2. Sr. Manager at Protiviti Information Architect Using SharePoint for 5 years Specialize in user adoption, taxonomy planning and governance Terrible weakness for tabloid magazines Linkedin.com/in/mswearingen @mswearingen

4. Portal Division Portals Groups/Teams Projects/Workspaces My Sites

5. Home Page Secondary pages Departmental Portals Personal Sites – Social Content Personal Sites – User Profile Team Sites Personal Sites – Personal Content

8. Draft Socialize Revise

11. Communications Business Unit Content Owners Executive Sponsors End User HR/Ops Early Adopters IT

13. RoleResponsibilities and TasksPermissionsRequired SkillsJob Title System Administrator, Active Directory Resource(s) and Farm Administration Responsible for portal infrastructure (hardware, OS, etc). Responsible for ensuring the portal is leveraging AD according to best practices. Examples include, but are not limited to:  Patching  Release Upgrades Farm AdministratorNetwork administration SQL Administrator o SQL backups and restores o Traditional DBA duties System AdministratorSQL and traditional database management skills, reporting possibly 13

14. RoleResponsibilities and TasksPermissionsRequired SkillsJob Title Portal/Farm Administrator Responsible for global portal and WSS configuration, shared services, policies, procedures, and portal vision. Site Collection Administrator Responsible for WSS database, site collection, and site backups for local WSS server. Responsible for site provisioning of all sub-sites; responsible for administering and maintaining site. Site Owner Responsible for all management at the site-level. Contribute permissions in their specific site, but have read-only across the rest of the site collection. Web Designer Responsible for the ongoing look and feel of the site, including but not limited to:  Maintaining branding standards ContributorContribute content across the site. Contribute permissions in the news site with approval turned on Reader 14

15. RoleResponsibilities and TasksPermissionsRequired SkillsJob Title SharePoint Lead Architect Responsible for translating business needs addressed by the strategy team into initiatives for the portal and coordinating Portal Administrator efforts. DevelopersResponsible for building the framework and features of the portal. Application Resources Responsible for portal applications and third party applications. Business Analysts Responsible for communicating with the business to gather requirements and translating them into business solutions. Business OwnersResponsible for owning and directing a specific piece of the portal, relevant to their business unit, department, or team. LegalResponsible for portal and content compliance with legal mandates. 15

16. Solution Area VisionType of Content Ownership/ Accountability Frequency/Type of Review Governance Overview Intranet Home Page Targeted information based on users role News Important Links Personal KPIs People and Culture Corporate Communications Ongoing review for news All documents and pages reviewed at least annually Tightly controlled Formal content management processes Content managed by Corporate Communications Intranet Sub- sites Departmental Sites Project Sites Community Sites Pages Personal Sites and Profiles 16

17. Key Governance QuestionDecision/Answer What existing policies and procedures need to be referenced as addendums to this document? Retention policies Existing IT policies and procedures HR documentation Records Management Which ones supersede the content in this document? What is the current legal policy regarding e-Discovery processes? 17

18. Enforcement

19. Key Governance QuestionDecision/Answer How will the governance policy be socialized with staff? Will staff be responsible for ‘confirming’ that they have read and understand the policy? How often will the Governance Committee meet to review and update the policy? Where will the policy reside? Who is responsible for communicating key changes of the policy (i.e. change in document re-certification schedule) to key stakeholders and end users? What are the consequences for non-compliance? What are the opportunities to ‘regain’ status after non-compliance? Who is responsible for this enforcement? Will you use third-party tools to help govern some policies? 19

21. Week 2 Monday: Configuration & Architecture Tuesday: Environment Structure Wednesday: Storage, Maintenance & Recovery Thursday: Authentication Friday: Support

22. TopicsNotes/Answers Hardware details, including: Server size and configuration TFS guidelines Software details, including: Licensing and feature details Third-Party tools SharePoint Service Accounts and Passwords Who has access to these accounts and passwords? Who can change them? How often should they be changed? Development Standards, if applicable What rules or considerations are necessary regarding your current firewall configuration? What are the back-up strategies and policies? Clustering and load-balancing strategy and policy? 22

