DSA Sharepoint Governance for End Users

DSA SharePoint Governance for End Users

Purpose

The purpose of this document is to specifically outline roles and responsibilities, usage, communications, references to policies, and generally answer question about the DSA’s implementation of the SharePoint framework.

It should be recognized that this document will continue to evolve as the functionality and versions of this framework continually improve and further questions arise.

Objectives

The specific functions of this document are:

 Identify roles and responsibilities for all users.

 Identify data and site owners.

 Outline relevant site and content standards and policies for the Disability Services Agency’s team sites.

 Clearly define usage parameters.

 Explain terminology, support and available training.

Versions

The Department for Aging and Rehabilitative Services owns licenses for SharePoint 2013 Enterprise Version.

Available Features:

 Office Web Apps – This feature allows users to open and edit (based on permissions) Microsoft Office Documents directly in the browser allowing user’s without MS Office, or with older versions of the software, to access documents. Office Web Apps, when used with SharePoint 2013, enables users to track changes, view and add comments, co-author documents, preview documents in a search, and share links directly to the documents with other users.

 Web/Team Collaboration Sites – Most common Site type. A team site is a collection of pages, site templates, lists, libraries, and assets configured for the purpose of achieving a goal. A team site must have at least one Site Owner.

 Business Intelligence Sites – BI Sites are limited to users with specific needs for Business Intelligence and a Site Owner familiar with processing BI reports. Each site includes a set of prebuilt lists and libraries used for BI content. Dashboards are available on Business Intelligence Sites.

 MySites – Social media style user site which allows users to create/modify their own profile, create blogs and follow other users and sites. MySites is an optional tool open to all users with DSA SharePoint Membership. With MySites, the individual is the Site Owner.  Wiki Sites - You can use a SharePoint wiki site to share knowledge, brainstorm ideas, collaborate with your team on a design, create an instruction guide, build an encyclopedia of knowledge, or just write down daily information in an easily accessible and modifiable format.

 WYSIWYG – (What You See is What You Get) SharePoint is an HTML editor. The user enters plain text and uses the Microsoft Ribbon to configure formatting. The content is rendered in HTML without the user needing to use HTML coding.

 Lists – A SharePoint list is a container for information, similar to a very simple database or spreadsheet. Using a list is the most common way to manage information in a SharePoint site. In a list, data is gathered in rows, and each row is known as a list item. Lists are customizable based on the business need.

 Web Pages – Web pages contain information accessible to multiple people viewed through a browser and are usually grouped by type of content. Web pages offer version control allowing site owners to view previous versions of a page including when the changes were made and by whom. It is also possible for Site Owners/Contributors to roll back to a previous version of a page.

 Hyperlinks – pages may contain links to content on the same page, another page on the DSA SharePoint Portal, or external websites.

 Discussion Boards/Forums – Discussion boards allow users to communicate with one or a group of people about a specific topic. Discussion board forums record users’ discussions and facilitate collaboration.

 Document Sharing/Management – Documents contain information accessible to multiple people viewed through the web browser. SharePoint offers version control of all documents with an automated file retention policy. Document management is best suited and targeted for documents in collaboration areas to be viewed and/or edited by multiple team members. Acceptable document file types for SharePoint include .pdf, as well as all versions of Microsoft Office extensions.

 Picture/Image Libraries – The following graphic formats are supported in a Windows SharePoint Services picture library. You can create thumbnail images of files that use any of the following extensions: .jpeg, .png and .gif. Images can be uploaded once to the appropriate library and used continuously on any Page on the Site. Image size/style can be altered directly on the page.

 Video Library – SharePoint Video Libraries are used to store video files.

 Surveys – A survey is a customizable list that enables the owner to create questions, allow multiple people to respond to the questions, and have the results summarized. You can use surveys to ask people what they think about issues, how to improve your processes, and many other topics.

 Announcements – a customizable list used to publish information to viewers. Users can view Announcements from a Page and/or have alerts sent to them via email each time the list changes.

