SharePoint Intranet Governance Sample Outline - www.sharepointpmp.com

  • 8,089 views
Uploaded on

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. …

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.

More in: Technology , Business
  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Be the first to comment
No Downloads

Views

Total Views
8,089
On Slideshare
0
From Embeds
0
Number of Embeds
1

Actions

Shares
Downloads
391
Comments
0
Likes
5

Embeds 0

No embeds

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
    No notes for slide
  • PeopleRoles and responsibilitiesProcessHow to accomplish common tasks such as creating a new site or requesting new business requirementsTechnologyLeveraging features and tools to enforce policies through technologyPolicyCollection of principles - What site owners, designers, developers should/shouldn’t doPeople aspect – who does what and where does the responsibility end? Who is responsible for creating SharePoint sites? Who determines the templates and the processes to be included in a team site.Process – What happens when a site is no longer used? Do you delete the site? Archive the document?Technology – It’s not about what SharePoint can and can’t do what does the business want to do and can SharePoint be configured to allow a balance to achieve the business outcome?

Transcript

  • 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
  • 2. About Rich Blank
    Rich Blank, MBA, PMP
    Managing Consultant, NouvEON, Charlotte, NC
    • eMail: rblank@nouveon.com
    • 3. LinkedIn:http://www.richblank.com
    • 4. Blog: www.sharepointpmp.com
    • 5. Twitter: www.twitter.com/sharepointpmp
    • 6. Facebook: www.facebook.com/sharepointpmp
    Experience
    • 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.
    www.NouvEON.com
    6100 Fairview Road, Ste 560
    Charlotte, NC 28210
    704.944.3155
  • 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
    NouvEON’s 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/shouldn’t 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. You’ll 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 you’ll have 1 site collection for your organization’s intranet, a 2nd for Projects, and a 3rd for My Sites.
  • 16. Intranet SiteMap/Model - example
    www.NouvEON.com
    6100 Fairview Road, Ste 560
    Charlotte, NC 28210
    704.944.3155
  • 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
    ?
    You’ll want to fill out something along these lines that maps to you how your organization will manage and make decisions about the overall system.
  • 18. Responsibilities
    www.NouvEON.com
    6100 Fairview Road, Ste 560
    Charlotte, NC 28210
    704.944.3155
  • 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? What’s 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
    You’ll 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?
    What’s acceptable and what’s 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
  • 27. Testing & Platform Updates
    Process
    Communications
    Etc…
    19
    www.NouvEON.com
    6100 Fairview Road, Ste 560
    Charlotte, NC 28210
    704.944.3155
  • 28. Technology
    Architecture
    Platform change management
    Backup/restore
    Performance / Availability SLA
    Security (ssl, AD windows authentication, SharePoint group/user security matrix, etc…)
    20
    www.NouvEON.com
    6100 Fairview Road, Ste 560
    Charlotte, NC 28210
    704.944.3155
  • 29. MOSS Architecture Overview
    www.NouvEON.com
    6100 Fairview Road, Ste 560
    Charlotte, NC 28210
    704.944.3155
  • 30. Physical to Logical
    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.
  • 33. Platform Change Management
    25
    www.NouvEON.com
    6100 Fairview Road, Ste 560
    Charlotte, NC 28210
    704.944.3155
  • 34. DR/Backup/Restore
    Minimally Recommendations
    Backup SharePoint databases.
    Nightly full backups.
    26
    www.NouvEON.com
    6100 Fairview Road, Ste 560
    Charlotte, NC 28210
    704.944.3155
  • 35. Performance/Service Level (SLA)
    27
    www.NouvEON.com
    6100 Fairview Road, Ste 560
    Charlotte, NC 28210
    704.944.3155
  • 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… You’ll 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
  • 40. Site – Default Permission Levels
    32
    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
  • 43. Application Use Guidelines
    35
    www.NouvEON.com
    6100 Fairview Road, Ste 560
    Charlotte, NC 28210
    704.944.3155
  • 44. External or Mobile Access
    36
    www.NouvEON.com
    6100 Fairview Road, Ste 560
    Charlotte, NC 28210
    704.944.3155
  • 45. Legal / Acceptable Use
    37
    www.NouvEON.com
    6100 Fairview Road, Ste 560
    Charlotte, NC 28210
    704.944.3155
  • 46. Blog Usage
    38
    www.NouvEON.com
    6100 Fairview Road, Ste 560
    Charlotte, NC 28210
    704.944.3155
  • 47. My Sites
    www.NouvEON.com
    6100 Fairview Road, Ste 560
    Charlotte, NC 28210
    704.944.3155
  • 48. Branding / Marketing
    40
    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