Governance Planning Best Practices: Part 2Show Me How! Susan Hanley Agenda • Review of Part 1 • Creating the Governance Plan – – – – – – – Engage Prepare and Plan Review Content.
Download ReportTranscript Governance Planning Best Practices: Part 2Show Me How! Susan Hanley Agenda • Review of Part 1 • Creating the Governance Plan – – – – – – – Engage Prepare and Plan Review Content.
Governance Planning Best Practices: Part 2Show Me How! Susan Hanley Agenda • Review of Part 1 • Creating the Governance Plan – – – – – – – Engage Prepare and Plan Review Content and Design Decisions Plan Delivery Create the Elements Review and Revise Deploy and Socialize • Next Steps: Make it work! • Sample Outlines Part 1 Review: Governance means … “No sharp edges” Once more, with feeling! 4 The “G” Word 5 Design First • Some aspects are discussed during design … – Records policies – Infrastructure team relationships (application development, architecture, support) – Accountability (e.g. no more webmaster for intranet) • … and then the fun begins! Why can’t we do it all during design? Stakeholders are just not ready! Process Engage Deploy and Socialize Prepare and Plan Review Content Decisions Review and Revise Create Elements Plan Delivery The Core Team Small Committed • Business Owner/Sponsor • IT Owner • Plus 1-2 more Interested Empowered The Extended Team – just in time, but part of the decisions, not a “stamp: • HR – social + jobs • Legal – records • Communications – unless already part of core • Other IT Functions Prepare and Plan | Schedule • Schedule the workshop topics – but be flexible! – – – – – – – Topic 1: Vision and Model Topic 2: Overall Design and Content Governance Topic 3: Content and Design Governance by Site Type Topic 4: “Social” Topic 5: Roles and Responsibilities Topic 6: Guiding Principles Topic 7: Delivery Planning • Workshop outcomes generally translate to governance artifacts Prepare and Plan | Key Decisions and Artifacts • Prepare the questions – “Key Decisions” document – Distribute in advance – But don’t expect anyone to read! – One document or one/workshop • Get general agreement about the “artifacts” • Start thinking about delivery – how will users “consume?” Prepare and Plan | Example “Artifacts” Metadata 101 • Documents (10 pages) • Supplements (2 pages) Planning Site Security “How To” Guides Governance Overview & Model Guiding Principles Guiding Principles Roles and Roles and Responsibilities Responsibilities Content Policies and Guidelines Quick Guide to Content Authoring in SharePoint “Snippets” to deliver in context Design Policies and Guidelines Operational Governance Quick Guide to Intranet Design Governance Quick Guide to Team Site Design Governance Getting Started with MySites 13 Topic 1: Review the Vision • If you don’t have one, document it NOW! • Make sure it’s business focused – so you can tell when you’ve achieved it! Sample Intranet Vision Statement • The vision for [the Intranet] is to become the online work environment for [our Organization]. • [The intranet] enables operational excellence by consolidating communications and providing a structured, process-driven environment for employees to share and collaborate. • Information on [the Intranet] is organized to support work and make it more efficient by becoming the trusted spot for sources of truth about all the work we do. Topic 1: Review the Model “PUBLIC” SITES: Open to all employees Home Page Functional Areas Tightly controlled, formal governance Departments – “Public” “PRIVATE” SITES: Open to business group members TEAM SITES: Generally open to team members Departments – “Private” Team Sites Personal Sites – My Sites Some control, some formal governance Looser control, less formal governance Topic 2: Overall Governance Governance Topic Who is accountable for making sure that sites comply with governance policies and recommendations? Is there a penalty for non-compliance? 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) Are there existing IT and information management policies that SharePoint solutions must follow? • Use of IT Resources • Electronic Communications • Social Media Policy • Protection of PII • Records Management Decision Topic 2: Overall Design Governance Governance Topic What is the provisioning process to get a new site collection? Who can request a new site collection? How is this decision reviewed? Are site owners required to take any training? Who is responsible for overall branding? Is there an overall design style guide that all sites must follow? How does the corporate records policy address: • Intranet pages • Intranet documents • Intranet news articles • Team site documents • Team site news and announcements • Other content on team sites (lists, discussions, etc.) Decision Topic 2: Overall Content Governance Governance Topic What are the policies around shared metadata? Are there enterprise content types? Is there any enterprise-wide mandatory core metadata? Are there enterprise-wide “supplemental” metadata terms? (Terms