SharePoint Governance PlanCompany NamePrepared forDate &.docx

SharePoint Governance Plan
Company Name
Prepared for
Date & Draft Number 1.0
Prepared by
Hank Farlow, SharePoint Lead, ALI Inc.
Contributors
Internal SharePoint Team
Revision and Signoff Sheet
Change Record
Date
Author
Version
Change reference
Initial draft for review/discussion
Updated with contact information
Updated with software and contact information

Updated with hardware info
Updated site provisioning policies and procedures.
Added URL guidelines to application policies.
Reviewers
Name
Version approved
Position
Date
Project Sponsor, Director of Global Enterprise Collaboration
Senior Microsoft Consultant – Portal Architect
Project Manager, Manager of eBusiness
Director of Communication and Networking
Project Infrastructure (IT Admin, NA)

Infrastructure Manager, Europe (IT Admin, EU)
Regional IS Project Mgr, AP (IT & Portal Admin, AP)
IT Manager, China (IT & Portal Admin, China)
Signoff
Name of IT Director
Date
Signoff
Name of Business Director
Date
Table of Contents
11Executive Summary
22Introduction
22.1Objectives
22.2Audience
22.3Scope
22.4Risks / Concerns
33Definitions and Acronyms
44Resources
44.1Team Roles and Responsibilities
74.2Individual Roles and Responsibilities
104.3People

134.4Equipment
164.5Locations
175Governance Hierarchy
196Operations Policies
237Application Usage Policies
278Communication and Training
278.1Communication Plan
288.2Training Plan
288.3Support Plan
319References
1 Executive Summary
The SharePoint Governance Plan is a guidebook outlining the
administration, maintenance, and support of X Corporation’s
SharePoint environments. It identifies lines of ownership for
both business and technical teams, defining who is responsible
for what areas of the system. Furthermore it establishes rules
for appropriate usage of the SharePoint environments.
An effective governance plan ensures the system is managed
and used in accordance with its designed intent to prevent it
from becoming an unmanageable system. The management of an
enterprise-wide system involves both a strategic, business-
minded board to craft rules and procedures for the use of the
system and also a tactical, technically-competent team to
manage the routine operational tasks that keep the system
running. Users of the system will be empowered by a support
and developer community sponsored by the business leaders.
The primary goals of this project are to:
1. Create the people infrastructure to govern and support the
SharePoint environments
2. Document initial governing policies and procedures of the
SharePoint environments
3. Communicate the need for the business to provide support via

people resources.
Portal Management
Description of Centralized or Decentralized SharePoint
Environment
Future Direction
It will be the responsibility of the X Strategy team to
collectively seek out business opportunities to enhance. The
team will ask questions such as:
· How do we improve business processes and how do we deliver
on that?
· What structures need to be in place to deliver this value?
· What areas of the business offer the most opportunity for
growth?
· How can we align our activities with the goals of the
business?
· Are there synergies that can be created between divisions and
departments?
· What groups are doing similar initiatives and how can we
help?
· What ways can we reduce inefficiencies and duplication?
The business ultimately owns the portal, creating strategic
synergies amongst themselves and capturing business
opportunities. The IT group facilitates the use of the portal
through the maintenance and administration of this tool.
2 Introduction
2.1 Objectives
The primary objective of this plan is to establish the creation of
a governing body for the usage and management of the

SharePoint environments. Other objectives are:
· Identify appropriate business owners willing to provide
strategic insight and direction for the portal, and able to drive
strategic initiatives into their respective organizations.
· Identify appropriate infrastructure (IT) resources to provide
operational support for the system.
· Create an effective support system with proper channels of
escalation for end users of the SharePoint environments.
· Communicate the need for business leaders to provide
technical support to the system in the form of technically
talented Employees both willing and able to customize,
personalize, and use SharePoint in a manner that fulfils the
business opportunities as identified by the strategy board.
· Establish initial governing usage and maintenance policies and
procedures for the SharePoint environments.
2.2 Audience
This document is intended to be read by all members of the
SharePoint governance team as well as all key users of the
SharePoint environment (IT, business owners, and site
administrators).
2.3 Scope
This Governance Plan includes X environments including Dev,
Test, Production, etc..
2.4 Risks / Concerns
The following are risks to an effective governance plan:
· Inadequate support from the business leaders to affect proper
governance
· Administrators or users refusing to abide by the given policies

in this plan
· Lack of policy enforcement.
3 Definitions and Acronyms
4 Resources
Personnel Resources
Financial Resources
4.1 Team Roles and Responsibilities
Example:
The SharePoint environments will be managed by two teams: a
strategy team and a tactical team. Regardless of what name we
ascribe to these teams, they will play distinct roles and have
distinct responsibilities. For the purposes of this governance
plan, the teams are defined as follows:
Strategy Team
This team consists of appropriate business owners willing to
provide strategic insight and direction for the portal, and able to
drive strategic initiatives into their respective organizations.
Resources represent a good balance between business and IT,
and also centralized control vs. decentralized empowerment.
This team is a small, living team reconstructed on a quarterly
basis with new volunteers to maintain a fresh perspective on the
business and exploit the collective wisdom of the company.
Tactical Team
The tactical team consists of three sub teams all charged with
supporting the directives of the strategy team: Operations,
Support, and Development.
· Operations: Infrastructure (IT) resources provide operational
support for the system as they help to ensure the enforcement of

the governance plan and manage the more routine maintenance
of the system by performing nightly backups, usage monitoring
and analysis, scheduled task validation, and keeping the system
current with security releases and system upgrades.
· Support: SharePoint site owners, plant system administrators,
help desk personnel, and other various support resources create
an effective support system with proper channels of escalation
for end users of the SharePoint environments. This team handles
application questions, bugs, and other problems requiring issue
resolution.
· Developers: Technically talented people both willing and able
to customize, personalize, and use SharePoint in a manner that
fulfils the business opportunities as identified by the strategy
team. This team is a loosely-knit community of developers with
varying degrees of proficiency in software development.
Members can range from highly skilled programmers to
technically savvy end users in charge of personalizing
departmental team sites. Skilled developers will handle large
change requests, new features, and program management while
ensuring adherence to standards.
Strategy Team
Role
Provide strategic insight and direction for the portal.
Who*
Appropriate business owners worldwide representing a good
balance between business and IT, and also centralized control
vs. decentralized empowerment.
Responsibilities
· Be willing and able to drive strategic initiatives into their
respective organizations
· Volunteer for a three month service rotation to maintain a
fresh perspective on the business and exploit the collective
wisdom

· Seek answers to the following:
· How do we improve business processes and how do we deliver
on that?
· What structures need to be in place to deliver this value?
· What areas of the business offer the most opportunity for
growth?
· How can we align our activities with the goals of the
business?
· Are there synergies that can be created between divisions and
departments?
· What groups are doing similar initiatives and how can we
help?
· What ways can we reduce inefficiencies and duplication?
· Visionary – survey the portal landscape, developing and
directing its future direction
· Evangelist – serve as cheerleader for the portal technology and
what it can do for the business
· User adoption – facilitate user adoption via focused, one-on-
one tutorials (primarily with executives who don’t have time to
sit thru training programs), incentive programs (for best
collaborative sites, etc), and feedback surveys.
· Training – as primary trainer for SharePoint, will hold regular
training sessions for advanced users and site administrators.