 Calendars – You can use a calendar to store team events, including meetings, social events, and all-day events. You can also track team milestones, such as deadlines, that are not specific to a time interval.

 Alerts – Users who subscribe to alerts are notified via email when items are added, deleted and changed.  Tasks – Displays a collection of tasks that are part of a project. With a task list, you can add tasks, assign resources to tasks, update the progress on tasks, and view the task information on bars that are displayed along a timeline.

 Blogs - A blog is a Web site that enables you or your team to quickly share ideas and information. Blogs contain posts that are dated and listed in reverse chronological order. People can comment on your posts, as well as provide links to interesting sites, photos, and related blogs

 Out-of-the-box Webparts - The building blocks of pages in SharePoint. They are components that show data, and they can be placed in certain regions of a page—known as web part zones. A page can hold many web parts, in different zones or in the same zone.

 Search – Search is enabled on the DSA SharePoint Portal. A Search on the Portal will only render results from content the user has permission to access.

SharePoint functionality for DSA will be available in the following phases:

Phase/Title Web Address Audience Target Date

Extranet https://sp.wwrc.net Public-facing; can have Currently Operational; Fall anonymous or secured 2013 sites; uses Forms Based Authentication

MySites https://mysp.wwrc.net Users can set up Profiles Currently Operational; that include their business Spring 2014 contacts; Collaborate/Follow other users and sites; create blogs.

Requesting a Site

The SharePoint Administrator is responsible for creating Sites within the DSA SharePoint Portal. The Administrator may also grant Site Owners permission to create Sub-Sites within their respective Site(s).

Requests for new Sites must be made via email through a department supervisor/manager to the SharePoint Administrator. The name of the Site, a description of the Site’s purpose and the Site Owner will need to be provided at that time. Depending on Site complexity, setup could take 3+ business days.

Site Owners may request a Sub-Site to be created within their respective Site(s) through the SharePoint Administrator. SharePoint sites must be used for the purpose initially requested. If the initial need for the Site changes, the Site Owner must notify the SharePoint Administrator.

SharePoint Sites that are no longer needed should be de-activated. Site Owners are responsible for notifying the SharePoint Administrator when a Site needs to be de-activated. The SharePoint Administrator will perform quarterly site maintenance to maintain adequate use of system resources.

The SharePoint Administrator will work with Site Owners of stale sites to determine if the Site should be removed and data storage reclaimed.

Access

Access Points – All users who access any site(s) on the DSA SharePoint Portal must be authenticated through Forms Authentication. The exception is with Anonymous Users who access Anonymous Sites. Access to the DSA SharePoint Portal homepage will be posted on the homepage of the DSA Intranet at all times. Site owners are permitted to post links to their site at any time on any platform (web, email, etc.) If the person accessing the link is not a member of the Site, they will be re-directed to the main DSA SharePoint Portal to sign up for membership.

DSA SharePoint Portal – All Users can view the DSA SharePoint Homepage. The Homepage offers links to sign up for an account and retrieve a lost password. Authenticated Users can view the Homepage, Site navigation and main pages of the Portal. An Authenticated User not given access by a Site Owner to an individual Site may request access by locating the Site in the Site Directory. The Authenticated User will then be directed to submit a request to the Site and the request will be sent to the Site Owner to approve or decline. Site Navigation and Site Directory are listed in alphabetical order. Only the SharePoint Administrator can edit the Homepage and main pages of the Portal.

Anonymous Sites - Anonymous Sites are accessible by all Authenticated and Anonymous Users. Anonymous Users are read only viewers. Authenticated Users are read only unless the Site Owner has granted elevated permissions to that user. Anonymous Sites can be requested through the SharePoint Administrator. Anonymous Sites on the Extranet Portal (sp.wwrc.net) can be viewed by the public.

