Share Point Governance Plan Template by nMYFuu3

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									SharePoint Governance Plan
Introduction
How to Use This Tool
The following template is used to document basic strategy planning information. It is to be created at the start of the
planning process, where key elements get defined and submitted for approval.

IMPORTANT NOTICE: Remember that each initiative is unique. Requirements will vary from organization to
organization. This generic template aims to assist any governance team in setting up a governance plan so many
fields and questions have been included. Remove from the template any elements that do not apply to your
initiative and/or management process and add any additional sections that your organization considers important.
Be sure to delete or replace all instructional text in dark grey with your own data.

Delete all information where text is colored GREY (such as this paragraph). Fill in or delete all form fields shaded in
GREY (such as the “Insert Company Name Here” field below). Form shading is not visible in printouts. Replace the
Info-Tech header with that of your own organization.

Be sure to change all necessary text to BLACK before printing or sending.




                                   Insert Company Name Here
                                      SharePoint Governance Plan
                                            Insert Date of Issue Here




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Table of Contents


       Introduction: How to Use This Tool: ..................................................................................................................................... 1
1 GENERAL GOVERNANCE GUIDELINES ..................................................................................................................... 3
    1.1 VISION STATEMENT ......................................................................................................................................................... 3
    1.2 SCOPE .............................................................................................................................................................................. 3
    1.3 ROLES AND RESPONSIBILITIES ......................................................................................................................................... 3
    1.4 GUIDING PRINCIPLES ....................................................................................................................................................... 5
2 GOVERNANCE POLICIES AND STANDARDS ............................................................................................................. 6
    2.1 CONTENT MANAGEMENT POLICIES AND STANDARDS...................................................................................................... 6
    2.2 DESIGN POLICIES AND STANDARDS ................................................................................................................................. 6
    2.3 CUSTOMIZATION POLICIES AND STANDARDS ................................................................................................................... 7
    2.4 OPERATIONS POLICIES AND STANDARDS ......................................................................................................................... 7
3 COMMUNICATION & TRAINING .................................................................................................................................. 8
    3.1 COMMUNICATION PLAN ................................................................................................................................................... 8
    3.2 TRAINING PLAN ............................................................................................................................................................... 8
    3.3 SUPPORT PLAN................................................................................................................................................................. 8




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1 General Governance Guidelines

1.1 Vision Statement

The vision statement must briefly describe what SharePoint is expected to achieve and how it will deliver business
value to both the enterprise and individual departments and employees. Provide guidance on necessary decision
tradeoffs that will be made during the governance strategy and planning phase. The vision statement should be
written as soon as possible but can be refined as use cases change.


1.2 Scope

Insert short description of business requirements to be met by SharePoint, as well as what won’t be covered by the
organization’s SharePoint initiative.

1.3 Roles and Responsibilities

Roles and responsibilities must describe the roles of individual employees, particular roles, groups, and/or
department as they pertain to SharePoint governance and how they help ensure success of the initiative.
Documenting roles and responsibilities is critical. It must outline authority in mediating conflicting requirements and
be responsible for overall design and policy decisions. Roles and responsibilities used successfully in other
organizations can be used for guidance within your organizations. For smaller organizations, expect many roles to
be undertaken by a single individual.
Adapt both the roles and responsibilities below to fit your organizational needs.


Enterprise Roles


         Role                     Key Responsibilities
                                  Champion of the SharePoint initiative, ideally at the executive level. The
                                  primary responsibility is for strategy and position SharePoint as critical to
         Executive Sponsor
                                  achieve business value and communicate the value throughout the
                                  organization.
         Governance               The board/committee will ultimately be responsible for meeting
         Board/Steering           SharePoint’s objectives. It should be comprised of representatives from
         Committee                across IT and business units, e.g.: Communications, HR and IT.
                                  Responsible for managing the design and functionality of SharePoint
                                  from a business perspective. The Business Owner role does not require
         Business Owner
                                  IT expertise, though it will include responsibility for internal
                                  communication around SharePoint updates.




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        Role                     Key Responsibilities
                                 Responsible for managing the design and functionality of SharePoint
        Solution Administrator
                                 from a technology perspective. Will work directly with the Business
        (Technology)
                                 Owner to align business and IT objectives.
                                 Responsible for SharePoint’s technical integrity. Backs up SharePoint
                                 system information and content. Will set up and maintain the security
        Technology Support
                                 model, (i.e.: Active Directory Domain Services (AD DS)). Will develop
        Team
                                 new Web Parts and provide support to Site Sponsors/Owners requiring
                                 additional functionality for their pages or new use cases.
        Metadata Steering        SharePoint Server 2010 requires an overall metadata management plan,
        Committee (or            specifically the creation and maintenance of a “metadata dictionary” over
        Individual)              the lifecycle of SharePoint.




