sharepoint intranet governance sample outline -
DESCRIPTION
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.TRANSCRIPT
- 1. SharePoint Intranet Governance Sample OutlineThe following
PPT provides an outline for any organization to leverage as a
baseline when developing your governance plan for SharePoint. For
more information on SharePoint Governance, collaboration, ECM, and
knowledge & project management strategy, planning &
deployment, please check out:www.sharepointpmp.com and follow me on
Twitter:@sharepointpmp
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 2. About Rich Blank
Rich Blank, MBA, PMP
Managing Consultant, NouvEON, Charlotte, NC
- eMail: [email protected]
- 3. LinkedIn:http://www.richblank.com
- 4. Blog: www.sharepointpmp.com
- 5. Twitter: www.twitter.com/sharepointpmp
- 6. Facebook: www.facebook.com/sharepointpmp
- Strategy & Deployment: Over 15 years consulting, managing projects, & evangelizing collaboration, knowledge management, ECM, and solutions/information architecture.
- 7. Prior Speaking Engagements: most recently 2010 SharePoint Summit and previously related IT/Business Alignment Conferences
- 8. Technology: Microsoft SharePoint, eRoom, Documentum, Lotus Quickr, Connections, Notes among the many competing portal, collaboration and ECM platforms.
- 9. Certifications: MBA, Project Management Professional (PMP), Six Sigma Green Belt.
- 10. Past Positions: Previous Sr. Consulting roles at IBM, EMC, KPMG, HP.
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 11. NouvEON.A New Era in Consulting Services
Serving Fortune 1000 & Mid-market companies,NouvEONis an employee-owned management consulting firm that delivers high-value solutions with 100% Referenceability. We are differentiated by our Employee Owned Network (EON), quality to cost value, referenceability, and experience. NouvEONpassionately delivers value to our clients, employee owners and partners through our Practices and Knowledge Domains.
Practices
Financial
Services
Energy &
Utilities
Raleigh
Charlotte
Organizational Change
Knowledge Domains
Systems Integration
Delivery Management
NouvEONs Value Proposition:
Strategy
Process Excellence
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155
3 - 12. Governance uses people, process, technology, and policies
to define a service, policies, roles, responsibilities, resolve
ambiguity, and mitigate conflict within an organization.
What is Governance?
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 13. Strategic
Objectives, Business Alignment, Roles and responsibilities, Metrics
Operational
How to accomplish common tasks such as creating a new site,training, support, security,customizations,etc
Technology
Leveraging features and tools to enforce policies and security through technology, architecture, backups, etc
Policy
Collection of principles - Acceptable use, legal, branding, what site owners, designers, developers should/shouldnt do
SharePoint Governance
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 14. Intranet Objectives
Publish internal related content (HR, Finance, Talent, departments, etc)
Collaborative team sites and document sharing
Manage internal processes (recruiting, sales, etc)
Collect knowledge and documents in a centrally available, secure, and searchable platform
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 15.
Intranet SiteMap/Model - example
This is what Microsoft provides as a start. Youll want to make your own governance model & sitemap based on your organization.
Right now you have 1 site and just pages underneath that. Each area of the triangle might represent a separate site collection in SharePoint. Most likely youll have 1 site collection for your organizations intranet, a 2nd for Projects, and a 3rd for My Sites. - 16. Intranet SiteMap/Model - example
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 17. Governance Roles
Executive Sponsorship
?
?
Quarterly Meetings
Governance Committee
Marketing
IT
Finance
Recruiting
?
Monthly Meetings
(and online discussions)
Advisory
?
Program Oversight
?
?
Meet as required
Project Mgt / Admin/ Support/ Development
?
Youll want to fill out something along these lines that maps to you how your organization will manage and make decisions about the overall system. - 18. Responsibilities
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6100 Fairview Road, Ste 560
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704.944.3155 - 19. Metrics
Website traffic (overall and specific pages)
Size of sites (storage)
Growth of knowledge domain resource library
Process adoption (# and types of internal processes managed on SharePoint)
Project adoption (# of types of project sites created
# of email attachments being sent
# of customization or feature enhancement requests
Contributions to key internal discussion threads
Contributions and responses to the organizational blog
User surveys (using SharePoint of course)
These are metrics you might consider measuring and promoting to the user community. - 20. Operations
Site Creation
Managing Metadata
Archiving and Retention
Account Access
Training and Best Practices
Custom Solutions/Development/Site Design
Testing/Updates
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 21. Site Creation Process
13
Define process how users will create a site, how that site creation process will happen and by whom.
