SharePoint Business Governance Plan

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Oct 31, 2013 (3 years and 9 months ago)

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S
hare
P
oint

B
usiness
G
overnance

P
lan

(
Long V
ersion)




Author
: Veronique Palmer


Website
:
www.l
ets
c
ollaborate
.co.za


Last Updated
:
23 September 2010


Revision:

Long


1.0





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SHAREPOINT
BUSINESS
GOVERNANCE PLAN



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T
ABLE OF
C
ONTENTS


1.

Purpose

................................
................................
................................
..............................
2

2.

Mission

................................
................................
................................
...............................
2

3.

Governance Plan

Goals

................................
................................
................................
....
2

4.

SharePoint Vision

................................
................................
................................
...............
3

5.

Positioning of SharePoint
................................
................................
................................
....
3

6.

Exclusions

................................
................................
................................
..........................
4

7.

Glossary of Terms
................................
................................
................................
...............
4

8.

Roles and Responsibilities
................................
................................
................................
..
4

9.

Escalation Procedures

................................
................................
................................
.......
6

10.

Acceptable Use
................................
................................
................................
.................
6

11.

Records Management
................................
................................
................................
.......
7

12.

Site Governance
................................
................................
................................
................
7

13.

Servic
e Offering

................................
................................
................................
.................
8

14.

Development Governance

................................
................................
...............................
9

14.1

Procedures for a Fully Customized Solution
................................
...........................
9

14.2

Procedures for Web Part Development

................................
...............................

10

14.3

Procedures for Third Party Software Installations

................................
.................

10

14.4

Procedures for Intranet Changes
................................
................................
.........

10

14.5

Systems Development Lifecycle
................................
................................
..........

11

15.

Return on Investment

................................
................................
................................
.......

11





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[[
This document provides suggest ed headings and what they are for. The green text is
some
working examples of each
;

delete them and insert your own
.


T
here is no one
-
size
-
fits
-
all when it comes to governance.
Cover the bases that matter to you.

Keep it si
mple, make sure your users understand it, communicate it, do what you say and say
what you do
.
Consider
using a wiki for this instead of a document, much easi er to keep
updated
, distribute

and communicate.
A
dd a compulsory fi eld on any site request form t
hat
they accept and understand the governance plan.

Remember that governance plans affect
business users the most, so don’t over
-
complicate it or tie their hands to the extent that it stops
them working. They will simply stop using SharePoint.


Regular g
overnance meetings are important to the success of the platform.


This plan has been adapted from the
extended version

from Micr
osoft
. It only addresses the
business side of SharePoint, server / I T governance is a separate issue. The topics are suggestions
only; the plans can be simpler or far more complex. Dependencies include politics, positioning
of the product, the version of

SharePoint in use, size of company and dedicated SharePoint
team.


This version also contains development governance which is part of the application side of
SharePoint. You may want to include that section in the IT governance doc instead.
]]



1.

P
URPOSE


Explain the scope and purpose of the document
.

Th
is

SharePoint Governance P
lan outlines
the
ongoing
administration, maintenance, and
support of
this organisation’s

current SharePoint
d
eployment.

The plan includes the definition for
the SharePoint environm
ents including Disaster Recovery, Development, System Test, UAT,
Maintenance and Production. This is the initial service definition and deemed to be a living
document.

2.

M
ISSION


Write a short mission statement that aligns to the overall company values and

mission
. Ask how
SharePoint will support that mission.

“To assist this company in becoming this country’s most highly respected bank by providing a
platform for effective knowledge management and data governance. The SharePoint initiative
will also prov
ide an enhanced communication channel to improve the effectiveness and
competitiveness of the organisation by using personal networks to support collaboration,
knowledge sharing and project execution”.
( Used with permission from Nedbank Sout h Africa)
.

3.

G
OV
ERNANCE
P
LAN
G
OALS


Explain w
hat you
are
trying to achieve with this plan
.


a)

Identify the lines of ownership and support for the business and technical teams.


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b)

Establish rules for appropriate use of the platform.

c)

Define

the governing
policies for custom
developed solutions.

d)

Communicat
e
the
high level
b
usiness and
IT
requirements.

e)

P
rovide direction
for
business and
IT
users
in addressing
issues.

4.

