SharePoint Governance Policy and Guideline Questions
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This document discusses governance questions for SharePoint/Office 365 deployments. It covers topics such as vision and objectives, compliance, training, access controls, provisioning processes, records management, and policies around personal sites and social features. For each topic, it provides key questions that need to be addressed by a core governance team to define policies. It emphasizes starting by clarifying the business goals for each solution area to align governance with organizational needs.
![Š2015 THOMAS WILLNER
Enterprise Policy Questions â SharePoint 2013 User Profile â
Basic Information
24
Attribute
Name
User Instructions
in SharePoint
Considerations Sample Guidance
About Me Provide a personal
description
expressing what you
would like others to
know about you.
⢠This statement is displayed to all
people who look at the userâs
profile.
⢠It should be brief and
âconsumable.â
⢠Use the About me statement to talk about your
current role and responsibilities.
⢠Keep the message brief so that others can
âconsumeâ it quickly.
⢠Use the 90/10 rule as you create content â about
90% professional and 10% personal (if you are
comfortable sharing personal information).
⢠For some examples of About me descriptions,
check out the profiles of [Link to Name] and [Link
to Name].
Picture Upload a picture to
help others easily
recognize you at
meetings and events.
⢠Do you want users to be able to
upload their own picture?
⢠What kind of picture is
acceptable?
⢠Are there legal or privacy issues
associated with pictures?
⢠Can users âopt out if you are
planning to source the picture
from, as an example, your badge
pictures? (which everyone hates,
by the way)
⢠Until you upload a picture, your profile will show a
silhouette.
⢠Choose a picture in which you are the only subject.
⢠The picture should only show your head and
shoulders.
⢠Make sure the picture is âsized for the webâ â
around 90 KB maximum.](https://image.slidesharecdn.com/governancepolicyandguidelinequestions-160127032155/85/SharePoint-Governance-Policy-and-Guideline-Questions-24-320.jpg)
SharePoint Governance Policy and Guideline Questions
- 1. SharePoint/Office 365 Governance Questions March 20, 2015 Š2015 THOMAS WILLNER
- 2. Š2015 THOMAS WILLNER Contents 2 ď˝ Vision and Overview â Core Team ď˝ Enterprise Decisions â Core Team ď˝ Compliance ď˝ Training ď˝ Access ď˝ Provisioning ď˝ Enterprise Decisions â + Legal/Records Management ď˝ Records Management ď˝ Enterprise Decisions â + Communications + HR + Legal ď˝ Personal Sites/Social Features ď˝ Enterprise Decisions â + Communications ď˝ Branding and Functionality ď˝ Information Architecture (Branding, Page Layout) ď˝ Enterprise Decisions â Core Team ď˝ Information Architecture (Content Organization) ď˝ Content Life-cycle Management ď˝ Operational Decisions ď˝ Roles and Responsibilities â Core Team ď˝ Site/Solution-Specific Decisions â âOwnersâ of each solution The key to successful plans for SharePoint governance starts with having the right conversations with the right individuals at the right time. If you start with the right questions, you can build your governance plan from the answers.
- 4. Š2015 THOMAS WILLNER A typical SharePoint deployment has multiple solution areas. The vision and goals may be different for each one â along with the governance policies and guidelines. 4 Intranet (Home Page) Intranet (Sub- sites/secondary pages) Departmental Portals Enterprise Social Content Personal Sites â User Profile Team Sites Personal Sites â Personal Content
- 5. Š2015 THOMAS WILLNER Vision and Overview 5 ď˝ Who are the solution stakeholders? ď˝ What is the vision for each aspect of the solution that apply (intranet, departmental portals, team sites, social computing, personal sites) and how does it relate to each key stakeholder? ď˝ How is the vision statement translated into a set of business objectives for the solution? (5- 10 key outcomes that will connect with key stakeholders) ď˝ How will each stakeholder determine if the business objectives are successful? ď˝ What are the key organizational initiatives that the solution is designed to address? ď˝ In other words, which specific strategic objectives for the organization does the intranet (and each other type of SharePoint solution) align with? ⢠The goal is to describe how the solution relates to core business outcomes. ⢠This is not a vision for the features of SharePoint that you want to leverage. Itâs a vision for how the solution is intended to integrate into the flow of work. ⢠The outcome of answering these questions (which hopefully were answered at the start of the project) will help you develop the messaging and context for using SharePoint and following governance guidelines. ⢠The goal in answering these questions is to identify a set of core business outcomes that will help answer the âwhatâs in it for me?â and âwhy do I need to pay attention to this?â questions for each stakeholder.
