SharePoint Governance Framework

The Connected Systems’SharePoint Governance Framework covers the set of Policies, Roles, Responsibilities, and Processes needed to manage the use of SharePoint.

These areas are needed to manage the following:

Policies – “the why”

  • Overarching change guidelines and reasoning, can include:
    • Content Management
    • Create vs. Publish (approval workflow)
    • Configuration
    • Branding and look-n-feel
    • Information Architecture (structure and meta-data)
    • Customisations
    • Approach & tools to support
    • Testing and installation (roll-back)

Roles - "the who"

  • Organisational groups
    • Business Roles (Owner, Analyst, Legal, Records, Content creator)
    • IT Roles (Sys Admin, DB Admins, Developers)
    • SharePoint Roles (portal admin, area & site owner, web designer)
  • Teams (spans roles or organisation groups)
    • Strategy Team
    • Operational and Support team

    • Development team
    • Site and Content Owners team

Responsibilities – “the what”

  • Linked to roles and outlines tasks, permissions, skills sets and owner.
    • e.g. Site Collection Administrator

Processes – “the how”

  • Prescriptive guidance on “why”, “who” and “what” for the policy areas.
    • e.g. (feature deployment scenarios)
  • Map the change activities to roles/responsibilities
  • RAID: Risks, Assumptions, Issues, Dependencies
  • Integrate with ITIL process for managing change

SharePoint Governance Framework 


The Connected Systems’SharePoint Governance Framework defines the resource model, change model and policy model for organisations’ SharePoint environments. It covers administration, maintenance, support and development and identifies lines of ownership for both business and technical teams; clearly outlining lines of responsibility within each facete of the portal.

Furthermore it establishes rules for appropriate usage of the SharePoint environments. An effective governance plan ensures the system is managed and used in accordance with its designed intent to improving the manageability of the portal. The resource structure needed to cover all governance aspects includes:

  • A strategy group consisting of portal experts; this should take the form of a business-focused committee. Their role is primarily one of decision making purpose; to mediate and sign-off rules and procedures for the use of the portal. This group includes visionaries and thought-leaders; this ensures the continual improvement of business use of the portal and to consider how the portal should be leveraged to assist with improving access to information for the knowledge worker.
  • A set of technically-competent teams; to manage the routine operational tasks, development tasks, support and training tasks.
  • A set of business focused “Site Owners”; these users are empowered to manage sites information and site content. Divesting these responsibilities out to the business means that organisation ICT is no longer involved in making these changes on behalf of the users.

The Connected Systems’SharePoint Governance Framework aims to establish a governing process and a set of models for the usage, management, development and support of the SharePoint environments. It also aims to deliver the following objectives:

  • State the need for a Strategic team; provide strategic insight and direction for the portal, and be able to drive strategic initiatives into their respective business units.
  • Communicate the need for the business to provide “Site Owners”; support the divesting of the department site management out to the business.
  • Identify appropriate infrastructure (IT) resources to provide operational support for the SharePoint platform.
  • Create an effective team and processes for:
    • Operations
    • Development
    • Support and training.
  • Establish initial governing usage and maintenance policies and procedures for the SharePoint environments.​​​​​​​