Transcript SharePoint Governance Conversation Questions

SharePoint/Office 365 Governance Questions
http://tiny.cc/SharePointGovQuestions
July 12, 2015
©2015 SUSAN HANLEY LLC
Contents
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
Vision and Overview – Core Team
Enterprise Decisions – Core Team
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
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

Compliance
Training
Access
Provisioning
Enterprise Decisions – + Legal/Records Management
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Enterprise Decisions – + Communications
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Information Architecture (Content Organization)
Content Life-cycle Management
Operational Decisions
Enterprise Decisions – + Communications + HR + Legal
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Branding and Functionality
Information Architecture (Branding, Page Layout)
Enterprise Decisions – Core Team


Records Management
Individual User Content
Enterprise Decisions – + Communications + HR + Legal

Enterprise Social
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Roles and Responsibilities – Core Team

Site/Solution-Specific Decisions – “Owners” of each solution
©2015 SUSAN HANLEY LLC
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.
2
Vision and Overview
3
A typical SharePoint deployment has multiple solution areas. The vision and
goals may be different for each one – along with the governance policies
and guidelines.
Intranet (Home
Page)
Intranet (Enterprise
Information – e.g.
HR)
Divisional Portals
Enterprise Social Content
User Content – User Profile
Team Sites
User Content – OneDrive for Business
©2015 SUSAN HANLEY LLC
4
Vision and Overview


Who are the stakeholders?
What is the vision for each aspect of the
solution that apply (intranet,
departmental or divisional portals, team
sites, social content, personal content,
etc.) and how does it relate to each key
stakeholder?
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
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How is the vision statement translated into a
set of business objectives for the solution? (510 key outcomes that will connect with key
stakeholders)
How will each stakeholder determine if the
business objectives are successful?
What are the key organizational initiatives
that the solution is designed to address?

