bulletproof sharepoint governance (#sp24 session)
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Bulletproof SharePoint GovernanceNick InglisUnited States, Providence, RI
April 16th /17th, 2014
• Founding Partner, Optismo• Co-Founder, The Information
Governance Conference• Author, The AIIM SharePoint
Governance Toolkit• Dad, Conor Atom Inglis
Nick InglisFounding PartnerOptismoProvidence, RIUnited States
Contact
@nickinglisnick.inglis@optismo.comwww.nickinglis.com
BulletproofSharePoint Governance
The Optismo Model of SharePoint Governance
Information Gathering
Foundational Information Guide Strategy Implementation
Planning
What We’ll Cover
Foundational Activities
Information Gathering
Foundational Information Guide Strategy Implementation
Planning
What We’ll Cover
Content Design & Structure
Development
People/Roles Security Classificatio
n
Foundational Activities
Governance Areas
Governance is expansive.
It reaches all parts of an organization.
Why Is That?
Governance is expansive.
It reaches all parts of an organization.
It is approached differently by the many stakeholders.
Why Is That?
Driven by business
requirements
Content
Design & Structure
Development
People/Roles
Security
Classification
Information Gathering
Foundational Information
Guide Strategy
Implementation Planning
Starting Off Right
Information Gathering
Foundational Information
Guide Strategy
Implementation Planning
Starting Off Right
Information Gathering
Foundational Information
Guide Strategy
Implementation Planning
Starting Off Right
Information Gathering
Foundational Information
Guide Strategy
Implementation Planning
Starting Off Right
Information Gathering
Foundational Information
Guide Strategy
Implementation Planning
Starting Off Right
Foundational Activities Information
Gathering
Foundational Information
Guide Strategy
Implementation Planning
Foundational Activities
Gath
er
Data
&Id
enti
fy T
rend
s Develop representative user
profiles
Align questions to gap analysis
mapping
Gather
1 on 1 interviewing
Surveys
Workshops
Information Gathering
Foundational Activities
Gath
er
Data
&Id
enti
fy T
rend
s Develop representative user
profiles
Align questions to gap analysis
mapping
Gather
1 on 1 interviewing
Surveys
Workshops
Information Gathering
Foundational Activities
Gath
er
Data
&Id
enti
fy T
rend
s Develop representative user
profiles
Align questions to gap analysis
mapping
Gather
1 on 1 interviewing
Surveys
Workshops
Information Gathering
Foundational Activities
Gath
er
Data
&Id
enti
fy T
rend
s Develop representative user
profiles
Align questions to gap analysis
mapping
Gather
1 on 1 interviewing
Surveys
Workshops
Information Gathering
Foundational Activities
Gath
er
Data
&Id
enti
fy T
rend
s Develop representative user
profiles
Align questions to gap analysis
mapping
Gather
1 on 1 interviewing
Surveys
Workshops
Information Gathering
Foundational Activities
Gath
er
Data
&Id
enti
fy T
rend
s Develop representative user
profiles
Align questions to gap analysis
mapping
Gather
1 on 1 interviewing
Surveys
Workshops
Information Gathering
Foundational Activities Information
Gathering
Foundational Information
Guide Strategy
Implementation Planning
Foundational Information
Foundational ActivitiesEstablish The Role of SharePoint
SharePoint as:Development PlatformContent ManagementSocial PlatformEtc.
Establish Role of Cooperating Systems
What Connects?Data ConnectionsUI ConnectionsProcess Connections
Assess Maturity
Establish maturity assessment for:Systems/TechnologyCultureComplianceEtc.
Identify External Factors
BudgetPolicyM&A ActivitySystems ReplacementsEtc.
Foundational
Overview Document
Foundational Information
Foundational ActivitiesEstablish The Role of SharePoint
SharePoint as:Development PlatformContent ManagementSocial PlatformEtc.
Establish Role of Cooperating Systems
What Connects?Data ConnectionsUI ConnectionsProcess Connections
Assess Maturity
Establish maturity assessment for:Systems/TechnologyCultureComplianceEtc.
Identify External Factors
BudgetPolicyM&A ActivitySystems ReplacementsEtc.
Foundational
Overview Document
Foundational Information
Foundational ActivitiesEstablish The Role of SharePoint
SharePoint as:Development PlatformContent ManagementSocial PlatformEtc.
Establish Role of Cooperating Systems
What Connects?Data ConnectionsUI ConnectionsProcess Connections
Assess Maturity
Establish maturity assessment for:Systems/TechnologyCultureComplianceEtc.
Identify External Factors
BudgetPolicyM&A ActivitySystems ReplacementsEtc.
Foundational
Overview Document
Foundational Information
Foundational ActivitiesEstablish The Role of SharePoint
SharePoint as:Development PlatformContent ManagementSocial PlatformEtc.
Establish Role of Cooperating Systems
What Connects?Data ConnectionsUI ConnectionsProcess Connections
Assess Maturity
Establish maturity assessment for:Systems/TechnologyCultureComplianceEtc.
Identify External Factors
BudgetPolicyM&A ActivitySystems ReplacementsEtc.
Foundational
Overview Document
Foundational Information
Foundational ActivitiesEstablish The Role of SharePoint
SharePoint as:Development PlatformContent ManagementSocial PlatformEtc.
