·
My Site Governance
In this Article we will focus
following things in detail for My Site Governance in SharePoint 2013/2016 on
premise.
·
Vision & Goal
·
My Site Governance
·
Conclusion
·
Recommendation
·
Best Practices
·
Configuration & Administration and Maintenance
Plan
·
My Site Creation Process
·
Vision
& Goals
§ Define
clear vision for my sites
The
My Site provides an environment where, employees will be able to collaborate
and share documents, tasks, people information, calendars and other information
§ Define
clear Goal for my sites
·
My Site Primary Goal
o Easy
Document Sharing
o Connect
employees
·
My Site Secondary Goal
o More
engagement
o Improve
Communication
§ What My
Site Will do and not do
·
Have a list of features what
my site has
o News Feed
o My
Documents
o My Tasks
o Blogs
o About Me
o One Drive
·
Have a list of features what
my site will not have
o Digital
Asset library
o Public
Sharing documents
·
My Site
Governance Model
o Public View
content should not have any confidential or private data
o Content
pertaining to human resources or legal is typically not listed in my Sites
o No personal
health information should ever be present
o Personally
identifiable financial information should ever be present
o My site
deletion or moving my sites policy need to be defined.
o Private
site must not contain personal audio files, inappropriate pictures, or other
materials not allowed within the organization.
o All
discussions or blogging done within a My Site must follow company policies
o All
discussions or blogging contain sensitive company material or defamatory
comments about any person are not allowed
o Before my
site launch define enterprise social policy and rollout
·
Conclusion
The My Site
provides an environment where, employees will be able to collaborate and share
documents, tasks, people information, calendars and other information.
·
Recommendation
for Basic My Site Features
o
News Feed
§ Newsfeed is
the user’s social hub where he or she can see updates from the people,
documents, sites, and tags that the user is following.
o
My Documents
§ Provides a
single place for users to create, share, collaborate and follow important
documents.
o
My Tasks
§ Displays
tasks assigned to the user. This is only visible to the owner of the My Site
page.
o
Blogs
§ Blog is a
Web Part page that the My Site owner can use to publish a blog.
o
About Me
§ The About
me is the default page that displays when a user accesses another user’s My
Site. This page displays the user’s profile page to other people in the
organization.
o
One Drive
§ The
OneDrive tab links to the user’s OneDrive for Business. OneDrive for Business
is the user’s personal file storage and synchronization service for business
use.
o
Org Chart
§ Loading
peer, manager and direct report in a graphical manner.
·
My Site Best
Practices
o
Design
Level
§ Pilot My
Sites within 1 or 2 departments and test these strategies.
§ Plan
Policies and Privacy
§ Plan Users
and Permissions
§ Plan
integration of Service Applications (Search, Metadata Management Service, etc.)
§ Plan Jobs
and Schedules
§ Plan
Multilingual
§ Plan
Capacity Planning (Storage Level)
§ Plan to
have integration with Cloud
o
Configuration
Level
§ Isolate My
Sites in a dedicated Web application
§ Use
dedicated content databases for My Sites
§ Configure
storage quotas for My Sites (100 MB)
§ Provisioning
of individual site collections
·
My Site Configuration,
Administration, and Maintenance
o
Configuration
§ My Site
Configuration
§ Profile
Configuration
§ Search
Integration
§ Metadata
Integration
§ Configure
Jobs
o
Administration
§ Managing My
Sites
§ Deletion of
My Sites
§ Monitor
Database
§ Monitor
sites
§ Monitor
Jobs
§ Regularly
auditing your SharePoint environment
o
Maintenance
§ Site Quota
§ Manage
Users
§ Manage
Content DB
§ Identifying
and reporting governance violations
§ Analyzing
and reporting upon My Site usage and activity
§ Moving/copying
My sites
·
My Site Creation
Process
o
User Action
§ Click on
OneDrive Pop-up “Site being created” Is displayed.
§
o
SP Queue
§ User request is Queued
o
SP Process
§ Item picked
from queue Standard SP site created Mail is send to user
o
User Action
§ User
accesses the site first time Customization
are getting applied
o
Apply My
Site Template
§ Company customized My Site is created
