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

1. Needs Analysis

   • Interviews with department heads and legal staff

   • Definition of sensitive content workflows and data access policies

2. Design & Prototyping

   • UI/UX wireframes tailored for government usability

   • Prototype of the document management module tested with internal users

3. Development

   • Modular implementation with secure APIs

   • Integration with national government services and internal email

4. Deployment & Training

   • On-premise or cloud deployment (depending on sensitivity level)

   • Training for all staff; dedicated sessions for superusers

5. 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.