· Support – serve as top level support for Portal administrators
and site administrators (infrastructure support will be provided
by IT).
· Business Analyst and Developer Liaison – meet with business
leaders to gather requirements for new portal projects and
manage development efforts of development team.
Tactical: Operations Team
Role
Provide operational (IT-related) support and maintenance for
the system infrastructure.
Who
Infrastructure (IT) resources; central IT, & local Ops teams.
Responsibilities
· Help ensure the enforcement of the governance plan
· Manage routine maintenance tasks such as:
· nightly backups
· usage monitoring and analysis
· scheduled task validation
· keeping the system current with security releases and system
upgrades
Tactical: Support Team
Role
Provide support of the SharePoint applications to end users.
Who
SharePoint site owners, help desk personnel, and other various
support resources worldwide.
Responsibilities
· Create an effective support system with proper channels of
escalation
· Respond to application questions, bugs, and other problems
requiring issue resolution.

· Provide typical SharePoint administration roles such as:
· Provisioning site for end users
· Assigning security permissions to users and groups
Tactical: Development Team
Role
Customize, personalize, and use SharePoint in a manner that
fulfils the business opportunities as identified by the strategy
team.
Who
Technically talented people worldwide. This team is a loosely-
knit community of developers with varying degrees of
proficiency in software development. Members can range from
highly skilled programmers to technically savvy end users in
charge of personalizing departmental team sites.
Responsibilities
· Skilled developers will handle large change requests, new
features, and program management while ensuring adherence to
standards.
· Develop customized and personalized solutions for
departmental team sites and divisional portal sites.
4.2 Individual Roles and Responsibilities
IT Roles
Role
Responsibilities and Tasks
Permissions
Required Skills
Candidate Example
System Administrator
Responsible for portal infrastructure (hardware, OS, etc)
· Security / permissions
· Backups / restoration

· Initial support; train and assign a resident SharePoint expert
for WSS admin.
· Disseminate general SharePoint info
· Teach SharePoint
· Meet w/ business on "how-to" accomplish tasks
· Manage file size limits or quotas
· Initial configuration of WSS (Central IT)
· Has Portal Administrator rights
· Has site collection access
· Will have access to portal and site configuration settings, but
should not make any changes without the Portal Administrators
permission
Central IT, Plant IT.
SQL Administrator
· SQL backups and restores
Has no portal or WSS administration rights
Oracle DBA
Responsible for Oracle data and portal connectivity.
· Assist portal team and business owners with extracting data
from Oracle.
Infrastructure Resource(s)
Responsible for the acquisition, installation and maintenance of
the hardware infrastructure.
· Provide day-to-day operation support to Portal Team
· Review existing infrastructure setup, develop best practices

and operation guidelines
Regional IT, Communication and Network Engineers, Network
Security Engineers.
Active Directory Resource(s)
Responsible for ensuring the portal is leveraging AD
appropriately.
· Assist with Setting up the portal to use AD for authentication
· Assist in synchronization of portal with AD
Active Directory architects.
SharePoint Roles
Role
Permissions
Required Skills
Candidate Example
Portal Administrator
Responsible for global portal and WSS configuration, shared
services, policies, procedures, and portal vision.
· Configuration of SharePoint
· Total access to the entire portal areas and all sites.
· Total access to portal and site configuration settings.
· Has no system administrative or SQL administration rights.
Select individuals from Corporate Data Center, Europe, and
Asia-Pacific
Area Owner / Administrator
Responsible for portal area content.
· Manage security
· Create sub-areas

· Example: News Area will be managed by the Communications
department.
· Content creation
Divisional Lead; Communications Lead; other high-level lead.
WSS Administrator (Site Collection Administrator)
Responsible for WSS database, site collection, and site backups
for local WSS server.
· Enforce site standards (layouts, security processes, etc.)
· Local contact for local employees
· Configuration of SharePoint
· Site provisioning
· Local WSS site collection administrator.
· No - portal configuration access.
Plant SA will typically have this role
Site Administrator
Responsible for site provisioning of all sub-sites; responsible
for administering and maintaining site.
· Manage security for all sub-sites
Typically a Site Owner with elevated security rights; a
Departmental site admin; anyone in the company with the
required SharePoint security knowledge; typically this person
would also be the site owner if they are responsible for content.
Site Owner
Primary and Secondary site owner.
· Manage the site layout (look and feel), structure, and content.
· Content creation.
· Grant access to this site, but not sub-sites.

· No sub site creation rights.
· Web designer permissions.
Departmental head; team lead; end user; anyone requesting a
site for a business purpose.
Web Designer
Contributor
Reader
Has read-only access to content
Business Roles
Role
Required Skills
Candidate Example
SharePoint Lead Architect
Responsible for translating business needs addressed by the
Strategy Team into initiatives for the portal and coordinating
Portal Administrator efforts.
· Gather initial business requirements
· Design the initial architecture for successful development
· Provide architectural guidance to development
· Lead consulting team for initial release

· Manage project risks, and escalate incidents to the team as
necessary
· Work with the Infrastructure Team to develop infrastructure
and operation best practices
· Work with System Administrators to develop best practices
· Systems analysis
· Networking
· IT research
· Strategic planning
· Project management
· Group leadership
· Resource planning
Developers
Responsible for building the framework and features of the
portal.
· Build the SharePoint look and Feel
· Modify SharePoint Templates as Needed
· Build New Web Parts
· Write ASP.Net Code
· Participate in Design Tasks as needed
· Participate in Development and Testing as needed
· Systems analysis

· Programming
Application Resources
Responsible for portal applications and third party applications.
· Build and maintain applications or web parts that leverage KPI
data
· Business Intelligence, Reporting, Dashboards, and data
analytics.
· Financial analysis
· Metric design
· Technical understanding
· Market research
Business Analysts
Responsible for communicating with the business to gather
requirements and translating them into business solutions.
· Financial analysis
· Metric design
· Technical understanding
Business Owner
Responsible for owning and directing a specific piece of the
portal, relevant to their business unit, department, or team.
· Strategic planning
Departmental head, team lead, or end user having responsibility
of a business problem; typically departmental head or higher.
Content Creator
Responsible for content creation.

Legal
Responsible for portal and content compliance with legal
mandates.
· Assist with compliance policy creation
· Educate users on compliance law
· Audit and enforce compliance.
· Knowledge of compliance laws
4.3 People
Strategy Team
This small team will provide strategic insight and direction for
the portal. A business, technology, and geographically diverse
representation is ideal. Membership is temporary and volunteer.
Region
Representing Country
Location
Department
Contact
Contact Email
Contact Phone

* Temporary Members, rotated out
∆ Portal Administrator
Tactical: Operations Team

This team will provide operational (IT-related) support and
maintenance for the system infrastructure. Membership is more
or less permanent and required.
Region
Location
Department
Contact
Contact Email
Contact Phone

Tactical: Support Team
This team will provide support of the SharePoint applications to
end users. Membership by business owners is semi-permanent;
expected, but not required. Regional Support Members and all
end users will rely on business membership.
Region
Location
Department
Contact
Contact Email
Contact Phone

Tactical: Development Team
This team will customize, personalize, and use SharePoint in a
manner that fulfils the business opportunities as identified by
the strategy team. Membership is assigned by member’s
business unit on either a permanent or ad hoc basis.
Representing Area
Contact
Contact Email
Contact Phone

Equipment
The following equipment is subject to this governance plan
except where existing IT governance policy dictates otherwise.
In cases of discrepancy, the existing IT governance policy will
prevail. Unless otherwise noted, all equipment is located in
Denver, USA where the time zone is GMT -7.
Production Intranet Server Farm
Server Role
Server Name (FQDN)
IP Address
Web and Search (1)
Web and Search (2)
Index and Job Server

SQL Server 2005 (1)
SQL Server 2005 (2)
SAN Array (1)
SAN Array (2)
Development Environment
Server Role
Server Name (FQDN)
IP Address
Web, Search, Index, and Job Server
Database Server
Test Environment (Physical & Virtual Servers)
Server Role
Physical Server Name (FQDN)
Virtual Server Name (FQDN)
Physical IP Address
Virtual IP Address