that must be selected from the enterprise controlled list if they are applicable in a list or library.) How will metadata policies be communicated to site owners? Are there overall requirements or policies around dealing with inactive content? Does it get archived? Deleted? Decision Topic 3: Decisions for each site type Governance Topic Who “owns” the persistent top level navigation? What is the process for updating? Who can request a new top level site? What is the process? Who decides where the new site goes in the navigation? Who can publish content? Are there specific policies or guidance for different types of content? (for example, News, Links, Discussions, Data Files, Multi-media files, images) Who is accountable for ensuring that the content on the site follows governance policies and guidelines? What happens to old or irrelevant content? How often does content have to be reviewed? By whom? Decision Topic 3: Decisions for each site type, continued Governance Topic Does the layout on each page/site need to be consistent? Are there specific templates that must be used? Can site owners use any available web part on or is there a specific list? Who is accountable for determining and assigning permissions to access the site? Is there a requirement for training to have specific permissions? Is SharePoint Designer permitted? Is the use of InfoPath permitted? Are any third party tools permitted? Restricted? Decision Topic 3 Outcome – complete this table Site Type Home Functional Area Department Site - Public Department Site - Private Team Site My Site Primary Audience Content Review Type and Cycle Governance Concepts My Site Example Site Type Primary Audience Content Review Type and Cycle Governance Concepts My Site Individual site owners and their colleagues • Work in Progress and Final • Personal content and links – no corporate content • Document level • Semi-annual • Individual site owner accountable for content quality • Only general governance standards • Site content quota helps ensure content management • Guidelines to be provided to provide best practices for content, especially any social computing features enabled such as blogs, editable profiles, and status updates. Topic 4: All that social stuff! • Separate this because different people care – so you can probably discuss “social” in a separate meeting/workshop Topic 4: My Site/Social Decisions Governance Topic What are the fields planned for the user profile? Can users update their own picture? What are the expectations for “About Me?” What are the expectations for “Ask Me About?” How much of an expert do I need to be to enter a topic? What are the expectations for “Past projects?” What are the expectations for “Skills?” Can/should users enter non-work related skills? Do you want users to update Schools? Can users enter Birthday if they choose? Are both personal and business interests expected in Interests? Decision Topic 4: My Site/Social Decisions, continued Governance Topic Can Site Owners enable “ratings?” Will users know what this means? Are users going to be able to add status updates? What are the expectations? Can users set up blogs? Any restrictions on topics/content? Are “Like” and “Notes” enabled? Any expectations or restrictions? Decision Topic 5: Roles and Responsibilities Enterprise Roles Site/Solution Roles Executive Sponsor Sponsor Governance Board/Steering Committee Business Owner Business Owner Solution Analyst SharePoint Administrator/IT Owner Site Manager/Contact(s) SharePoint Infrastructure Support Content Authors (Contributors) SharePoint App Development Team Visitors (Readers) Help Desk Metadata Manager Center of Excellence Power Users Community 27 Topic 5: Example Site Roles Role Key Responsibilities Knowledge/Skills/Training Site Sponsor • Overall sponsorship and accountability for the site • Communicates and champions within the business • Delegates authority to the Business Owner to leverage SharePoint to achieve business objectives • Understands overall Governance Plan • SharePoint Fundamentals (basic searching and navigating skills) Site Business Owner • Defines strategy for the site • Determines which users should have which permissions on the site • Ensures that site content is reviewed on at least an annual basis • Understands overall Governance Plan • SharePoint Fundamentals (basic searching and navigating skills) Solution Analyst • Configures the site to achieve business owner and sponsor objectives following policies and guidelines; implements enhancements over time. • Manager of the individual site who is responsible for day-to-day content management and overall site management, including implementing requirements for site-specific security, metadata, libraries, web parts, and views. • May be the day-to-day contact for the site or may designate a “Site Contact” whose name and contact information is provided on the site so that users with questions or feedback have a person they can contact. • Understands overall Governance Plan, including