- 6. Š2015 THOMAS WILLNER Template for Documenting the Vision/Overview â create one row for each relevant area of your solution 6 Solution Area Vision Type 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 Portals Team Sites Personal Sites â Social Content Personal Sites â User Profile Personal Sites â Personal Content
- 7. Š2015 THOMAS WILLNER If enterprise social is part of your solution, talk about these topics in conjunction with your vision and objectives: 7 ď˝ What are the specific business objectives and strategic drivers for enterprise social? ď˝ What are the business-specific âmoments of engagementâ where social will drive value? ď˝ Is there an existing intranet social media policy that applies to SharePoint or can be adapted to cover internal social networking? ď˝ Who are the key stakeholders for the solution? ď˝ Who is involved in content creation? ď˝ Who is involved in content consumption? ď˝ Who will be impacted? ď˝ Is the organization aligned on the risk versus reward trade-off associated with open and collaborative conversations? ď˝ Have these expectations been communicated?
- 8. Enterprise Decisions â Compliance, Training, Provisioning, Access, and Records 8
- 9. Š2015 THOMAS WILLNER Enterprise Policy Questions - Compliance 9 Key Governance Question Decision/Answer What types of overall corporate policies for information management, business, or technology management apply to the solution? Are there existing legal, IT and information management policies that SharePoint solutions must follow? ⢠Use of IT Resources ⢠Electronic Communications ⢠Social Media Policy ⢠Protection of Personally Identifiable Information ⢠Records Management How are these policies enforced in other systems? (Look for opportunities to leverage existing processes and have the conversation about how governance within SharePoint can be aligned with governance in other systems.
- 10. Š2015 THOMAS WILLNER Enterprise Policy Questions - Compliance 10 Key Governance Question Decision/Answer Is there an expectation around how often content or entire sites need to be reviewed to ensure that information is kept up-to-date and is reliable? ⢠For example, is it required that all sites be âre-certifiedâ on an annual basis? ⢠For example, is it required that individual documents be reviewed on an annual or more frequent basis? ⢠Do the same review requirements apply to all types of sites? For each solution area, who is accountable to ensure that policies are followed? How will accountability be evaluated? ⢠How often? ⢠By whom?
- 11. Š2015 THOMAS WILLNER Enterprise Policy Questions - Compliance 11 Key Governance Question Decision/Answer What processes must be in place to ensure compliance? Is there a penalty for non-compliance? If so, how will it be enforced? Are the penalties different for different types of sites/solutions? ⢠If the governance plan says that page and site owners are responsible for content management, are you prepared to de-commission pages where no one in the organization will step up to page ownership responsibilities? ⢠Who will be responsible for making these decisions? Is a third-party tool needed to help ensure and manage compliance? What kind or types of reporting is available or needs to be created to monitor compliance?
- 12. Š2015 THOMAS WILLNER Enterprise Policy Questions â Governance Plan 12 Key Governance Question Decision/Answer Who will have responsibilities for maintaining the âgovernance planâ (or the artifacts, training, and other processes where governance information is âconsumedâ by key stakeholders)? Where will governance information âliveâ? How will it be communicated to users?
- 13. Š2015 THOMAS WILLNER Enterprise Policy Questions - Training 13 Key Governance Question Decision/Answer There are different roles and types of users involved in any SharePoint deployment. Business users, in particular, are empowered with new capabilities for which they are likely to need training. What are the expectations around user training (who takes which training)? For example, are new Site Owners expected to take any type of training before they get their âsuper powersâ? If you are using Community Sites or Community Features, are Moderators required to have training before they get their super powers? What are the plans to incorporate governance policies and best practices into SharePoint training?