23. Key Questions/TopicsNotes/Answers Define the environments which will be used for development and testing. What are your deployment schedules and policies? Who is responsible for the maintenance of these environments? What types of processes are needed to ensure that the solution infrastructure is maintained and monitored? Will a third-party tool be leveraged to ensure infrastructure is running optimally? Has a third-party performed an environmental audit? How often will the environmental audit be repeated? How will performance or infrastructure issues be escalated and resolved? Who will be responsible for ensuring the QA and Production Environments are synchronized? 23

24. Key Questions/TopicsNotes/Answers Define the different types of failures or outages that may occur? What are your deployment schedules and policies? What are you policies regarding Microsoft service packs? Who schedules downtime? How is it communicated to staff? How is unscheduled downtime communicated to staff? What is the plan for site recovery? Data center recovery? File recovery? What is the default storage quota for the web application? Library? What is the process for requesting more storage? What is the maximum storage allowed? Who will monitor and report on storage? What actions are site owners expected to take if their sites are nearing capacity? 24

25. Key Governance QuestionDecision/Answer Do all users have access via their network or Active Directory (AD) log in? If not, what other forms of authentication are available and under what circumstances would a user be added to these lists? How are new users provisioned? (Internal and external) How are users decommissioned? (Internal and external) Are you leveraging SSO with any third-party applications? If so, which ones and which users groups should have access? 25

26. Key Governance QuestionDecision/Answer What is the process for requesting support for a SharePoint site? What is the expected turn-around for support requests? Who can escalate support requests? What is the process for requesting feature enhancements? Who reviews feature enhancement requests? Who communicates with users about his/her enhancement requests? Who schedules requests and manages the development timeline for these requests? 26

28. Week 3 Monday: Site Provisioning Tuesday: Site Ownership Wednesday: Site Content Thursday: Permissions Management Friday: Support

29. Key Governance QuestionDecision/Answer What is the provisioning process to get a new site collection? What is the process to provision a team site? What is the process to provision a new community site? Who is reviewing and managing these requests? What is the expected response rate for new requests? How will sites and site collections be decommissioned? Who determines if a site is no longer necessary? Is there a blanket-policy for site review after set time periods? If a site is decommissioned, is its content archived? Where? 29

30. Site Owner ResponsibilitiesSecondary Owner ResponsibilitiesBusiness Stakeholder How often should content be reviewed for accuracy? Timeliness? Who is responsible for the upkeep of the site homepage? Who manages site permissions requests? Who manages site users? Who enforces content best practices? 30

31. Key Governance QuestionDecision/Answer Who can add a new App/List/Library to a site? Who manages the metadata structure for the site? How do users request new content types? How do users request new site columns in content types? Can anyone create content types? Can anyone create site columns? Who creates new workflows for lists/libraries? Who manages these workflows? 31

32. Key QuestionsAnswers/Discussion Are there any overall access restrictions (e.g. some AD groups cannot access the site collection?) Can users invite external members to view content? Can inheritance be broken at the site level? Who makes this decision? Are permissions managed using AD groups? Who is responsible for setting up permissions at each site level? Is item-level security permitted? What is the process for promoting or demoting users from certain permissions levels? Are you permitted to add individuals to SharePoint groups, or only AD groups? Which SharePoint OOTB permissions are you using? Are you creating custom permissions levels? If so, how are those levels being documented and managed? 32

34. Week 4 Monday: Training Schedule and Training Processes Tuesday: Communications Plan Wednesday: SharePoint 101 Lunch & Learn Thursday: Dos and Don’ts of Your New Intranet Webinar Friday: The Whos Who of Your Intranet Team

35. Key Governance QuestionDecision/Answer Are there different levels of training for different types of users? If so, what training levels do users need to ‘pass’ to receive access to the site? What topics are covered at each level of training? Do trained employees need to recertify after a specific period of time? Who is responsible for scheduling, creating and providing this training? How will new employees be trained? Do community sites have different training courses for moderators? What is your model for a sustainable training program post-launch? 35

