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An collaborative intranet: the Aelia case study

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Aelia's Aeliapedia intranet addresses all employees, specifically targeting shop advisers who need to have access to a lot of information as part of their daily work. Aelia selected the XWiki Enterprise solution back in 2007 and has been working with XWiki SAS ever since.

This facilitated knowledge building and streamline communication through an easy to use interface that was fully integrated in the existing information system at a reduced cost.

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An collaborative intranet: the Aelia case study

  1. 1. CASE STUDY AELIAPEDIA : Aelia’s intranet for collaboration
  2. 2. XWiki SAS - 35/37, rue Beaubourg - 75003 Paris Tel: +33 (0)1 45 42 40 90 Fax: +33 (0)9 59 26 92 14 Email: contact@xwiki.com Website: www.xwiki.com 2 Aelia is the 4th biggest player on Europe’s duty free market. The company manages more than 140 stores spread in 20 airports and train stations in France, UK, and Poland. Aelia have chosen XWiki Enterprise to improve processes, communication and information sharing between its employees and its different services, in a context of distributed and multidisciplinary teams. Context The growth of the company and the rising volume of unstructured information brought up the need for a new intranet system. The new system would allow for information management to be more centralized and organized. It would also encourage a better collaboration between employees and services. Needs Aelia was looking for:  a federated tool that would allow a better organization of information  an easy-to-use tool that would make information available to everyone throughout the organization  a universal tool aiming at solving a broad range of needs Sector: Distribution Need: Improve the internal information system and the communication between the different services Solution: Intranet Product: XWiki Enterprise « XWiki's main strengths are its flexibility, its ease and speed of integration in an existing information system and the fact that users could become autonomous within a short amount of time. XWiki helped the company address various needs by bridging the gap between public data and professional data processing. XWiki offered Aelia the best of both worlds. » (Jean Leroux, DSI at Aelia)
  3. 3. XWiki SAS - 35/37, rue Beaubourg - 75003 Paris Tel: +33 (0)1 45 42 40 90 Fax: +33 (0)9 59 26 92 14 Email: contact@xwiki.com Website: www.xwiki.com 3 The main tool for collaboration May it be for the user directory, documentation or business applications (project management, training, etc.) wikis are now essential to Aelia. More than 2 300 pages are being visited on average each day, making wikis the central tool for collaboration. Aeliapedia The Aeliapedia intranet was developed to answer Aelia needs. The project was carried out by the DISO (Direction of Information System and Organization) and the Communication Department. After a pilot phase, which started in the beginning of 2008, the new Aeliapedia intranet was officially launched in March 2009. Based on XWiki Enterprise, the new intranet combines today more than 10 wikis, including Aelia Group wiki, Stores management and Aelia campus. Focus on Campus wiki Besides the standard XWiki features of collaborative management of documents, our tool allows the development of web applications. We used this ability in order to create an application to manage Aelia training materials. This application manages pages called reflex action sheets ”fiches réflexes” (FR). Each sheet, which is filled in by the person in charge of trainings, has several properties. This enables the sheets to be easily described and found. Those properties are:  list of job positions that are concerned by the sheet  the IT owner  the process owner  the update date  the language Another very useful property is the prerequisite one. It is indeed possible to set other sheets as prerequisite for the user to understand correctly the current one. And of course, the training material can be added to the page. This material can be either a video or a PDF file.
  4. 4. XWiki SAS - 35/37, rue Beaubourg - 75003 Paris Tel: +33 (0)1 45 42 40 90 Fax: +33 (0)9 59 26 92 14 Email: contact@xwiki.com Website: www.xwiki.com 4 The example of a reflex action sheet, with a video as the training material: This Campus application counts around 200 reflex sheets so far, they can be browsed by collaborators at any time: 2500 pages already created before the official launch Before the official launch in 2009, more than 2500 pages and 1000 products sheets were created, and the project had already recorded more than one hundred contributors out of Aelia’s 2,000 employees.