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.

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.pmpinsights.comand follow me on Twitter:@pmpinsights

3. Blog: www.pmpinsights.com

4. Twitter: www.twitter.com/pmpinsights

6. Prior Speaking Engagements: most recently 2010 SharePoint Summit and previously related IT/Business Alignment Conferences

7. Technology: Microsoft SharePoint, eRoom, Documentum, Lotus Quickr, Connections, Notes among the many competing portal, collaboration and ECM platforms.

8. Certifications: MBA, Project Management Professional (PMP), Six Sigma Green Belt.

10. Strategic Objectives, Business Alignment, Roles and responsibilities, Metrics Operational How to accomplish common tasks such as creating a new site,training, support, security,customizations,etc… Technology Leveraging features and tools to enforce policies and security through technology, architecture, backups, etc… Policy Collection of principles - Acceptable use, legal, branding, what site owners, designers, developers should/shouldn’t do SharePoint Governance

11. 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

12. Intranet SiteMap/Model - example This is what Microsoft provides as a start. You’ll want to make your own governance model & sitemap based on your organization. Right now you have 1 site and just pages underneath that. Each area of the triangle might represent a separate “site collection” in SharePoint. Most likely you’ll have 1 site collection for your organization’s intranet, a 2nd for Projects, and a 3rd for My Sites.

13. Intranet SiteMap/Model - example

14. Governance Roles Executive Sponsorship ? ? Quarterly Meetings Governance Committee Marketing IT Finance Recruiting ? Monthly Meetings (and online discussions) Advisory ? Program Oversight ? ? Meet as required Project Mgt / Admin/ Support/ Development ? You’ll want to fill out something along these lines that maps to you how your organization will manage and make decisions about the overall system.

15. Responsibilities

16. 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.

17. Operations Site Creation Managing Metadata Archiving and Retention Account Access Training and Best Practices Custom Solutions/Development/Site Design Testing/Updates

18. Site Creation Process Define process how users will create a site, how that site creation process will happen and by whom. 12

19. Managing Metadata 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. 13

20. Archiving & Retention Whats the process around archiving sites that have not been access in X days or months? What information will be retained? For how long? What’s the process for archiving and where will archives be stored? 14

21. Account Access Process Employees Volunteers External 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. 15

22. 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…) 16

23. Custom Solutions / Site Dev & Design If a user requires custom solution or site design – how do they get that? What’s acceptable and what’s not with respect to custom development? Can just any user leverage SharePoint Designer? 17

24. Testing & Platform Updates Process Communications Etc… 18

25. Technology Architecture Platform change management Backup/restore Performance / Availability SLA Security (ssl, AD windows authentication, SharePoint group/user security matrix, etc…) 19

26. MOSS Architecture Overview

27. Physical to Logical

28. Physical to Logical Physical Server Web Application(s) Top Level Site(s) Site Collections Site(s) Site Collection

29. Network System Architecture 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. 23

30. Platform Change Management 24

31. DR/Backup/Restore Minimally Recommendations Backup SharePoint databases. Nightly full backups. 25

32. Performance/Service Level (SLA) 26

33. Security How will users be authenticated? Using AD? What about groups and permissions? What groups will have what permission to which part of certain sites? 27

34. Site Roles & Responsibilities 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. 28

35. 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

36. Site - Default Groups 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… 30

37. Site – Default Permission Levels 31

38. Site Roles & Responsibilities Specific to your organization 32

39. 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 33

40. Application Use Guidelines 34

41. External or Mobile Access 35

42. Legal / Acceptable Use 36

43. Blog Usage 37

44. My Sites

45. Branding / Marketing 39