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SharePoint Governance plan what does it contain

February 13, 2013 10:31 am Leave a comment Go to comments

A governance plan establishes the processes and roles required to

  • Avoid solution, team site, and content “sprawl” (that is, unmanaged
    sites and content that is not periodically reviewed for accuracy and
    relevance) by defining a content and site review process.
  • Ensure that content quality is maintained for the life of the solution
    by implementing content quality management policies.
  • Provide a consistently high-quality user experience by defining guidelines
    for site and content designers.
  • Establish clear decision-making authority and escalation procedures
    so policy violations are dealt with and conflicts are resolved on a
    timely basis.
  • Ensure that the solution strategy is aligned with business objectives
    so that it continuously delivers business value.
  • Ensure that content is retained in compliance with record retention
    guidelines.

A governance plan usually contains

  • Vision Statement

A vision statement describes, at a high level, what you want to achieve with
SharePoint, essentially describing how the solution delivers value to the
enterprise and to each individual employee. A clear vision statement provides
critical guidance to the inevitable decision trade-offs you will need to
make in thinking about your governance plan.

Example vision statements:

“The portal enables the creation, management, and sharing of document
assets in a business-driven environment for collaboration,
classification, and access across all of the company. Through its
workflow capabilities and application development foundation, it
will support the organization’s information management needs and
provide a business process framework for all business units.”

“SharePoint provides a holistic view of organizational assets that
simplifies employee interaction with our enterprise business
systems and helps improve collaboration within the company and
with our suppliers, partners, and customers, thus improving
employee productivity and employee and customer satisfaction.”

  • Roles and responsibilities

Roles and responsibilities describe how each employee as an individual or
as a member of a particular role or group is responsible for ensuring
success of the solution. Documenting roles and responsibilities is a critical
aspect of the governance plan, which defines who has authority to mediate
conflicting requirements and make overall branding and policy decisions.

  • Guiding principles

Guiding principles define organizational preferences supporting the
vision. These critical statements reflect best practices that all users and site
designers must understand and internalize to ensure the success of your solution.

  • Policies and standards

Policies define rules for SharePoint use; standards describe best practices.
From a governance perspective, policies are usually driven by
statutory, regulatory, or organizational requirements. Users are expected
to meet policies without deviation. If your organization is subject to regulatory
oversight, be sure you can actually enforce your policies because
a failure to do so may target you as being noncompliant. Standards are
usually established to encourage consistent practices. Users may adopt
some elements of the standard that work for them while not
implementing others.

In addition to these elements, your plan will likely also include a section
that references procedures for common tasks such as requesting a new
site, requesting a new shared Content Type or attribute, requesting a new
site template, and so on.

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