- 14. Š2015 THOMAS WILLNER Enterprise Policy Questions â Access (On Premises) 14 Key Governance Question Decision/Answer Are there any overall access restrictions? (specific AD or other groups permitted or not permitted to access the solution as a whole or individual types of sites)
- 15. Š2015 THOMAS WILLNER Enterprise Policy Questions â Office 365 15 Key Governance Question Decision/Answer Are there any overall access restrictions? (specific AD or other groups permitted or not permitted to access the solution as a whole or individual types of sites) If you are in an Office 365 environment, can site owners on ALL site collections invite external people to access content? On just SOME site collections? If so, which ones? Are there restrictions on specific types of sites where external access is or is not permitted? Do you need or want to allow anonymous access to your Office 365 documents? On all site collections? On a case- by-case basis? Do you need to be able to track: ⢠Specific site collections where external access has been enabled ⢠Specific sites where external users have been given access ⢠Specific documents that have been shared with external users, both authenticated and anonymously ⢠Which external users have access to your Office 365 environment
- 16. Š2015 THOMAS WILLNER Enterprise Policy Questions â Provisioning 16 Key Governance Question Decision/Answer What is the provisioning process to get a new site collection? Does it vary by type of site requested? Who can request a new site collection? How is the type of site collection matched to the business need? How is this decision reviewed (or does it need to be)? What is the process to provision a team or community site within a site collection? How will sites and site collections be de-commissioned? What is the plan for content archiving? (Note: these questions will need to be addressed for each type of portal/ solution.)
- 17. Š2015 THOMAS WILLNER Enterprise Policy Questions â Enhancement Provisioning 17 Key Governance Question Decision/Answer What processes need to be in place to request new features or capabilities for the solution (or provide feedback in general)? Who will be accountable to review and manage enhancement requests? What will the policy be for installing third-party apps? ⢠For one site or group? ⢠For the enterprise? Who determines which apps can be installed? How will the process be reviewed?
- 18. Š2015 THOMAS WILLNER Enterprise Policy Questions â Records Management 18 Key Governance Question Decision/Answer How do the corporate records and discovery policies address: ⢠Intranet pages ⢠Intranet documents ⢠Document versions ⢠Intranet news articles ⢠Intranet images ⢠Team site documents ⢠Community or Team site Discussion Lists ⢠Other Community or Team site lists and images ⢠Newsfeed/Yammer conversations ⢠Documents stored in Yammer ⢠Individual user content in OneDrive for Business ⢠Content in SharePoint Online vs. on prem (for hybrid environments). Are there specific events in SharePoint that need to be logged for audit purposes? Are the right reporting tools in place to ensure that this can happen â both on prem and in the cloud?
- 19. Š2015 THOMAS WILLNER Enterprise Policy Questions â Records Management for Enterprise Social (Yammer) 19 Key Governance Question Decision/Answer Are there any types of Yammer conversations that are considered business records? If so, how will they be identified? Do you need to implement a way to archive conversations that are business records? If so, is there a plan to do so? (Note that there is no current way to automate this for Yammer without writing some custom processes or using a third-party archiving tool like Smarsh.) Can users upload documents to Yammer? This is an âonâ or âoffâ feature. If you allow users to upload documents to Yammer, do your records management policies apply to these documents? If so, how will you enforce this? Should you consider conversations and associated documents for work-in-progress only? As an example, one organization has an automatic purge of any documents stored in Yammer after 18 months. Owners get an email before the purge to encourage them to move the content to a more permanent "knowledge base" if the document needs to be retained.
- 20. Enterprise Decisions - Personal Sites/Social Features 20
- 21. Š2015 THOMAS WILLNER Personal Sites/Social Features 21 ď˝ This section covers the following topics: ď˝ User Profile ď˝ Activity Feeds (Newsfeed or Yammer) ď˝ User Content (e.g. OneDrive for Business, blogs) ď˝ Community Sites (Discussion Forums)
- 22. User Profile 22
- 23. Š2015 THOMAS WILLNER User Profile Review Approach 23 ď˝ For the conversation about the User Profile, make sure that representatives from HR as well as Corporate Communications are available to participate. ď˝ Consider each âout of the boxâ attribute (listed on the following pages) as well as any custom attributes that you may want to add. For each attribute listed, discuss: ď˝ Should this attribute be included? ď˝ If so, can/should it be authoritatively sourced? ď˝ You will want to evaluate what information you can import from AD, such as the office location, office phone, manager, etc. The attributes on the following pages are those that are available by default in a brand new SharePoint site. You will likely have a rich collection of profile attributes in addition to these that you can use to synchronize employee information with your identity management system. ď˝ For each custom attribute, identify whether it will be entered by the user or âsourcedâ from an authoritative system. Review how you will source the values and how the synchronization will occur.
