SharePoint Intranet Governance Sample Outline - www.sharepointpmp.com

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
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About Rich Blank
Rich Blank, MBA, PMP
Managing Consultant, NouvEON, Charlotte, NC
eMail: rblank@nouveon.com
LinkedIn:http://www.richblank.com
Blog: www.sharepointpmp.com
Twitter: www.twitter.com/sharepointpmp
Facebook: www.facebook.com/sharepointpmp
Experience
Strategy & Deployment: Over 15 years consulting, managing projects, & evangelizing collaboration, knowledge management, ECM, and solutions/information architecture.
Prior Speaking Engagements: most recently 2010 SharePoint Summit and previously related IT/Business Alignment Conferences
Technology: Microsoft SharePoint, eRoom, Documentum, Lotus Quickr, Connections, Notes among the many competing portal, collaboration and ECM platforms.
Certifications: MBA, Project Management Professional (PMP), Six Sigma Green Belt.
Past Positions: Previous Sr. Consulting roles at IBM, EMC, KPMG, HP.
www.NouvEON.com
Charlotte, NC 28210
704.944.3155

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.
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Charlotte, NC 28210
704.944.3155
3

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
Charlotte, NC 28210
704.944.3155

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
Charlotte, NC 28210
704.944.3155

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
Charlotte, NC 28210
704.944.3155

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.

Intranet SiteMap/Model - example
www.NouvEON.com
Charlotte, NC 28210
704.944.3155

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.

Responsibilities
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Charlotte, NC 28210
704.944.3155

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.

Operations
Site Creation
Managing Metadata
Archiving and Retention
Account Access
Training and Best Practices
Custom Solutions/Development/Site Design
Testing/Updates
www.NouvEON.com
Charlotte, NC 28210
704.944.3155

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
Charlotte, NC 28210
704.944.3155

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
Charlotte, NC 28210
704.944.3155

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
Charlotte, NC 28210
704.944.3155

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
Charlotte, NC 28210
704.944.3155

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
Charlotte, NC 28210
704.944.3155

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
Charlotte, NC 28210
704.944.3155

Testing & Platform Updates
Process
Communications
Etc…
19
www.NouvEON.com
Charlotte, NC 28210
704.944.3155

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
Charlotte, NC 28210
704.944.3155

MOSS Architecture Overview
www.NouvEON.com
Charlotte, NC 28210
704.944.3155

Physical to Logical
www.NouvEON.com
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Physical to Logical
Physical Server
Web Application(s)
Top Level Site(s)
Site Collections
Site(s)
Site Collection
www.NouvEON.com
Charlotte, NC 28210
704.944.3155

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.

Platform Change Management
25
www.NouvEON.com
Charlotte, NC 28210
704.944.3155

DR/Backup/Restore
Minimally Recommendations
Backup SharePoint databases.
Nightly full backups.
26
www.NouvEON.com
Charlotte, NC 28210
704.944.3155

Performance/Service Level (SLA)
27
www.NouvEON.com
Charlotte, NC 28210
704.944.3155

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
Charlotte, NC 28210
704.944.3155

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
Charlotte, NC 28210
704.944.3155

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
Charlotte, NC 28210
704.944.3155

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
Charlotte, NC 28210
704.944.3155

Site – Default Permission Levels
32
www.NouvEON.com
Charlotte, NC 28210
704.944.3155

Site Roles & Responsibilities
Specific to your organization
33
www.NouvEON.com
Charlotte, NC 28210
704.944.3155

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
Charlotte, NC 28210
704.944.3155

Application Use Guidelines
35
www.NouvEON.com
Charlotte, NC 28210
704.944.3155

External or Mobile Access
36
www.NouvEON.com
Charlotte, NC 28210
704.944.3155

Legal / Acceptable Use
37
www.NouvEON.com
Charlotte, NC 28210
704.944.3155

Blog Usage
38
www.NouvEON.com
Charlotte, NC 28210
704.944.3155

My Sites
www.NouvEON.com
Charlotte, NC 28210
704.944.3155

Branding / Marketing
40
www.NouvEON.com
Charlotte, NC 28210
704.944.3155

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
Charlotte, NC 28210
704.944.3155

SharePoint Intranet Governance Sample Outline - www.sharepointpmp.com

by Rich Blank on Jul 28, 2010

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