SharePoint Restructure Plan & Diagram Presentation Sample

Transcription

1 SharePoint Restructure Plan & Diagram Presentation Sample

2 A. Objective The organization s SharePoint site is composed of 26 categorized folders. A detailed inventory will be provided in addition to this diagram. The purpose of the SharePoint restructure effort aims to allow the organization gain better understanding of the file inventory while exploring mutually agreeable approach to reorganize working folders. Here are the key objectives: Provide an overview to assess existing file inventory; Solicit feedback from the leadership in order to meet the expectation towards the project; Design an organization-level guideline improve efficiency in the workplace by making document search more intuitive and less stressful; Collaborate on restructure recommendations and implement the reorganization plan; Assist SharePoint users to navigate tools and functions within the organization and provide best practices to manage SharePoint site. 2

3 B. Folder Restructure Diagram (Current) Key Facts & Challenges Total no. of folders: 30 Age of documentation: 7years Not intuitive and not documented/named as appropriate No clear permission levels and management roles on subfolders (e.g. accountability, consistency) Too many hierarchies and not aligned in logical order Year of Activities Primary Folders Topics/Subjects Subtitles Subfolders Individual Documents Individual documents Subfolders Subfolders

4 Folder Restructure Diagram (New) Table of Content document to hyperlink subjects, years of activities, and subfolders Topic/Subject Year Archive Drafts/ Revisions Final/Signed Document References & Resources More Links only with originals saved on the original SharePoint

5 C. Highlighted Recommendations on Structure CATEGORY TITLE Hyperlinked Table of Contents Subject/Topics Year of Activities Permissions for Owners & Users ITEMS Include hyperlinked Table of Contents to enable users to navigate site by subjects, years of activities and subfolders. Categorize subject/topic and to include years of activities, subtopics/subfolders, etc. under the main folders. Keep the most recent documentation (2~3 years); archive/delete/de-duplicate files and folders that are old and irrelevant. Consider to line up folders with this specific order: Year Subject/Topics Subfolders, which might be convenience for auditing purpose. Assign task lead to manage particular folder(s). Grant proper level of permissions to individuals who needs to get the access to the inventory. A permission checklist will be provided. 5

6 D. Permission Levels Primary Owners & Users Full Access (Create, edit, view, add/delete all folders) Owner: Users: Coordinator: Secondary Owners & Users Limited Access (Create, edit, view, add/delete with ability to manage/own individual folders Third Level Users Restricted Access (Read Only) Owner(s): Users: Coordinator: Users: Coordinators: Other Users No Access Users: No users will be allowed to see the contents on the SharePoint. Special permissions shall not given to nonorganization individual unless it is approved. 6

7 E. Permission Levels & Descriptions Permission Level Description Permission included by default Enables users to have full control of the website. Grants the ability to perform all administration tasks for the web site, as well as manage content. All permissions Design permissions minus the Approve Items, Create sites; edit pages, list items, and documents, Apply Themes and Borders, and Apply Style and change site permissions. For publishing sites Sheets permissions, plus: only. Edit and approve pages, list items, and documents. Manage permissions Full Control Access For publishing sites only. View Web Analytics Data Manage Hierarchy Enumerate permissions on the website, list, folder, Create Subsites document, or list item. Create a group of users that can be used anywhere Manage Alerts within the site collection. Enumerate Permissions Create subsites such as team sites, Meeting Manage Web Site Workspace sites, and Document Workspace sites. Override List Behaviors Create and change permission levels on the web Approve Items site and assign permissions to users and groups. 7

8 Permission Levels & Descriptions (conti.) Permission Level Description Permission included by default Limited Access/Contribute Restricted Access (Read Only) Create subsites such as team sites, Meeting Workspace sites, and Document Workspace sites. Edit and approve pages, list items, and documents. Create and change permission levels on the web site and assign permissions to users and groups. Enables users to access shared resources and a specific asset. Limited Access is designed to be combined with fine-grained permissions to enable users to access a specific list, document library, folder, list item, or document, without enabling them to access the whole site. Enables users to manage personal views, edit items and user information, delete versions in existing lists and document libraries, and add, remove, and update personal Web Parts. Enables users to view pages and list items, and to download documents. View Application Pages Browse User Information Use Remote Interfaces Use Client Integration Features Open Add Items Edit Items Delete Items Delete Versions Browse Directories Edit Personal User Information Manage Personal Views Add/Remove Personal Web Parts Update Personal Web Parts Open Items View Items View Versions Create Alerts Use Self-Service Site Creation View Pages No Access N/A N/A 8

9 F. Roles and Responsibilities Organization s Leadership Review and approve the restructure plan, including permission levels diagram Provide proper level of permission to clean up the SharePoint Define roles of file owners/users and review the permission checklist Review/or attend training on SharePoint 2013 and database management best practices Task Team Review the restructure plan and provide feedback to the plan Coordinate with SharePoint Administrator and assess technical feasibility of reorganization plan Perform as the POC for quality assurance after the restructure is completed Be ready to perform the role as owner to manage/edit specific file folders Project Coordinator Draft reorganization diagram; solicit feedbacks from task leads Present the plan to the DIS; implement the plan and track changes Update SharePoint User Guide and develop database management best practices to maintain SharePoint site Other Teams Possess proper level of permission to read/or edit the documents on the SharePoint Follow the database management best practices to edit, save, or change the contents on the SharePoint 9

10 G. Next Steps Week of 1/1/16 Week of 2/1/16 Weeks of 3/15 6/30/16 Complete restructure plan and draft task scope and description. Team review and feedback solicitation. Develop restructure diagram and project presentation. Discuss technical feasibility of permission levels with SharePoint team. Draft permission checklist and define the roles in each category. Schedule discussion with team leadership for review. Review (1) existing inventory (2) restructure diagram (3) permission checklist and definitions. Receive comments /update the documents as appropriate. Obtain proper level of permissions and engage concerning stakeholders. Inform SharePoint team to update access permissions. Obtain approval for implementation and confirm the timeline. Start reorganization and document all the changes as appropriate. Provide bi-weekly progress report till the project is completed. Bookmark more frequently visited SharePoint sites on Mary Lou s work computer. Update descriptive summaries on SharePoint Users Guide. Provide best practices to maintain the new site. 10

11 Thank you 11