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 22. Managing Metadata
14
This is about defining certain content types in a MOSS site collection. The goal is have certain meta data fields attached to a document and improve searchability. For example, an HR document might be considered an HR content type with a security field to indicate the document is private. Then you can actually apply a security policy so all documents marked as HR and private are restricted so only people in an HR group can view them. You have to set all of this up as an admin ---- the general term here is Information architecture for SharePoint.
www.NouvEON.com
6100 Fairview Road, Ste 560
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704.944.3155 - 23. Archiving & Retention
15
Whats the process around archiving sites that have not been access in X days or months?
What information will be retained? For how long? Whats the process for archiving and where will archives be stored?
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704.944.3155 - 24. Account Access Process
Employees
Volunteers
External
16
Youll want to define what type of user can gain access to the intranet, who has access or how these types of users can request access.
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 25. Training / Best Practices
Live and recorded webinars examples
Basics Intro
Advanced
Best Practices series (e.g. project management using SharePoint, knowledge management, workflows, managing proposals, communication through blogs, idea management, etc)
17
www.NouvEON.com
6100 Fairview Road, Ste 560
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704.944.3155 - 26. Custom Solutions / Site Dev & Design
18
If a user requires custom solution or site design how do they get that?
Whats acceptable and whats not with respect to custom development?
Can just any user leverage SharePoint Designer?
www.NouvEON.com
6100 Fairview Road, Ste 560
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704.944.3155 - 27. Testing & Platform Updates
Process
Communications
Etc
19
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 28. Technology
Architecture
Platform change management
Backup/restore
Performance / Availability SLA
Security (ssl, AD windows authentication, SharePoint group/user security matrix, etc)
20
www.NouvEON.com
6100 Fairview Road, Ste 560
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704.944.3155 - 29. MOSS Architecture Overview
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704.944.3155 - 30. Physical to Logical
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704.944.3155 - 31. Physical to Logical
Physical Server
Web Application(s)
Top Level Site(s)
Site Collections
Site(s)
Site Collection
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704.944.3155 - 32. Network System Architecture
24
EXAMPLES
Production
Test
You have a few options here. SQL, indexing, and web front end (WFE) can all reside on 1 server given you have a small user community. However, you might consider separating the SQL server on its own. - 33. Platform Change Management
25
www.NouvEON.com
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704.944.3155 - 34. DR/Backup/Restore
Minimally Recommendations
Backup SharePoint databases.
Nightly full backups.
26
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 35. Performance/Service Level (SLA)
27
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 36. Security
28
How will users be authenticated? Using AD?
What about groups and permissions?
What groups will have what permission to which part of certain sites?
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 37. Site Roles & Responsibilities
29
The intranet is built using Microsoft Windows Office SharePoint Services (MOSS) which is comprised of collections of individual websites. Each website has users and groups who can be assigned permissions to the overall site and individual lists, libraries, folders, documents, items, etc Youll want to outline you site roles & responsibilities specifically for your organization.
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 38. Site Structure and Permissions
By default, sites can have lists and lists have items. Sites can also have sub-sites to further restrict access to certain content or allow users to more easily search the hierarchy of sites/sub-sites. Additionally, groups or individuals can be assigned access and specific permissions to the site, lists, items, and sub-sites.
Access to Groups or Individuals
and Assigned Permissions
Sites
(intranet pages, wikis, blog, team, document, meetings)
Recommended to use groups where possible.
Lists
Document libraries, calendars, discussions, surveys, custom, etc
Items
Folder, Files, calendar item, contact, customer, image, custom
Sub-Sites
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 39. Site - Default Groups
31
You can also create your own groups within each site which can be used to restrict access to specific lists or items within the site. For example, a site might have an Engagement Manager, Project Manager, Developer, or Contractor group. Another example might include groups for Executive Team, Senior Leadership, Marketing, Finance, etc
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 40. Site Default Permission Levels
32
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 41. Site Roles & Responsibilities
Specific to your organization
33
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 42. Policy
Application Use Guidelines
Client or Mobile Access
Legal, Acceptable Use
General Site Roles and Responsibilities
Blog usage
My Sites
Branding and Use of Marketing Assets
34
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 43. Application Use Guidelines
35
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 44. External or Mobile Access
36
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 45. Legal / Acceptable Use
37
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 46. Blog Usage
38
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 47. My Sites
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 48. Branding / Marketing
40
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155 - 49. For assistance in developing your governance plan or more
information on SharePoint Governance, collaboration, ECM, and
knowledge & project management strategy, planning &
deployment, please check out:www.sharepointpmp.com and follow me on
Twitter:@sharepointpmpor contact:
www.NouvEON.com
6100 Fairview Road, Ste 560
Charlotte, NC 28210
704.944.3155