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SharePoint Intranet Governance Sample Outline - www.sharepointpmp.com

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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.

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SharePoint Intranet Governance Sample Outline - www.sharepointpmp.com

  1. 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<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  2. 2. About Rich Blank<br />Rich Blank, MBA, PMP<br />Managing Consultant, NouvEON, Charlotte, NC<br /><ul><li>eMail: rblank@nouveon.com
  3. 3. LinkedIn:http://www.richblank.com
  4. 4. Blog: www.sharepointpmp.com
  5. 5. Twitter: www.twitter.com/sharepointpmp
  6. 6. Facebook: www.facebook.com/sharepointpmp</li></ul>Experience<br /><ul><li>Strategy & Deployment: Over 15 years consulting, managing projects, & evangelizing collaboration, knowledge management, ECM, and solutions/information architecture.
  7. 7. Prior Speaking Engagements: most recently 2010 SharePoint Summit and previously related IT/Business Alignment Conferences
  8. 8. Technology: Microsoft SharePoint, eRoom, Documentum, Lotus Quickr, Connections, Notes among the many competing portal, collaboration and ECM platforms.
  9. 9. Certifications: MBA, Project Management Professional (PMP), Six Sigma Green Belt.
  10. 10. Past Positions: Previous Sr. Consulting roles at IBM, EMC, KPMG, HP.</li></ul>www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  11. 11. NouvEON.A “New Era” in Consulting Services<br />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.<br />Practices<br />Financial<br />Services<br />Energy &<br />Utilities<br />Raleigh<br />Charlotte<br />Organizational Change<br />Knowledge Domains<br />Systems Integration<br />Delivery Management<br />NouvEON’s Value Proposition:<br />Strategy<br />Process Excellence<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />3<br />
  12. 12. Governance uses people, process, technology, and policies to define a service, policies, roles, responsibilities, resolve ambiguity, and mitigate conflict within an organization.<br />What is Governance?<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  13. 13. Strategic<br />Objectives, Business Alignment, Roles and responsibilities, Metrics<br />Operational<br />How to accomplish common tasks such as creating a new site,training, support, security,customizations,etc…<br />Technology<br />Leveraging features and tools to enforce policies and security through technology, architecture, backups, etc…<br />Policy<br />Collection of principles - Acceptable use, legal, branding, what site owners, designers, developers should/shouldn’t do<br />SharePoint Governance<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  14. 14. Intranet Objectives<br />Publish internal related content (HR, Finance, Talent, departments, etc…)<br />Collaborative team sites and document sharing<br />Manage internal processes (recruiting, sales, etc…)<br />Collect knowledge and documents in a centrally available, secure, and searchable platform<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  15. 15.  <br />Intranet SiteMap/Model - example<br />This is what Microsoft provides as a start. You’ll want to make your own governance model & sitemap based on your organization.<br /> 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. <br />
  16. 16. Intranet SiteMap/Model - example<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  17. 17. Governance Roles<br />Executive Sponsorship<br />?<br />?<br />Quarterly Meetings<br />Governance Committee<br />Marketing<br />IT<br />Finance<br />Recruiting<br />?<br />Monthly Meetings<br />(and online discussions)<br />Advisory<br />?<br />Program Oversight<br />?<br />?<br />Meet as required<br />Project Mgt / Admin/ Support/ Development<br />?<br />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.<br />
  18. 18. Responsibilities<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  19. 19. Metrics<br />Website traffic (overall and specific pages)<br />Size of sites (storage)<br />Growth of knowledge domain resource library<br />“Process” adoption (# and types of internal processes managed on SharePoint)<br />“Project” adoption (# of types of project sites created<br /># of email attachments being sent<br /># of customization or feature enhancement requests<br />Contributions to key internal discussion threads<br />Contributions and responses to the organizational blog<br />User surveys (using SharePoint of course)<br />These are metrics you might consider measuring and promoting to the user community.<br />
  20. 20. Operations<br />Site Creation <br />Managing Metadata <br />Archiving and Retention <br />Account Access <br />Training and Best Practices <br />Custom Solutions/Development/Site Design <br />Testing/Updates<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  21. 21. Site Creation Process<br />13<br />Define process how users will create a site, how that site creation process will happen and by whom.<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  22. 22. Managing Metadata<br />14<br />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.<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  23. 23. Archiving & Retention<br />15<br />Whats the process around archiving sites that have not been access in X days or months?<br />What information will be retained? For how long? What’s the process for archiving and where will archives be stored?<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  24. 24. Account Access Process<br />Employees<br />Volunteers<br />External<br />16<br />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.<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  25. 25. Training / Best Practices<br />Live and recorded webinars examples<br />Basics Intro<br />Advanced<br />Best Practices series (e.g. project management using SharePoint, knowledge management, workflows, managing proposals, communication through blogs, idea management, etc…)<br />17<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  26. 26. Custom Solutions / Site Dev & Design<br />18<br />If a user requires custom solution or site design – how do they get that? <br />What’s acceptable and what’s not with respect to custom development? <br />Can just any user leverage SharePoint Designer? <br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  27. 27. Testing & Platform Updates<br />Process<br />Communications<br />Etc…<br />19<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  28. 28. Technology<br />Architecture<br />Platform change management<br />Backup/restore<br />Performance / Availability SLA<br />Security (ssl, AD windows authentication, SharePoint group/user security matrix, etc…)<br />20<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  29. 29. MOSS Architecture Overview<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  30. 30. Physical to Logical<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  31. 31. Physical to Logical<br />Physical Server<br />Web Application(s)<br />Top Level Site(s)<br />Site Collections<br />Site(s)<br />Site Collection<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  32. 32. Network System Architecture<br />24<br />EXAMPLES<br />Production<br />Test<br />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.<br />
  33. 33. Platform Change Management<br />25<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  34. 34. DR/Backup/Restore<br />Minimally Recommendations<br />Backup SharePoint databases.<br />Nightly full backups.<br />26<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  35. 35. Performance/Service Level (SLA)<br />27<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  36. 36. Security<br />28<br />How will users be authenticated? Using AD? <br />What about groups and permissions? <br />What groups will have what permission to which part of certain sites?<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  37. 37. Site Roles & Responsibilities<br />29<br />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.<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  38. 38. Site Structure and Permissions<br />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.<br />Access to Groups or Individuals <br />and Assigned Permissions<br />Sites<br />(intranet pages, wikis, blog, team, document, meetings)<br />Recommended to use groups where possible.<br />Lists<br />Document libraries, calendars, discussions, surveys, custom, etc…<br />Items<br />Folder, Files, calendar item, contact, customer, image, custom<br />Sub-Sites<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  39. 39. Site - Default Groups<br />31<br />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… <br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  40. 40. Site – Default Permission Levels<br />32<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  41. 41. Site Roles & Responsibilities<br />Specific to your organization<br />33<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  42. 42. Policy<br />Application Use Guidelines <br />Client or Mobile Access <br />Legal, Acceptable Use<br />General Site Roles and Responsibilities<br />Blog usage<br />My Sites<br />Branding and Use of Marketing Assets<br />34<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  43. 43. Application Use Guidelines<br />35<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  44. 44. External or Mobile Access<br />36<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  45. 45. Legal / Acceptable Use<br />37<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  46. 46. Blog Usage<br />38<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  47. 47. My Sites<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  48. 48. Branding / Marketing<br />40<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />
  49. 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:<br />www.NouvEON.com<br />6100 Fairview Road, Ste 560<br />Charlotte, NC 28210<br />704.944.3155<br />

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