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1. Web server hardware in a data center with an OS and Web server software; backup software and, in some cases, a database and application server.

2. A graphic design and layout plan for the site.

3. Navigation and information architecture design.

4. A Web content management system (WCM) — necessary only if content changes frequently, there is an abundance of content contributors, or there's a requirement to quickly create new extranets.

5. Portal server (ex: PlumTree) and/or application server (ex: WebSphere) — necessary only if connecting to back-office applications in a meaningful way. A portal server or application server can also act as the user management/access control/permissions management system, with customization. Many application servers now come with "portal server" versions. Normally, a portal server or a Web content management system is deployed. Occasionally, both will be used on the same project, for their specific strengths.

6. A training program for the Web content management system and/or portal system (this should be an ongoing program at some level, because system users come and go).

7. A method to manage and authenticate site visitors. For an extranet, this typically requires a database and some code to authenticate the site visitor against a password. The system also needs to enable administrators to view the lists of users and add/modify user accounts, and include a process for site visitors to self-manage accounts. If different types of users have access to different sets of content, the system will also have to manage "permissions." With intranets, access control can often be provided by existing systems such as LDAP. With extranets, the independent system may be connected to the existing internal system to gather the lists of authorized users from inside the organization.

8. A content plan — and the content itself — in order to launch.

9. A staff member to manage the WCM system and the other software on the Web server, including any access control or permissions system. They may also be able to manage ongoing training of new users. In the case of extranet projects, this person usually handles the creation of new extranets.

10. Either an external data center with managed services who manages the Web servers or an internal staff person who ensures that the Web server (and software) is running and stays running manages backups, security, etc.

11. Search: extranets may not need a search function if the content is limited. Intranets almost always need search.

12. User utilities — calendar systems, employee/team directories, bulletin board or blog systems, poll or survey systems, and task tracking systems (normally for project-type extranets only) — are common requirements. Some Web content management systems come with these functions. Others may not, requiring them to be purchased and installed (and administered) separately.

The Role of Web Content Management and Portal Software

A Web content management system is almost mandatory for an intranet (unless a portal product with embedded WCM functionality is used). With an extranet, WCM is often a good idea — especially with the requirement to add new sites. Again, if the purpose of the extranet is to expose content from a back-office application, the project is more portal-like and probably needs a portal server or application server.

A well-implemented Web content management system will provide organizations with a management framework for site management and administration. Content authors and editors will be able to manage and maintain relevant, timely content — accessible to authorized users from any location — that is easy to deploy and cost-effective. In addition, the WCM system controls the extranet's structure (and look-and-feel), thus ensuring that no one can break a well-designed navigation and layout scheme, while providing the power for non-technical people to create new sections, or even new extranets, efficiently and easily.

Ease-of-use for the Web content management system is critical. If an extranet's content isn't accurate and useful, visitors won't return. If the content isn't easy to update, it won't get updated, and the extranet will fail over time.

A Few Final Thoughts

Consider these final thoughts on creating a successful extranet project:

• Concentrate on a simple, attractive interface and navigation system

• Plan for site replication if it's part of the project; plan the layout and design, the content to be copied over, and the software to make the process happen.

• Appoint a business owner who manages the ongoing process of creating new extranets, training new content contributors (if you have a WCM or portal system) and coordinating changes with IT and external vendors (if any).

• Plan to market the extranets to their intended audience. This is not a "build it and they will come" scenario. Marketing doesn't mean once — it's a good idea to issue ongoing reminders to users. If possible, post important content on the extranet that's available nowhere else. That's a great way to ensure regular use.

• Think hard about whether collaboration features are necessary or desired. Empty chat rooms and bulletin boards with nothing more than "me too" messages can be a waste of resources.

• Consider Web content management systems as a "management hub" for your extranet creation system. Some hosted WCM software systems can act as an "extranet in a box," and may enable the team to focus on management of extranet content, rather than managing the technology behind the scenes.

Jim Howard is CEO of CrownPeak Technology in Marina del Rey, Calif.