using web metrics software to track overall activity. User surveys also improve intranet website effectiveness. Larger businesses allow users within their intranet to access public internet through firewall servers. They have the ability to screen messages coming and going keeping security intact. When part of an intranet is made accessible to customers and others outside the business, that part becomes part of an extranet. Businesses can send private messages through the public network, using special encryption/decryption and other security safeguards to connect one part of their intranet to another.

Benefits
Intranets can help users to locate and view information faster and use applications relevant to their roles and responsibilities. With the help of a web browser interface, users can access data held in any database of the organization.

Time: Intranets allow organizations to distribute information to employees very quickly. Web publishing allows cumbersome corporate knowledge to be maintained and easily accessed throughout the company using hypermedia and Web technologies. Communication: Intranets can serve as powerful tools for communication within an organization, vertically and horizontally. From a communications standpoint, intranets are useful to communicate strategic initiatives that have a global reach throughout the organization. The type of information that can easily be conveyed is the purpose of the initiative and what the initiative is aiming to achieve, who is driving the initiative, results achieved to date, and who to speak to for more information. Business operations and management: Intranets are also being used as a platform for developing and deploying applications to support business operations and decisions across the internet worked enterprise.

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Cost-effective: Users can view information and data via web-browser rather than maintaining physical documents such as procedure manuals, internal phone list and requisition forms. This can potentially save the business money on printing, duplicating documents, and the environment as well as document maintenance overhead. Cross-platform capability: Standards-compliant web browsers are available for Windows, Mac, and UNIX. Enhance collaboration: Information is easily accessible by all authorised users, which enables teamwork. Built for one audience: Many companies dictate computer specifications which, in turn, may allow Intranet developers to write applications that only have to work on one browser (no cross-browser compatibility issues). Being able to specifically address your "viewer" is a great advantage. Since Intranets are user-specific (requiring database/network authentication prior to access), you know exactly who you are interfacing with and can personalize your Intranet based on role (job title, department) or individual ("Congratulations Jane, on your 3rd year with our company!"). Promote common corporate culture: Every user has the ability to view the same information within the Intranet. Supports a distributed computing architecture: The intranet can also be linked to a companys management information system, for example a time keeping system. Immediate updates: When dealing with the public in any capacity, laws, specifications, and parameters can change. Intranets make it possible to provide your audience with "live" changes so they are kept up-to-date, which can limit a company's liability.

Planning and creation

Most organizations devote considerable resources into the planning and implementation of their intranet as it is of strategic importance to the organization's success. Some of the planning would include topics such as:

Persons or departments responsible for implementation and management Functional plans, information architecture, page layouts, design The purpose and goals of the intranet How to ensure it is within legal boundaries and other constraints Implementation schedules and phase-out of existing systems Defining and implementing security of the intranet Is the input of new data and updating of existing data to be centrally controlled or devolved

These are in addition to the hardware and software decisions (like content management systems), participation issues (like good taste, harassment, confidentiality), and features to be supported.

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Intranets are often static sites. Essentially they are a shared drive, serving up centrally stored documents alongside internal articles or communications (often one-way communication). However organisations are now starting to think of how their intranets can become a 'communication hub' for their team by using companies specialising in 'socialising' intranets. The actual implementation would include steps such as:

User involvement in testing and promoting use of intranet. support and funding Installation of web server and user access network. Installing required user applications on computers. Creation of document framework for the content to be hosted Business requirements analysis. Identify users' information needs. Ongoing measurement and evaluation, including through benchmarking against other intranets.

Another useful component in an intranet structure might be key personnel committed to maintaining the Intranet and keeping content current. For feedback on the intranet, social networking can be done through a forum for users to indicate what they want and what they do not like.

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Sparsh - The Infosys intranet

Infosys Intranet Sparsh, is named among the worlds 10 best intranets.

Sparsh supports over 1,50,000 employees across 18 countries it operates in. Sparsh has today become the primary channel for news and official information, creating a communication platform and opening up avenues for networking for Infosys employees.

Sparsh lives up to its billing, achieving three essential yet difficult attributes: to motivate, communicate with, and unify employees. The various features of sparsh are:

User participation and incredible user uptake New avenues for publishing and networking Content freshness and access to archived content Personalised and customised content Clean and simple look and navigation Attention to design details

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SPARSH APPLICATIONS Sparsh is being handled by Information System department which does all MIS work in infosys.