Production Extranet Server Farm
Server Role
Server Name (FQDN)
Internal IP Address
External IP Address
Web/Search/Index/Job Server
Database Server

ISA Server
Plant Windows SharePoint Services Servers
Location
Time Zone
Server Role
Server Name (FQDN)
IP Address

4.4 Locations
This governance plan covers all SharePoint usage for the
Corporation worldwide. The following locations are governed
by this plan:
5 Governance Hierarchy
SharePoint Management
The SharePoint environments will be managed via a top-down
approach out of three geographically dispersed regions: North
America, Europe, and Asia-Pacific. Environments to manage
will be both IT infrastructure operations and the SharePoint
portal application usage. Each region will have an IT resource
and a SharePoint resource. Regions are ultimately governed by
the Portal Strategy Team. Additionally, each site will have its
own local administrator—typically the Plant System
Administrator—who will manage SharePoint locally and
escalate issues up to the regional resource as necessary.
SharePoint Governance
The Portal Strategy Team will provide a unified, centrally
governed approach to the SharePoint environments. This team is
the overriding authority for all architectural, design, and
development decisions, including all policies and procedures
created for the SharePoint environments. IT will strongly
influence foundational and framework-related issues.
Governance will be tightly controlled in areas where there is

substantial public exposure in terms of readership (whether
internal or external) or potential litigation issues. In areas with
limited readership or public exposure, governance will be less
controlled and allow for a more de-centralized empowerment of
end users. IT will generally defer to the business’ direction or
influence for features and content-related issues.
The following areas will be considered by the Portal Strategy
Team for inclusion in this governance plan:
· Internal/external users, internal/external data sources, and
inputs/outputs
· Personal, team, departmental, divisional, corporate, global
considerations
· Parent/child corporations, subsidiaries, and affiliates
· Technologies, processes, logistics, and finances
· Cultural, political, religious, social, economic, and gender
forces and influences
How to Get Involved
Employees interested in becoming a member on any of the
portal support teams (Strategy, Operations, Support, or
Development) should look for a link on the portal that takes
them to the Portal Governance site. Employees will be able to
volunteer their services on this site. Alternatively, Employees
can contact any of the Portal Administrators directly.
Governance Model
Portal Operations Team
Portal Support Team

Portal Strategy Team
Portal Development Team
Taxonomic Section
Characteristics
Owners
Corporate Portal
· Permanent
· Controlled; tightly governed
· Push information to users
· Dashboards, Business Intelligence, BPM
· Applications, Content
· Portal administrators
· Corporate stakeholders
Divisional Portals
· Permanent
· Controlled; tightly governed
· Push information to users
· All public sites - content is divisional information
· Dashboards, Business Intelligence, BPM
· Applications, Content
· Divisional business owners
Department and Team Sites
· Permanent and Temporary

· Sharing information (push / pull)
· Collaboration
· Ad hoc, lax control
· Divisional business owners
· Departmental business owners
Project Team Sites
· Short lived, timed expiration
· Collaboration
· Departmental business owners
Personal My Sites
· Permanent
· Personal info
· Pull information
· Employees
6 Operations Policies
System Administration
Tasks
Manage SQL Databases and Available Storage Space
Backup and Restoration schedules and audits (list what to
backup and where)
Auditing of security logs
Monitoring: Usage analysis and Tuning; automatic monitoring
(MOM) and event notifications.
Maintenance of the servers (service packs, etc)
Set and manage quotas for sites
Provide self-support for hardware and software. Where
escalation is required, escalate through normal channels (third

party vendors and partners).
Documentation
Document the installation and configuration of the system in its
environment. The system must be documented well enough so as
to be reinstalled and reconfigured to last known good operating
standards, should it become necessary to do so.
Document and maintain a document of Scheduled Tasks.
Document the IT Support Team and Escalation points of
contact.
Document the installation and configuration of the system in its
environment. The system must be documented well enough so as
to be reinstalled and reconfigured to last known good operating
Policies
Disaster Recovery
Portal recovery must provide a full recovery from last backup.
Recovery of lost sites will be to the current state of the site at
the time the last backup was done.
Regional WSS sites are limited to true disaster recovery (i.e.,
no item level recovery) until WSS v3.0 is released and
implemented.
Hardware
Access to and governance of hardware is subject to existing IT
policies.
Hardware will be kept up to date with latest service packs and
security updates.
Adhere to policies created by Portal Administrators and the
Portal Strategy Team.
The general purpose server should be used for File, Print, and
SharePoint only.
Change Management
Communicate with all Portal Administrators any required
changes to infrastructure components prior to performing any
changes.
Communicate with all Portal Administrators any proposed
changes to the software application, including custom web

applications or web parts.
Scheduled Tasks
The system provides for some self-maintenance in the form of
scheduled tasks, those tasks that run automatically and
unattended on a routine, scheduled, basis.
There is a need to coordinate the timing of the scheduled tasks
to ensure no conflicts of scheduled tasks.
Scheduled task
Schedule
Active Directory imports
Nightly
Index replication
Nightly
Indexing of content.
For performance reasons, Europe might index content local to
them during European night-time. At that same time, the US
might index content stored on European servers. The indexing
process would be the reverse during US night-time.
Various content-dependent schedules during non-business
hours.
File System and Database Backups
Nightly
Data replication, if needed for disaster recovery purposes
Real time
Time Zones
For scheduling purposes, the following time zones shall be
observed:
Location
North America
Europe
Asia-Pacific
Time Zone
Denver, USA GMT -7

Europe
GMT + 1
China, Singapore GMT +8
Denver, USA GMT -7
8 am – 5 pm
4 pm – 1 am
11 pm – 8 am
Europe GMT +1
12 am – 9 am
8 am – 5 pm
3 pm – 12 am
China GMT +8
5 pm – 2 am
1 am – 10 am
8 am – 5 pm
Singapore GMT +8
5 pm – 2 am
1 am – 10 am
8 am – 5 pm
Asia-Pacific will be supported by Singapore and China. Hours
of support are below.
India GMT +7
7 am – 4 pm
Japan GMT +9
9 am – 6 pm
Korea GMT +9

9 am – 6 pm
Dandenong, Victoria GMT +10
10 am – 7 pm
Portal Administration
Tasks
Auditing of indexing logs; search and index tuning.
Monitoring: Usage analysis and tuning.
Policy creation and enforcement
Determine content crawling of regional WSS sites (data sources
and crawl schedules)
Assist with determining what data stays local in WSS and what
data gets stored on the Portal
Integrate regional WSS locations into Portal
Enforcement of allowable / prohibited file type storage
Perform routine releases and upgrades to the application.
Create site templates for various business scenarios.
Responsible for modifying permissions for portal sites and WSS
sites.
Documentation
Document the configuration of the system in its environment
such that it could be reconfigured to last known good operating
Document the Application Support Team and Escalation points
of contact.
Create online documentation for training and support needs.
This documentation might include a listing of FAQs, “how
to’s”, and a Glossary of terms.
Policies
These policies are subject to the Application Usage Policies.
For example, Portal Administrators will adhere to site
provisioning policy as defined under Application Usage Policies

when provisioning sites.
Coordinate with Portal Strategy Team for policy creation and
enforcement
The portal will index approximately 20% of data at each remote
site
Cannot install custom web parts on the server.
Cannot install other apps including custom web applications.
This specifically includes SQL Server applications.
No customization of site templates, definitions, or navigation
without consensus of Portal Administrators.
Releases and Upgrades
Maintenance releases will be offered to end-users once a
quarter. Work projects will be scoped by 90-day blocks.
Releases will be rolled out from Development to Test and then
to Production environments according to procedures and
schedules as yet undefined.
Testing will occur at each stage (dev/test/production) and sign-
off will be given before advancing to the next stage.
Extranet
The SharePoint Extranet environment is subject to existing
policies in this document. Where additional policies (e.g., more
restrictive policies) are required, they will be detailed here
during Release 2 of this project.
Policies
Content Management
Content to be published must go through a multi-step approval
process to ensure professionalism, accuracy, privacy, and legal
compliance.
Site Provisioning
Sites will be created by Portal Administrators.
User Access
Partners, customers, and suppliers must not be able to see
confidential data or data intended for parties of conflicting
interest.
7 Application Usage Policies

