Introductory governance overview for a recent client.

1. Architecture and Governance ucopportal UC Office of the President presented by Buck Bradberry, SharePoint Architect and Designer

2. Project Goals

3. Today Describe the project in non-technical terms Differentiate the two immediate governing tracks, their goals and deliverables, and membership Describe, again in high level, overall development context, interrelationships, dependencies, and technical requirements Take away An understanding of key tasks, responsibilities, and authority.

4. SharePoint Governance SharePoint governance uses roles and responsibilities, policies, process, and technology to clarify ambiguity, manage UCOP goals, and ensure overall long-term success of your SharePoint environment. In addition, a solid deployment strategy brings IR&C all together.

5. Roles and Responsibilities Executive Sponsor. Provides executive-level sponsorship for SharePoint. The primary responsibility of the Executive Sponsor is strategic, positioning SharePoint as a critical mechanism for achieving business value and helping to communicate the value of the SharePoint environment to the management levels of the organization.

6. SharePoint Governance Board. Serves as a governing body with ultimate responsibility for meeting the firm’s goals with respect to SharePoint. This board typically comprises representatives of each of the major businesses represented in SharePoint.

7. Information Architecture Team. Often called the Deployment Team, this group will meet on a concurrent track with the Governance Board, drilling down into technical issues, implementing products and features raised through user discovery and approved by the Governance Board, keeping the overall deployment on track

8. SharePoint Business Sponsor. Manages the overall design and functionality integrity of SharePoint from a business perspective. The SharePoint Business Owner doesn’t have to be an IR&C expert, but the job function typically includes responsibility for internal communications, intranet portals, external communications, and external portals.

9. SharePoint Central Administrator. Manages the overall design and functionality integrity of the SharePoint farm from an IR&C perspective. Ensures the technical integrity of the solution. Makes regular backups of the portal and its content. Also may set up and maintain the security model, especially the components in Active Directory

10. Site Collection Administrator. Serves as the centralized, primary role for ensuring that settings for the site collection are configured properly. The Site Collection Administrator needs deep training on SharePoint and must understand the business need for the site collection.

11. Site Administrator. Serves as the centralized, primary role for ensuring that content for a particular site is properly collected, reviewed, published, and maintained over time. The Site Administrator will likely need to learn about SharePoint, but his or her primary expertise is business-focused.

12. Users. Users use SharePoint to access and share information, as well as owning and maintaining the content that they publish on SharePoint. Users can play the role of Member (user with contribution permissions), Visitor (user with read permissions), or both, depending on the specific site within SharePoint.

13. Deployment Team Roles Plus PMO Team Lead and Representation Data Architect or Business Objects Team Lead TechDesk Representation Windows Engineering Specialist

14. Stakeholder participation

15. SharePoint Policies Policies define the UCOP fundamentals, such as what site owners and developers must/must not or should/should not do. Policies typically include items such as what can/cannot be posted, how security must be managed, and developer change-control mandates. Policies typically are developed by the SharePoint solutions team, which must include representatives from both the technology and business stakeholder communities.

16. Policy Considerations At what level does the UCOP enable self-service? Can users create their own sites or are they IR&C-provisioned? When does IR&C perform actions on behalf of users? What quota should be allowed? How will data or sites be expired?

17. What customizations/development will UCOP allow? Can users modify web parts on team sites? Can they modify web parts on pages that are part of the corporate intranet publishing portal? Will some web parts be "fixed" on the page, or will page owners be allowed to customize all of the content on their pages?

18. Who is allowed to set up or request site-wide content types or site columns? How much central control do you want to have over the values in site columns? What is the right way to add permissions? By user? AD group? SharePoint group?

19. Multi-Tiered Service It may make sense to support multiple tiers of service, each having a different set of policies.

20. Differing Policies

21. Processes Examples include the steps used by IR&C to create a new site, the process by which development teams add custom web parts to the production environment, or the steps that users should take to update Internet content. As an example,you might want to define a methodology for team-based SharePoint development that combines custom code and managed content with steps on how those updates will get into production

22. Technology Office SharePoint Server 2007 (structured deployment) Office Project Server 2007 Third-party web parts User management tools Third-party visualization Integration with disparate systems The SharePoint product itself, along with additional tools, can help you to enable enforcement of policies and processes.

23. Deployment

24. Deployment Team Roles Plus PMO Team Lead and Representation Data Architect or Business Objects Team Lead TechDesk Representation Windows Engineering Specialist

25. User adoption

26. Current Status

27. Where we are & Where we should be For more info . . . Consult your SharePoint Governance and Deployment Guides and Checklists

28. Related Documents

29. Questions & Discussion