The Information System (IS) department is one of the horizontal business unit (HBU) at the organization. The IS department is located in Chandigarh and Bangalore DC. It has around 100 employees dedicated to the application development and enhancement of the intranet and internal process and information management. The whole intranet is made in Asp.net. There are around 30-40 applications in Sparsh which handle all the processes in the company right from from HR management to Finance to Internal Certifications and personal details of the employees. All project management and DC management is done through various applications in the intranet only. Every activity in the company is automated and everything happens through an application present in the intranet.

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The various examples of such applications are: 1. Telephone Directory - Infosys telephone directory provides information about each an every Infosys employee. The telephone directory provides search facility to the employees. The information provided by the telephone directory includes details of the employees like first name, last name, current location, base location, phone number etc. 2. My Finance - The my finance section contains all the finance related information of the employee like compensation details, salary slips, PF account details, retrial benefits, etc. 3. My Details - This section provides a clear picture of the employees track record in the company. These details include professional details, educational background, prior work experience, etc. 4. Official Details - Official details refers to the details about the various projects the employee has worked upon or is working on. It also provides the details of the department and sub departments the employee has been or is a part of. 5. Certifications on demand (COD) - COD enables employees to plan certifications, book slots for their certification exams and view the results obtained. 6. Knowledge Management or K shop - It is a common repository of all the technical and non technical documents submitted by the employees of the company. Employees can submit and view the documents at K shop.

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7. Serve Centrale - It is used to raise complaint requests related to all issues an employee can face in an organization. 8. AHD request - This application is used to raise complaint requests related to hardware and software issues of the various assets that have been allocated to the employees. 9. Dashboard - The dashboard provides all the information related to the employee on a single screen. The dashboard application is also visible to the managers of the company. This also serves as a means for the manager to keep a track of the employees reporting to him. 10. Performagic - This is the application which deals with the appraisal process of an employee. It is using this application that the appraiser does the goal setting for the employees reporting to him. The final results of the appraisal process are also visible in performagic. 11. Infosys Email - This application enables you to sign in and check your infosys mails. The Infosys mail box cannot be accessed from outside the Infosys network. 12. Infy bubble - This is a social networking platform similar to facebook that has been created for Infosys employees. The employees can socialize using the Infy Bubble application. 13. My DC - The my DC application gives all the information about the current development center the employee is working in. The information includes the location on the DC, the places nearby, how tor each the DC and other statistics related to the DC. 14. Leisure - Leisure is a place where the employees of Infosys can share their passions and interests related to their hobbies. 15. ALCON - This application provides the details about the various assets allocated to an employee like the machine with its details, mobile phone allocated, etc. 17. 360 Feedback - This application enables an employee to give feedback to his seniors and peers. 18. InfyTV - This application hosts all the happenings related to Infosys like Infy news and other entertainment videos. 19. Infy Blogs - These blogs are specifically of the employees of the company. Here the employees can share their views on various topics and can also write articles.

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Management Information System (MIS)

MIS at Infosys
Infosys has an integrated project management and collaboration system called MyProject. This integrated tool allows users to manage projects without being physically present, stay mobile due to seamless connectivity with all the resources, and collaborate across geographies with other stakeholders. Also, the solution allows users to access information and updates on a need to know basis. Overview of the MIS solution modules: This provides an umbrella portal for project related and nonfunctional tasks. It consists of various modules: Project Conceptualization Module Provides an ability to capture data of all characteristics of the project based on customer (internal or external) Project Costing Helps budgeting and reporting of planned v/s actuals, across dimensions like

Hardware Software Development Sustenance

Projects Skills central Centralized repository of updated skills across the company to be allocated across projects/programs. Project planning Helps tracking of project progress against a detailed project plan where activities, resources and skills get mapped. Project Quality Helps assessment of each project on an industry standard quality framework of CMM level from 1 to 5. Project Monitoring (Progress Monitoring) In particular, development progress can be monitored across teams, functional lines, business units and geographies. The interface is customizable with Apps, and can be used as a communication hub for teams. Also, the teams can collaborate and rapidly edit and share documents MyDocs. In particular, the two salient functions of this module are present in MyDashboard. Dashboard breaks down complex work into multiple hierarchy levels that teams can arrange across iterations, releases and backlogs for ease of understanding. Gives real

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time feedback analysis.