Policies
Site Provisioning (intranet, extranet, regional vs. corporate,
etc.)
Sites should target a specific audience
Employees will be able to create their own My Site and manage
sub-site creation in their My Site up to the 50MB storage quota.
Portal Sites should only be used in instances where:
· Content that applies to multiple parts of the organization is
being aggregated and made available.
· There are resources responsible for maintaining the content on
the site.
· The site can be recognized as a top level topic within the
organization and is enduring. (e.g., Human Resources, IT)
WSS Sites should be used as follows:
· For all document workspaces and meeting workspaces.
· By teams as a method for organizing information that is
specific to the team or project they are currently working on.
Portal Administrators may decide to provision top level sites
and grant Business Owners provisioning permissions (create,
administer, delete) over their own sites. Portal Administrators
may need to coordinate and create Project sites since all users
may not have access initially; however, smaller team sites can
be created by Site Administrators.
Sites will be created with templates appropriate for their
business purpose.
Sites are based on templates that are centrally designed.
The assigned business site administrator is responsible for
assigning further access to new sites.
Sites will adhere to the following standards:

· Site owner must be displayed in the top-right corner of each
site.
· CompanyX template to be used for all top level sites
· Sub-sites list for immediate (single level) child sub-sites to be
displayed under site owner.
Sites requests will list the following as required information:
Purpose
· What is the intention of the site to be created?
· Will it be a Departmental, Project, or Community site?
Value
· How will this site benefit Employees or the business?
Audience
· Who will need access to the site and use the site?
Site Owner
· Who is the person ultimately responsible for the site? This is
the Primary Contact.
Site Administrator
· Who will administer and maintain the site? This is the
Secondary Contact.
Features
· What are the features needed on the site?
· Document Storage, Newsletter, Calendar, Team Collaboration,
etc.
Site URLs will be created according to the standards published
in the CompanyX Portal Planning Guide. Briefly, the standards
are as follows:

· Divisional Portals – http://division.CompanyX.com
· Departmental & Group Sites –
http://CompanyX.com/department
· Team & Project Sites – http://projects.CompanyX.com/project
· WSS Sites – http://team.companyX.com/sites/teamname
Site Management
Site auto expiration: To ensure stale sites are removed and data
storage is reclaimed, sites untouched for 90 days will be slated
for automatic deletion. Site owners will be notified if their site
is slated for deletion and provided with a mechanism to remove
it from the automatic deletion list.
User Access
All SharePoint Administrators must review the training
materials and complete a skills assessment prior to becoming an
Administrator.
Development
There are business-assigned developers. For any development
work, contact your business developer.
Custom development needs to be first scoped by the developer
and then approved by Portal Administrators. This includes any
development under Windows Workflow Foundation (WinFX).
No web development tools other than those provided by
SharePoint for development of the SharePoint user interface (no
SharePoint Designer, a.k.a. FrontPage, no Visual Studio, no
Cold Fusion, etc). These tools are permissible only for the
development of custom web applications outside of SharePoint.
These applications are considered external to SharePoint.
CompanyX Employees must develop web sites in compliance
with Intranet design standards and laws concerning copyrights,
proprietary names and trademarks.
Storage Quotas
By default SharePoint imposes a 50MB limit on the size of a
single document that can be uploaded into a document library.
· 50 MB of storage is allotted for each user’s My Site.

· 100 MB of storage is allotted for all Top-level Team Sites.
· Team Site administrators receive alerts when storage is at 90%
of quota.
· SharePoint administrators can override storage quota for Site
Collections if necessary.
Document Management
Documents used only by a particular location, or with minimal
sharing, should be stored at that site, typically on that site’s
WSS server.
Documents shared across multiple divisions should be stored on
the Portal
Allowed file types: doc, xls, ppt, etc…
Prohibited file types: mp3, avi, mdb, etc…
Posting software to the CompanyX Intranet must comply with
the rules of software distribution. (See Policy 846-B, paragraph
7.)
Content Management
All portal content that reaches the portal site is created by a
user and then deployed to the portal via a request to the
appropriate content approver or site administrator to add or
update the content on the portal. The administrator may be
required to convert some of this content into a format more
suitable for the portal prior to updating the portal site.
Content will be maintained by the appropriate business content
owner, typically the author of the content.
Content posted to the Intranet as:
· INTERNAL is not to be transmitted outside the CompanyX
Group. Content that is not identified is considered to be
INTERNAL.
· CONFIDENTIAL is not to be transmitted or shared with
anyone who does not have authorization to see it.

· PUBLIC USE has been deemed to not contain proprietary or
confidential information and may be shared with anyone.
· PRIVILEGED is regarded as attorney-client communication
and shall be dated and not transmitted or shared with anyone
who does not have authorization to see it.
· COPYRIGHTED shall be assumed to be protected by
copyright and shall be dated and marked. It shall show the
copyright owner’s name and shall not be reproduced in
electronic or hard-copy form without authorization.
Users follow a built-in approval process for getting content
published to their sites. If the setting is “automatically
approved” the content is immediately available. Where approval
is required, the content must be approved by the appropriate
content approver or site administrator. In this case, the content
approver is responsible for reviewing and approving content
posted to the Intranet.
Conduct
CompanyX Employees or agents of CompanyX using the
CompanyX SharePoint environments are representing the
Company. They are expected to conduct all business in a
professional business manner.
Procedures
How to Volunteer for Governance (Strategy or Support) Teams
· Look for a link on the portal that leads to the Portal
Governance site
· Fill out the requested information on this site
· Alternatively, contact any of the Portal Administrators
directly
How to Obtain Support
· Contact the site owner listed on the site
· Contact your local System Administrator unless a SharePoint
Support Representative has been designated for your location.
In that case, contact your local SharePoint Support
Representative

· Contact a member of your business unit’s volunteer Support
Team. Members are listed on the SharePoint Governance site
· Contact the Portal Administrator for your region (North
America, Europe, Asia-Pacific). Portal Administrators are listed
on the SharePoint Governance site
· Contact the Help Desk.
Discover Who is Serving on the Governance Teams
Look for a link on the portal that leads to the Portal Governance
site
Requesting a New Site (Site provisioning)
1. Business owner fills out requirements on site request form
· Assign Site Owner and Site Administrator (self or direct
report). May be same person.
· Define the Target Audience (e.g., engineering for AOE
worldwide)
· Define who (public or only members) has visibility to this
content. (Contributors will appreciate knowing who can see the
posted content and determine what is appropriate).
· Define the intended purpose of the site.
· Define value to Employees or business.
· Define features needed.
2. Submit form for approval
· Team Site / Project Site requests are submitted to the
Department Owner
· Department Site requests are submitted to the Division Owner

· Portal Site / Community Site requests are submitted to the
Portal Administrator
· Extranet Site requests are submitted to the Portal
Administrator
3. Site provision request received by appropriate portal,
division, or department administrator
4. Request approved or denied with “more info needed”
5. Upon approval, appropriate administrator creates site
w/requested template (according to site type, business purpose,
and features).
6. Email is generated and sent to Business Owner that site is
available.
Requesting Access To a Site
· Find the site owner listed on the site you want access to.
· Contact that person to request access.
· Alternatively, if the site has Access Requests enabled, simply
submit the access request when presented with that option.
How To Become a SharePoint Administrator
All SharePoint Administrators must review the training
materials and complete a skills assessment prior to becoming an
Administrator.
Steps to becoming a SharePoint Administrator of your own site:
1. Download the SharePoint Training Guide here. This is a four
part guide. You can download each part individually or as a
complete set.
2. Request a SharePoint Administrator Training Site where you
are the Administrator.
3. Read the entire Training Guide.

