Introduction To My Site Governance in SharePoint 2013/2016

In this blog, we will focus on the following things 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
  
  My Site provides an environment where employees are able to collaborate and share documents, tasks, people information, calendars, and other information.
  
  
• Define clear goal for my sites
  
  
• My Site Primary Goal
  
  
• Easy Document Sharing
• Connect employees
  
  
• My Site Secondary Goal
  
  
• More engagement
• Improve Communication
  
  
• What My Site will do and what it won't do
  
  
• Have a list of features that My Site has
  
  
• News Feed
• My Documents
• My Tasks
• Blogs
• About Me
• One Drive
  
  
• Have a list of features that My Site will not have
  
  
• Digital Asset library
• Public Sharing documents
  
  
• My Site Governance Model
  
  
• Public View content should not have any confidential or private data.
• Content pertaining to human resources or legal is typically not listed in My Sites.
• No personal health information should ever be present.
• Personally identifiable financial information should ever be present.
• My Site deletion policy or moving policy need to be defined.
• Private site must not contain personal audio files, inappropriate pictures, or other materials not allowed within the organization.
• All discussions or blogging done within a My Site must follow company policies
• All discussions or blogging contain sensitive company material or defamatory comments about any person are not allowed
• Before my site launches define enterprise social policy and roll out
  
  
• Conclusion
  
  The My Site provides an environment where employees are able to collaborate and share documents, tasks, people information, calendars, and other information.
  
  
• Recommendation for Basic My Site Features
  
  
• 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.
  
  
• My Documents
  
  
• Provides a single place for users to create, share, collaborate and follow important documents.
  
  
• My Tasks
  
  
• Displays tasks assigned to the user. This is only visible to the owner of the My Site page.
  
  
• Blogs
  
  
• Blog is a Web Part page that the My Site owner can use to publish a blog.
  
  
• 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.
  
  
• 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.
  
  
• Org Chart
  
  
• Loading peer, manager and direct report in a graphical manner.
  
  
• My Site Best Practices
  
  
• 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
  
  
• 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
  
  
• Configuration
  
  
• My Site Configuration
• Profile Configuration
• Search Integration
• Metadata Integration
• Configure Jobs
  
  
• Administration
  
  
• Managing My Sites
• Deletion of My Sites
• Monitor Database
• Monitor sites
• Monitor Jobs
• Regularly auditing your SharePoint environment
  
  
• 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
  
  
• User Action
  
  
• Click on OneDrive Pop-up “Site being created” Is displayed.
  
  
• SP Queue
  
  
• User request is queued.
  
• SP Process
  
  
• Item picked from queue, Standard SP site created, Mail is sent to user.
  
  
• User Action
  
  
• User accesses the site the first time customizations are getting applied.
  
  
• Apply My Site Template
  
  
• Company customized My Site is created.