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team

capacity

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historic

performance

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Benefits of an Integrated MIS and Progress reporting system:

These functions provide multiple benefits successful scaling of projects, idea and content collaboration, setting up project hierarchy etc. Also, it helps in increasing pace of innovation, improving productivity through easy-to-understand task views and adapting to changes in customer needs.

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IPM+(Integrated Project Management)

IPM+ is an application used to manage all project related activities. IPM+ enables the project team, senior management and quality to get a quick snapshot on the performance history of project on different parameters.

Screen Shot of IPM+

Capabilities of IPM+
1. Repository of projects - IPM+ is a repository of all the current projects at Infosys and also the information about the projects Infosys has taken up in the past. so the current project can be compared to previous project or tasks. 2.Searching Projects - IPM+ provides the ability to search any project currently running in Infosys, although only a few employees at senior levels have access to information related to projects. 3. Project tracking - Project tracking feature of IPM+ provides information about the various modules applicable to the project. It gives information about the timelines of each module, the number of resources on each module and the current status of each module. 4. Defects Tracking - IPM+ is also capable to track the defects at various levels of the software development life cycle like requirement gathering, design, coding and testing. It is compulsory for all projects to feed the data related the defects incurred in the project. This is an important process adherence guideline to be followed by all the project managers at Infosys.
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5. Review Tracking - Reviews happen at all the software development lifecycle stages in a project. The data related to the reviews is also entered into IPM+. and also keep track whether the code has been properly reviewd or not Reviews automatically get created for AccpTest Reqmts DetlDsgn HghLvlDsg IntgTest SysTest UnitTest Build UTPRvw ImpAnlys DocRvw DetlDsgn n

Calculation of Review Efficiency

Review Efficiency formula is no of defects/Actual review effort Planned Reviews- The Actual Review effort field is non editable and will be flowing from Dart. The Actual task effort field is editable and should be entered manually.

6. Task tracking and allotment - IPM+ has the data of the various modules of the project. Who is assigned which module and which task in the module is clearly entered into IPM+. The deadlines to complete the tasks are also entered into IPM+ in the initial stages of execution. Any violations by employees in terms of deadlines are clearly visible against the employees name and are recorded for performance tracking purposes.

7.Defect prevention -These are the steps followed to perform DP analysis. a. DefectActionTaken to Defect- Action Taken b. DefectType to Defect- Type c. DefectPhaseDetected to Defect- Detected Stage d. DefectPhaseInjected to Defect- Injected Stage e. DefectCause to Defect- Cause f. DefectImpact to Defect- Severity

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8. Dart Management- DART refers to daily activity reporting tool and the tasks are pushed in to Dart (Time Utilization tool filled by employees on daily basis). Push to Dart is enabled for an Allocated/Delegated GPM,PM,PL,ML. the data filled in DART is then compared with the assigned time. and is checked for any kind of deviation from the assigned time. 9. MSR- Monthly Status report can be generated from the tool and that can be reviewed or sent to the client. 10. Team management- All the members of the project can be added in IPM+ to assign task according to their skills. and manager can keep track of the activities done by each member by the time they fill DART. 11. Document management- All the document related to Project can be managed through this tool. who all can access which document and what all documents is to be submitted by the employees and are they submitted on time. 12. Migration- Migration of any task and sub project can be done through the tool. 13.Milestone reports- this is another kind of report that is being generated after completion of any task or milestones or modules. and has to be reviewed or submitted to client or higher authorities. 14. Request Management- Any kind of enhancement and defects can be added into IPM+, so all project related tasks can be developed and managed from the tool 15. Risk Profiling-Risk Profiling is now an integrated step in the overall project management process. IPM+ is the only system for project managers for risk profiling, planning and tracking Risk profiling at the defined frequency made mandatory by having checks during PM plan and milestone report submissions (This is waived for the first 30 days of rollout of the integrated systems). Maturity Summary Risk History Risk Score Trend Allocation Trend Client Complaints 16. PM PLAN- PM plan can be generated. how to proceed in which activity and what are the stages, costs and many more. this is done on the basis of previous projects and activity.

