Digital Enterprise

Development of the Intranet Portal for the Ombudsman Office (People’s Advocate)

Client

Office of the Ombudsman (People’s Advocate Institution), Republic of Moldova

Objective

To develop a secure, efficient, and user-friendly intranet platform to streamline internal communication, collaboration, document management, and knowledge sharing among departments of the Ombudsman Office.

The platform supports the institution’s mission of protecting human rights by improving its internal capacity to manage cases, policies, legal procedures, and interdepartmental coordination.

Key Features

1. Internal Navigation & Structure

Custom intranet portal with separate access for each department (e.g., Human Rights, Anti-Discrimination, Children’s Rights)
Personalized dashboards for staff with access to relevant data and tasks
Smart search across procedures, cases, and internal memos

2. Document Management System (DMS)

Secure repository for internal reports, case files, circulars, policies, and HR documents
Version control, tagging, and expiration dates for documents
Templates for legal opinions, petitions, and audit reports

3. Internal Case Tracking Module

Monitoring of complaints and cases handled internally before being recorded in public systems
Assignments, deadlines, follow-up reminders
Internal collaboration on case resolution

4. Events, Training & Knowledge Hub

Calendar with internal training sessions, public hearings, and deadlines
Repository of legal references, case studies, and EU/OHCHR guidelines
Notifications for legal updates or organizational policies

💬 5. Communication Tools

Internal announcements and news feed
Feedback collection and staff polls
Integration with Outlook and internal messaging tools (e.g., Rocket.Chat or Mattermost)

6. User Management & Security

Role-based access control for documents and modules
Integration with national authentication services (e.g., MPass)
Audit logs of actions and sensitive document access

Technology Stack

Layer Technology

Frontend SharePoint / Vue.js / Bootstrap

Backend ASP.NET Core / PHP Laravel (for modularity)

Database MS SQL Server / PostgreSQL

Authentication Active Directory / MPass Integration

Hosting On-premises or MCloud (secured government cloud)

Implementation Phases

Needs Analysis
- Interviews with department heads and legal staff
- Definition of sensitive content workflows and data access policies
Design & Prototyping
- UI/UX wireframes tailored for government usability
- Prototype of the document management module tested with internal users
Development
- Modular implementation with secure APIs
- Integration with national government services and internal email
Deployment & Training
- On-premise or cloud deployment (depending on sensitivity level)
- Training for all staff; dedicated sessions for superusers
Support & Maintenance
- Continuous feedback loop for future enhancements
- Security audits and regular backups

Results & Benefits

Area Impact

Document Access 70% faster retrieval of internal policy and legal documents

Internal Communication Centralized and standardized

Case Handling Efficiency Improved internal coordination before formal registration

Knowledge Retention Structured legal knowledge base accessible to all staff

Data Security Full access control and traceability for sensitive content

Staff Satisfaction Positive feedback on usability and speed of communication

Conclusion

The Ombudsman Intranet Portal plays a pivotal role in increasing internal operational effectiveness, legal coordination, and staff collaboration in Moldova’s national human rights institution. It creates a secure digital workplace aligned with institutional values and international best practices.