4. Use your training site to complete the Skills Training section
at the end of Part 4 of the Training Guide.
5. Notify your Portal Administrator when you have completed
the skills assessment.
8 Communication and Training
8.1 Communication Plan
Communication to the Business
Communication to the business regarding this Governance Plan
will be in the form of web content on a site off the home page
of the corporate portal site. There will be sections on the page
for the following:
· Hierarchy of Governance (Summary)
· Team roles and responsibilities
· Strategy Team
· Tactical Operations Team
· Tactical Support Team
· Tactical Development Team
· Individual roles and responsibilities
· IT roles
· SharePoint roles
· Business roles
· Current membership of above teams
· How to get involved and become a member of above teams

· Hardware equipment hosting the SharePoint environments (IT
access only)
· How to obtain support, by location
· Operations Policy (System Administration)
· Tasks
· Documentation
· Policies
· Scheduled Tasks
· Extranet environment (release 2)
· Operations Policy (Portal Administration)
· Tasks
· Documentation
· Policies
· Application Usage Policy
· Policies
· Procedures
Communication to the Governance Teams

Communication to the governance teams regarding this
Governance Plan or any governance activities or issues will be
in the following forms:
· Web content listed above
· Scheduled meetings or conference calls
· Ad hoc communications via email.
8.2 Training Plan
For any new system, a solid training plan is required if the users
are going to adopt the new system and use it effectively in their
daily activities. Training Requirements are listed below.
Training
All users of the system will require some form of training.
Business Owners need education of the product including
capabilities.
Site Owners need advanced training, including office
integration and Security Policies.
End Users need usage overview training.
Help Desk personnel require intense training and
troubleshooting analysis. Tier two or tier three support should
be considered for official, externally-provided training.
Training approach should begin by covering elementary tasks
and progress to more difficult tasks, culminating in
administrator level tasks and administrator “certification”.
Training tools may include:
· “How to” documentation (such as what exists today)
· Instructor-led training hosted by the Portal Administrator or
other competent individual(s)
· Online labs hosted on a sandbox environment
Training will initially consist of online reference materials for
both typical end users (addressing “How To” information) and

system administrators (addressing more technical issues such as
WSS deployment “best practices”).
Refer to the official SharePoint Training Plan for a
comprehensive overview of this training.
8.3 Support Plan
Support for the SharePoint environments is similar to the
management of the SharePoint environments. Support will be
provided via a regional, multi-tiered approach. The support
system consists of a network of support professionals: business
owners and SharePoint experts for first level support, Plant SAs
or the CompanyX Corporate Help Desk for tier two support, and
portal administrators for tier three support.
The types of support required for SharePoint are Operational
support (both back-end system administrator and front-end
portal administrator support) and Application Support for end
users.
Who to Contact
Operational Support
Plant SA’s will support the day to day operational issues for
their WSS deployments. Infrastructure issues requiring
technical escalation will be escalated to the regional IT contact
and subsequently to the corporate IT contact. Final escalation
would be to the appropriate hardware or software vendor.
End User Support
Plant SA’s will be the primary end user support contact for their
location until additional Employees are proficient enough to
answer simple end user questions. At that time, Plant SA’s
should designate one or more of these individuals as resident
SharePoint experts to assist with localized end user support.

At such time as is appropriate, it is intended that the CompanyX
Corporate Help Desk assume a role in the support of end users.
End users would first contact their resident SharePoint expert.
Second tier escalation will be to either the Plant SA or the
CompanyX Corporate Help Desk. Issues requiring further
escalation will be escalated to the Regional Portal
Administrator. Final escalation would be to the appropriate
software vendor.
Support Availability
Support Group
Special Functions
Availability
User Self Help
· Online information on the Corporate Intranet
· Default SharePoint help documentation
· Select Site Provisioning, including My Site
7 days x 24 hours
Tier 1
· Business owners
· SharePoint experts
· Corporate Help Desk
· Basic product support; general how to and troubleshooting
questions from users
· Escalations to tier 2
7 days x 24 hours
Tier 2
· Plant SAs
· Corporate Help Desk
· Provide routine tasks to users such as fulfilling requests for
site provisioning of team sites
· Site access issues

· Change site ownership
· Increase storage quota
· Escalations to tier 3
Normal localized business office hours
Corporate Help Desk is available M-F from 8:00 AM – 5:00 PM
MST (GMT -7)
Tier 3
· Portal Administrators
· Regional System Administrators
· Create or delete portal sites
· Redirect or rename site
· Site restore requests
· Resolve escalated issues
M-F from 8:00 AM – 5:00 PM within each of the three regions
Sample Availability Schedule
Notice that many locations will receive support outside the
hours of 8 am – 5 pm due to their relation to their Portal
Administrator’s time zone. No direct support coverage will be
available for users between the hours of 2 am – 8 am MST.
Location
North America
Europe
Asia-Pacific
Time Zone

Denver, USA GMT -7
Europe
GMT + 1
China, Singapore GMT +8
Denver, USA GMT -7
8 am – 5 pm
4 pm – 1 am
11 pm – 8 am
Europe GMT +1
12 am – 9 am
8 am – 5 pm
3 pm – 12 am
China GMT +8
5 pm – 2 am
1 am – 10 am
8 am – 5 pm
Singapore GMT +8
5 pm – 2 am
1 am – 10 am

8 am – 5 pm
Asia-Pacific will be supported by Singapore and China. Hours
of support are below.
India GMT +7
7 am – 4 pm
Japan GMT +9
9 am – 6 pm
Korea GMT +9
9 am – 6 pm
Dandenong, Victoria GMT +10
10 am – 7 pm
EU could support Eastern US’s evening hours in their morning
and Western AP’s morning hours in their evening, but for
simplicity’s sake, we will keep support within geographical
regions. If it becomes necessary in the future to offer more
comprehensive support hours, we will consider revising this
policy at that time.
Tier 1. Local SharePoint experts, business owners, and the
Corporate Help Desk are the first line of contact for all users
with questions and problems concerning the SharePoint
environments. Support staff help users validate issues,
understand features and functionality, resolve known issues and
escalate issues that require additional expertise or back-end
administrative access to the SharePoint application or hardware.
Help Desk technicians have SharePoint experience and receive
advance training prior to end users.

