Download How to Deploy Governance and Taxonomy Planning Functions in SharePoint
Q: Once I establish my Verb Taxonomy™, how do I use
SharePoint to incorporate the Governance Team™ policy decisions into our
SharePoint environment?
A: The simplest approach to establishing Federated
Governance Control over your SharePoint environment is as follows:
1. Establish a top-level site collection for each of the major taxonomy
categories you created during the Governance and Taxonomy Workshop™. Note that a systems architect, depending on information volume
and security requirements for each might elect to create separate Web Apps for
one or more of these according to SharePoint Design and Architecture Best
Practices.
2. Create a
prototype environment that your governance team can get to
and work with on the network.
3. Establish a Governance Team site below
the Governance Site Collection top-level Site
a.
Build a Team site for your governance Team. At this point you don’t need to worry about where the site is. You
can always save it as a template including content and then redeploy it
elsewhere.
b.
Configure the Document Library
c. Configure the Document Library
i.
Turn on version control
ii.
Turn on publication approval and make
the governance team chair the owner
iii.
Create a view that shows the folders
iv.
Create a view that ignores or
suppresses the folders
v.
Set up notifications for the members
of the governance team
d.
Create a folder in the documents library and label it Project Planning
i.
Save the documents from the Governance
and Taxonomy Workshop™ in this folder
ii.
Save any additional planning and
requirements documents in this folder
e. Create a folder in the documents
library and label it Design and Architecture
i.
Save the documents from the Governance
and Taxonomy Workshop™ in this folder
ii.
Save any other technical documents,
scans of licenses etc in this folder
f. Create a folder in the documents
library and label it Deployment and Configuration
i.
Save the documents from the system
administrator’s planning sessions in this folder
g. Create a folder in the documents
library and label it Branding and “look and feel.”
i.
Place branding information and documents
that you accumulated during your branding planning session in this folder
h. Configure the Team Calendar
i.
Establish a schedule for your
governance team
ii.
Configure notifications
iii.
Consider using meeting workspaces for
each meeting
i. Configure the Team Discussion List
j. Create an Issues Log and name it
“Agenda Items”
k. Create an approval workflow that requires the agreement of a majority of the members of the team
4. Hold Regular Governance Team Meetings
a.
Have your Governance Team Kickoff
Meeting
i.
Review the short Governance and Taxonomy presentation included with your deliverables package from the Governance and
Taxonomy Workshop™
ii.
Review the deliverables from the Governance and Taxonomy Workshop™
iii.
Provide the team with a hands-on orientation of the
team site
iv.
Demonstrate how to use the approval workflow
v.
Show how to integrate the calendar,
tasks, contacts, and folders with Outlook
vi.
Provide a shortcut on each member’s desktop to the document library
vii.
Make sure each member of the governance team knows which of the taxonomy
buckets is assigned to them
viii.
Review the taxonomy bucket that will be the focus of the pilot project
b.
Establish MySites, set quotas and
train the constituents on their use as private non-taxonomy workspaces (known as trashcan taxons in the taxonomy world)
c.
Have each site-collection / business
domain owner decide on the structure and policies for each site-collection. Each Site collection represents a logical business domain and
has a business domain “owner” whose job is to meet with the stakeholders
for that logical collection of information. These owners were assigned
during the workshop. These owners need to be coached by IT and
collaboratively by other stakeholders. They need to work with their
stakeholders and determine:
i.
Sub-site structure - The next tier of sub-sites using the same best practices and process
used during the workshop, such as limiting the number of sub-sites to seven.
ii.
Scope of Customization within the
domain - Which templates, themes, master pages and
web parts will be allowed within that collection (with the help of IT)
iii.
Roles and Rights within the domain - Which individuals will have access to information in each site and what
role they will have.
iv.
Approvals - Which approvals will be required to move information to a larger
audience from the site collection
v.
Workflows – Work with the stakeholders to establish standard workflows for use
within the site collection / business domain.
vi.
Content Types - Identify any enterprise content-types that will be used to propagate
information within the site collections domain, but that may be housed outside
the site collection. As an example, financial information, policies and
records may be kept and/or administered within the “Financial” site collection,
but there are financial documents that may reside in project management, human
resources and elsewhere. The financial “
d.
The community of business domain
stakeholders then
i.
Provides a review and consensus
function for the domain sub-site structure created by each domain owner before
it is deployed.
ii.
Provides a review and consensus on
scope of customization within each domain
iii.
Provides a review and consensus on
roles and rights within each domain
iv.
Provides a review and consensus on
approvals within each domain
v.
Provides a review and consensus on workflows
within each domain
vi.
Provides a review and consensus on
content types within each domain
vii.
Evaluates a-f above for each domain
and identifies candidates for enterprise-wide deployment
e.
The community of stakeholders then
supports and advises on the actual build, deployment and rollout of the pilot
project site collection and its advancement through
the above processes (start with only one site collection to work through this
process as the “alpha” iteration of the process. You chose Governance as
the domain for your pilot project)
f.
Next focus is placed on another domain and so on until all the domains have been deployed.
g.
The site collection /business domain
owner then walks the sub-site owner in the domain
through the process of establishing and configuring sites in the third tier.
h.
The Governance Team as a whole then
works with IT to coordinate the design, implementation
and use of content-types that were identified during the Alpha iteration of the
governance process.
i.
The Governance Team then works with
IT to identify candidates for Business Data Catalog integration.
j.
Periodically (once a month or once a
quarter) the work of the Governance Team is reviewed by senior business
leadership
This governance model provides for
·
Collaborative governance for the
taxonomy of business domains managed by individual domain owners, and provides
for collaborative standardization and approval processes.
·
The establishment of site-collection
content types to standardize policy, approvals, and metadata gathering for
critical information types across the site collection.
·
Candidate content types for promotion
as enterprise-wide content types to allow business domain owners to provide
management continuity for information types inside of peer business domains.
©Copyright Mark Ragar Schneider, 2009 All Rights Reserved