- 24. Š2015 THOMAS WILLNER Enterprise Policy Questions â SharePoint 2013 User Profile â Basic Information 24 Attribute Name User Instructions in SharePoint Considerations Sample Guidance About Me Provide a personal description expressing what you would like others to know about you. ⢠This statement is displayed to all people who look at the userâs profile. ⢠It should be brief and âconsumable.â ⢠Use the About me statement to talk about your current role and responsibilities. ⢠Keep the message brief so that others can âconsumeâ it quickly. ⢠Use the 90/10 rule as you create content â about 90% professional and 10% personal (if you are comfortable sharing personal information). ⢠For some examples of About me descriptions, check out the profiles of [Link to Name] and [Link to Name]. Picture Upload a picture to help others easily recognize you at meetings and events. ⢠Do you want users to be able to upload their own picture? ⢠What kind of picture is acceptable? ⢠Are there legal or privacy issues associated with pictures? ⢠Can users âopt out if you are planning to source the picture from, as an example, your badge pictures? (which everyone hates, by the way) ⢠Until you upload a picture, your profile will show a silhouette. ⢠Choose a picture in which you are the only subject. ⢠The picture should only show your head and shoulders. ⢠Make sure the picture is âsized for the webâ â around 90 KB maximum.
- 25. Š2015 THOMAS WILLNER Enterprise Policy Questions â SharePoint 2013 User Profile â Basic Information 25 Attribute Name User Instructions in SharePoint Considerations Sample Guidance Ask Me About Update your "Ask Me About" with topics you can help people with, such as your responsibilities or areas of expertise. ⢠Attributes entered by users are stored in the shared keywords list so that they are reusable by others. ⢠These attributes are used by search to return both people and documents when someone searches for that term. ⢠When you click on the Ask Me About item in the profile, a newsfeed post (if you are using the Newsfeed) is created @mentioning the person and with the term as the first word. ⢠Itâs a good idea to pre-populate shared keywords with common terms for your organization so that when people start typing values, they will see the list of pre-defined, correctly spelled terms. ⢠How well does someone have to know a topic in order to list it here? ⢠Use this area to identify up to five or so professional (work related) topics that you can help people with, such as your responsibilities or areas of expertise. ⢠In addition to those areas that are your primary areas of responsibility, list topics where you have extensive experience and can assist or educate others. ⢠Tip: Separate values with semi-colons. Do not use commas to separate terms. for example, if you enter X, Y, and Z as your term, the system will replace your entry with three separate values (and the third will be called âand Zâ). Use spaces to separate words that together form the term.
- 26. Š2015 THOMAS WILLNER Enterprise Policy Questions â SharePoint 2013 User Profile â Contact Information 26 Attribute Name User Instructions in SharePoint Considerations Sample Guidance Mobile phone This number will be shown on your profile. Also, it will be used for text message (SMS) alerts. ⢠Does your organization provide staff with mobile phones? Can this be sourced from an authoritative source? ⢠Are there any privacy issues associated with mobile phones? Fax ⢠Is this attribute relevant? Home Phone ⢠How do your privacy policies affect asking users to enter their home phone number? Office Location Enter your current location. (e.g. China, Tokyo, West Campus) ⢠By design, this is where someone could enter where they are TODAY, but it may be difficult to get people to fill this in. ⢠Consider whether your users will find this attribute useful and if so, be sure to provide expectations about how it should be used. Time Zone Select the time zone for your current location. We will use this information to show the local time on your profile page. Assistant (Selected with âPeople Picker.â)
- 27. Š2015 THOMAS WILLNER Enterprise Policy Questions â SharePoint 2013 User Profile â Details 27 Attribute Name User Instructions in SharePoint Considerations Sample Guidance Past Projects Provide information on previous projects, teams or groups. ⢠How many past projects? ⢠Will users be expected to keep this information up to date? If so, how will you make that happen? ⢠Will asking for it add value? ⢠Optionally list the names of previous projects you have worked on. Skills Include skills used to perform your job or previous projects. (e.g. C++, Public Speaking, Design) ⢠Will users be expected to keep this information up to date? If so, how will you make that happen? ⢠How much guidance do you want to include about how facile you are with that skill? Does it mater? ⢠Is there an another system from which this information can be sourced, e.g., your HRIS? ⢠List skills used to perform your job or skills for previous projects. If you speak or read a language other than English, list it in this section. ⢠You can list any skill you wish to share â even if it may not be related to your current job. Schools List the schools you have attended. ⢠Since there are many ways of spelling colleges and universities, consider âprimingâ the keywords list with common values prior to launching. ⢠List schools you have attended. ⢠As you start to type, wait for the system to offer suggestions â in case you are not the first person to enter this value. Birthday Enter the date in the following format: April 25 ⢠Is it OK to ask for this information even if it is optional? Some organizations feel that it is not a good idea to leave this field in the profile. ⢠Sharing your birthday (month/day) is optional. ⢠Enter your birthday only if you wish to share this information. People who are âfollowingâ you will see a notification in their Newsfeed on your birthday.