SharePoint Administrator(s)—Responsible for creating/approving/maintaining user accounts. Add/delete sites upon agency approval. Create and maintain SharePoint User Training Site. Provide Tier One and Two level support to users via phone, email, troubleshooting guides and tutorials/videos. The SharePoint Administrator elevates more serious issues to Tier Three support.

Authenticated Users – Authenticated Users can include employees, non-COV partners and vendors. These users have been approved for membership to the DSA SharePoint Portal. When requesting access to a SharePoint Site the user must first sign up for membership through the DSA SharePoint Portal and create a username. Once approved, they will receive a temporary password via email. They will be instructed to sign in with the username and temporary password, and then change the password after successfully accessing the Portal.

Passwords must contain a combination of upper and lowercase letters, numbers and special characters. Special characters cannot appear at the beginning or end of the password. Internet Explorer does not save SharePoint passwords and users are encouraged to create a secure password they will remember. All Authenticated Users will initially have access to the Portal’s homepage, main pages and Knowledge Share Training Site until they are approved to access internal SharePoint Sites by the Site’s owner.

Authenticated Users can request access to a Site by searching for the Site on the DSA Portal’s “Site Directory List” and using the automated process that will send notification to the Site Owner. The Site Owner will approve or deny access and set permission levels for the user.

Site Owner – Authenticated User with escalated permissions responsible for the individual Site Collection and all of its related Subsites. The Site Owner will have access to all lists and libraries within the individual Site. Additional responsibilities of the Site Owner include creating subsites as necessary, approving/rejecting access requests. They will ensure content remains accurate, timely and reliable while serving as the point of contact for users.

Site Owners must be an employee of a Disability Services Agency. If the Site Owner leaves the agency or position a new Site Owner should be assigned and the SharePoint Administrator should be notified of the change.

Site Owners are designated by Division Manager or Supervisor and approved at the time the Site is created.

The Site Owner should be the initial contact for users with issues related to the SharePoint Site they maintain. If the Site Owner is unable to assist the user they should escalate the issue to the SharePoint Administrator. If the Site Owner is unavailable, the user should escalate the issue to the SharePoint Administrator.

The Site Owner is responsible for setting permissions for the Site they manage. The table below describes SharePoint permission levels.

Permission Levels (default permission levels for team sites set by Site Owner):

Full Control Has full control to Edit, Design and Contribute.

Design Can View, add, update, delete, approve and customize.

Edit Enables users to manage lists

Contribute Can view, add, update and delete list items and documents.

Read Can view pages and list items and download documents.

Limited Access Can view specific lists, document libraries, list items, folders and documents when given permissions.

View Only Enables users to view application pages.

Content Contributors – Contributors must be Authenticated SharePoint users. The Site Owner is responsible for setting permissions for users to contribute.

Anonymous Users – These users are not required to sign up for DSA SharePoint Membership. They will be read- only users and can only access sites that are set up for anonymous view.

DSA SharePoint User Roles and Responsibilities Role: Responsibilities: Candidate:

WWRC SharePoint Server Install SharePoint Patches, IIS IS Personnel. Assigned by and Administrator Patches, Server Patches. reports to WWRC Information Systems Division Head. Performs Backups to Servers in compliance with Information Services Policies.

System Maintenance including Server hardware upgrades and backup/restore.

SharePoint Administrator Responsible for site collection IS Personnel. Assigned by and administration reports to WWRC Information Systems Division Head. First level end-user support for Site Owners

Enable/disable site collection features

Site provisioning and site storage usage maintenance, requests additional storage as needed

Creates/updates training content, provides training for users through online, phone and classroom platforms.

Create and maintain main Portal pages and content. Site Owner Grants access to the site they Must be an employee of a DSA manage. Agency.

Serves as point of contact for Assigned by Division Manager or contributors/viewers of local Site. Supervisor. Rights are limited to the local Site.

Responsible for managing content on local Site including pages, lists and libraries.

Site Owners ensure all content on their Site remains accurate, timely and reliable. Authenticated User Requests access to DSA SharePoint An employee of a DSA Agency, COV- Portal via automated membership request. partners, educators and vendors.

