SharePoint Intranet Governance Sample Outline The following PPT provides an outline for any organization to leverage as a baseline when developing your governance plan for SharePoint. For more information on SharePoint Governance, collaboration, ECM, and knowledge & project management strategy, planning & deployment, please check out: www.pmpinsights.com and follow me on Twitter:@pmpinsights
A solid outline to get an organization started with their governance plan. All the topics they need to consider for a well thought out approach to govern and manage SharePoint as an IT service. Additional consultant commentary is included. Please see www.sharepointpmp.com for more on optimizing SharePoint, collaboration, ECM, Projects, and Knowledge Management in your organization.
Citation preview
1. SharePoint Intranet Governance Sample OutlineThe following
PPT provides an outline for any organization to leverage as a
baseline when developing your governance plan for SharePoint. For
more information on SharePoint Governance, collaboration, ECM, and
knowledge & project management strategy, planning &
deployment, please check out:www.sharepointpmp.com and follow me on
Twitter:@sharepointpmp
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155
Strategy & Deployment: Over 15 years consulting, managing
projects, & evangelizing collaboration, knowledge management,
ECM, and solutions/information architecture.
7. Prior Speaking Engagements: most recently 2010 SharePoint
Summit and previously related IT/Business Alignment
Conferences
8. Technology: Microsoft SharePoint, eRoom, Documentum, Lotus
Quickr, Connections, Notes among the many competing portal,
collaboration and ECM platforms.
9. Certifications: MBA, Project Management Professional (PMP),
Six Sigma Green Belt.
10. Past Positions: Previous Sr. Consulting roles at IBM, EMC,
KPMG, HP.
11. NouvEON.A New Era in Consulting Services
Serving Fortune 1000 & Mid-market companies,NouvEONis an
employee-owned management consulting firm that delivers high-value
solutions with 100% Referenceability. We are differentiated by our
Employee Owned Network (EON), quality to cost value,
referenceability, and experience. NouvEONpassionately delivers
value to our clients, employee owners and partners through our
Practices and Knowledge Domains.
Practices
Financial
Services
Energy &
Utilities
Raleigh
Charlotte
Organizational Change
Knowledge Domains
Systems Integration
Delivery Management
NouvEONs Value Proposition:
Strategy
Process Excellence
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155
3
12. Governance uses people, process, technology, and policies
to define a service, policies, roles, responsibilities, resolve
ambiguity, and mitigate conflict within an organization.
What is Governance?
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155
13. Strategic
Objectives, Business Alignment, Roles and responsibilities,
Metrics
Operational
How to accomplish common tasks such as creating a new
site,training, support, security,customizations,etc
Technology
Leveraging features and tools to enforce policies and security
through technology, architecture, backups, etc
Policy
Collection of principles - Acceptable use, legal, branding, what
site owners, designers, developers should/shouldnt do
SharePoint Governance
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155
14. Intranet Objectives
Publish internal related content (HR, Finance, Talent, departments,
etc)
Collaborative team sites and document sharing
Manage internal processes (recruiting, sales, etc)
Collect knowledge and documents in a centrally available, secure,
and searchable platform
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155
15.
Intranet SiteMap/Model - example
This is what Microsoft provides as a start. Youll want to make your
own governance model & sitemap based on your
organization.
Right now you have 1 site and just pages underneath that. Each area
of the triangle might represent a separate site collection in
SharePoint. Most likely youll have 1 site collection for your
organizations intranet, a 2nd for Projects, and a 3rd for My
Sites.
17. Governance Roles
Executive Sponsorship
?
?
Quarterly Meetings
Governance Committee
Marketing
IT
Finance
Recruiting
?
Monthly Meetings
(and online discussions)
Advisory
?
Program Oversight
?
?
Meet as required
Project Mgt / Admin/ Support/ Development
?
Youll want to fill out something along these lines that maps to you
how your organization will manage and make decisions about the
overall system.
