ARCHITECTURE AND GOVERNANCE

ucopportalUC Office of the Presidentpresented by

Buck Bradberry, SharePoint Architect and Designer

PROJECT GOALS

High-level timing goals• Compress portal discovery• Inventory and implement essential taxonomy and metadata for Vanilla Release

• Build out portal discovery and information architecture for General Release

Relationship to other projects• PMO• Decision Support System and Business Objects

• IR&C Processes• Administrative Processes• Information Privacy and Retention

Ultimate goal of project• Build for the Final State

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 awayAn understanding of key tasks, responsibilities, and authority.

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.

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.

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.

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

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.

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

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.

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.

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.

DEPLOYMENT TEAM ROLES

Plus1. PMO Team

Lead and Representation

2. Data Architect or Business Objects Team Lead

3. TechDesk Representation

4. Windows Engineering Specialist

STAKEHOLDER PARTICIPATION

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.

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?

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?

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?

MULTI-TIERED SERVICE

It may make sense to support multiple tiers of service, each having a different set of policies.

Enterprise

Divisional

Ad hoc

• Highest level of governance

• Highly managed structure and taxonomy

• Relax some standards

• Customized solutions

• Greatest volume of sites

• Least governance, but more controlled quota and retention

• Self service

DIFFERING POLICIES

Site provisioning

Quota

Cost to business units

List of sites

Available templates

Ad hoc

Self-service

Fixed, small quota

Free or low cost

Short-term, expiring

Out of the box only

Highly Structur

edIR&C Provisioned

Negotiable, large quota

Higher cost, potentially recharged

Longer-term or permanent

Custom templates or web parts

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

TECHNOLOGY

The SharePoint product itself, along with additional tools, can help you to enable enforcement of policies and processes.

Office SharePoint Server 2007 (structured deployment)

Office Project Server 2007 Third-party web parts User management tools Third-party visualization Integration with disparate

systems

DEPLOYMENT

Envisioning•Evaluate Broadest Feature Set

•Determine Project Scope

•Secure Sponsorship & Funding

Planning• Intensive Discovery•Plan Integration•Plan Maintenance•Plan Content and Navigation Structure

Deployment Implementation & Configuration Management

Post-deployment Operations, Optimization, Business Review

DEPLOYMENT TEAM ROLES

Plus1. PMO Team

Lead and Representation

2. Data Architect or Business Objects Team Lead

3. TechDesk Representation

4. Windows Engineering Specialist

USER ADOPTION

Successful Deployment

Unified Communications

Training

UCOP Policy

Guidebook

Incentives and Awards

Discovery and Governance Participation

CURRENT STATUS

High-level overview of progress against schedule• On-track in with components selection and customization

• Behind in information architecture and taxonomy, governance, user adoption promotion and management

• Ahead in departmental standardization, master pages, and pilots and user acceptance

Unexpected delays or issues• Discovery• Integration and application• PMO integration

WHERE WE ARE & WHERE WE SHOULD BE

Procedural differences from usual

projects of this type

Requirements, benefits, and

issues of using new procedures

For more info . . .Consult your SharePoint Governance and Deployment Guides and Checklists

RELATED DOCUMENTS

Guides and Checklists

SharePoint Deployment Guide

and Checklists

SharePoint Governance Guide

and Checklists

Accompanying

References

What is Governance

Collaboration Governance Plan

SharePoint Governance –

Considerations for a Successful

Deployment

SharePoint 2007 Customization Policies Guide

Steps for Building SharePoint

Governance into MOSS 2007

Samples and Templates

Collaboration Governance Plan

Sample SharePoint Code Acceptance

Detailed Reading

Transform Your Business with

SharePoint Products and Technologies

SharePoint Governance

MOSS 2007 SDK Features

Determine Information

Architecture of Your Site

More

White papers

Increasing SharePoint

Engagement

SharePoint Buzz Kit

Contact me+1 415 480 4PRO

buck.bradberry@ucop.edu

QUESTIONS & DISCUSSION