- 28. Š2015 THOMAS WILLNER Enterprise Policy Questions â SharePoint 2013 User Profile â Details, continued 28 Attribute Name User Instructions in SharePoint Considerations Sample Guidance Interests Share personal and business related interests. We will help you keep in touch with activities related to these interests through events in your newsfeed. ⢠Can personal interests be included? Do you want to provide guidance regarding the type of acceptable interests? ⢠Since there are many ways of spelling and defining interests, consider âprimingâ the keywords list with common values prior to launching â especially terms that you want to keep track of. (Note that the values for Interests are sourced from the same list as Skills and Ask Me About.) ⢠Will users be expected to keep this information up to date? If so, how will you make that happen? Is it important for the business outcomes? ⢠This may be very confusing for your users because interest keywords and hashtags seem like they should be the same â but they are not. Interests are sourced from enterprise keywords and listing interests generates an action when content is tagged authoritatively or manually by a user using a system keyword. Hashtags are sourced from the hashtag term store, which is only associated (right now) with Newsfeed and Discussion posts. Neither of these terms are the same (currently) as the hashtags in Yammer so you will really need to think about how you want to communicate (and/or use) this attribute. ⢠Share any personal and business related interests that you wish to share. These should be topics that are of interest to you that you would like to learn more about. ⢠As your interests change, be sure to update this list to add or remove values. ⢠When activities or content associated with these terms are tagged, you will get a notification in your Newsfeed.
- 29. Š2015 THOMAS WILLNER Enterprise Policy Questions â SharePoint 2013 User Profile â Newsfeed Settings 29 Attribute Name User Instructions in SharePoint Considerations Sample Guidance (for SharePoint 2013 Newsfeed) Newsfeed - General N/A ⢠Newsfeed or Yammer, that is the question? If you are using SharePoint Online, then Microsoftâs guidance is to replace the Newsfeed with Yammer. If you are using SharePoint on premises, you will need to make a decision about both integration (not fully complete) and where your data will live (Yammer is cloud-ONLY). ⢠Some considerations: ⢠How will users maintain their profiles? ⢠What will the search experience be for your users? ⢠Hashtags and @Mentions in the SharePoint 2013 Newsfeed are also used and integrated with Discussion Lists. If you are using Yammer, however, the hashtags are not integrated with the SharePoint hashtags. Be sure you have a plan to communicate what to expect to your users. ⢠The Newsfeed settings allow you to control which activities you get an email about and which activities you want to share. ⢠This is also a place where you can maintain the list of hashtags you want to follow. You can leave this list blank initially or start typing terms that describe your interests. Hashtags must be single words. ⢠Note that this is not the only way SharePoint can alert you about content via email. In addition to these automatic notifications, you can also set up an Alert on a document or a library or list so that you will get an email when content changes. Alert emails can be restricted to a specific time of day or day of the week. Newsfeed emails are sent immediately. ⢠You will probably want to start out by leaving all the default values checked. If you find that you are getting too many emails or that your Newsfeed is too cluttered, you can adjust the settings on this page to align with how you want to work.