S
HARE
P
OINT
V
ISION


The vision of the product should be aligned to the company vision and support that.
Realisi
ng
this vision however is difficult to achieve
without executive buy
-
in.

a)

Provide a standardized and scalabl e information management, collaboration and
application hosting service to address the business and productivity needs.

b)

Manage
a collaboration plat
form that will facilitate the storage and sharing of
un
structured
corporate
documentation.

c)

R
educe the size of email by encouraging users to send references to
stored
documents
instead of sending atta
chments when corresponding
.

d)

Reduce
IT

overhead
s

and security risks
in support of corporate
-
wide initiatives
by
consolidating legacy platforms
to standardize

i
nformation
m
anagement, c
ollaboration and
Share
Point
-
based application hosting
.


e)

Facilitate the m
igrat
ion of
unstructured
documentation

on file ser
vers to
SharePoint.

f)

Provide consistent corporate branded Intranet sites.

g)

Cha
nge corporate culture to keep “m
aster” documents on SharePoint for easier backup,
search
,

and auditing

and lifecycle management.

h)

Support

g
reen
c
omputing by using technologies like

virtualization to reduce the number of
physical servers required.

[[If the sections above are too much, you

could just have one mission statement

that is all
encompassing and call it either Purpose, Mission or Scope.]]

5.

P
OSITIONING OF
S
HARE
P
OINT


It is
important to know why SharePoint has been purchased in the first place. This will assist in
giving users direction in its use as well as relevant governance rules. It wouldn’t be necessary to
put governance rules in place for trusted file locations for e
xample, if Enterprise Features have
not been purchased.

a)

SharePoint will be the standard technology for hosting the corporate Intranet.

b)

To p
rovide an infrastructure platform for hosting SharePoint
-
based applications.

c)

D
esigned
to empower users to collabora
te on and share information.

d)

O
ut of box templates
to supplement but
not

replace the ent erprise solutions that are already
in place.

e)

All information on SharePoint must be in English in accordance with the officia
l business
language of the organisation.




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6.

E
XCLUSIONS


Decide what SharePoint
won’t

be used for. This is just as important as what it
will

be used for.


a)

Legal holds, record retention and strict document management syst ems are not to be stored
on SharePoint but must leverage the enterprise standard

for archiving operational
information, ie: IBM DB2 Content Manager
.

b)

Symantec Enterprise Vault
is used
for the archiving of email for compliance purposes,
SharePoint may therefore not be used for this purpose.

c)

Extranet and Internet
development on SharePoint
due to licensing

costs and
network
implications
.


7.

G
LOSSARY OF
T
ERMS


List any new terms or abbreviations
in the document
that business users
are
not likely
to have
heard before.


Term

Description

CIO

Chief Information Officer

Custom development

Any developed solution by either in
-
house or external developers

Platform

SharePoint

2010 Standard Edition

SDLC

Systems Development Lifecycle

SharePoint

SharePoint 2010 Standard Edition

Etc…



8.

R
OLES AND
R
ESPONSIBILITIES


Even if
you are a one man band, it is important to differentiate between the different roles of the
SharePoint team. This helps prevent turf wars in larger organisations, and plans for growth in one
man band shows. Think like a team and document accordingly. In

large organisations roles can
overlap, make sure there is an escalation process in place in case of conflict.

Below are
examples of some of the roles that may be involved. The list is by no means complete or all
encompassing. Adjust it to the roles ava
ilable in your company.


Role

Responsible P
erson / Team

(samples only)

Duties

Platform Owner

Head :
IT

Ultimate responsibility of platform.
Decision maker
and
prioritization of any
escalated issues
. R
estructure gov ernance
team as and when required
.
Future strategy of platform.

Dr i v e
s t r at egi c i ni t i at i v es.

Oper at i onal
Bu s i nes s P r oj ect Manager

T echni cal t eam l ead and day t o day deci s i on maker on ongoi ng

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Role

Responsible P
erson / Team

(samples only)

Duties

Manager

maintenance and support issues on out of box and custom
solutions
.

P o l i c i e s, p r o c e d u r e s,
s t a n d a r d s a n d g u i d e l i n e s f o r
g o v e r n a n c e a n d d e v e l o p m e n t
.

G o v e r n a n c e T e a m

C o m b i n a t i o n o f
IT

and
Business Users

Give guidance and feedback to platform owner. Decide on
operational and business issues and concerns.

A p p r o v a l o f
c o s t i n g m o d e l, e t c.
M o n t h l y m e e t i n g s, o r
o
n d e m a n d.

Pl anned
rev i ews of Gov ernance Plan.

Requests by busi ness to get more
i nv ol ved.