site design and content best practices • SharePoint Power User (site configuration, content management, creating lists, libraries and views) • Information Architecture Best Practices (expertise in IA and taxonomy best practices) Topic 6: Guiding Principles • Create based on key decisions, then review Guiding Principles help ensure that everyone has the best possible user experience and gets the most value from the SharePoint investment. Users need to understand the principles associated with their role. Example Guiding Principles – for All Guiding Principle Remember … SharePoint content is governed by all general policies pertaining to the use of technology resources, including privacy, copyright, records retention, confidentiality, and document security. Existing rules still apply – all content in SharePoint environment needs to follow business conduct, technology usage, and all overall corporate policies. Send links rather than attachments whenever possible. Reduce the number of e-mail attachments! Business Owners and Content Authors are accountable, but everyone owns the responsibility for content management. We’re all responsible for content management. Use the contact information on each site to let the Business Owner or Site Owner know if content needs updating. Example Guiding Principles – for Authors Guiding Principle Remember … Content is posted in just one place. Create links to the content on the page of the primary content owner. One copy of a document. If you don’t own it, don’t post it! Update, don’t delete – don’t delete documents to create a new version. Someone may be linking to your document. Edit in place. If prior versions need to be retained permanently for legal purposes or other business reasons, “old” versions of documents should be stored in an archive location or library. Only retain prior versions if legally required to do so or for other legitimate business reasons. Copyrighted material should not be added to any site without the proper licensing or approval. Don’t publish what we don’t own. Topic 7: Delivery Planning • Can you make some training required? Strongly encouraged? • Plant coaches in the field! • Incorporate into training • In context, or close – Governance site? – Power users site? – Training site? • Ongoing Get Sharp on SharePoint Create the Governance Plan Elements Governance Plan Element Description Target Audience Overview Explains the vision, why governance is important, All Users and the overall model Guiding Principles Key statements that support the vision All Users Roles and Responsibilities Describes the key roles required to ensure success Users with a key role Content Authoring Policies Describes policies and best practices for content and Guidelines (+ Quick publishing and content management Guides) Content Authors Design Policies and Guidelines (+ Quick Guides) Site Owners/ Solution Analysts Describes what must be done (policies) and best practices (guidelines) for site configuration 33 Add supplements to help deliver in context • Metadata 101 • Getting Social: Getting the Most From Your My Site • Planning SharePoint Security • Add supplements for specific topics – Welcome to the Template for …. – So you think you want to be a …. Supplement Example – My Site 35 Next Steps – Make it Work! • Plan the governance and training roadmap • Create the site(s) to host the content • Implement the processes to ensure compliance – Audits – Reviews – Automation • Measure and Report Contact Information • • • • • • • • Susan Hanley President, Susan Hanley LLC www.susanhanley.com [email protected] 301-469-0770 (o) 301-442-0127 (m) Blog: http://www.networkworld.com/community/sharepoint Twitter: @susanhanley 37 SAMPLE OUTLINES Outline for Model and Overview • • • • Introduction Reader’s Guide to the Governance Plan (roadmap) Vision Governance Model – the pyramid plus … – – – – Site Type Use this Template When … Governance Overview Link to site example Outline for Roles and Responsibilities • Enterprise Oversight Roles – Role – Key Responsibilities • Site Roles – Role – Key Responsibilities – Knowledge/Skills/Training – Relevant Governance Elements Outline for Content Authoring Policies and Guidelines • Content Policies – – – – – – – What goes where? Content Management Content Ownership File Naming Metadata Records Policies Image Policies • Content Guidelines – – – – – Publishing Editing Approval File Sizes Best Practices for Links, Text in Announcements, Discussion Boards, etc. Outline for Design Policies and Guidelines • Design Policies – – – – – – – • Site Ownership Security Branding Metadata Content Approval Application Integration Third Party Web Parts Design Guidelines – – – – – – Site Navigation Best Practices Page Architecture Best Practices Web Part Best Practices Metadata Best Practices Meeting Workspace Best Practices Planning Security Example Quick Guide for Content Authoring • For an example of a “quick guide” for content authoring for SharePoint, visit: – http://bit.ly/H03c42