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Another tool that is used in progress monitoring of projects is MS Project In Microsoft Project, the structure or organization of a plan is achieved by "indenting" tasks in the Gantt chart to show the different levels of detail in a project. The Microsoft Project plan shown below is an example of this outlining technique.

WBS Chart Pro uses the outline that you create in Microsoft Project to generate a hierarchical view of the data. The corresponding chart of the above Microsoft Project plan created by WBS Chart Pro is shown below.

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By default, WBS Chart Pro displays the summary tasks in the project as boxes with shadows. Tasks (including milestones) that are subordinates to the summary tasks are listed directly under their respective summary task. Since summary tasks in Microsoft Project contain an assortment of rolled up information, you have the option of displaying this information in the summary task boxes. Critical Path information can also be shown in the WBS chart and is displayed above by the red and blue shadows. Microsoft Project (MSP, MSOP or WinProj) is a project management software program, developed and sold by Microsoft, which is designed to assist a project manager in developing a plan, assigning resources to tasks, tracking progress, managing the budget, and analyzing workloads. MS Project was the company's third Microsoft Windows-based application, and within a couple of years of its introduction it became the dominant PC-based project management software.

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Although branded as a member of the Microsoft Office family, it never has been included in any of the Office suites (like Visio). It is available currently in two editions, Standard and Professional. MS Project's proprietary file format is .mpp. Microsoft Project and Microsoft Project Server are the cornerstones of the Microsoft Office Enterprise Project Management (EPM) product. Microsoft Project 2010 features the Ribbon user interface.

History

Microsoft Project was initially proposed by Microsoft's Manager of Product Development, Alan M. Boyd as an internal tool to help manage the huge number of software projects that were in development at any time inside the company. Boyd wrote the specification and engaged a local Seattle company to develop the prototype. The first commercial version of Project was released for DOS in 1984. Microsoft bought all rights to the software in 1985 and released version 2. Version 3 for DOS was released in 1986. Version 4 for DOS was the final DOS version, released in 1986. The first Windows version was released in 1990, and was labeled version 1 for Windows. In 1991 a Macintosh version was released. Development continued until Microsoft Project 4.0 for Mac in 1993. In 1994, Microsoft stopped development of most of its Mac applications and did not offer a new version of Office until 1998, after the creation of the new Microsoft Macintosh Business Unit the year prior. The Mac Business Unit never released an updated version of Project, and the last version does not run natively on Mac OS X. Microsoft Project 95 was the first to use common Office menus. Microsoft Project 98 was the first to use Tahoma font in the menu bars and to contain Office Assistant, like all Office 97 applications. Project 98 SR-1 was a major service release addressing several issues in Project 98. Versions were released in 1992 (v3), 1993 (v4), 1995 (4.1a), 1998 (9.0), 2000 (10.0), 2003 (11.0), 2007 (12.0) and 2010 (14.0). There was no Version 2 on the Windows platform; the original design spec was augmented with the addition of macro capabilities and the extra work required to support a macro language pushed the development schedule out to early 1992 (Version 3).
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Features

Project creates budgets based on assignment work and resource rates. As resources are assigned to tasks and assignment work estimated, the program calculates the cost, equal to the work times the rate, which rolls up to the task level and then to any summary tasks and finally to the project level. Resource definitions (people, equipment and materials) can be shared between projects using a shared resource pool. Each resource can have its own calendar, which defines what days and shifts a resource is available. Resource rates are used to calculate resource assignment costs which are rolled up and summarized at the resource level. Each resource can be assigned to multiple tasks in multiple plans and each task can be assigned multiple resources, and the application schedules task work based on the resource availability as defined in the resource calendars. All resources can be defined in label without limit. Therefore it cannot determine how many finished products can be produced with a given amount of raw materials. This makes MS Project unsuitable for solving problems of available materials constrained production. Additional software is necessary to manage a complex facility that produces physical goods. The application creates critical path schedules, and critical chain and event chain methodology third-party add-ons also are available. Schedules can be resource leveled, and chains are visualized in a Gantt chart. Additionally, MS Project can recognize different classes of users. These different classes of users can have differing access levels to projects, views, and other data. Custom objects such as calendars, views, tables, filters, and fields are stored in an enterprise global which is shared by all users.

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Bibliography

Wikipedia http://www.infosys.com/industries/high-technology/whitepapers/Documents/integrated-product-management.pdf

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