I nfrastructure

Admi ni strators


SharePoi nt Serv er
Admi ni strators

Mai ntenance,
stabi l i ty
,
capacity planning
,
licensing
, deployment,
security
, keeping environments in sync
etc on

all
physical
environment
s
. S
ole access to management consoles
.
Communication to Intranet and Team site teams as required.

Create team sites on receipt of approval from Team Site
Administrators.

Intranet Site

Administrators

Intranet Team

First line of support and m
aintenance and support of Intranet and
all
company
facing
sites linked to it
. Site hierarchy owner access
only.

Advise on information management best practices.


Provide reporting to users on demand.
Head of team to escalate
issues to Ops Manager.


Site Collection
Administrators

IT and specialised Business
Users

First line of support and m
aintenance and support of team sites
.
Approval of site creation initiated
here. Site
collection

access.
Management of
evangelism
site.

Advise on SharePoint best
practices.

R ev i ew and moni t or i ng of ent i r e pl at f or m t o ens u r e
bes t pract i ces adher ed t o and u s er s f ol l owi ng acceptabl e u s e
pol i cy.

Provide reporting to users on deman
d.
Head of team to
escal ate i ssues to Ops Manager.


Operati onal Si te

Admi ni strators

IT

Approv al and management of custom dev eloped solutions.

Site hierarchy owner access only.

H ea d o f t ea m t o e s ca l a t e
i s s u e s t o O p s M a n ag e r.

T r a i n i n g

B u s i n e s s t e a m

Al l
e n d u s e r t r a i n i n g t o b u s i n e s s u s e r s. C o mp i l e c o u r s e ou t l i n e s
a n d u s e r ma n u a l s. S ch ed u l e t r a i n i n g a n d i s s u e c e r t i f i c at e s a n d
f e e d b a c k. Al i g n c o u r s e o u t l i n e t o u s e r r e q u i r e me n t s.

D e v
e l o p me n t

T
e a m

I T, P r o j e c t O f f i c e

S h a r e P o i n t T e ch n i ca l As s e s s me n t t o b e c
o mp l et e d.
Ad h e r e t o
a n d adv i s e o n d ev e l op me n t b e s t p r a c t i c e s. F u l l S D L C a n d
c h an g e ma n a g e men t p r o c e s s t o b e f o l l o w ed o n a l l dev e l o p ed
s o l u t i o n s.

E x t e r n a l
D e v e l o p me n t

E x t e r n a l v e n d o r s

IT

SharePoint Technical Assessment to be completed by vendor.
Vendor
to ensure business unit

has the necessary funds procured.
Must follow all internal SDLC processes. Vendor development to
be approved

and guided by
IT
. Source code to be checked into
TFS. Engagement process to be guided by
IT
.

Site Owners

General u
ser
base

Responsible for ongoing
maintenance and configuration of their
sites. Site owner access only.
Can create
subsites.

Community Forum

General user base

SharePoint Administrators Knowledge Sharing Forum


dissemination of best practices, knowledge shari
ng, information
gathering, cross
-
skilling, putting business users in touch with each
other. Host to escalate

the

issues raised to the Governance
Team.

Communication

I T

Site Collection
Administrators

I ntranet Team

Ad
-
hoc communications to user base to be

sent out as and when
required

in the form of newsletter, tips and tricks, platform
availability, etc.






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9.


E
SCALATION
P
ROCEDURES


Sooner or later someone is going to break the rules and put something “illegal” on the platform,
or refuse to follow best practices or governance rules.
There needs to be an escalation
procedure for this.

In the event of business users or administrators

experiencing issues, the escalation process will be
as follows:

Business users


I
n
tranet /
I T
team
members



Site Collection Administrators


Operational
Manager



G
overnance Forum



P
latform Owner



H
ead:
IT



CEO.

10.


A
CCEPTABLE
U
SE


There also needs to

be proper consequences of breaking the rules which need to be
communicated. (

Strike 3


you’re out type of thing). For example, say that any 3 violations of
the governance policy will result in all access being revoked from the platform and
reinstatemen
t will need to be submitted in writing which needs to be approved by the
governance forum first.

This list is not all inclusive and subject to be amended as and when required.

Violation of these
policies will result in the revoking of site access with imm
ediate effect

by the relevant
Administrator
. Restoration of the user’s access needs to be motivated in writing by the business
unit owner and subject to approval by the Governance Forum:




All content stored is subject to the official Social Media and Inte
rnet Usage Policies. Do not
post any offensive, racist, defamatory, pornographic
information of any kind
.





All configuration of out of box functionality
and templates
is acceptable
, (with the
conditions stipulated in ‘Positioning of SharePoint’).