Tier 2. Plant SAs and Corporate Help Desk Technical Support
staff comprise tier 2 support and have two roles in assisting
users with SharePoint issues. First, tier 2 staff validates issues
and reviews steps taken by tier 1 support to make sure no
troubleshooting steps were missed. Second, tier 2 staff has
administrative access to SharePoint and resolves common issues
that require administrative access such as quota increases or
change of team site owner.
Tier 3. Portal Administrators and regional System
Administrators with extensive SharePoint Products and
Technologies experience, including those involved in the design
and architecture of the system, provide tier 3 support. Tier 3
support is expected to comprise approximately 1 to 2 percent of
support calls.
9 References
SharePoint Training Plan
Permanent
Dashboards
Business Intelligence
Business Process Management
Applications

Ad Hoc
Loosely governed
Push / Pull content
Controlled
Tightly governed
Push content
Permanent
Personal Information
Public / Private Views
Short Lived

Collaboration
Permanent
Knowledge Management
Information Sharing
Personal My Sites
Project Team Sites
Department and Team Sites
Divisional Portals
Corporate
Portal

NA Support
Page i
Annex BStroud Page | 82
CAMPBELL UNIVERSITY
INFORMATION TECHNOLOGY AND SECURITY
STUDIESSENIOR PROJECT/ITS 465INFORMATION
SYSTEMS SECURITY
NATIONAL SECURITY ARCHIVE INSTITUE:CONTROL
ACCESS MANAGEMENT PROJECT
SUBMITTED TOPROFESSOR UMESH VARMAA SECURITY
ACCESS BADGE PROJECT PRESENTED TO CAMPBELL
UNIVERSITY IN PARTIAL FULFILLMENT OF THE
REQUIREMENTSFOR THE INFORMATION SYSTEMS
SECURITY PROGRAM
BY: CHARLENE STROUD

Dec, 2014
ACKNOWLEDGMENT
First I would like to take this time and thank God the Father and
Jesus Christ who I believe ordered my steps to go the distance
while instilling me to uphold my Christian morals in everything
I have accomplished.
Next, I would like to take this opportunity to thank my
Information Systems Security instructor Mr. Varma for
supporting me while obtaining my BA degree in Information
Systems Security. I would also like to express my gratitude to
him for showing me what skills I must acquire to become a
successful Information Systems Security Manager responsible
for developing, implementing and maintaining a Controlled
Access Management Project. I would also like to show my
gratitude to my classmates who were always willing to share
their knowledge with me for the groundwork of my IT projects
and for being truthful on a number of relative issues.
Finally, I want to thank Germaine and Kathy, my two daughters,
for guidance and encouragement despite their heavy load they
were always willing to lend me a hand when I needed to gather
more information and resources to complete my project.
Charlene Stroud
TABLE OF CONTENTS
Table of Contents
ACKNOWLEDGMENT2
List of Figures4
Abstract5
Problem Statement7
Section 1: Introduction9
Section 2: Feasibility Analysis10

Operational Feasibility10
Economic Feasibility11
Strategic Feasibility12
Scope Feasibility13
Section 3: Software Requirements14
Section 4: Server Specifications15
Section 5 Database Management16
Section 6: Database Relationships17
Section 7: Physical Design18
Section 8 User Interface Design19
Section 9: Project Schedule20
Section 10: System Support21
Annex A22
Appendix B24
List of Figures
Figure 1: Organization Chart6
Figure 2: Current System6
Figure 3: Problem Statement8
Figure 4: Development Cost12
Figure 5: Min Computer Requirements14
Figure 6: Server Specifications:15
Figure 7: Personnel Management Development Table16
Figure 8: Database Relationships:17
Figure 9: Physical Design18
Figure 10: Form Wizard Employee Information19
Figure 11: Form Wizard Visitor Information19
Figure 12: Controlled Access Management Information20
Figure 13: Sample Input22
Figure 14: Request For Services23
Figure 15: Sample Output24
Figure 16: Database Document25
Figure 17: Repository82
Figure 18: Context Model83

Figure 19: Functional Decomposition Diagram84
Abstract
The purpose of this Feasibility Study is to determine if creating
an access control management system and a client database will
improve performance and is economically adequate. If this
proposal is acceptable it will implement a barcode badge system
that will monitor all employees and visitors that access the
building. The suggested proposal is an electronic security
system that will alert a monitor team when an authorized
person(s) enters the facility and restricted areas. The new
structure and process will be subject to a set of criteria’s that
will grant access and conditions to restrict unauthorized access.
In turn, the National Security Archive Institute’s (NSAI)
capability to issue, terminate and reissue security badges to
employees and visitors while securing the integrity of the
system and sponsoring a user friendly process that will decrease
control access incidents by 80%. Data entry will be simpler,
eliminating duplicate entries and improving accuracy without
disclosing critical clearance and access data. The organization’s
capability to retrieve badging information and activity reports
will become instantaneous. Overall, the controlled access
policy and procedures will provide a safe and secure
environment for the NSAI’s employees and business assets.
Figure 1: Organization Chart
Figure 2: Current System
Executive Summary Stroud Page | 6
Problem Statement
Currently, all visitor and employee access badges are a simple
piece of plastic with a person’s name, picture and a number on
it, enclosed in a plastic sleeve and lanyard so it can be worn
around a person’s neck. The People Management Distribution

Office purchases the control access badges from Kenberma’s
Products, Incorporated and use paper records to log activities
and create reports. There are two basic disadvantages to
purchasing the laminate badges from vendors; one is their
unique security features are used for massive clients which
makes them easily duplicated allowing intruder’s unauthorized
access to the facility and sensitive information. The costs
associated with the current control access badge system is
effective, however the program is not. The program does not
identify or restrict current employee’s access privileges nor
does it alert management on unlawful entry attempts. That
means clearance information; restricted areas and access to
information systems may require an encrypted security card
making the program redundant. Consuming and inconvenient
visitor request can become a nuisance and takes time away from
other office priorities. Additionally, handwritten activity logs
and reports are vulnerable to theft and are often illegible,
rendering them useless. The current environment could become
unstable for visitors and the establishment could face a future
loss of employees and a blow to its reputation – leading to a
loss of revenue for the organization. Best practice solutions are
found in Figure 3.
Figure 3: Problem Statement
Problem Statement Stroud Page | 8
Section 1: Introduction
Observation of the office indicates a large quantity of paper
being used and discarded. It would be more practical and
beneficial to move towards a paperless system. This would not
only save money but will increase confidentiality. Currently
when a handwritten visitor request form is submitted to the
People Management Development Office the information is
manually recorded in sequential order by date, these logs are
used for visitor tours of 20 or more people. Then the form is

couriered over to the Security Office where a local background
check is performed. Upon passing the Security Office verifies
the individual is suitable to participate in a tour of the National
Security Archive Institute. The same request form and
procedure is used for new employees, however they are stored
in two different locations. It can take up to 48 hours to receive
the background verification. A Microsoft Access Database
would capture and store employee and visitor information such
seen in Figure 16.
Introduction Stroud Page | 10
Therefore, only one database becomes necessary to process both
an employee and visitors access badge using simple queries
extracting specific data that applies to each activity badge. This
will allow the Security Office to pull information for the
background check directly from the database instead of waiting
for a courier, ultimately decreasing the turnaround time and
saving paper and courier man-hours. Section 2: Feasibility
Analysis
Operational Feasibility
The Microsoft Access database will provide better
communication between the Personnel Management
Development Office and the Security Office allowing them to
process visitor and employee access badges; provide an
automation record keeping and files system; and minimize the
probability of an intruder entering the building without
authorization while restricting authorize personnel to
information and data on need to know basis (see Figure 18). As
with any new controlled access management system there are
advantages and disadvantages, for instance:
· Users are already used to computer navigation therefore
training will only include learning how to use Microsoft Access
software.
· Better efficiency and effectiveness in the maintenance of
personal information details in the badge system reduce human
errors and the cost of paper.