Requests access to individual Sites Does not require management via automated notification process approval. Membership is required. upon entering Site. Permissions are set by individual Permissions are granted on a Site-by Site Owner on a site by site basis. –Site basis by the Site Owner.

Anonymous User Content consumer. Has read only All users viewing Sites set with access to content displayed within a Anonymous View. Site setup with Anonymous View. Membership is not required.

Support

Support Group Special Functions Availability

User Self Help Online Training/Support. Link can be Online 7 days, 24 hours to all found on the DSA SharePoint Authenticated SharePoint Users. Portal’s Home Page at https://sp.wwrc.net

Tier 1 Assist users with accessing/locating Available during normal business Site. hours. Subject to the availability of Site Owners/Content Contributors Site Owners/Contributors. Assists with basic product support; general how-to and troubleshooting Turn-around time based on questions from users. department availability.

Escalates issues to SharePoint Each department should assign a Administrator backup for extended absences.

Refer to the Site Directory to Site Owners can be identified identify Site Owners. through the DSA SharePoint Site Directory link available on the homepage of the Portal.

Tier 2 Accepts calls/emails for SharePoint Available during normal business issues from Tier 1 support staff. hours. SharePoint Administrator Maintains SharePoint 16 business hours turnaround time. Training/Support Site for users. The IT department will assign staff Consult with Site Owners on layout to back up the SharePoint and structure of Site. Administrator. General Troubleshooting and how- The SharePoint Administrator can to. be contacted via email at [email protected] Create/Delete Portal Sites.

Redirect or rename sites.

Resolve web application issues.

Resolve escalated issues.

Create/maintain user memberships.

Escalates issues to the WWRC SharePoint Server Administrator.

Tier 3 Install SharePoint Patches, IIS Time Priority TBD Patches, Server Patches. WWRC SharePoint Server SharePoint Administrator escalates Administrator Performs Backups to Servers in all issues to Tier 3 Support. compliance with Information Services Policies.

System Maintenance including Server hardware upgrades and backup/restore.

Permissible Content & File Sizes

 Content Contributors and Site Owners are not permitted to publish any Personally Identifiable Information (PII) or Protected Health Information (PHI) that can identify a client, student or staff member under any circumstances on any DSA SharePoint Portal or Site.

o Any content found to contain PHI or PII will immediately be removed from the site and the incident will be reported to the Division Head to reduce future incidences. Site Owners are asked to review content regularly to ensure PHI and PII confidentiality is maintained.

 Content on the DSA SharePoint Sites should be used to conduct business for approved Disability Services Agencies through the Commonwealth of Virginia.

 Content should not be used for the purposes of advertising, nor to imply the endorsement or recommendation by the Department for Aging and Rehabilitative Services (DARS), Woodrow Wilson Rehabilitation Center (WWRC), DSA Agencies, partners or the Commonwealth of Virginia.

 File Sizes are limited to 50 MB. Sizes larger than 50 MB should be pre-approved by the SharePoint Administrator. Some larger files may be approved on a case-by-case basis.

Training – Training will be available in the following formats:  Online 24/7 DSA SharePoint Knowledge Share Site. This Site has been created specifically for users of the DSA SharePoint Portal. It contains documents, tutorials, videos, and FAQs to assist users seeking basic SharePoint instructions. It also contains a collaboration discussion board for users to post questions and help other users.

 Individual/Group Training – Provided for new Site Owners and Contributors. This will be conducted by the SharePoint Administrator for users who need Introductory SharePoint training.

o Site Owners will receive advanced training for managing their Sites and setting permission levels for new users. This may be on an individual basis or group setting depending on agency needs.

o Contributors who are interested in Introductory training on how to achieve basic tasks in SharePoint may contact the SharePoint Administrator for training schedule.

 DSA SharePoint Training – Periodically scheduled trainings discussing pre-defined Power-User or Introductory SharePoint topics.