No cust
omization to the look and feel

or default site themes is

permitted

under any
circumstances.



N
o

changes allowed to the

Master Pages or core.css files in development tools, eg:
SharePoint Designer and Visual Studio.



Other ‘light’
customization with SharePoin
t Designer is permitted, (notw
ithstanding the
previous point), eg: workflow, adding zones, or hyperlinks to graphics
, or web components
.



No leveraging of Content Types is allowed without the correct level of expertise and
evaluation by the
IT

SharePoint te
am.




Under NO circumstances may
anyone

change the TITLE field on the core Item Content Type.



All content must be stored on the sites, not on My Sites.
My Sites are
for limited private
information only.



Under no circumstances may
anyone

leverage
Enterprise Features
or build and deploy
Forms Services, Excel Services, B
CS
’s or Report Centres
wi
thout prior approval from

IT

as these
components have additional licensing implications

which will be for the business unit’s
account
.



No
-
one may c
reate "Adm
inistrator Approved" InfoPath forms without following the
IT

Software Development Lifecycle process.


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Team sites may not be opened to all authenticated users


all
company

facing sites need to
be handled by
the Intranet team
as a separate project to the te
am site requirements.



No
-
one may d
eploy 3rd part y features and components, eg: web parts, reporting
components, etc, without obtaining approval from
IT
.



No
-
one may u
se SharePoint as a 'record management' solution.



No
-
one may d
o custom development with an

internal or external developer without
following the full change control and SDLC process.


Custom development is anything that
needs to be compiled and deployed.


11.

R
ECORDS
M
ANAGEMENT


The management of your documentation is subject to certain legislative

requirements. You
need to establish the applicable Acts and apply the rules accordingl y. For example in South
Africa, King III specifies the company governance that all companies in the country are subject
to, regardless of type. SharePoint can support

those regulations. The governance plan needs to
include the minimum requirements to support them.


It is also prudent to establish rules about
when

information becomes a record. For example, the
second an email is sent to a client and they respond, the email is a record and cannot be
changed in any way.
If SharePoint cannot restrict access robustly enough for external audit
purposes (when applicabl
e), then stronger technology needs to be put in place.


S
peak to the internal audit or legal departments

if you have them
. They are well versed on the
legal and retention policies. Get all the parameters from them and set up governance rules
accordingly.


The following are samples only:




All financial records must be retained for a period of 5 years.



C
lient records
may only
be retained for a period of 2 years
after the engagements
and
thereafter destroyed.



A
n intranet

site
is
maintained for each of the ri
sk areas highlighted by the Kind III Act and
contain
s

the following minimum metadata: applicable area, retention period,
responsible
person. The site is available to all
employees

in the sake of transparency.


12.

S
ITE
G
OVERNANCE


Specify the types of sites a
vailable

and the rules around

each.

Dormant sites will be deleted after 3 months on inactivity. A communication will be sent to the
relevant site owner advising of the deletion first. If no response is received from the site owner,
the site will be delet
ed. A new site request form will need to be completed should the
requirement arise in the future.



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Site Type

Governance
Level

Duration

Scope

URL

Search

Space

Purpose

Intranet

Strictly
governed

Permanent

Open to the
company

/intranet/…

Part of global
search

3GB

Information
sharing

Team

Loosely
governed

Permanent
or temporary

Ring fenced
to team or
division

/team/…

Restricted to
site collection

50GB

Collaborative
environment

My Site

Loosely
governed

Permanent

Per user
access only

/mysites
/


Not part
of
any search
scope

20MB

Profile
information

Ops

Strictly
governed

Permanent

Ring fenced
per
application

/ops/…

Not part of
any search
scope

On
demand

Operational
client
data
collection

13.


S
ERVICE
O
FFERING


Explain what you can offer business with the
platform. Be aware that backups are a big
concern to business users so make sure this is covered. There reall y needs to be full DR on the
platform, although some organisations don’t believe it to be an operational system. This
becomes a huge problem lat
er on in large organisations as adoption grows. All business data is
stored on SharePoint and should it go down, the company could grind to a halt. DR is a very
important component of the infrastructure, don’t under
-
estimate this, plan accordingly.

The
following services are offered for SharePoint:



Gold class SAN storage.



Disaster Recovery.



Uptime target of 99.9% or better during business operating hours.



Recovery time objective of 4 hours or l ess for non severe outages and 7 days for severe
outages. R
ecovery point objective of 24 hours or less.



First line of site support on an ongoing basis by Intranet and Team Site Administrators with an
escalation process.