Establish Role of Cooperating Systems
What Connects?Data ConnectionsUI ConnectionsProcess Connections
Assess Maturity
Establish maturity assessment for:Systems/TechnologyCultureComplianceEtc.
Identify External Factors
BudgetPolicyM&A ActivitySystems ReplacementsEtc.
Foundational
Overview Document
Foundational Information
Foundational ActivitiesEstablish The Role of SharePoint
SharePoint as:Development PlatformContent ManagementSocial PlatformEtc.
Establish Role of Cooperating Systems
What Connects?Data ConnectionsUI ConnectionsProcess Connections
Assess Maturity
Establish maturity assessment for:Systems/TechnologyCultureComplianceEtc.
Identify External Factors
BudgetPolicyM&A ActivitySystems ReplacementsEtc.
Foundational
Overview Document
Foundational Activities Information
Gathering
Foundational Information
Guide Strategy
Implementation Planning
Guide Strategy
Foundational Activities
Technology RoadmapGap
Analysis
Reference Architecture
Guiding Principles
Guide Strategy
Foundational ActivitiesTechnology Roadmap
Gap Analysis
Reference Architecture
Guiding Principles
Guiding Principles:Statement(s) Encompassing-
Overall Program GoalsBeliefs & DesiresDesired OutcomesOverarching Theme
Guide Strategy
Foundational ActivitiesTechnology Roadmap
Gap Analysis
Reference Architecture
Guiding Principles
Reference Architecture-Maps Functionality to Enterprise Systems To Help:• Identify Functionality Gaps• Identify Systems For
Standardization• Identify Systems For
Retirement
Guide Strategy
Foundational ActivitiesTechnology Roadmap
Gap Analysis
Reference Architecture
Guiding Principles
Gap Analysis-Through surveying, interviewing, workshops.Identify areas for improvement in Culture, Functionality, Systems, etc.
Guide Strategy
Foundational ActivitiesTechnology Roadmap
Gap Analysis
Reference Architecture
Guiding Principles
Technology Roadmap-Identifies an overall continuum of systems over the next 3-5 years to which functionality may be aligned.
Foundational Activities Information
Gathering
Foundational Information
Guide Strategy
Implementation Planning
Implementation Planning
Foundational Activities
Document Requiremen
ts
Develop A Business
Case & Gain Approval
Implementation Planning
Foundational Activities
Document Requirement
s
Implementation Planning
Foundational Activities
Document Requirement
s
Leverage existing standards & methodologies • IEEE Standard 830-1998• Unified Modeling Language (UML) • Rational Unified Process (RUP)
Implementation Planning
Foundational Activities
Document Requirement
s
Leverage existing standards & methodologies • IEEE Standard 830-1998• Unified Modeling Language (UML) • Rational Unified Process (RUP) Number for tracing
Implementation Planning
Foundational Activities
Document Requirement
s
Leverage existing standards & methodologies • IEEE Standard 830-1998• Unified Modeling Language (UML) • Rational Unified Process (RUP) Number for tracingApply guiding principles
Implementation Planning
Foundational Activities
Document Requirement
s
Leverage existing standards & methodologies • IEEE Standard 830-1998• Unified Modeling Language (UML) • Rational Unified Process (RUP) Number for tracingApply guiding principles Document assumptions
Implementation Planning
Foundational Activities
Document Requirement
s
Leverage existing standards & methodologies • IEEE Standard 830-1998• Unified Modeling Language (UML) • Rational Unified Process (RUP) Number for tracingApply guiding principles Document assumptionsList policy, process, technical legal, and regulatory constraints
Implementation Planning
Foundational Activities
Document Requirement
s
Leverage existing standards & methodologies • IEEE Standard 830-1998• Unified Modeling Language (UML) • Rational Unified Process (RUP) Number for tracingApply guiding principles Document assumptionsList policy, process, technical legal, and regulatory constraints Describe functionality, not how functionality should be developed
Implementation Planning
Foundational Activities
Document Requirement
s
Leverage existing standards & methodologies • IEEE Standard 830-1998• Unified Modeling Language (UML) • Rational Unified Process (RUP) Number for tracingApply guiding principles Document assumptionsList policy, process, technical legal, and regulatory constraints Describe functionality, not how functionality should be developed Prioritize and/or Categorize
Implementation Planning
Foundational ActivitiesDevelop
A Business Case & Gain
Approval
Implementation Planning
Foundational ActivitiesDevelop
A Business Case & Gain
Approval
Rationale
Productivity
Knowledge Management
Compliance
Risk Management
Legal / Regulatory
Reducing eDiscovery Costs
Improving Findability
Etc.
Purpose
Justification of action
Evaluation of options
Costs / Benefit analysis
Outline of commitments
Obtaining executive commitment
Obtaining executive approval
Outline Cost Areas
Hardware
Software
Program Execution
Training
Operations
Ongoing Maintenance
Outline Benefits
Dollars saved
Time saved
Cost avoidance
Etc.
Implementation Planning
Foundational ActivitiesDevelop
A Business Case & Gain
Approval
Rationale
Productivity
Knowledge Management
Compliance
Risk Management
Legal / Regulatory
Reducing eDiscovery Costs
Improving Findability
Etc.
