Site Requests, Provisioning, and Governance

Yesterday I posted a link to Michael Sampson’s survey on Site Creation Rights which is intended to collect information on the process and governance around who can request new sites and how they are provisioned or “actioned.”  This is an important topic, so I’m looking forward to seeing the results.

This is a topic I have had to put a lot of thought around recently in my current organization.  Like all things Governance, there is no one-size-fits-all solution.  Instead there are topics that needs to be discussed in the context of the organization to determine an appropriate path.

 

Some items to consider:

Who can create a site; Anyone, Project Manager, Manager and above?

True collaboration doesn’t always happen based on a mandate from above.  Whenever possible, it is good to encourage and accommodate requests from anyone that will use the service.  Some of the most innovative sites I’ve seen were lead directly by information workers sometimes even without the knowledge of their supervisors.  If there is a charge to the site, this may not be possible.

Does a site request require approval?

Does a site request require approval from a manager of the requestor’s group or from IS/IT?  If so is it for financial reasons, or does the scope and purpose of the site need to be validated?

What types of sites can be created?

Are there only certain types of sites supported like Division, Department / Functional Area or Project?  What if somebody wants to setup a site to organize the Bowling League or discuss Social Media’s place in the organization?

Where are the sites placed and how are they organized?

Are all sites placed into the generic “Sites” path or are they logically grouped in containers that represent the org structure or purpose?  This can definitely have an impact on the process if sites are automatically provisioned. 

If they are logically organized, you need to make sure you have a plan on how to move the sites and content if the purpose of the site or the organization changes.  These sites need to be dynamic and adapt to change.

Does the site need to be logged somewhere like a Site Directory?

If one or more Site Directories are used, the provisioning process should include steps to list the new sites. 

Does anyone need to review the site’s Design, Structure or Security?

This question is pretty central to the Governance process.  If you establish standards or guidelines you want to ensure people follow them, but it is also a good idea to have some form of a review available so that advice and best practices can be exchanged to help maximize the value the group derives from the site and system.

The scope of this review can run the gamut, I’ll save that as a topic for another day.  I will however say that it is important to the overall success of the platform unless the capabilities and understanding of the site owners/administrators are very high.

 

Site Requests and Provisioning in the Small Organization

In small organizations it is pretty easy to handle things manually.  Site provisioning really doesn’t take that long so it is easy to help the site owners/administrators along and get things organized correctly so that it meets the group’s information architecture objectives and is easy to use.

If the process is automated in a small organization it is likely to be a pretty simple process.

Site Requests and Provisioning in a Large Organization

In larger organizations it quickly becomes apparent that manual processes cannot scale and at least portions of the process need to be automated.  Depending on some of the topics above relating to charges, approvals, and topology the process can vary quite a bit from organization to organization. 

If the Governance model is properly though through it should be easy for people to request sites, and they should be provisioned in a way that offers additional value. 

 

End Notes

Thoughts, feedback, critiques?  I’m always eager to hear other people’s thoughts on this topic and eagerly await the results of the survey.

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