Groupware is provided free with the Internet in a simplified form. You can use manually prepared electronic mailing lists for sending around items for discussion. You can use free list server software to automate the process. You can use internal non-public newsgroups for announcements and discussion. Low cost and free web based conference systems are available.
Workflow systems allow automated routing of electronic forms around an organisation.
At each step there are a defined set of items to be completed, calculations made and checks on data. However, if you do nothave a complex application, just have the form e-mailed around and manually completed. Some e-mail applications now include simple workflow functions. I dislike the term intranet , but suspect we are stuck with it. Technically an intranet is an internet that is not connected to the Internet.