Sample Chapter 4 (Analysis and Interpretation of Data) - Intranet Technology

 

Chapter IV

 PRESENTATION, INTERPRETATION AND ANALYSIS OF DATA

 

This chapter shall discuss the findings obtained from the primary instrument used in the study. It shall discuss the characteristics of the respondents, their intranet-use behavior, and their perceived strength and weaknesses of intranets. In order to simplify the discussions, the researcher provided tables and graphs that summarize the collective reactions of the respondents.3

Characteristics of the Respondents

 

 

The study’s population is composed of the employees of the Mosscare Housing LTD. The respondents numbered to twenty-five (25). The table below summarizes the gender of the respondents. The table shows that majority of the respondents are male.

 

Table 1.  Gender of Respondents

Sex	Frequency
Male	19
Female	6
Total	25

 

 

Moreover, the table also shows that the population of the male respondents is over thrice the size of the female. This is illustrated on the figure below. The figure shows that the male employees outnumber the female, 76% to 24%.

 

Figure 1. Gender Distribution of the Respondents

 

 

 

 

 

 

 

 

The study also sought the diversity of opinions regarding the use of the intranet, thus it sought the responses of the different departments in the company. The table below summarizes the reactions of the respondents. The study sought the help of nine departments; nonetheless, the survey only obtained pertinent data on seven departments.

 

Figure 2. Department of Respondents

Department	Frequency	Percentage
Repairs	2	8
Lettings	3	12
Rent	0	0
Finance	3	12
Marketing	5	20
Administration	7	28
Development	2	8
IT	3	12
Others	0	0
Total	25	100

 

Based on the collective results of the most well represented department is from the Administration department providing 28% of the total respondents. The Marketing department follows this with 20% of the population coming from their keep. The Lettings, IT, and Finance Departments individually provided 12% of the population. Similarly, the Repairs and Development Departments furnished the study with 8% apiece. The percentage of distribution is illustrated in the figure below.  It can be posited that the major users of the intranet technology in the company are those among the Administration and Marketing departments probably because of the web pages available in the internal network caters more on the said departments.

 

Figure 2. Departmental Distribution of Respondents

The Use of Intranet Technology

This part of the chapter shall discuss the intranet-use behavior of the respondents as measured by the survey questionnaire. It is established that the intranet of Mosscare could only be used in the premises of the company. This is reflected by responses of the employees stating that they could not avail the intranet services of the company at the comfort of their own home. On the other hand, the table below summarizes the respondents’ reaction on the regularity of their use of the technology. According to the data, almost half of the population scarcely uses the technology while twenty-percent of the respondents stated that they use it seventy five percent of the time they spend on the office.

Table 3. Frequency of Intranet Use

Particulars	Frequency	Percentage
Nearly Always	4	16
75% of the time	5	20
50% of the time	2	8
25% of the time	3	12
Hardly ever	11	44
Total	25	100

Moreover, 16% of the respondents stated that they avail of the technology practically the entire time of their stay in the office. The data also shows that 12% of the respondents spend a quarter of their office time in utilizing the technology while only 8% noted that they spend half. The said information is illustrated in the figure below.

Figure 3. Trends in Responses

The study also took note on the level of importance of the web pages available in the intranet service. In a study made by Lai (1998), he noted that in order to reap the full benefits of intranets, organizations are extending their intranets to reach their key customers, suppliers, and/or trading partners. The table below summarizes the responses of the employees. Based on the employees’ reaction, over half of them stated that the online news services about the company were rather important while 20% of them stated that it is important. This is similar to the results incurred by the provision of news on the intranet.

Table 4. Use of Intranet Pages

Particulars	Important	Rather Important	Not Sure	Not Very Important	Not at all Important	Total
Online News	20	52	16	12	0	100
News	20	52	16	12	0	100
Business	32	24	20	16	8	100
Sub contractors	60	8	0	32	0	100
Inside Mosscare	100	0	0	0	0	100
Property Agents	48	16	20	0	16	100
Leisure	72	28	0	0	0	100
Others	0	8	76	12	4	100

On the other hand, a third of the respondents stated that the business section of the intranet service is important to them. Nonetheless, twenty percent are not sure while sixteen percent are slightly not impressed on the said feature. In addition, an astounding sixty percent of the employees stated that the Subcontractors section is important for the company. Nonetheless, one-third of them are stated that it is not that important. Moreover, all the employees stated that the web page pertaining to the happening inside the company is important. On the other hand, practically half of the respondents stated that the web page containing the property agents of the company is important. Nonetheless, 20% are not sure of the importance of it while 16% stated that the web page is not at all important. In a lighter note, almost three quarters of the respondents stated that the leisure section is important. This is affirmed by the remaining 28% stating that the web page is moderately essential. The said responses are illustrated on the figure below.

Figure 4. Intranets Pages’ Level of Importance

 

 

On the other hand, the study also measured the perception of the respondents regarding the intranet technology. The reactions are summarized on Table 5. Based on the said inquiry, the employees strongly agreed that Intranets could be used for publishing not only text and graphics but also audio, video and interactive applications. Likewise, the employees also strongly agreed that intranet results in the change of the calendar driven publishing schedule to a needs based publishing of documents. On the other hand, the respondents agreed that the intranet reduces the cost and time of publishing and distribution of documents. Similarly the employees agreed that they probably do not need elementary keyboard skills in using the intranet, however, they admitted that in using the intranet, an employee would need to know how to use a mouse. They also agreed that the intranet leads to widespread information dissemination as well as the fact that the intranet leads to more informed decision-making. The employees also agreed that the Mosscare’s intranet gets updated automatically, thus made communication more efficient and effective.