Purpose
Justification of action
Evaluation of options
Costs / Benefit analysis
Outline of commitments
Obtaining executive commitment
Obtaining executive approval
Outline Cost Areas
Hardware
Software
Program Execution
Training
Operations
Ongoing Maintenance
Outline Benefits
Dollars saved
Time saved
Cost avoidance
Etc.
Implementation Planning
Foundational ActivitiesDevelop
A Business Case & Gain
Approval
Rationale
Productivity
Knowledge Management
Compliance
Risk Management
Legal / Regulatory
Reducing eDiscovery Costs
Improving Findability
Etc.
Purpose
Justification of action
Evaluation of options
Costs / Benefit analysis
Outline of commitments
Obtaining executive commitment
Obtaining executive approval
Outline Cost Areas
Hardware
Software
Program Execution
Training
Operations
Ongoing Maintenance
Outline Benefits
Dollars saved
Time saved
Cost avoidance
Etc.
Implementation Planning
Foundational ActivitiesDevelop
A Business Case & Gain
Approval
Rationale
Productivity
Knowledge Management
Compliance
Risk Management
Legal / Regulatory
Reducing eDiscovery Costs
Improving Findability
Etc.
Purpose
Justification of action
Evaluation of options
Costs / Benefit analysis
Outline of commitments
Obtaining executive commitment
Obtaining executive approval
Outline Cost Areas
Hardware
Software
Program Execution
Training
Operations
Ongoing Maintenance
Outline Benefits
Dollars saved
Time saved
Cost avoidance
Etc.
Governance Areas Content
Design & User
Experience
Development
People/Roles
Security Classification
Content Governance
Develop & Implement Retention
Policies Across All Information
Establish Content Type Structure &
Rules
Standardize Metadata (Columns)
Library & List Standards
Site Provisioning
Content
Develop & Implement
Retention Policies Across All
InformationEstablish Content Type Structure &
Rules
Standardize Metadata (Columns)
Library & List Standards
Site Provisioning
Content Governance
Develop & Implement Retention
Policies Across All Information
Establish Content Type Structure &
Rules
Standardize Metadata (Columns)
Library & List Standards
Site Provisioning
Content
Develop & Implement
Retention Policies Across All
InformationEstablish Content Type Structure &
Rules
Standardize Metadata (Columns)
Library & List Standards
Site Provisioning
Content Governance
Develop & Implement Retention
Policies Across All Information
Establish Content Type Structure &
Rules
Standardize Metadata (Columns)
Library & List Standards
Site Provisioning
Content
Develop & Implement
Retention Policies Across All
InformationEstablish Content Type Structure &
Rules
Standardize Metadata (Columns)
Library & List Standards
Site Provisioning
Content Governance
Develop & Implement Retention
Policies Across All Information
Establish Content Type Structure &
Rules
Standardize Metadata (Columns)
Library & List Standards
Site Provisioning
Content
Develop & Implement
Retention Policies Across All
InformationEstablish Content Type Structure &
Rules
Standardize Metadata (Columns)
Library & List Standards
Site Provisioning
Content Governance
Develop & Implement Retention
Policies Across All Information
Establish Content Type Structure &
Rules
Standardize Metadata (Columns)
Library & List Standards
Site Provisioning
Content
Develop & Implement
Retention Policies Across All
InformationEstablish Content Type Structure &
Rules
Standardize Metadata (Columns)
Library & List Standards
Site Provisioning
Content Governance
Develop & Implement Retention
Policies Across All Information
Establish Content Type Structure &
Rules
Standardize Metadata (Columns)
Library & List Standards
Site Provisioning
Content
Develop & Implement
Retention Policies Across All
InformationEstablish Content Type Structure &
Rules
Standardize Metadata (Columns)
Library & List Standards
Site Provisioning
Content GovernanceContent
Develop & Implement
Retention Policies Across All
Information
Content Governance
Establish Retention & Disposition rules at the outset across ALL organizational information.
Content
Develop & Implement
Retention Policies Across All
Information
Content Governance
Establish Retention & Disposition rules at the outset across ALL organizational information.Develop categories and length of time to keep.
Content
Develop & Implement
Retention Policies Across All
Information
Content Governance
Establish Retention & Disposition rules at the outset across ALL organizational information.Develop categories and length of time to keep.Automatically identify and categorize based on…
Content
Develop & Implement
Retention Policies Across All
Information
Content Governance
Location• Site
Collection• Site• Library
Content Types
Columns / Metadata
Fields
Establish Retention & Disposition rules at the outset across ALL organizational information.Develop categories and length of time to keep.Automatically identify and categorize based on…
Content
Develop & Implement
Retention Policies Across All
Information
Content Governance
Location• Site
Collection• Site• Library
Content Types
Columns / Metadata
Fields
For example:
Content
Develop & Implement
Retention Policies Across All
Information
Content Governance
Location• Site
Collection• Site• Library
Content Types
Columns / Metadata
Fields
For example:Content uploaded to –Marketing Site
Content
Develop & Implement
Retention Policies Across All
Information
Content Governance
Location• Site
Collection• Site• Library
Content Types
Columns / Metadata
Fields
For example:Content uploaded to –Marketing SiteOperations Library
Content
Develop & Implement
Retention Policies Across All
Information
Content Governance
Location• Site
Collection• Site• Library
Content Types
Columns / Metadata
Fields
For example:Content uploaded to –Marketing SiteOperations LibraryContent Type: Contract
Content
Develop & Implement
Retention Policies Across All
Information
Content Governance
Location• Site
Collection• Site• Library
Content Types
Columns / Metadata
Fields
For example:Content uploaded to –Marketing SiteOperations LibraryContent Type: Contract
We know this is a marketing contract.