In other words, which specific strategic
objectives for the organization does the
solution align with?
©2015 SUSAN HANLEY LLC
• The goal is to describe how the
solution relates to core business
outcomes.
• This is not a vision for the
features of SharePoint or Office
365 that you want to leverage.
It’s a vision for how the solution
you are building is intended to
integrate into the flow of work.
• The outcome of answering these
questions vision will help you
develop the messaging and
context for using
SharePoint/Office 365 and
following governance guidelines.
• The goal in answering these
questions is to identify a set of
core business outcomes that will
help answer the “what’s in it for
me?” and “why do I need to pay
attention to this?” questions for
each stakeholder.
5
Enterprise Social Vision
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What are the specific business objectives and strategic drivers for
enterprise social?
What are the business-specific “moments of engagement” where
social collaboration will drive value?
Is there an existing intranet social media policy that applies or can be
adapted to cover your internal social network?
Is the organization aligned on the risk versus reward trade-off
associated with open and collaborative conversations?
Have these expectations been communicated?
©2015 SUSAN HANLEY LLC
6
Governance Summary (typically completed at the end of
the process)
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
Internal Communications
• Ongoing review for
news
• All documents and
pages reviewed at
least monthly
• Tightly controlled
• Formal content
management processes
• Content managed by
Internal Communications
Intranet
(Enterprise
Content)
Divisional
Portals
Team Sites
Enterprise
Social
Content
User Profile
OneDrive for
Business
Enterprise
Social
©2015 SUSAN HANLEY LLC
7
Governance Plan
Key Governance Question
Decision/Answer
Who will have responsibilities for maintaining the
“governance plan” (or the artifacts, training, and other
processes where governance information is “consumed” by
key stakeholders)?
Where will governance information “live”?
How will it be communicated to users?
©2015 SUSAN HANLEY LLC
8
Enterprise Decisions – Compliance,
Training, Provisioning, Access, and Records
9
Enterprise Policy Questions - Compliance
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/Office 365 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/Office 365 can be aligned with governance in
other systems.)
©2015 SUSAN HANLEY LLC
10
Enterprise Policy Questions - Compliance
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?
• Is it required that all sites or solutions be “re-certified” on
an annual basis?
• 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
content?
For each solution area, who is accountable to ensure that
policies are followed?
How will accountability be evaluated?
• How often?
• By whom?
©2015 SUSAN HANLEY LLC
11
Enterprise Policy Questions - Compliance
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, what will
happen if no one in the organization will step up to
page ownership responsibilities?
• Who will be responsible for making these decisions?
What tools or processes are needed to help ensure and
manage compliance?
What kind or types of reporting is available or needs to be
created to monitor compliance?
©2015 SUSAN HANLEY LLC
12
Enterprise Policy Questions - Training
Key Governance Question
Decision/Answer
There are different roles and types of users involved in any SharePoint/Office 365 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
“super powers”?
What are the plans to incorporate governance policies and
best practices into SharePoint training?
©2015 SUSAN HANLEY LLC
13
Enterprise Policy Questions – Access
Key Governance Question
Decision/Answer
Are there any overall access restrictions? (specific groups
permitted or not permitted to access the solution as a
whole or individual types of sites or content – for example,
at a general level, is there some types of information that
cannot be shared with non-employees?) Are there
restrictions on specific types of sites where external access
is or is not permitted?
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?
Do you need or want to allow anonymous access to your
Office 365 documents? On all site collections? On a caseby-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
©2015 SUSAN HANLEY LLC
14
Enterprise Policy Questions – Provisioning
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 site within a site
collection?
If you are using Office 365: Can any user create a Group?
How will groups, sites and site collections be decommissioned?
What is the plan for content archiving when sites or groups
are de-commissioned? (Review in the context of Records
Management.)
©2015 SUSAN HANLEY LLC
15
Enterprise Policy Questions – Enhancement Provisioning
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?
©2015 SUSAN HANLEY LLC
16
Enterprise Policy Questions – Records Management
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
• Discussion Lists
• Team site lists and images
• Yammer conversations
• Documents stored in Yammer
• Individual user content in OneDrive for Business
Are there specific events in SharePoint that need to be logged for
audit purposes? Are the right reporting and auditing capabilities
enabled to ensure that this can happen?
©2015 SUSAN HANLEY LLC
17
Enterprise Policy Questions – Records Management for
Enterprise Social (Yammer)
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 “on” or “off”
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.
©2015 SUSAN HANLEY LLC
18
Enterprise Decisions – Branding and
Information Architecture
19
Enterprise Policy Questions – Branding and Enterprise
Functionality
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?
©2015 SUSAN HANLEY LLC
20
Enterprise Policy Questions – IA: Navigational Architecture
Key Governance Question
Decision/Answer
Who is responsible for managing the navigational
architecture for the solution?
What is the process for requesting new “nodes” 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 “promotion” on the Sites
page?
©2015 SUSAN HANLEY LLC
21
Enterprise Policy Questions – IA: Page Layout Architecture
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?
©2015 SUSAN HANLEY LLC
22
Enterprise Policy Questions – IA: Page Layout Architecture,
continued
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 in the Quick Launch (left
navigation) or right rail?
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?
©2015 SUSAN HANLEY LLC
23
Enterprise Policy Questions – IA: Content Organization
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?
©2015 SUSAN HANLEY LLC
24
Enterprise Policy Questions – Content Life-cycle
Management
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 “pushed” 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/enterprise social content? Is it the same as
email?
©2015 SUSAN HANLEY LLC
25
Enterprise Policy Questions – Content Life-cycle
Management, continued
Key Governance Question
Decision/Answer
Who “owns” published documents? Contributor?
Department? Does it depend on the site or site type? Is the
“owner” 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?
©2015 SUSAN HANLEY LLC
26
Enterprise Policy Questions – Content Life-cycle
Management – Specific Content Types
Key Governance Question
Decision/Answer
Are there any specific content requirements for user’s
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?
©2015 SUSAN HANLEY LLC
27
Enterprise Operational Decisions
28
Enterprise Policy Questions – Operations and Support
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?
©2015 SUSAN HANLEY LLC
29
Enterprise Policy Questions – Operations and Support
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 don’t 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?
©2015 SUSAN HANLEY LLC
30
Enterprise Decisions – Individual
User Content
31
Individual User Content: User Profile
32
User Profile Review Approach
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
For the conversation about the User Profile, make sure that representatives from
HR as well as Corporate Communications are available to participate.
Consider each “out of the box” attribute (listed on the following pages) as well as
any custom attributes that you may want to add. For each attribute listed, discuss:

