INCTR’s Web Portal



A web portal, as the name implies, is a single point of access to a set of linked applications, available via the World Wide Web (www), that are of interest to a range of users. Portals then, unite users who share a common, overarching interest (e.g., the mission of INCTR) within which their roles and functions may be very different, and lead to much more effective communication and collaboration. The applications available via the portal have a consistent look and feel with regard to the way in which information can be accessed or functions executed, such that users are not even aware that they are using multiple different applications. Portals provide access to electronic work spaces or sites, each designed for a different user group, one of which may be the general public. In this sense they provide “horizontal” mobility, i.e., from one user group (or site) to another and “vertical” mobility, to the various elements within the group site. Each of the portal sites is entered via its own “home page” and contains a set of applications that permit the uploading and downloading of information relevant to the user group, as well as group activities, such as discussions or surveys. Group members may be anywhere in the world, the sole criterion for access to the portal being access to the Internet – broadband is essential for uploading and downloading files in a realistic timeframe.

A portal is much more interactive than a standard website. It permits users (those, at least, who are given, through passwords, the necessary privileges) to themselves modify (or customize) both the home pages, create new elements, including document and picture libraries, and modify the content of the various applications that can be accessed from the home page. Documents can not only be uploaded or downloaded, but may also be edited by members of the group who have contributor or administrator privileges (readers may not modify or contribute content). Modifications to documents are automatically tracked, and automatic e-mail alerts allow group members to know when modifications have been made. While editing documents, users are able to send e-mails to the entire site user group or to selected members. Site administrators can create new work spaces, e.g., for selected users or previously existing groups in order to work on a particular document or meeting and portal administrators are able to create entirely new sites as and when necessary.

The INCTR portal is constructed with Microsoft Share Point Portal Software and generously provided to INCTR by Capital Technology Information Services, Inc. The portal home page can be reached via INCTR’s web site, http://www.inctr.org/, or directly, e.g., by including the home page in the list of “favorites” in the user’s own web-browser. The main home page provides a broad range of information, including lists of events, announcements, contact lists, links to other organizations and open source materials, such as data bases and medical books, and document and picture libraries. The main document library, accessible from the Quick Launch Bar of the home page, contains INCTR progress reports and the INCTR Charter as well as several PowerPoint presentations. The main picture library contains a large number of downloadable digital photographs taken at various events, such as strategy group meetings and annual meetings. From the main home page, users can access, again, via the Quick Launch Bar, INCTR’s programs, strategy groups, committees etc. (see picture). Branches can be accessed by clicking on the appropriate part of the world map, or via the branches and offices link. Returning to the home page is always just a mouse click away.

An administrative site, accessible to INCTR staff, includes INCTR’s main data base of contact information as well as various working documents and the INCTR calendar. The latter, accessible to INCTR staff anywhere in the world, ensures that everyone is informed about future events, which can also be listed in chronological order rather than in a standard calendar view, so that all INCTR activities are documented. Each office or branch site has its own calendar, document and picture libraries, such that with a few mouse clicks, INCTR staff can check on events that will or have taken place on the other side of the world (as long as, of course, information is kept updated). INCTR staff also have working sites for annual meetings and NETWORK.

Public sites, such as the Education and Palliative Care sites, provide a great deal of information. Almost all of the presentations of the last two INCTR annual meetings are available from the Education site, as well as PowerPoint presentations on the staging of several cancers, while an electronic version of INCTR’s palliative care guidelines (also accessible via INCTR’s conventional website, via the Palliative Care program) can be consulted or downloaded.

The Members Forum site should prove to be of particular interest to INCTR members who may both contribute content and download pictures, presentations and documents. In the course of time, it is hoped that this site will develop into a valuable resource – in essence a “community of practice” where members can engage in discussions on topics of their choice, create or respond to surveys and find a range of educational materials. INCTR would value suggestions from members as to how the Members Forum can be made more valuable – but of course they also can play an important role in this process themselves, by simply uploading materials likely to be of interest to other members. Since most INCTR members are not used to this form of interaction, it is anticipated that it will be some time before this site is widely and regularly used. Members should contact INCTR for further information.

Of course, while INCTR’s Web Portal is already a valuable tool, for various reasons, including poor Internet access, uncertainty as to how to use the portal, or difficulties relating to variability in software and hardware throughout the world, only a small proportion of INCTR’s members and collaborators presently use it regularly, although it has already become a valuable tool for INCTR staff. As with all worthwhile endeavors, some investment is required to gain maximal benefit. INCTR has, therefore, created guidelines to the use of the portal that have been sent by e-mail to all INCTR members and are available in the main document library. We would greatly appreciate feedback on both the portal and guidelines.

As technological advances continue at a rapid pace, it is expected that the portal will become ever more easy to use, and ever more valuable, helping to ensure that our colleagues in the remotest corners of the world no longer feel isolated, but are able to stay in touch as readily as if in the next room!

Ian Magrath, INCTR,
Brussels, Belgium
and Raj Shah, CTIS inc.,
Rockville, USA