Content
Develop & Implement
Retention Policies Across All
Information
Content GovernanceContent
Establish Content Type Structure &
Rules
Content Type Hub
Content Type A
Child Content Type A
Sub Child Content Type A1
EXTENDABLE
Sub Child Content Type A2
EXTENDABLE
Sub Child Content Type A3
EXTENDABLE
Sub Child Content Type A4
EXTENDABLE
Content Type B
Child Content Type B
Content Type C
Content Type D
Content Cannot Be AddedMetadata Can
Be Added
Content Can Be Added
Metadata Can Be Added
Site Administrators
Can Extend This Content Type
Existing Metadata Only
Content GovernanceContent
Establish Content Type Structure &
Rules
Content Type Hub
Content Type A
Child Content Type A
Sub Child Content Type A1
EXTENDABLE
Sub Child Content Type A2
EXTENDABLE
Sub Child Content Type A3
EXTENDABLE
Sub Child Content Type A4
EXTENDABLE
Content Type B
Child Content Type B
Content Type C
Content Type D
Content Cannot Be AddedMetadata Can
Be Added
Content Can Be Added
Metadata Can Be Added
Site Administrators
Can Extend This Content Type
Existing Metadata Only
Content GovernanceContent
Establish Content Type Structure &
Rules
Content Type Hub
Content Type A
Child Content Type A
Sub Child Content Type A1
EXTENDABLE
Sub Child Content Type A2
EXTENDABLE
Sub Child Content Type A3
EXTENDABLE
Sub Child Content Type A4
EXTENDABLE
Content Type B
Child Content Type B
Content Type C
Content Type D
Content Cannot Be AddedMetadata Can
Be Added
Content Can Be Added
Metadata Can Be Added
Site Administrators
Can Extend This Content Type
Existing Metadata Only
Content GovernanceContent
Establish Content Type Structure &
Rules
Content Type Hub
Content Type A
Child Content Type A
Sub Child Content Type A1
EXTENDABLE
Sub Child Content Type A2
EXTENDABLE
Sub Child Content Type A3
EXTENDABLE
Sub Child Content Type A4
EXTENDABLE
Content Type B
Child Content Type B
Content Type C
Content Type D
Content Cannot Be AddedMetadata Can
Be Added
Content Can Be Added
Metadata Can Be Added
Site Administrators
Can Extend This Content Type
Existing Metadata Only
Content GovernanceContent
Establish Content Type Structure &
Rules
Content Type Hub
Content Type A
Child Content Type A
Sub Child Content Type A1
EXTENDABLE
Sub Child Content Type A2
EXTENDABLE
Sub Child Content Type A3
EXTENDABLE
Sub Child Content Type A4
EXTENDABLE
Content Type B
Child Content Type B
Content Type C
Content Type D
Content Cannot Be AddedMetadata Can
Be Added
Content Can Be Added
Metadata Can Be Added
Site Administrators
Can Extend This Content Type
Existing Metadata Only
Content GovernanceContent
Establish Content Type Structure &
Rules
Content Type Hub
Content Type A
Child Content Type A
Sub Child Content Type A1
EXTENDABLE
Sub Child Content Type A2
EXTENDABLE
Sub Child Content Type A3
EXTENDABLE
Sub Child Content Type A4
EXTENDABLE
Content Type B
Child Content Type B
Content Type C
Content Type D
Content Cannot Be AddedMetadata Can
Be Added
Content Can Be Added
Metadata Can Be Added
Site Administrators
Can Extend This Content Type
Existing Metadata Only
Content GovernanceContent
Establish Content Type Structure &
Rules
Content Type Hub
Content Type A
Child Content Type A
Sub Child Content Type A1
EXTENDABLE
Sub Child Content Type A2
EXTENDABLE
Sub Child Content Type A3
EXTENDABLE
Sub Child Content Type A4
EXTENDABLE
Content Type B
Child Content Type B
Content Type C
Content Type D
Content Cannot Be AddedMetadata Can
Be Added
Content Can Be Added
Metadata Can Be Added
Site Administrators
Can Extend This Content Type
Existing Metadata Only
Content GovernanceContent
Establish Content Type Structure &
Rules
Content Type Hub
Content Type A
Child Content Type A
Sub Child Content Type A1
EXTENDABLE
Sub Child Content Type A2
EXTENDABLE
Sub Child Content Type A3
EXTENDABLE
Sub Child Content Type A4
EXTENDABLE
Content Type B
Child Content Type B
Content Type C
Content Type D
Content Cannot Be AddedMetadata Can
Be Added
Content Can Be Added
Metadata Can Be Added
Site Administrators
Can Extend This Content Type
Existing Metadata Only
Content Governance
Content Types
Scope
Enterprise Site Collection Site
Columns
Term Sets
Global Local
Workflow
OOB Custom
Forms & Document Templates
Information Management
Policies
Auditing Retention
Labeling Print Restrictions
Content
Establish Content Type Structure &
Rules
Content GovernanceContent
Standardize Metadata (Columns) Include your Metadata (Column) Plan
Content GovernanceContent
Standardize Metadata (Columns) Include your Metadata (Column) Plan
Categorize your Columns as Enterprise, Site Collection, or Site. Include which Site Collection or Site you are referring to with each set.