An initial deployment and upgrade to 800GB of data with the ability to grow as and when
the bus
iness dictates


the current infrastructure should support 36,000 users for a limited
number of sites over the first year.



Built in auditing to capture content and user activity accessible to site owners, as well as
more advanced reporting with
[management

tool]

on demand from the Administrators.



A charge out m
odel on a ‘pay as you use basis’
.



Search facility on all indexed content.



Single sign on.



Default site allocation of 5GB per team site


all further space requirements (SAN Storage)
need to be
purchased in bulk.



Default My Site allocation of 20
MB


increased space requirements can be motivated.



Team sites


ring fenced to a team or division.



Intranet sites


sites linked to the Intranet and open to everyone in the
company
.



Operational sites


cu
stom developed line of business solutions.




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14.


D
EVELOPMENT
G
OVERNANCE


This section really falls under IT governance of SharePoint. You don’t necessarily have to go into
these lengths in the business version, but you do want to mention at least that all cu
stom dev is
subject to IT rules and approval.

If your organisation is large enough to warrant proper development with dedicated teams, then
the following is required to manage that. You don’t want users just dropping things on the
platform at will. Some
vendors will attempt to bypass governance rules through the business
users. Make sure the development rules are properl y communicated to users. In SharePoint
2010 it’s even easier to put custom dev solutions onto the platform using Sandbox Solutions if
t
hey have the correct rights. Establish rules around that.

SharePoint hosts both
out of box

collaboration solutions as well as business critical applications.

T
he stability of the environment
is at threat with
custom developed solutions
, and for that reason,
all development is very strictly governed. C
ustom solutions using Enterprise Features also ha
ve

licensing implications
and need to be approved by
IT
.

Regardless of whether the development is done in
-
house or by external vendors,
a
nd
irrespective of the type of development
;

all the following procedures
described
need to be
adhered to.

1
4
.
1

P
ROCEDURES FOR A
F
ULLY
C
USTOMIZED
S
OLUTION


a)

A Technical Impact Assessment
must
be completed
by the business unit and / or Sector
Portfolio Manager
and submit
ted to
IT

who will assess amongst other considerations,
licensing and capacity implications.

Formal feedback on the assessment will be
provided.

b)

The business unit engages with its

Project Ma
nager

to ensure that the request for a
solution is formally documented in a Business System Specificatio
n.

c)

The
Project

Manager

must be engaged for all development projects. When necessary,
he will appoint an analyst and decide what development effort is r
equired to build the
required solution.

d)

The
Project

Manager arranges a cost estimation exercise to give to the business unit,
along with the findings from the Technical Impact Assessment.

e)

It is the business unit’s responsibility to secure the necessary funding for their requirements
and register a formal project.

f)

If sufficient
IT

resources are not available to develop the solution within the business
expect ed delivery timeframe, then the
P
roject

Manager

will at his discretion outsource
the development of the solution to a
n

IT

approved SharePoint s
olution provider.

g)

The

Project

Manager
must formally notify the business unit of the expected timeframes
so
that user expectations can be managed.

h)

The assumption must always be that the team developing the
customized

solution will
not be the team supporting and maintaining the solution. To this effect it is a non

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negotiable requirement that systems documentation must be produced describing the
comp
onents that enable the
specialization

and
customization

of the solution.

i)

Where an ext ernal vendor has been sel
ected to do the development, a company
Production Support person must be assigned to the project team to facilitate future
support. Th
e project m
ust be managed by a company
Project Manager.

j)

All SharePoint development must be done under the auspices of
IT
. Under no
circumstances m
ay a
business unit engage directly with SharePoint solution providers
without the
authorization

or permission of
IT
.

k)

It

is mandatory that al
l custom development be presented to the

IT design forums for
approval.

l)

At the User Acceptance Testing
s
tage the solution needs to be load tested

to ensure that
the impact on the SharePoint infrastructure is predictabl e.
IT
can be cal
led on to assist

for this
.

m)

All newly developed sites must conform to the Intranet standards for look and feel.

n)

Any look and feel changes
away
from the approved theme must be approved by
Group Marketing’s branding team first; then
implemented with the full
SDLC process. All
themes must be correctly packaged.

1
4
.
2

P
ROCEDURES FOR
W
EB
P
ART
D
EVELOPMENT


a)

When custom built web parts are considered for any site collection or the whole
platform, the complete SDLC process must be followed.

b)

Web parts that can benefit the platform need to be evaluated by
IT

to determine risk
and suitability.


c)

Issues determined as server side issues will be
addressed with the
Server

T
eam.