19. Metrics
Website traffic (overall and specific pages)
Size of sites (storage)
Growth of knowledge domain resource library
Process adoption (# and types of internal processes managed on
SharePoint)
Project adoption (# of types of project sites created
# of email attachments being sent
# of customization or feature enhancement requests
Contributions to key internal discussion threads
Contributions and responses to the organizational blog
User surveys (using SharePoint of course)
These are metrics you might consider measuring and promoting to the
user community.
20. Operations
Site Creation
Managing Metadata
Archiving and Retention
Account Access
Training and Best Practices
Custom Solutions/Development/Site Design
Testing/Updates
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155
21. Site Creation Process
13
Define process how users will create a site, how that site creation
process will happen and by whom.
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155
22. Managing Metadata
14
This is about defining certain content types in a MOSS site
collection. The goal is have certain meta data fields attached to a
document and improve searchability. For example, an HR document
might be considered an HR content type with a security field to
indicate the document is private. Then you can actually apply a
security policy so all documents marked as HR and private are
restricted so only people in an HR group can view them. You have to
set all of this up as an admin ---- the general term here is
Information architecture for SharePoint.
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155
23. Archiving & Retention
15
Whats the process around archiving sites that have not been access
in X days or months?
What information will be retained? For how long? Whats the process
for archiving and where will archives be stored?
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155
24. Account Access Process
Employees
Volunteers
External
16
Youll want to define what type of user can gain access to the
intranet, who has access or how these types of users can request
access.
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155
25. Training / Best Practices
Live and recorded webinars examples
Basics Intro
Advanced
Best Practices series (e.g. project management using SharePoint,
knowledge management, workflows, managing proposals, communication
through blogs, idea management, etc)
17
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155
26. Custom Solutions / Site Dev & Design
18
If a user requires custom solution or site design how do they get
that?
Whats acceptable and whats not with respect to custom
development?
Can just any user leverage SharePoint Designer?
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155
31. Physical to Logical
Physical Server
Web Application(s)
Top Level Site(s)
Site Collections
Site(s)
Site Collection
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155
32. Network System Architecture
24
EXAMPLES
Production
Test
You have a few options here. SQL, indexing, and web front end (WFE)
can all reside on 1 server given you have a small user community.
However, you might consider separating the SQL server on its
own.
36. Security
28
How will users be authenticated? Using AD?
What about groups and permissions?
What groups will have what permission to which part of certain
sites?
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155
37. Site Roles & Responsibilities
29
The intranet is built using Microsoft Windows Office SharePoint
Services (MOSS) which is comprised of collections of individual
websites. Each website has users and groups who can be assigned
permissions to the overall site and individual lists, libraries,
folders, documents, items, etc Youll want to outline you site roles
& responsibilities specifically for your organization.
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155
38. Site Structure and Permissions
By default, sites can have lists and lists have items. Sites can
also have sub-sites to further restrict access to certain content
or allow users to more easily search the hierarchy of
sites/sub-sites. Additionally, groups or individuals can be
assigned access and specific permissions to the site, lists, items,
and sub-sites.
Access to Groups or Individuals
and Assigned Permissions
Sites
(intranet pages, wikis, blog, team, document, meetings)
Recommended to use groups where possible.
Lists
Document libraries, calendars, discussions, surveys, custom,
etc
Items
Folder, Files, calendar item, contact, customer, image,
custom
Sub-Sites
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155
39. Site - Default Groups
31
You can also create your own groups within each site which can be
used to restrict access to specific lists or items within the site.
For example, a site might have an Engagement Manager, Project
Manager, Developer, or Contractor group. Another example might
include groups for Executive Team, Senior Leadership, Marketing,
Finance, etc
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155
41. Site Roles & Responsibilities
Specific to your organization
33
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155
42. Policy
Application Use Guidelines
Client or Mobile Access
Legal, Acceptable Use
General Site Roles and Responsibilities
Blog usage
My Sites
Branding and Use of Marketing Assets
34
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155
49. For assistance in developing your governance plan or more
information on SharePoint Governance, collaboration, ECM, and
knowledge & project management strategy, planning &
deployment, please check out:www.sharepointpmp.com and follow me on
Twitter:@sharepointpmpor contact:
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155