Content GovernanceContent
Standardize Metadata (Columns) Include your Metadata (Column) Plan
Categorize your Columns as Enterprise, Site Collection, or Site. Include which Site Collection or Site you are referring to with each set. Include your predefined Term Sets and Terms (Microsoft has a “Term Set Worksheet” that can be utilized.
Content GovernanceContent
Standardize Metadata (Columns) Include your Metadata (Column) Plan
Categorize your Columns as Enterprise, Site Collection, or Site. Include which Site Collection or Site you are referring to with each set. Include your predefined Term Sets and Terms (Microsoft has a “Term Set Worksheet” that can be utilized. Show the relationship between various Term Sets and Site Columns.
Content GovernanceContent
Establish Site Provisioning For those with SharePoint 2013, ensure that the built in
Site Provisioning process aligns with your organizational requirements for Site Provisioning.
For those with SharePoint 2010 or older, develop the related forms, workflows and functions needed for Site Provisioning based on your business requirements. As an example:
Authorized User
Requests New Site
Form Filled Out
Providing Details of
Use
Request Evaluated By
Fulfillment
Site Created Based On
Site Template (or
Denied)
Message Sent To
Requestor
Governance Areas Content
Design & User
Experience
Development
People/Roles
Security Classification
Design & User Experience
Establish Site Organization
Establish Branding
Establish Site Templates To
Carry Common
Permissions & Functionality
Establish Navigation
Rules
Establish Search
Configuration Rules
Design & User Experience
Establish Site Organization
Establish Branding
Establish Site Templates To Carry Common
Permissions & Functionality
Establish Navigation Rules
Establish Search Configuration Rules
Design & User Experience
Establish Site Organization
Establish Branding
Establish Site Templates To
Carry Common
Permissions & Functionality
Establish Navigation
Rules
Establish Search
Configuration Rules
Design & User Experience
Establish Site Organization
Establish Branding
Establish Site Templates To Carry Common
Permissions & Functionality
Establish Navigation Rules
Establish Search Configuration Rules
Design & User Experience
Establish Site Organization
Establish Branding
Establish Site Templates To
Carry Common
Permissions & Functionality
Establish Navigation
Rules
Establish Search
Configuration Rules
Design & User Experience
Establish Site Organization
Establish Branding
Establish Site Templates To Carry Common
Permissions & Functionality
Establish Navigation Rules
Establish Search Configuration Rules
Design & User Experience
Establish Site Organization
Establish Branding
Establish Site Templates To
Carry Common
Permissions & Functionality
Establish Navigation
Rules
Establish Search
Configuration Rules
Design & User Experience
Establish Site Organization
Establish Branding
Establish Site Templates To Carry Common
Permissions & Functionality
Establish Navigation Rules
Establish Search Configuration Rules
Design & User Experience
Establish Site Organization
Establish Branding
Establish Site Templates To
Carry Common
Permissions & Functionality
Establish Navigation
Rules
Establish Search
Configuration Rules
Design & User Experience
Establish Site Organization
Establish Branding
Establish Site Templates To Carry Common
Permissions & Functionality
Establish Navigation Rules
Establish Search Configuration Rules
Design & User Experience
Establish Site Organization
Establish Branding
Establish Site Templates To
Carry Common
Permissions & Functionality
Establish Navigation
Rules
Establish Search
Configuration Rules
Design & User Experience
Establish Site Organization
Establish Branding
Establish Site Templates To Carry Common
Permissions & Functionality
Establish Navigation Rules
Establish Search Configuration Rules
Design & User ExperienceDesign & User Experience
Establish Site Organization
Develop primary Site Collection and Site Organization, establish where new sites will be created in the organizational hierarchy.
Primary Intranet Site
Collection
Division A
R&D
Project Sites
Marketing
Project Sites
Division B
Sales
Sales Initiative
Sites
Product Managemen
t
Additional Sites
HR Site Collection
Executive Site
Collection
Design & User ExperienceDesign & User Experience
Establish Branding
Establish (leveraging Corporate Branding Guidelines) Branding Guidelines for SharePoint. Leverage Site Templates to carry these guidelines to all Sites automatically.
Design & User ExperienceDesign & User Experience
Establish Site Templates To Carry
Common Permissions & Functionality
Establish Common Permissions & Functionality to be automatically carried on all new sites created as a part of your Site Provisioning process by leveraging Site Templates for all new sites.
Design & User ExperienceDesign & User Experience
Establish Navigation Rules
Establish Navigation Rules for primary menus and how those menus are inheritable through newly provisioned Sites.
Design & User ExperienceDesign & User Experience
Establish Search Configuration Rules
Design & User ExperienceDesign & User Experience
Establish Search Configuration Rules • List appropriate crawl schedule info in Governance
Plan.
Design & User ExperienceDesign & User Experience
Establish Search Configuration Rules • List appropriate crawl schedule info in Governance
Plan.• Include pre-defined crawl schedule info (based on Site
Provisioning process & Site Templates)
Design & User ExperienceDesign & User Experience
Establish Search Configuration Rules • List appropriate crawl schedule info in Governance
Plan.• Include pre-defined crawl schedule info (based on Site
Provisioning process & Site Templates)• What is your process & schedule for mining “tagged”
information to add information to your term store and thesaurus?