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

Should this attribute be included?
If so, can/should it be authoritatively sourced?
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.
For each custom attribute, identify whether it will be entered by the user or
“sourced” from an authoritative system. Review how you will source the values
and how the synchronization will occur.
Note: At the current time, there is no shared profile between Yammer and
SharePoint/Office 365. Think about how you want to communicate expectations
about maintaining profile information in multiple places.
©2015 SUSAN HANLEY LLC
33
Enterprise Policy Questions – SharePoint User Profile – Basic
Information
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 user’s
profile.
• It should be brief and
“consumable.”
• It can be engaging to add
personal information that people
are comfortable sharing – and
might encourage users to
complete their profile. Does this
align with your organizational
culture?
• Use the About me statement to talk about your
current role and responsibilities.
• Write in the first person.
• Keep the message brief so that others can
“consume” it quickly.
• Use the 90/10 rule as you create content – 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 “opt 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 “sized for the web” –
around 90 KB maximum.
©2015 SUSAN HANLEY LLC
34
Enterprise Policy Questions – SharePoint User Profile – Basic
Information
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.
• Note: These attributes can be very confusing
in practice and the user experience for
entering multiple values is not great. The new
Office 365 profile does not surface the values
listed in Ask Me About and they have much
lower value if you have replaced the
Newsfeed with Yammer. Consider hiding the
ability to enter Ask Me About values.
• 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.
• It’s 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
“and Z”). Use spaces to separate
words that together form the term.
©2015 SUSAN HANLEY LLC
35
Enterprise Policy Questions – SharePoint User Profile –
Contact Information
Attribute
Name
User Instructions in
SharePoint
Considerations
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)
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 “People
Picker.”)
©2015 SUSAN HANLEY LLC
Sample Guidance
• 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.
36
Enterprise Policy Questions – SharePoint User Profile –
Details
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 – 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 “priming” 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 – 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 “following”
you will see a notification in their Newsfeed
on your birthday (but only if you are using
the Newsfeed!).
©2015 SUSAN HANLEY LLC
37
Enterprise Policy Questions – SharePoint User Profile –
Details, continued
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
“priming” the keywords list with
common values prior to launching –
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 – 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. (But
remember, if you are not using the
Newsfeed, this is not going to add much
value.)
©2015 SUSAN HANLEY LLC
38
Enterprise Policy Questions – SharePoint User Profile –
Newsfeed Settings
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 or Office 365,
then Microsoft’s 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 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.
©2015 SUSAN HANLEY LLC
39
Enterprise Policy Questions – SharePoint User Profile –
Newsfeed Settings, continued
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.
• Since there are many ways of
spelling and defining terms,
consider “priming” the hashtags list
with common values prior to
launching – 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 “followed
hashtags.” 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.
Note: this applies to
SharePoint 2013 with
Newsfeed only. If you
are replacing the
Newsfeed with
Yammer, consider
hiding the Newsfeedrelated fields in user
profiles to eliminate
confusion.
©2015 SUSAN HANLEY LLC
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Individual User Content: OneDrive
for Business
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Enterprise Policy Questions – User Content (OneDrive for
Business)
Key Governance Question
Decision/Answer
Will all users have OneDrive for Business?
Are there any restrictions on types of content that users can
store in OneDrive for Business?
What type of guidance will be provided regarding content
that can be stored in OneDrive for Business vs. team
collaboration spaces?
©2015 SUSAN HANLEY LLC
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Individual User Content: Blogs
43
Enterprise Policy Questions – User Content (Blogs)
Key Governance Question
Decision/Answer
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?
©2015 SUSAN HANLEY LLC
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Enterprise Decisions – Enterprise
Social
45
Enterprise Policy Questions – Enterprise Social
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. “what
goes where”) (The legal and compliance departments in
some organizations, especially regulated ones, are often
concerned about eDiscovery issues associated with
enterprise social content.)
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
internal social content (or needs to be updated)?
Are there specific subjects 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 enterprise social posts.
Are document attachments permitted in enterprise social
posts? If so, are there any records management
implications?
©2015
SUSAN HANLEY LLC
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Enterprise Policy Questions – Enterprise Social
Key Governance Question
Decision/Answer
Topics are an important way to make posts more visible.
However, with “folksonomies,” you get the problem of
variations due to multiple spellings, different abbreviations,
singular vs. plural words, hyphens vs. underscores to
separate words. Do you need to establish any guidelines
around the use of topics? Plan to look for variations and
reduce them?
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.
©2015 SUSAN HANLEY LLC
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Enterprise Policy Questions – Enterprise Social
Key Governance Question
Decision/Answer
Will enterprise social content be kept indefinitely or deleted
after a specific time period?
Are external users permitted to be part of your internal
enterprise social conversations?
How will enterprise social policies and guidance be
enforced and communicated?
©2015 SUSAN HANLEY LLC
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Enterprise Policy Questions – Enterprise Social
Key Governance Question
Decision/Answer
Can anyone set up a new community or Yammer group?
Should all groups be open or should private groups be
allowed? If so, under what conditions?
Should multiple groups on similar topics be encouraged or
discouraged? How narrow or focused should a group be?
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 community moderators have to be employees?
©2015 SUSAN HANLEY LLC
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Roles and Responsibilities
50
It takes a village … sample Roles for SharePoint Deployments
Roles for each site or solution
Enterprise Roles
SharePoint
Executive
Sponsor
SharePoint
Administrator
SharePoint
Training and
Communications
Solution Steering
Committee
Site Sponsor
SharePoint IT
Owner
Application
Development
Team
SharePoint
Coaches
/Evangelists
Solution Business
Owner
Site Owner/
Solution Analyst
Intranet
Steering
Committee
Intranet
Information
Architect
SharePoint Power
Users Community
Solution IT Owner
and Support
Team
Site Contact
Intranet
Business Owner
Intranet
Page/Site
Owner, Author,
Visitor
Solution
Information
Architect
Site Member
Help Desk
51
Roles and Responsibilities