Moreover, they also agreed that the changes to documents are made as needed and uploaded unto the intranet for immediate access for users as well as in the fact that the intranet provides a simple point and click way to surf through a web of hyper linked documents. The respondents also admitted that the intranet tends to be accessed more frequently and more widely by users throughout the organization.

Table 5. Responses of the Respondents

	Particulars	Weighted mean	Interpretation
A	The intranet reduces the cost and time of publishing and distribution of documents.	3.48	Agree
B	The intranet results in the change of the calendar driven publishing schedule to a needs based publishing of documents.	3.75	Strongly Agree
C	Changes to documents are made as needed and uploaded unto the intranet for immediate access for users.	3.18	Agree
D	Intranet has reduced work stress.	2.19	Disagree
E	Intranet has made communication more efficient and effective.	2.73	Agree
F	It’s hard to learn how to use Mosscare intranet.	1.75	Disagree
G	The intranet provides a simple point and click way to surf through a web of hyper linked documents.	3.28	Agree
H	In using the intranet, the entire staff needs to know is how to use a mouse.	3.23	Agree
I	Employees probably do not need elementary keyboard skills in using the intranet.	3.56	Agree
J	The intranet tends to get accessed more frequently and more widely by users throughout the organization.	2.81	Agree
K	The intranet leads to widespread information dissemination.	3.40	Agree
L	The intranet leads to more informed decision-making.	3.22	Agree
M	Intranet Is the technology system of the year.	2.18	Disagree
N	Users can access not only static information but also dynamically generated information from corporate databases.	3.71	Agree
O	Intranet has made the Mosscare more competitive against other organization.	2.50	Disagree
P	In the intranet, web pages get updated automatically.	3.00	Agree
Q	Intranets can be used for publishing not only text and graphics but also audio, video and interactive applications.	3.57	Strongly Agree
R	Information is readily available to everybody in the intranet without the need for filtering and processing by various levels of management and staff.	2.93	Agree

 

Moreover, they also agreed that the users could access not only static information but also dynamically generated information from corporate databases. In addition, they also agreed that the information is readily available to everybody in the intranet without the need for filtering and processing by various levels of management and staff.

 

On the other hand, the respondents stated that the intranet has not made the Mosscare more competitive against other organization. They also disagreed that it has reduced the stress they acquire from work. Nonetheless, they stated that it is not hard to utilize the Mosscare intranet. This affirms the recent study that intranets did not foster more employee cooperation perhaps due to the lack of knowledge pertaining to the technology’s capabilities or a lack of incentive. (Lai, 2001) Moreover, in consideration of the study of Lai (2001), Mosscare has effectively accomplished one of the success factors brought about by intranets, the company is successful in ingraining the technology in the culture of the company that accessing the network is among the personnel’s necessity. Besides, as noted by Ward (2002), benefits such as competitiveness, communications and content management (the big ‘C’s’) were rated the most important.

 

Challenges and Opportunities on Intranets

 

This part of the chapter shall discuss the strengths and weaknesses of the technology of intranets as perceived by the employees of Mosscare. According to the respondents, the system is makes it easy to communicate with co-staffs. This means that memos are sent faster as well as other form of correspondence provided that it is internally concerned. Moreover, the employees stated that it made file sharing, transfer, and management is much simpler. This way, there is no need to ask for documents from co-worker. Similarly, they stated that important documentation could be secured. Nonetheless, they also noted that with the technology, there is an easy access on property development and made management reporting more efficient. They are also aware that the information in the intranet is updated daily. Thus, properties can be monitored and made the tenacities manageable. This way, the personnel can manage their work well, ensuring the efficiency of the company.

 

In addition, they also stated that Intranet lessens legwork and paper work environment and promotes an efficient file management. It also furnishes the company with easier access to other departments. The staff can find solutions to most of the work related problems in the intranet thus providing a flexible framework the will suit the work’s needs. It also provides other features such as sites of properties, maps and directions as well as tools, properties, and renovations and retrieved in a faster rate.  This enhances information management and efficiency of work. Besides the provision of general information, it also promotes less talking, more time, more work done. Moreover, discussion forums can be done without going to the conference room. This affirms the study of Lai (2001) that found out that there were areas of use that were more common than others. In Human Resource arenas, more than 80% application rate was found. HR was able to put corporate documents, guidelines and manuals on the Web instead of printed material that was sometimes distributed to every individual employee.

 

On the other hand, the employees also provided several points on how to improve the intranet technology of Mosscare by pointing out the weak point of the system. Apparently, there is a lack of the initiative in updating the mapping sites, properties and renovation. The respondents stated that this should be addressed. Although the network provides security for the documents of the company, there is also the need to upgrade it specifically those pertaining to other tenant property. The employees also recommended looking into the development of the small-scale transfer proposals in the intranet.