Design & User ExperienceDesign & User Experience
Establish Search Configuration Rules • List appropriate crawl schedule info in Governance
Plan.• Include pre-defined crawl schedule info (based on Site
Provisioning process & Site Templates)• What is your process & schedule for mining “tagged”
information to add information to your term store and thesaurus?
• What is your policy on when “Best Bets” may be used?
Design & User ExperienceDesign & User Experience
Establish Search Configuration Rules • List appropriate crawl schedule info in Governance
Plan.• Include pre-defined crawl schedule info (based on Site
Provisioning process & Site Templates)• What is your process & schedule for mining “tagged”
information to add information to your term store and thesaurus?
• What is your policy on when “Best Bets” may be used?
• What external sources of data will be connected with Search?
Design & User ExperienceDesign & User Experience
Establish Search Configuration Rules • List appropriate crawl schedule info in Governance
Plan.• Include pre-defined crawl schedule info (based on Site
Provisioning process & Site Templates)• What is your process & schedule for mining “tagged”
information to add information to your term store and thesaurus?
• What is your policy on when “Best Bets” may be used?
• What external sources of data will be connected with Search?
• Establish a schedule for continuous Search improvement
Design & User ExperienceDesign & User Experience
Establish Search Configuration Rules • List appropriate crawl schedule info in Governance
Plan.• Include pre-defined crawl schedule info (based on Site
Provisioning process & Site Templates)• What is your process & schedule for mining “tagged”
information to add information to your term store and thesaurus?
• What is your policy on when “Best Bets” may be used?
• What external sources of data will be connected with Search?
• Establish a schedule for continuous Search improvement
• Who is responsible for managing search and following your search improvement schedule?
Governance Areas Content
Design & User
Experience
Development
People/Roles
Security Classification
Development Governance
Establish Your
SharePoint Environment
Rules
Establish Your Code Deployment
Process
Establish Your
Ongoing Server
Management Plan
Development
Establish Your SharePoint
Environment Rules
Establish Your Code Deployment
Process
Establish Your Ongoing Server
Management Plan
Development Governance
Establish Your
SharePoint Environment
Rules
Establish Your Code Deployment
Process
Establish Your
Ongoing Server
Management Plan
Development
Establish Your SharePoint
Environment Rules
Establish Your Code Deployment
Process
Establish Your Ongoing Server
Management Plan
Development Governance
Establish Your
SharePoint Environment
Rules
Establish Your Code Deployment
Process
Establish Your
Ongoing Server
Management Plan
Development
Establish Your SharePoint
Environment Rules
Establish Your Code Deployment
Process
Establish Your Ongoing Server
Management Plan
Development Governance
Establish Your
SharePoint Environment
Rules
Establish Your Code Deployment
Process
Establish Your
Ongoing Server
Management Plan
Development
Establish Your SharePoint
Environment Rules
Establish Your Code Deployment
Process
Establish Your Ongoing Server
Management Plan
Development Governance
Establish Your
SharePoint Environment
Rules
Establish Your Code Deployment
Process
Establish Your
Ongoing Server
Management Plan
Development
Establish Your SharePoint
Environment Rules
Establish Your Code Deployment
Process
Establish Your Ongoing Server
Management Plan
Development Governance
Establish Your
SharePoint Environment
Rules
Establish Your Code Deployment
Process
Establish Your
Ongoing Server
Management Plan
Development
Establish Your SharePoint
Environment Rules
Establish Your Code Deployment
Process
Establish Your Ongoing Server
Management Plan
I am not a developer. Work with your
development team to understand your
business requirements. I’ll give you the broad
strokes…
Development GovernanceDevelopment
Establish Your SharePoint
Environment Rules
Establish your rules around SharePoint environments for development, testing, and production.
Development GovernanceDevelopment
Establish Your Code Deployment
Process
Establish your code deployment process(es).
Development GovernanceDevelopment
Establish Your Code Deployment
Process
Establish your code deployment process(es).You may have different processes for coded solutions, purchased (third party) solutions, and codeless solutions.
Development GovernanceDevelopment
Establish Your Ongoing Server
Management Plan
Development GovernanceDevelopment
Establish Your Ongoing Server
Management Plan
Establish (or list) your primary server topology.
Development GovernanceDevelopment
Establish Your Ongoing Server
Management Plan
Establish (or list) your primary server topology.Establish (or list) your applications and application pools, align with where they will be utilized within your Site hierarchy.
Development GovernanceDevelopment
Establish Your Ongoing Server
Management Plan
Establish (or list) your primary server topology.Establish (or list) your applications and application pools, align with where they will be utilized within your Site hierarchy.Establish (or list) your storage architecture.