Who is the business owner for the solution?
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?
Who will be responsible for ongoing evaluation to ensure that the
solution continues to meet business and technical expectations?
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.
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?
©2015 SUSAN HANLEY LLC
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Roles and Responsibilities, continued


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?
If the governance plan says that page and site owners are
responsible for content management, are you prepared to decommission pages where no one in the organization will step up to
page ownership responsibilities? Who will be responsible for making
these decisions?
©2015 SUSAN HANLEY LLC
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Roles and Responsibilities, continued

How do the existing organizational roles map to the roles required
for the new solution?





Are there additional skills that people need to acquire?
Are there additional resources that need to be hired?
Is there a requirement for training to have a specific role overall or
for an individual site?
Who will be accountable to ensure that lessons learned in various
implementations across the organization are effectively shared with
the rest of the organization?
Do Site Owners have to be employees? (for example, can a
contractor be a Site Owner?)
©2015 SUSAN HANLEY LLC
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Site/Solution-Specific Decisions
55
Site/Solution-Specific Questions – General Policies
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 SLA’s 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?
©2015 SUSAN HANLEY LLC
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Site/Solution-Specific Questions – General Policies,
continued
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 SLA’s need to be established with IT?
©2015 SUSAN HANLEY LLC
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Site/Solution-Specific Questions – Permissions
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?
©2015 SUSAN HANLEY LLC
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Site/Solution-Specific Questions – Layout and Navigation
Key Governance Question
Decision/Answer
Who can request a new top level site of this type? What is the
process?
Who “owns” 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?
©2015 SUSAN HANLEY LLC
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Site/Solution-Specific Questions – Content Life-cycle
Management
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 “owns” published documents? Contributor? Department?
Does it depend on the site or site type? Is the “owner”
responsible for content life-cycle management, including
management of inactive content?
©2015 SUSAN HANLEY LLC
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Site/Solution-Specific Questions – Content Life-cycle
Management
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?
©2015 SUSAN HANLEY LLC
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