37. Week 5 Monday: Overarching Information Management Tuesday: Content Review & Scheduling Wednesday: Content Organization Policies Thursday: Information Architecture Modification Policies Friday: Page Management

38. Key Governance QuestionDecision/Answer Who can create content on the site? Upload documents Add images Create pages Add announcements Post to Newsfeeds Add events Is there a process for determining the difference between business critical content? How is critical content maintained? Are there different information management policies for different types of content? What is the retention policy for social content? Is it different that the overall retention policies? Are there specific policies for versioning and version retention? Are third-party tools being used to enforce any of these policies? Which ones? Are SharePoint workflows being used to enforce any of these policies? Attach workflows 38

39. Key Governance QuestionDecision/Answer Who owns a published document, page or item? The contributor or site owner? Is it required that content and documents on all sites be recertified on an annual basis? Who is responsible for reviewing and recertifying content? Who is responsible for managing and monitoring the recertification process? What happens to content or documents that do not pass the recertification test? What is the specific schedule for the recertification and review process? Will a third-party tool be used to manage any or all of these processes? Who owns/manages that tool? Are all sites, sub-sites, private sites, community sites, My sites, and project sites be covered under the annual recertification requirement? What happens to content or documents that do not pass the recertification test? 39

40. Key Governance QuestionDecision/Answer Are you using the Content Type Hub to manage content types? If so, who’s managing the hub? Are there enterprise content types? Is there any enterprise-wide mandatory core metadata? (for example, records retention codes) Are there enterprise-wide supplemental terms? (Managed metadata in the term store) Do all site owners have to use these terms where they are relevant? If so, how will information about enterprise terms be communicated? How is the overall metadata architecture going to be maintained? Can users request new terms? If so, what is the process? What’s the process for requesting new content types? What’s the process for requesting new site columns in existing content types? 40

41. Key Governance QuestionDecision/Answer Who is responsible for managing the info architecture for the solution? What is the process for requesting new “nodes” in the navigational architecture? How often (i.e. annually?) will the effectiveness of the navigational architecture be evaluated? Who determines which sites are promoted to which audiences on the Sites page? Who determines if top-level items can be added to the navigation? 41

42. Key Governance QuestionDecision/Answer Who can create new pages? When should users use pages rather than sites? Who can add new web/app parts to pages? Is there an approval process for page publishing? 42

44. Week 5 Monday: Branding, Style & Page Layouts Tuesday: Personal Sites Wednesday: Profile Attributes Thursday: Newsfeeds, Blogs & Yammer Friday: Governance Bash!

45. Key Governance QuestionDecision/Answer Who is responsible for approving style/design decisions and approvals? Can users with permissions change the theme for a team site? Is SharePoint Designer permitted? What is the process for a user to request a change to a page or site’s existing style/layout? Is the use of InfoPath permitted? Are any third party tools/apps permitted? What is the largest size image that can be uploaded to the site? How will the size limitation on images be enforced? Who owns the page layouts? Which layouts are available on which sites? Who can update and change layouts? Can owners and content authors mix layouts on their sites? 45

46. Key Governance QuestionDecision/Answer Are there My Sites in your site? Are users allowed to use OneDrive Pro, or other personal libraries in conjunction with their My Sites? Which fields are included in the profile? How will profile pictures be updated (via AD? Users update their own?) Do you have guidelines for what constitutes an acceptable profile picture? 46

48. Key Governance QuestionDecision/Answer Are you actively using newsfeeds in your sites? Are there guidelines around what constitutes a ‘good’ newsfeed post? How often should content owners post to their site feeds? Are you using Yammer? Do you have a Yammer terms of use? Do you have a Yammer governance plan? Are users permitted to blog? 48

49. Key Governance QuestionDecision/Answer What unique considerations need to be made for our organization and our specific SharePoint implementation? (eg. Language, extranet or unique user situations, extensive integrations with outside applications, etc.) 49