SharePoint Governance – Workshop Model
SharePoint governance is a complex and ongoing process. This means that we need to keep refining our practices and rules, as the organisation evolves and requirements change.
We have divided the process of SharePoint governance in five workshops:
1. Define roles and responsibilities
2. Define workflow and information architecture
3. Define rules for intranet site creation, management and decommissioning
4. Determine training needs
5. Define security controls, and groups and permissions
The above figure gives an overview of the various steps involved in SharePoint governance. It also shows the different types of SharePoint sites that an organisation can have. We will now proceed to explain each of these in detail.
1. Define Roles and Responsibilities
Hierarchy of divisions and departments within the company, and the employees associated with each of them.
SharePoint services evolve over time. It is one of those enterprise applications that seems to intertwine itself with different corporate functional layers.
It is important to know all the roles that are directly involved and required to provide SharePoint services, and what their responsibilities are.
2. Define Workflow and Information Architecture
A typical organization contains multitudes of contents, that are growing at an exponential rate, ranging from related content to independent, relevant and active content to historical and hoarded.
This diversity and volume presents a challenge when designing an enterprise content management.
Designing taxonomy and content types, provides a much richer set of capabilities to organize information by abstracting away the single dimension of a folder structure and enabling the multiple facets available to organized information.
It is Collection of concepts of a given subject organized in a hierarchical tree structure.
Typically, organisations use folder structure to store and organize files on computers. Using a physical folder is limiting, because it is only one-dimensional, and one has to click through the physical structure to locate content.
Taxonomy is used to associate terms to a unit of information, using metadata instead of physical structures. Metadata allows to associate a term with a piece of content, without affecting the content’s physical location, thus, making it multidimensional and easily accessible for enterprise search.
Imagine, you have to organise your collection of books, as well as beer. You can organise books by title, author and genre. You can organise beer by brand, type of beer and country of origin.
You can store books and beer at the same location, but they will still be organised by the information that is relevant to them: books by title and beer by brand. This is the concept of content types in SharePoint: content types are types of files or other items that share common properties.
For example, a company may have two widely-used content types: invoices and expense reports.
3. Define rules for intranet site
SharePoint allows you create multiple SharePoint sites. Each site is an independent workplace for a particular division, department, project or team, with its own set of security settings. This is important as a site should only be accessible (to view or edit) to relevant users, and not to everyone in your organisation.
4. Determine Training Needs
> Basic Training
> On-Demand Training
> Working with tasks, announcements and calendar
> Working with files
> Syncing files to your computer
> Setting up email alerts
> Any other training needs, as per your requirements\
5. Determine for Security Controls and Permissions for Groups
Users are organized into groups and security is set at the group level.
Complete access to site content and administrative settings
Create, Edit and Delete content, but no administrative access
View content, without Edit Rights