- 30. Š2015 THOMAS WILLNER Enterprise Policy Questions â SharePoint User Profile â Newsfeed Settings, continued 30 Attribute Name User Instructions in SharePoint Considerations Sample Guidance (for SharePoint 2013 Newsfeed) Followed # Tags Stay up-to-date on topics that interest you by following #tags. Posts with these #tags will show up in your newsfeed. Note: this applies to SharePoint 2013 with Newsfeed only. If you are replacing the Newsfeed with Yammer, consider hiding the Newsfeed- related fields in user profiles to eliminate confusion. ⢠Since there are many ways of spelling and defining terms, consider âprimingâ the hashtags list with common values prior to launching â especially terms that you want to keep track of. ⢠These are not maintained in the same list of keywords and will have to be created separately. ⢠You can leave this list blank initially or start typing terms that describe your interests. Hashtags must be single words. ⢠You may not be familiar with the term Followed #Tags, which is read as âfollowed hashtags.â When you post or reply in your Newsfeed, you can associate a topic by using a hashtag. ⢠To assign a hashtag, place the number symbol # in front of the term that you want to include in the tag. SharePoint returns a list of terms that match what you have entered. ⢠When a post contains tags, the Newsfeed displays an activity related to that tag and users who follow that tag see the activity in their Newsfeed. ⢠Using tags helps focus attention on a specific topic and can be used to filter posts and replies in search. ⢠You can use the Followed #Tags area of your profile to set up a list of terms that interest you to ensure that you see content posted by others that has been tagged with your term.
- 31. Activity Feed Use and Management 31
- 32. Š2015 THOMAS WILLNER Enterprise Policy Questions â Activity Feed Use and Management 32 Key Governance Question Decision/Answer Want type of guidance do you want to provide about what types of conversations are appropriate for the Newsfeed or Yammer versus other ways to communicate? (for example, email, discussion forums, instant messaging, etc.) (i.e. âwhat goes whereâ) Do you want to provide guidance about mentioning someone in the activity feed using an @mention or posting a photo of someone without asking permission? (for example, not excessively @mentioning the same person) Is there an existing policy for social media that applies to the activity feed (or needs to be updated)? Are there specific topics or content that should not be included in posts? For example, in one legal implementation, attorneys were advised not to mention any specifics of open cases in newsfeed posts.
- 33. Š2015 THOMAS WILLNER Enterprise Policy Questions â Activity Feed Use and Management, continued 33 Key Governance Question Decision/Answer Do you need to monitor the use of particular terms or words in conversations to ensure compliance? (both good and bad) ⢠You can use tools (such as OpenQ or Feedcop) to look for the use of sensitive or restricted terms. ⢠You can also monitor for words like Created to look for the creation of new groups and invite new group admins into a group for group owners. You can then enlist group owners to help enforce governance policies and make group owners aware of their responsibilities. This can help distribute the responsibility for compliance. How will activity feed policies and guidance be enforced and communicated?
- 34. Š2015 THOMAS WILLNER Enterprise Policy Questions - Communities 34 Key Governance Question Decision/Answer Can anyone set up a new community or Yammer group? Do all communities/groups need a community moderator or manager? Are there standard policies that need to be included in each Community/group site? Do community/group moderators need special training? Is there a documented list of expectations for community/group moderators? Do moderators have to be employees?
- 35. User Content 35
- 36. Š2015 THOMAS WILLNER Enterprise Policy Questions â User Content (OneDrive) 36 Key Governance Question Decision/Answer Will all users have OneDrive for Business? Are there any restrictions on types of content or quantity of storage available to users in OneDrive for Business? What type of guidance will be provided regarding content that can be stored in personal OneDrives vs. team collaboration spaces? What type of guidance will be provided regarding storing documents in Yammer? Is it allowed? Discouraged? âIt depends?â Can all users have a blog? If so, is there special guidelines/training for users who are creating blogs? Are there any existing guidelines? Are there guidelines needed regarding comments on blog posts? Who will be responsible for monitoring comments on blog posts?
- 37. Enterprise Decisions â Branding and Information Architecture 37
- 38. Š2015 THOMAS WILLNER Enterprise Policy Questions â Branding and Enterprise Functionality 38 Key Governance Question Decision/Answer Is there an overall design style guide that all sites are required to follow? Who is responsible for branding decisions? Can users with permissions change the theme for a team site? Will there be a library of acceptable/approved team site logos? If not, can users with permissions add a logo/icon of their choice? Is SharePoint Designer permitted? Is the use of InfoPath permitted? Are any third party tools/apps permitted? Restricted?
- 39. Š2015 THOMAS WILLNER Enterprise Policy Questions â IA: Navigational Architecture 39 Key Governance Question Decision/Answer Who is responsible for managing the navigational architecture for the solution? What is the process for requesting new ânodesâ in the navigational architecture? How will the effectiveness of the navigational architecture be evaluated over time? Who determines which sites are promoted to which audiences on the Sites page? What is the process for requesting âpromotionâ on the Sites page?
