Extranet Case Study

What is an 'Extranet'?

An extranet is an extension of the intranet - into the outside world. Using an internet connection that leads to the servers back at base, any authorised computer in the outside world can access some or all of the intranet's facilities and data, whenever they need to.

An extranet treats the client computer's internet connection as if it was part of the company's LAN, and automatically obtains access to the intranet by use of secured identification and password technology - all of which is built right into the web browser. Because, once again, the software uses a standard web browser, there is little or no maintenance needed for extranet computers. And, as sometimes happens, a remote salesperson's computer breaks down, any web-enabled computer can be quickly employed as a replacement.

Extranet connections can be made by any standard internet connection technique, including dial-up modems, ISDN dial-ups, ADSL lines and dedicated leased lines. The speed of the internet connection determines how quickly the extranet's facilities will respond to the user's requests, so faster connections are always better.

Linking up with other software

Extranets can be linked up with other programs and systems that are used by the company. These can include accounting software, contact and sales management systems, 3D graphic design applications, job management systems, manufacturing and stock control, installation management, and distribution control systems. Data can be freely exchanged with most other programs using an open database connectivity (ODBC) or similar standard.

This gives the intranet the ability to join unrelated systems together intelligently, linking sales management systems with the customer database from the accounting system, or linking a job management system with the stock control and purchase ordering systems to automatically obtain new parts when supplies run low.

There are many ways this technology can be used to make a company's disparate software solutions into a more integrated system, saving on human resources that would otherwise be needed to orchestrate the relationships between those systems.

Why use an Extranet?

An extranet also provides a number of benefits to the business, both financially and in terms of effective time and staff utilisation:

• Instant access: Staff can access company information, obtain quotes and proposal documents, get technical information, report problems and interact with other office-based staff in real time.
  
  
• Real-time processing: Unlike traditional paper-based field sales and satellite sales showrooms, the extranet-enabled showroom or salesperson can have information immediately, and finalise sales on-the-spot. Traditionally, paperwork is either faxed or mailed overnight for processing, and time consuming telephone calls would need to be made for credit approval, stock checks, technical queries and installation appointments.
  
  
• Lower upgrade costs: As for the intranet client computers, the extranet client computers do not require software updates in order to use new features and sections of the system.
  
  
• Easier maintenance: Because these client computers use a standard web browser to access the extranet, any computer can be quickly and easily set up to act as a replacement for a faulty one. This approach minimises the financial and time effects of equipment failure, and also means that less spare equipment needs to be carried in satellite locations such as showrooms.