· Data retrieval and the data presenting will be done by the
system so the report generation will be done automatically.
· In the future additional cost may be incurred in order to
provide an online system for visitors to request tours using the
internet.
· An increase in visitors and employee request for badge may
require additional staff thus generating labor cost. However one
should note that couriers and clerks using the current system
will be reassigned.
The database will allow the Personnel Management
Development Office to input personal data into the system and
allow the Security Office to review new request to verify
background and clearance information (See Figure 19):
· Last Name
· First Name
· Address
· City
· State
· Zip
As the organization grows this Access Database can be
expanded to allow other users to access the employee database
and create products that would improve the overall NSAI
operations.
Economic Feasibility
The estimated cost for implementing and maintaining the system
is shown below and include provisions for entering the
historical data for this product in order to insure that the
reporting methods are using all available data. Database
connectivity has been assumed for 5 users on a Windows Server
platform on one standalone copy of Microsoft Access 2013.
The amount of users and additional hardware cost can be
increased as needed:

Figure 4: Development Cost
Strategic Feasibility
Developing a strategic modernization plan to generate an
automated security badging program will initiate and provide
future capabilities in expanding advance technology to other
internal office business practices using LAN connected PC (bar-
coded badges) to mainframe. The current system has a virtual
server that is being used by Deputy Director and their Assistant
Managers in Government. Once the current virtualization server
is set up to allow communication between the Security office
and the People Management and Development office additional
emphasis will be placed on security, authentication and specific
permissions to login to the system. The new server is HYPER-V
capable and has the capacity to store and manage the entire
database. Once the new server is installed it will be capable of
deploying disaster recovery integration on to the current server
serving as a back-up system in the event the new server
becomes inoperable.
Scope Feasibility
The benefits from constructing this database will create a
balance solution towards cost, capability, and quality and
response time. Response time for output and the ability to
leverage relationships across the business units allows us to
create security badges at the fastest possible speed. In turn, the
controlled access management program will establish tools and
processes that facilitate a single point of accountability to
mitigate risk associated with managing the organization's
facilities access points.
Feasibility AnalysisStroud Page | 13

Section 3: Software Requirements
The National Security Archive Institution is in the process to
migrate Windows XP to Windows 7 supporting over 20
computers. With recent costs migrating to the new system it
would also be a good time to consider reducing the cost to
maintain all of the systems. Windows Virtual PC is the latest
Microsoft virtualization technology. It can be used to run more
than one operating system at the same time on one computer,
and to run many productivity applications on a virtual Windows
environment, with a single click, directly from a computer
running Windows 7 and once the glitches are repaired,
improvements can begin by upgrading to a Windows 8.1 Hyper-
V and virtualize the entire company (see Figure 9).
The advantage of virtualization is that it can be ran many
servers from one physical server however one must first
determine the risk in data recovery and downtime. The server is
fully expected to support the Security Office virtual platform
and with appropriate security measures. The worst case scenario
is that an additional server may be a necessary purchase as the
proposed system expands to sufficiently back-up the system to
minimize loss and data recovery. The minimum requirements to
run the database software are noted in Figure 5:
Figure 5: Min Computer Requirements
Assumptions & LimitationsStroud Page | 15
Section 4: Server Specifications
Figure 6: Server Specifications:
Detail Study and Analysis of the SystemStroud Page | 16
Section 5 Database Management
Both the Personnel Management Development and the Security
Office will use the database.
Figure 7: Personnel Management Development Table
Fact Finding and Data GatheringStroud Page | 18

Section 6: Database Relationships
Figure 8: Database Relationships:
Physical ModelStroud Page | 19
Section 7: Physical Design
Figure 9: Physical Design
System ModelingStroud Page | 20
Section 8 User Interface Design
Figure 10: Form Wizard Employee Information
Figure 11: Form Wizard Visitor Information
Physical DesignStroud Page | 21
Section 9: Project Schedule
Figure 12: Controlled Access Management Information
User InterfaceStroud Page | 22
Section 10: System Support
It is highly possible that the database expand to enhance the
overall company's operations. Therefore, the best practice is to
use online training for all employees in the event the database
served to support other company business. The recommended
Microsoft Office Access training is located at
https://support.office.com/en-us/article/Training-courses-for-
Access-2013-a4bd10ea-d5f4-40c5-8b37-d254561f8bce?ui=en-
US&rs=en-US&ad=US. Employees will receive a code number
to attend the training online. The following subjects will be
covered during the training:
•Webinar: Intro to Access 2013

•Design and build tables for a database (Access basics, part 1)
•Create table relationships (Access basics, part 2)
•Create your first Access 2013 database
•Introduction to queries (Access basics, part 3)
•Make the switch to Access 2013
•Stop a query from asking for input
•Use criteria in your Access 2013 queries
•Use parameter queries to filter query results
•Use Update queries to change data in Access 2013
•Using date criteria in queries
ImplementationStroud Page | 23
Annex A
Figure 13: Sample Input
Figure 14: Request For Services
Phone: 1-800-NSA-4455
Fax: 1-800-NSA-4545
DATE OF REQUEST
SERVICE REQUESTED FOR DEPARTMENT(S)
11/10/2014
Personnel Management and Development
SUBMITTED BY Charlene Stroud
EXECUTIVE SPONSOR (NIST IR 7657)
NameDiane Cox
NameJames Ellis
TitleAssistant Director

TitleDeputy Director
OfficePersonnel Management and Development
OfficeNSAI
Phone1-800-NSA-4455 ext 123
Phone1-800-NSA-4455 ext 100
TYPE OF SERVICE REQUESTED:
|X|Information Strategy Planning|_|Existing Application
Enhancement
|_|Business Process Analysis and Redesign|_|Existing
Application Maintenance
|X|New Application Development|_|Not Sure
|_|Other (please specify
BRIEF STATEMENT OF PROBLEM, OPPORTUNITY, OR
DIRECTIVE (attach additional documentation as necessary)
The facility requires information systems security that addresses
the design, implementation and maintenance of countermeasures
that protect the physical resource of the organization. That
includes people, hardware and supporting system elements and
resources that control of information in all its states
(transmission, storage, and processing). The facility is subject
to trespassing, vandalism and theft. An controlled assess
management information systems security program will serve as
a form of barcoding access badges using an Microsoft Access
database will identify, authenticate and monitor a person’s
access while they are in the facility.
BRIEF STATEMENT OF EXPECTED SOLUTION
We envision a controlled access integrated database to hold all
current employee and visitor badge and access information.
Having this database will allow security personnel to identify
and authorized personnel to specified access within the facility.
The Personnel Management and Development office will
manage the MS Access database to process and report
controlled access information. To include submitting monthly
reports to the Deputy Director on all badging information. The
system will also track and record historical reports on all
database transactions.

ACTION (ISS Office Use Only)
|X|Feasibility assessment approvedAssigned to Ravindra Patel
|_|Feasibility assessment waivedApproved Budget $ 30,049.00
Start Date
_ASAP_____ Deadline 7 weeks__
|_|Request delayedBacklogged until date: ______________
|_|Request rejected Reason:
Authorized Signatures:
_________//ORIGINAL SIGNED//___________________James
Ellis___________________
Project Executive Sponsor
Annex AStroud Page | 23
Annex B
Figure 15: Sample Output
Figure 16: Database Document
Thursday, November 13, 2014
Management Database.accdb
Table: CLEARANCEPage: 1
Properties
AlternateBackShade: 95AlternateBackThemeColorInd1
AlternateBackTint: 100BackShade: 100
BackTint: 100DatasheetForeThemeColorIn0
DatasheetGridlinesThemeCol3DateCreated: 10/26/2014 4:25:00
PM
DefaultView: 2DisplayViewsOnSharePointSit1
FilterOnLoad: FalseGUID: {guid {8DA3A592-C49E-44BC-
A239-7B3B310C6609}}
HideNewField: FalseLastUpdated: 11/13/2014 12:40:33 PM
NameMap: Long binary dataOrderByOn: False
OrderByOnLoad: TrueOrientation: Left-to-Right
PublishToWeb: 1ReadOnlyWhenDisconnected: False
RecordCount: 5ThemeFontIndex: 1

