Something about Property Management or … the understanding of SharePoint Admins/roles ?!?
- by Enrique Lima
When I talk about SharePoint, for some reason it comes to my mind as if it were property management and all the tasks associated with it.
So, imagine you have a lot ( a piece of land of sorts), you then decide there is something you want to do with it. So, you make the choice of having a building built. Now, in order to go forward with your plan, you need to check what the rules/regulations are. Has is it been zoned residential, commercial, industrial … you get the idea. This to me sounds like Governance. The what am I to do given a defined set of rules.
We keep on moving forward based on those rules. And with this we start the process of building, the building process takes us to survey the land, identify what our boundaries are. And as we go along we start getting the idea in our head as to what we will do as far as the building goes. We identify the essentials of the building, basic services and such. All in all, we plan. And as with many things we do, we like solid foundations. What a solid foundation looks like will depend on where and what we build. The way buildings are built depends in many ways in being able to foresee the potential for natural disasters or to try to leverage the lay of the land. Sound familiar? We have done our Requirements Gathering.
We have the building in place, we have followed the zoning rules, we have implemented services. But we need someone to manage the building, now we move on to the human side of the story. We want to establish a means to normalcy in the building, someone that can be the monitoring agent as to the “what’s going on?” of it. This person will be tasked with making sure all basic services are functional, that measures are taken if there is an issue and so on. Enter the Farm Administrator. In a way, we establish an extension of the rules to make sure the building and the apartments/offices build follow a standard set of rules too.
Now, in turn you will have people leasing or buying the apartments/offices, they will be the keepers of that space. So, now we are building sites, we have moved from having the building (farm) ready, to leasing/selling offices/apartments (site collections). There will be someone assuming responsibility for those offices, that person will authorize or be informed about activities and also who not only gets a code into the building, but perhaps a key to the office. Enter Site Collection Administrator. And then perhaps we move on to the person that would be responsible for specifics within the office, for example a Human Resources Manager or Coordinator. They will have specific control and knowledge about people. A facilities coordinator, and so on. I would translate that into Site Administrators.
With that said then, we identify the following:
Role Name
Responsibility (but not limited to)
Farm Administrator
Infrastructure
Site Collection Admin
Policies for Content, Hierarchy, Recycle Bin, Security and Access
Site Owner
(Site Admin)
Security and Access, Training, Guidance, Manage Templates
All in all there are different levels of responsibility to be handled, but it is very important to understand what they are and what they mean.
Here is a link to very well laid out explanation on this … http://www.endusersharepoint.com/2009/08/11/site-managers-and-end-user-expectations-roles-and-responsibilities/