1
4
.
3

P
ROCEDURES FOR
T
HIRD
P
ARTY
S
OFTWARE
I
NSTALLATIONS


a)

All third party
products need to be evaluated by
IT
.

b)

I
f
the product is
deemed appropriate,
IT

will request approval from
the Software
Standards Council to get
the product to the software list.

c)

If the vendor is not on the preferred supplier list,
they must be placed on t
he vendor
application process first
.

d)

The initiating business unit needs to provide funding for the software.

e)

The software
then
needs to follow the SDLC process before being deployed to
Production.

1
4
.
4

P
ROCEDURES FOR
I
NTRANET
C
HANGES


a)

These are
configuration changes or may change the way the Intranet is presented and
structured
, ie:
the classification of sites and the site hierarchy. The navigation of the
Intranet may be affected.

b)

This development is done by
the Intranet team
.

c)

The activities req
uired will

be developed

on a Test / Development site and the necessary
steps documented
.


Last Updat ed: 23 Sept ember 2010

Aut hor: Veronique Palmer


Revision: Long


1.0

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SHAREPOINT
BUSINESS
GOVERNANCE PLAN



LONG

d)

The Intranet Team

will raise a
s
ervice
r
equest to have the changes implemented and are
also responsible for communicating the impending changes to the affected user
co
mmunity
.

e)

The Server Team

will use the documentation provided to effect the changes in the
Production environment with the necessary
change control procedures.

f)

Feedback
to
Intranet

will

be provided by
the Server Team

when the
implementation

is
completed
.


1
4
.5

S
YSTEMS
D
EVELOPMENT
L
IFECYCLE


The following
presents

outlines
of
the environments, actions and requirements for each stage

requiring the SDLC process
:

Developer machine : Visual studio, SharePoint 2010, TFS, VSeWSS, SPD, dev tools.

Dev : SharePoint
2010 stand
-
alone server, developer admin rights.

QA : Load balanced SharePoint 2010 cluster, server admin rights, formal change request
required, solution package required.

Production : Load balanced SharePoint 2010 cluster, server admin rights, formal cha
nge
request required, solution package required.


15.

R
ETURN ON
I
NVESTMENT


It is very important to track progress of the platform and show ROI. Sooner or later your
executive
committee is

going to ask questions on this. The only way to be prepared is to star
t
tracking everything from day one. Teach users how to track the time and money saved using
SharePoint, and get them to document it. Have a special section on the evangelism site to
house all this information. Collectively and over time you will be able

to demonstrate effective
ROI by doing this. This will become the primary motivator when requiring upgrades to the
platform.


While it may be tricky to fit every project into the same mould, just have some type of feedback
forum for users, make it part
of the governance and monthly reporting structure to report on this.
Using lists in SharePoint will allow you to create the vie
ws required for roll
-
up figures per
department and time frame.


This is a new way of thinking however, so don’t under
-
estimate t
he change management
aspect of this. Users are not used to measuring work in this manner. It must be communicated
and explained correctly, and made very easy to capture results.


If you haven’t done this till now, don’t try and work backwards, just start

from today. Track
everything.

Reward exceptional saving or innovation!



Last Updat ed: 23 Sept ember 2010

Aut hor: Veronique Palmer


Revision: Long


1.0

Page
12

of
12


SHAREPOINT
BUSINESS
GOVERNANCE PLAN



LONG

Some stats can be extracted with third party tools. This assumes you have no management tools
on the platform and need to determine this information manually.


Site usage stats mus
t be captured on a monthly basis
. A custom list with versioning can be used
for this.


Site Name

Department

Site Owner

Month

Hits

Total Unique
Users

All Things SharePoint

IT

Veronique Palmer

Sept 2010

1549

64


All projects must be tracked as follows:


Name

Dept

Project

Old Process

New Process

Time
Saved
per Week

Average
Salary
per Hour

Total
Saved

per
Week

Veronique
Palmer

Business
Development

Government
Acts

Research new acts on
internet,
capture in Word
document (w eekly). Send
to each depart
ment for

comment and relevancy
.
Capture results on
spreadsheet from
11
departments, update Word
doc. Send Word doc to all
d
epartments for final
comments
, Publish to
company (email new sletter)

Research new acts
on internet, capture
on w iki.
Summary
Alert on w iki

to
departments that
need to comment.
Comments captured
on w iki by
departments
themselves.
Alert
added to
Announcements for
changes.

15

$500

$7 500






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