- 40. Š2015 THOMAS WILLNER Enterprise Policy Questions â IA: Page Layout Architecture 40 Key Governance Question Decision/Answer Does the layout of each site home page have to be consistent? Can owners of sites make changes to the layout and lists and libraries on the site? Are there specific page templates that site owners/solution analysts must leverage? (Note that you should think about different types of solutions and whether there are or should be different page templates for each solution.) If Site Owners can make changes, can they use any available web part or app on or is there a specific list?
- 41. Š2015 THOMAS WILLNER Enterprise Policy Questions â IA: Page Layout Architecture, continued 41 Key Governance Question Decision/Answer Are there guidelines about placement of certain types of content on pages? For example, is there an expectation about what type of content will be âabove the foldâ or in the Quick Launch? If there are no templates, how will training about page layout best practices be communicated to users who are empowered with permissions to add content and web parts to pages?
- 42. Š2015 THOMAS WILLNER Enterprise Policy Questions â IA: Content Organization 42 Key Governance Question Decision/Answer 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? Do we need guidance about how to use terms?
- 43. Š2015 THOMAS WILLNER Enterprise Policy Questions â Content Life-cycle Management 43 Key Governance Question Decision/Answer What type of information is most important for success? What is the process for creating and maintaining critical information in each area of the solution? For example, is content created on private sites and then âpushedâ to public areas? Is content created and consumed on the same site? What types of processes are needed to ensure that critical content is created and maintained? Are there specific information management policies that apply to different types of content? What type of retention policy is applicable for Newsfeed/Yammer content? Is it the same as email?
- 44. Š2015 THOMAS WILLNER Enterprise Policy Questions â Content Life-cycle Management, continued 44 Key Governance Question Decision/Answer Who âownsâ published documents? Contributor? Department? Does it depend on the site or site type? Is the âownerâ responsible for content life-cycle management, including management of inactive content? Are there any overall requirements for dealing with inactive content? Does it get archived? (If so, how?) Does it get deleted? (Is this dependent on the type of site?) Are there specific policies for document versions, including how many versions should be retained? Should retention rules be manually enforced or do we need to invest in automated processes or third-party tools?
- 45. Š2015 THOMAS WILLNER Enterprise Policy Questions â Content Life-cycle Management â Specific Content Types 45 Key Governance Question Decision/Answer Are there any specific content requirements for userâs personal content on OneDrive for Business? Are there specific policies or guidance for non-document types of content? ⢠News ⢠Links ⢠Discussion Posts ⢠Data Files ⢠Multi-media files (e.g. video) ⢠Images ⢠Yammer/Newsfeed posts ⢠List items If a video or other multi-media content was produced more than X years ago, does it need to be re-made?
- 47. Š2015 THOMAS WILLNER Enterprise Policy Questions â Operations and Support 47 Key Governance Question Decision/Answer For each type of content or collection of sites: ⢠What type of availability is required? ⢠What are the expectations for disaster recovery and backup? ⢠What are the expectations for response time? ⢠What is the impact on storage, network infrastructure, or other elements of the IT backbone? What type of environments are needed to support the business outcomes (for example, development, QA, and production)? How will migration be supported from one environment to another?
- 48. Š2015 THOMAS WILLNER Enterprise Policy Questions â Operations and Support 48 Key Governance Question Decision/Answer What types of processes are needed to ensure that the solution infrastructure is maintained and monitored? How will performance or infrastructure issues be escalated and resolved? How do Site Owners request support for custom development? Support in general (if they donât know if they even need custom development)? What are the policies for third-party apps? What type of support infrastructure will be available to support end users and Site Owners/Solution Analysts?