Governance Areas Content
Design & User
Experience
Development
People/Roles
Security Classification
People / Roles
Establish permissions groups
Establish support
channels and roles
Establish group-based
training requiremen
ts
Establish roles in
SharePoint maintenan
ce
People / Roles
Establish permissions groups
Establish support channels and roles
Establish group-based training requirements
Establish roles in SharePoint
maintenance
People / Roles
Establish permissions groups
Establish support
channels and roles
Establish group-based
training requiremen
ts
Establish roles in
SharePoint maintenan
ce
People / Roles
Establish permissions groups
Establish support channels and roles
Establish group-based training requirements
Establish roles in SharePoint
maintenance
People / Roles
Establish permissions groups
Establish support
channels and roles
Establish group-based
training requiremen
ts
Establish roles in
SharePoint maintenan
ce
People / Roles
Establish permissions groups
Establish support channels and roles
Establish group-based training requirements
Establish roles in SharePoint
maintenance
People / Roles
Establish permissions groups
Establish support
channels and roles
Establish group-based
training requiremen
ts
Establish roles in
SharePoint maintenan
ce
People / Roles
Establish permissions groups
Establish support channels and roles
Establish group-based training requirements
Establish roles in SharePoint
maintenance
People / Roles
Establish permissions groups
Establish support
channels and roles
Establish group-based
training requiremen
ts
Establish roles in
SharePoint maintenan
ce
People / Roles
Establish permissions groups
Establish support channels and roles
Establish group-based training requirements
Establish roles in SharePoint
maintenance
People / RolesPeople / Roles
Establish Permissions Groups
Establish your primary permissions groups (some organizations provide room in their hierarchy for extending specific permissions as to not create brand new groups).
People / RolesPeople / Roles
Establish Support Channels & Roles
Leverage your Site Templates to establish various tiered levels of support related to the site template. Site establishes modes of support available.
People / RolesPeople / Roles
Establish Support Channels & Roles
Leverage your Site Templates to establish various tiered levels of support related to the site template. Site establishes modes of support available.Establish groups to provide support.
People / RolesPeople / Roles
Establish Support Channels & Roles
Leverage your Site Templates to establish various tiered levels of support related to the site template. Site establishes modes of support available.Establish groups to provide support.Establish modes of support.
People / RolesPeople / Roles
Establish Support Channels & Roles
Leverage your Site Templates to establish various tiered levels of support related to the site template. Site establishes modes of support available.Establish groups to provide support.Establish modes of support.Establish support metrics.
People / RolesPeople / Roles
Establish Support Channels & Roles
Leverage your Site Templates to establish various tiered levels of support related to the site template. Site establishes modes of support available.Establish groups to provide support.Establish modes of support.Establish support metrics.
Example:
Tier 3: Email
Tier 2: Chat
Tier 1: Phone
• Available for Site Templates A, B, C
• Available for Site Templates A & B
• Available by Support Tech invitation only
People / RolesPeople / Roles
Establish Group Based Training Requirements
Establish Training Requirements by User Group.
Example Groups:• Farm Administrators• Developers• End Users• Site Admins• Etc.
People / RolesPeople / Roles
Establish Roles In SharePoint
MaintenanceEstablish roles in SharePoint’s ongoing maintenance:• Search configuration• Site Provisioning• Support• User Onboarding• User Decommissioning• Records Management• Etc.
Governance Areas Content
Design & User
Experience
Development
People/Roles
Security Classification
Security
Permissions
Inheritance &
Divergence
Roles For Administration
Hierarchy
Permissions Group Creation Rules
Security
Permissions Inheritance & Divergence
Roles For Administration
Hierarchy
Permissions Group Creation
Security
Permissions
Inheritance &
Divergence
Roles For Administration
Hierarchy
Permissions Group Creation Rules
Security
Permissions Inheritance & Divergence
Roles For Administration
Hierarchy
Permissions Group Creation
Security
Permissions
Inheritance &
Divergence
Roles For Administration
Hierarchy
Permissions Group Creation Rules
Security
Permissions Inheritance & Divergence
Roles For Administration
Hierarchy
Permissions Group Creation
Security
Permissions
Inheritance &
Divergence
Roles For Administration
Hierarchy
Permissions Group Creation Rules
Security
Permissions Inheritance & Divergence
Roles For Administration
Hierarchy
Permissions Group Creation
SecuritySecurity
Permissions Inheritance & Divergence
For permissions, you’re defining who has access to what. I am a visual person, so I take my site structure chart and start to draw circles creating groups of permissions.
SecuritySecurity
Permissions Inheritance & Divergence
For permissions, you’re defining who has access to what. I am a visual person, so I take my site structure chart and start to draw circles creating groups of permissions.I then use points of divergence to get more granular asking myself the questions “Does a person in Dept. A have access to Dept. B?”, etc.
SecuritySecurity
Permissions Inheritance & Divergence
For permissions, you’re defining who has access to what. I am a visual person, so I take my site structure chart and start to draw circles creating groups of permissions.I then use points of divergence to get more granular asking myself the questions “Does a person in Dept. A have access to Dept. B?”, etc.List your groups by their permissions access to inform your user groups.
SecuritySecurity
Roles for Administration
Hierarchy
Administration, likewise, should have a specific hierarchy and access roles.
SecuritySecurity
Roles for Administration
Hierarchy
Administration, likewise, should have a specific hierarchy and access roles.Utilize inheritance to establish your administrator roles and sets of permissions.
SecuritySecurity
Roles for Administration
Hierarchy
Administration, likewise, should have a specific hierarchy and access roles.Utilize inheritance to establish your administrator roles and sets of permissions. Microsoft has a useful “Administrators & Owners Worksheet” which can be utilized.