Roles for individual Sites or Site Collections

        Role                     Key Responsibilities

                                 Holds primary and central responsibility for ensuring that page/site
                                 content is properly collected, reviewed, published, and maintained over
                                 time. The Site Sponsor should be a business user with expertise in the
                                 content displayed on the site/page. Though the role is business focused,
        Site Sponsor             learning some technical details about SharePoint Server will be required.
                                 The Site Sponsor may designate a Site Steward to be responsible for
                                 day-to-day interaction between their business unit and the users of the
                                 page/ site.
                                 Manages day-to-day site operations by ensuring that content is accurate
                                 and relevant, including records retention codes. Monitors security to
        Site Steward             ensure that the security model for the site continues to match the goals
                                 of the business. Acts as the Content Steward for their designated
                                 sites/pages
                                 Responsible for creating and maintaining site/site collection design.
        Site Designer            Follows design best practices to ensure that sites provide user value.
                                 Defines and executes the site security plan.




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1.4 Guiding Principles
Guiding principles outline governmental and usage preferences that will support the vision. They will highlight best
practices to be understood and followed by all users and site designers to ensure SharePoint success. Guiding
principles tend to exhibit little variance across organizations, and typically encompass security, site design, and
content.


General Principle                                          Implication




Security Principle                                         Implication




Site Design Principle                                      Implication




Content Management Principle                               Implication




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2 Governance Policies and Standards
Policies outline SharePoint rules while standards describe best practices. Policies tend to be driven by statutory,
regulatory, or organizational requirements and are expected to be met by users without deviation. If your
organization is subject to regulatory oversight, failure to enforce policies may mean that you are “non-compliant.”
Conversely, standards encourage consistent practices and users are expected to adopt them as they see fit.

Each organization will have its own policies and standards. Topics will likely include content oversight, site design,
user experience, site management, and security.

Outline policies and standards below, though particular policies should be incorporated into an acceptable use
policy document rather than delineated below.

2.1 Content Management Policies and Standards

Issue                                                          Policy or Standard

Posting Content to Existing Pages or Sites

Posting Content to the Home Page

Posting Content to Personal Pages

Social Tags and Ratings

Records Retention

Content Auditing and Review

Content Refresh & Deletion



2.2 Design Policies and Standards
Issue                                                          Policy or Standard

Creating New Subsites

Page Layout and Organization

Content Types and Metadata

Content-Specific Guidelines/Policies

Security

Branding




                                                           6
2.3 Customization Policies and Standards
Issue                                           Policy or Standard

Browser-based updates

Updates based on SharePoint Designer

Sandboxed Solutions

Centrally-deployed / 3rd Party Solutions




2.4 Operations Policies and Standards
System Administration
Task                  Documentation                        Policy




Portal Administration
Task                        Documentation                  Policy




Extranet Administration
Task                    Documentation                      Policy




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3 Communication & Training

3.1 Communication Plan
Communication to the business regarding the Governance Plan will be conducted via web site within the corporate
portal site. It will include the following:
    • Governance Hierarchy
    • Team roles and responsibilities
    • Individual roles and responsibilities
               o IT roles
               o Business roles
    • Team memberships
    • SharePoint policies
    • Support

Communication to the governance team regarding governance issues/activities will be conducted via:
             Website within corporate portal (see above)
             Scheduled meetings or conference calls
             Ad hoc e-mail communications


3.2 Training Plan
A training plan is required to promote SharePoint end-user adoption and ensure it is used effectively in their daily
activities. Training Requirements are listed below.

    •       All SharePoint users will require some form of training.
    •       Business Owners will require training around capabilities.
    •       Site Owners will require technical training around solution integration and setting up security policies.
    •       End-users will require SharePoint 101 training.
    •       Help Desk personnel or administrators will require extensive troubleshooting training which should be
            conducted by a third party.
    •       Internal or External ‘Certifications’ may be used to distinguish those most adept with SharePoint.
    •       Training will initially consist of online reference materials for both end-users and administrators.

3.3 Support Plan

SharePoint will require both Operational (both back-end system administrator and front-end portal administrator)
Support and Application Support for end-users.

Support Type                  Support Required                              Support Providers
Operational Support
Application Support




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