TotalsRow: FalseUpdatable: True
Columns
NameTypeSize
BadgeIDLong Integer4
AggregateType: -1
AllowZeroLength: False
AppendOnly: False
Attributes: Fixed Size, Auto-Increment
CollatingOrder: General
ColumnHidden: False
ColumnOrder: 1
ColumnWidth: Default
CurrencyLCID: 0
DataUpdatable: False
GUID: {guid {A65E9EBB-39F3-4F36-94B0-DF601AA89C1C}}
OrdinalPosition: 0
Required: False
ResultType: 0
SourceField: BadgeID
SourceTable: CLEARANCE
TextAlign: General
Clearance TypeText255
AggregateType: -1
AllowZeroLength: True
AppendOnly: False
Attributes: Variable Length
ColumnHidden: False
ColumnOrder: 2
ColumnWidth: 1995
CurrencyLCID: 0
DisplayControl: Text Box
GUID: {guid {554AB2EB-8B46-412E-951E-27C448077112}}
IMEMode: 0
IMESentenceMode: 3

C:UsersstroudcDesktopITS 465Control Access Information
Systems Thursday, November 13, 2014
OrdinalPosition: 1
Required: False
ResultType: 0
SourceField: Clearance Type
TextAlign: General
UnicodeCompression: True
AccessText255
AggregateType: -1
AppendOnly: False
ColumnHidden: False
ColumnOrder: 3
ColumnWidth: 1545
CurrencyLCID: 0
GUID: {guid {C2150EB0-FBD9-4F31-9D3A-
28D2C5D031DA}}
IMEMode: 0
IMESentenceMode: 3
OrdinalPosition: 2
Required: False
ResultType: 0
SourceField: Access
TextAlign: General
Relationships

EMPLOYEESCLEARANCE
EMPLOYEESCLEARANCE
Attributes: Enforced, Right Join
RelationshipType: One-To-Many
Table Indexes
NameNumber of Fields
CLEARANCEAccess1
Clustered: False
DistinctCount: 4
Foreign: False
IgnoreNulls: False
Name: CLEARANCEAccess
Primary: False
Required: False
Unique: False
Fields:
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CLEARANCEBadgeID1
Clustered: False
DistinctCount: 5
Foreign: False
IgnoreNulls: False
Name: CLEARANCEBadgeID
Primary: False
Required: False
Unique: False
Fields:
BadgeIDAscending
EMPLOYEESCLEARANCE1
Clustered: False

DistinctCount: 5
Foreign: True
IgnoreNulls: False
Name: EMPLOYEESCLEARANCE
Primary: False
Required: False
Unique: False
Fields:
BadgeIDAscending
User Permissions
adminDelete, Read Permissions, Set Permissions, Change
Owner, Read Definition,
Write Definition, Read Data, Insert Data, Update Data, Delete
Data
Group Permissions
AdminsDelete, Read Permissions, Set Permissions, Change
Data
UsersDelete, Read Permissions, Set Permissions, Change
Data
Table: EMPLOYEESPage: 4
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ResultType: 0
SourceField: Limitations
TextAlign: General

Relationships
EMPLOYEESCLEARANCE
EMPLOYEESCLEARANCE
Attributes: Enforced, Right Join
EMPLOYEESFACILITY ACCESS POINTS
Attributes: Enforced
EMPLOYEESINVESTIGATION
BadgeID11Badge ID
Attributes: Unique, Enforced, Left Join
RelationshipType: One-To-One
Table Indexes
EMPLOYEESAccess1
Clustered: False
DistinctCount: 5
Foreign: False
IgnoreNulls: False
Name: EMPLOYEESAccess
Primary: False
Required: False
Unique: False
Fields:
AccessAscending
EMPLOYEESDate1
Clustered: False

DistinctCount: 10
Foreign: False
IgnoreNulls: False
Name: EMPLOYEESDate
Primary: False
Required: False
Unique: False
Fields:
DateAscending
PrimaryKey1
Clustered: False
DistinctCount: 10
Foreign: False
IgnoreNulls: False
Name: PrimaryKey
Primary: True
Required: True
Unique: True
Fields:
BadgeIDAscending
ZipCode1
Clustered: False
DistinctCount: 10
Foreign: False
IgnoreNulls: False
Name: ZipCode
Primary: False
Required: False
Unique: False
Fields:
ZipCodeAscending
User Permissions

Data
Group Permissions
Data
Data
Table: FACILITY ACCESS POINTSPage: 14
Properties
PM
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LastUpdated: 11/13/2014 12:40:33 PMNameMap: Long binary
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OrderByOn: FalseOrderByOnLoad: True
Orientation: Left-to-RightPublishToWeb: 1
ReadOnlyWhenDisconnected: FalseRecordCount: 10
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CurrencyLCID: 0
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IMEMode: 0
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OrdinalPosition: 1
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ResultType: 0
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TextAlign: General
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ResultType: 0
SourceField: Date
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Attributes: Enforced

FACILITY ACCESS POINTSVISITORS
BadgeID11ID
Attributes: Unique, Enforced
Table Indexes
ACCESSAccess1
Clustered: False
DistinctCount: 10
Foreign: False
IgnoreNulls: False
Name: ACCESSAccess
Primary: False
Required: False
Unique: False
Fields:
AccessAscending
EMPLOYEESFACILITY ACCESS POINTS1
Clustered: False
DistinctCount: 1
Foreign: True
IgnoreNulls: False
Name: EMPLOYEESFACILITY ACCESS POINTS
Primary: False
Required: False
Unique: False
Fields:
DateAscending
PrimaryKey1
Clustered: False

DistinctCount: 10
Foreign: False
IgnoreNulls: False
Name: PrimaryKey
Primary: True
Required: True
Unique: True
Fields:
BadgeIDAscending
User Permissions
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Group Permissions
Data
Data
Table: INVESTIGATIONPage: 17
Properties
PM
FilterOnLoad: FalseGUID: {guid {67E81BB6-AC92-49F7-

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Columns
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ColumnHidden: False
ColumnOrder: 1
CurrencyLCID: 0
GUID: {guid {96C9C367-666E-4DD6-B276-3BDFB88CC055}}
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ResultType: 0
SourceField: Badge ID
SourceTable: INVESTIGATION
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SourceField: Public Trust
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ColumnHidden: False
CurrencyLCID: 0
DisplayControl: 106
Format: Yes/No
GUID: {guid {98CA56CB-9380-4520-909B-028974ED59F4}}
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ResultType: 0

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DisplayControl: 106
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CurrencyLCID: 0
DisplayControl: 106
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VISITORSINVESTIGATION
ID11Badge ID
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EMPLOYEESINVESTIGATION1
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Foreign: True
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Name: EMPLOYEESINVESTIGATION
Primary: False
Required: False
Unique: True
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PrimaryKey1
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DistinctCount: 0
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Name: PrimaryKey
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Required: True
Unique: True
Fields:
Badge IDAscending
VISITORSINVESTIGATION1
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Foreign: True
IgnoreNulls: False
Name: VISITORSINVESTIGATION
Primary: False
Required: False
Unique: True
Fields:
Badge IDAscending
User Permissions
Data
Group Permissions
Data
Data

Table: VISITORSPage: 22
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Table Indexes
FACILITY ACCESS POINTSVISITORS1

Clustered: False
DistinctCount: 5
Foreign: True
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Name: FACILITY ACCESS POINTSVISITORS
Primary: False
Required: False
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IDAscending
PrimaryKey1
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Foreign: False
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Name: PrimaryKey
Primary: True
Required: True
Unique: True
Fields:
IDAscending
User Permissions
Data
Group Permissions
Data

Data
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DatasheetGridlinesBehavior: BothDatasheetGridlinesColor:
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