SecuritySecurity
Permission Group Creation Rules
Establish a set of rules around the creation or modification of user permissions groups to be followed by your administrative team.
Governance Areas Content
Design & User
Experience
Development
People/Roles
Security Classification
Classification Governance
Establish Consistent
Classification
Establish Content
Type Groups
Managed Metadata Service Rules &
Use
Content Type Hub Rules &
Use
Leveraging The Content Organizer
Classification
Establish Consistent
Classification
Establish Content Type Groups
Managed Metadata Service
Rules & Use
Content Type Hub Rules & Use
Leveraging The Content Organizer
Classification Governance
Establish Consistent
Classification
Establish Content
Type Groups
Managed Metadata Service Rules &
Use
Content Type Hub Rules &
Use
Leveraging The Content Organizer
Classification
Establish Consistent
Classification
Establish Content Type Groups
Managed Metadata Service
Rules & Use
Content Type Hub Rules & Use
Leveraging The Content Organizer
Classification Governance
Establish Consistent
Classification
Establish Content
Type Groups
Managed Metadata Service Rules &
Use
Content Type Hub Rules &
Use
Leveraging The Content Organizer
Classification
Establish Consistent
Classification
Establish Content Type Groups
Managed Metadata Service
Rules & Use
Content Type Hub Rules & Use
Leveraging The Content Organizer
Classification Governance
Establish Consistent
Classification
Establish Content
Type Groups
Managed Metadata Service Rules &
Use
Content Type Hub Rules &
Use
Leveraging The Content Organizer
Classification
Establish Consistent
Classification
Establish Content Type Groups
Managed Metadata Service
Rules & Use
Content Type Hub Rules & Use
Leveraging The Content Organizer
Classification Governance
Establish Consistent
Classification
Establish Content
Type Groups
Managed Metadata Service Rules &
Use
Content Type Hub Rules &
Use
Leveraging The Content Organizer
Classification
Establish Consistent
Classification
Establish Content Type Groups
Managed Metadata Service
Rules & Use
Content Type Hub Rules & Use
Leveraging The Content Organizer
Classification Governance
Establish Consistent
Classification
Establish Content
Type Groups
Managed Metadata Service Rules &
Use
Content Type Hub Rules &
Use
Leveraging The Content Organizer
Classification
Establish Consistent
Classification
Establish Content Type Groups
Managed Metadata Service
Rules & Use
Content Type Hub Rules & Use
Leveraging The Content Organizer
Classification GovernanceClassification
Establish Consistent Classification Establish classification or naming standards.
Classification GovernanceClassification
Establish Consistent Classification Establish classification or naming standards.
These rules may come from your Records Management team or from a specific regulation that is required.
Classification GovernanceClassification
Establish Consistent Classification Establish classification or naming standards.
These rules may come from your Records Management team or from a specific regulation that is required. Organizations that are in highly regulated sectors generally have these rules, you may or may not have any classification or naming standards that are required.
Classification GovernanceClassification
Establish Content Type Grouping
Content Type grouping is something that I generally utilize to ensure compliance with Retention & Disposition standards. I generally base my overall groups by the length of time for which the information must be retained.
Classification GovernanceClassification
Managed Metadata Service Rules & Use
Define processes and usage restrictions for adding or changing classification terms in the managed metadata service and term store.
Classification GovernanceClassification
Content Type Hub Rules & Use Define processes and usage restrictions for
adding or changing enterprise content types.
Classification GovernanceClassification
Content Type Hub Rules & Use Define processes and usage restrictions for
adding or changing enterprise content types.Define the process and usage restrictions for extending enterprise content types.
Classification GovernanceClassification
Content Type Hub Rules & Use Define processes and usage restrictions for
adding or changing enterprise content types.Define the process and usage restrictions for extending enterprise content types.It may be helpful to list some example scenarios for which adds/edits may be made.
Classification GovernanceClassification
Content Type Hub Rules & Use Define processes and usage restrictions for
adding or changing enterprise content types.Define the process and usage restrictions for extending enterprise content types.It may be helpful to list some example scenarios for which adds/edits may be made. Establish approval or workflow required to make changes.
Classification GovernanceClassification
Leveraging The Content Organizer Establishing automation through the use of
the Content Organizer is can be useful for Records Management, workflow fulfillment, publishing processes, etc.
Classification GovernanceClassification
Leveraging The Content Organizer Establishing automation through the use of
the Content Organizer is can be useful for Records Management, workflow fulfillment, publishing processes, etc.Establish rules and roles for the usage of the Content Organizer.
Classification GovernanceClassification
Leveraging The Content Organizer Establishing automation through the use of
the Content Organizer is can be useful for Records Management, workflow fulfillment, publishing processes, etc.Establish rules and roles for the usage of the Content Organizer. Define Content Organizer criteria for primary enterprise processes and any usage in conjunction with Workflow and/or Forms.
Information Gathering
Foundational Information Guide Strategy Implementation
Planning
Recap
Foundational Activities
Information Gathering
Foundational Information Guide Strategy Implementation
Planning
Recap
Content Design & Structure
Development
People/Roles Security Classificatio
n
Foundational Activities
Governance Areas
BulletproofSharePoint Governance
The Optismo Model of SharePoint GovernanceNick Inglis, Founding Partner, Optismo
...the anchor will pick some of them up!
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