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Roles and Responsibilities

Looking into the three teams that we have talked about earlier, we can break them down into smaller roles that can be mapped to people easily. The recommendation here is as follows:

Role

Responsibilities and Tasks

SharePoint Team

Your Company

System Administrator

Responsible for the acquisition, installation and maintenance of the hardware infrastructure.

  • Provide day-to-day operation support to Portal Team
  • Review existing infrastructure setup, develop best practices and operation guidelines
  • Install software that supports the environment
  • Install operating system security updates
  • Install operating system updates, upgrades and service packs
  • Maintain system, application, security and SharePoint, IIS event logs
  • Maintain registry settings and environmental settings.
  • Manage Windows cluster services
  • Manage Network Load Balancing

 Operation Team

Company team

Backup Administrator

Responsible for Backing up the whole SharePoint environment.

  • SQL Server Backup (Shared with SQL Admin)
  • IIS Backup
  • SharePoint Backup

 Operation Team

Company team

SharePoint Farm Administrator

Responsible for global portal and WSS configuration, shared services, policies, procedures, and portal vision and SharePoint configuration:

 

  1. Application Management
  • SharePoint Web Application Management
  • SharePoint Site Management
  • External Service Connections
  • Office SharePoint Server Shared Services
  • Application Security
  • Search Administration
  • Workflow Management

 

  1. Operations
  • Topology and Services
  • Security Configuration
  • Logging and Reporting
  • Upgrade and Migration
  • Global Configuration
  • Backup and Restore
  • Data Configuration
  • Content Deployment

 

  1. Shared Services Administration:
  • User Profiles and My Sites
  • Search
  • Excel Services Settings
  • Audiences
  • Office SharePoint Usage Reporting
  • Business Data Catalog

Operation Team

Company team

SQL Administrator
  • SQL backups and restores (plan for backup and restore and maintain the SLA)
  • SQL Maintenance
  • SQL Security and Performance Tuning
  • Manage SQL Cluster Services

Operation Team

Company team

Active Directory Resource(s)

Responsible for ensuring the portal is leveraging AD appropriately.

  • Assist with Setting up the portal to use AD for authentication
  • Assist in synchronization of portal with AD
  • Set SPNs and Kerberos settings

Operation Team

Company team

Enterprise Site Collections Administrator

Responsible for all Site collections on a web application:

Site Collection Level:

  • Search settings
  • Search scopes
  • Search keywords
  • Recycle bin
  • Site directory settings
  • Site collection usage reports
  • Storage space allocation
  • Site collection features
  • Site hierarchy
  • Portal site connection
  • Site collection audit settings
  • Audit log reports
  • Site collection policies
  • Site collection object cache
  • Site collection cache profiles
  • Site collection output cache
  • Variations
  • Variation labels
  • Translatable columns
  • Variation logs

Site Level:

  • Regional settings
  • Site libraries and lists
  • Site usage reports
  • User alerts
  • RSS
  • Search visibility
  • Sites and workspaces
  • Site features
  • Delete this site
  • Site output cache
  • Content and structure

Site Galleries:

  • Site content types
  • Site columns
  • Site templates
  • List templates
  • Web Parts
  • Workflows
  • Master pages and page layouts

Look & Feel:

  • Master page
  • Title, description, and icon
  • Navigation
  • Page layouts and site templates
  • Welcome page
  • Tree view
  • Site theme
  • Reset to site definition
  • Searchable columns

Site Actions:

  • Edit Page
  • Create Page
  • Create Site
  • Show Page Editing Toolbar
  • View All Site Content
  • View Reports
  • Site Settings
  • Manage Content and Structure

Operation Team

Company team

Enterprise Security Administrator

Responsible for managing security on the site collection level to create and change permission levels on the Web site and assign permissions to users and groups.

Note: Automations will try to minimize role demand and delegate some responsibilities to Site Owners and Contributors.

Support Team

Company team

Site Owner (Team Sites)

Primary and Secondary site owner.

Site Actions:

  • Edit a Page
  • Create a Page
  • Show Page Editing Toolbar
  • View All Site Content
  • View Reports
  • Site Settings
  • Manage Content and Structure

Site Administration:

  • Regional Settings
  • Site libraries and lists
  • Site usage reports
  • User alerts
  • Content and structure

Galleries:

  • Site content types
  • Site columns
  • Web Parts
  • Master pages and page layouts

Look & Feel:

  • Master page
  • Title, description and icon
  • Navigation

User and Permissions:

  • People and Groups (view only)
  • Advanced permissions (view only)

Operation Team

Support Team

Company team

Site Owner (Publishing)

Primary and Secondary site owner.

Site Actions:

  • Edit a Page
  • Create a Page
  • Show Page Editing Toolbar
  • View All Site Content
  • View Reports
  • Site Settings
  • Manage Content and Structure

Site Administration:

  • Regional Settings
  • Site libraries and lists
  • Site usage reports
  • User alerts
  • Content and structure

Look & Feel:

  • Title, description and icon

User and Permissions:

  • People and Groups (view only)
  • Advanced permissions (view only)

Operation Team

Support Team

Company team

Contributor

Contributing on contents. Meaning can add, delete and edit specific items.

End User

Company team

Reader

Read and subscribe to alerts and RSS feeds.

End User

Company team

Developer

Responsible for building the framework and features of the portal.

  • Build the SharePoint look and Feel
  • Modify SharePoint Templates as Needed
  • Build New Web Parts
  • Write ASP.Net Code
  • Participate in Design Tasks as needed
  • Participate in Development and Testing as needed

Development Team

Company team

Product Management

Responsible for business advocacy and Satisfied stakeholders

Development Team

Company team

Program Management

Responsible for resources and features advocacy

  • deliver solution within project constraints
  • Coordinate optimization of project constraints

Development Team

Company team

Architecture

Responsible for designing solutions within project constraints

Development Team

Company team

Tester

Responsible for approving solution for release ensuring all issues are identified and addressed

Development Team

Company team

User Experience

(SharePoint Designer)

Responsible for Maximizing solution usability and enhancing user effectiveness and readiness

  • Connect with SharePoint Designer
  • Change images, CSS, Master pages and layouts (drafts only)
  • User Interface responsibilities

Development Team

Company team

Release / Operations

Responsible for smooth deployment and transition to operations

Development Team

Operational Team

Change Management (Release Management)

 

Read next: about staffing and people mappings.