- 50. 50 It takes a village ⌠sample Roles for SharePoint Deployments SharePoint Executive Sponsor SharePoint IT Owner SharePoint Administrator Help Desk Application Development Team Solution Business Owner Solution Steering Committee Site Owner/ Solution Analyst Site Contact Solution Information Architect Site Sponsor Solution IT Owner and Support Team Site Member SharePoint Coaches /Evangelists SharePoint Power Users Community SharePoint Training and Communications Intranet Business Owner Intranet Steering Committee Intranet Information Architect Intranet Page/Site Owner, Author, Visitor Enterprise Roles Roles for each site or solution
- 51. Š2015 THOMAS WILLNER Roles and Responsibilities 51 ď˝ Who is the business owner for the solution? ď˝ Who is responsible for technical management of the environment, including hardware and software implementation, configuration, and maintenance? Who can install new Web Parts, features, or other code enhancements? ď˝ Who will be responsible for ongoing evaluation to ensure that the solution continues to meet business and technical expectations? ď˝ Who is allowed or who will be responsible for setting up new sites? If this responsibility is controlled by the IT department, then it is likely that IT will have to negotiate a service level agreement (SLA) for site set up responsiveness with the business stakeholders. If this responsibility is delegated, users will need training to ensure that they follow acceptable conventions for naming, storage, and so on. ď˝ Who has access to each page/site? Who can grant access to each? Some organizations do not allow individual site owners to manage security on their sites. If this is something you decide to do, who will be responsible for managing security?
- 52. Š2015 THOMAS WILLNER Roles and Responsibilities, continued 52 ď˝ Who is responsible for managing metadata? Who can set up or request new content types or site columns? How much central control do you want to have over the values in site columns? ď˝ If the governance plan says that page and site owners are responsible for content management, are you prepared to de- commission pages where no one in the organization will step up to page ownership responsibilities? Who will be responsible for making these decisions?
- 53. Š2015 THOMAS WILLNER Roles and Responsibilities, continued 53 ď˝ How do the existing organizational roles map to the roles required for the new solution? ď˝ Are there additional skills that people need to acquire? ď˝ Are there additional resources that need to be hired? ď˝ Is there a requirement for training to have a specific role overall or for an individual site? ď˝ Who will be accountable to ensure that lessons learned in various implementations across the organization are effectively shared with the rest of the organization? ď˝ Do Site Owners have to be employees? (for example, can a contractor be a Site Owner?)
- 55. Š2015 THOMAS WILLNER Site/Solution-Specific Questions â General Policies 55 Key Governance Question Decision/Answer Who can request the creation of this type of site? Is there an approval process? Is there a step to make sure that the site is needed (rather than just being added to an existing site)? How critical is availability, backup, response time to this site type? Do special SLAâs need to be established with IT? Who is accountable for ensuring that the content on the site follows governance policies and guidelines? How will you ensure that the purpose and relevance of the solutions or site has not changed? Who determines when the site is no longer needed?
- 56. Š2015 THOMAS WILLNER Site/Solution-Specific Questions â General Policies, continued 56 Key Governance Question Decision/Answer How does this type of site get de-commissioned? When that happens, what happens to the content? How critical is availability, backup, response time to this site type? Do special SLAâs need to be established with IT?
- 57. Š2015 THOMAS WILLNER Site/Solution-Specific Questions â Permissions 57 Key Governance Question Decision/Answer Who is accountable for determining and assigning permissions to access the site? Is there a requirement for training to have specific permissions? Who can publish content? Can users outside the standard security permissions be invited in to the site? Note: external users can be prevented from access globally (for SharePoint Online deployments) but users with manage permissions privileges control which internal users access the site. Are there any Site/Solution-Specific restrictions for Site Owners/Solution Analysts?
- 58. Š2015 THOMAS WILLNER Site/Solution-Specific Questions â Layout and Navigation 58 Key Governance Question Decision/Answer Who can request a new top level site of this type? What is the process? Who âownsâ the persistent top level navigation? What is the process for updating? Can the Site Owner create sub-sites? If so, are there restrictions? Does the layout of pages in the site need to be consistent? Are there specific things that cannot be changed? Can Site Owners use any available web part or app on or is there a specific list?
- 59. Š2015 THOMAS WILLNER Site/Solution-Specific Questions â Content Life-cycle Management 59 Key Governance Question Decision/Answer What type of information is most important for success? What is the process for creating and maintaining critical information in each area of the site? What types of processes are needed to ensure that critical content is created and maintained? Are there specific information management policies that apply to different types of content? Are there specific policies or guidance for different types of content that are different from the enterprise policies? Who âownsâ published documents? Contributor? Department? Does it depend on the site or site type? Is the âownerâ responsible for content life-cycle management, including management of inactive content?
- 60. Š2015 THOMAS WILLNER Site/Solution-Specific Questions â Content Life-cycle Management 60 Key Governance Question Decision/Answer What happens to old or irrelevant content? How often does content have to be reviewed? By whom? Can content be deleted? Are there specific policies for document versions, including how many versions should be retained?