Establishing Structure and Governance for SharePoint and Microsoft Teams

April 4, 2026

Client Overview: The Foundations for the Future Charter Academy (FFCA)

Foundations for the Future Charter Academy (FFCA) is one of Alberta’s leading public charter school systems, serving approximately 4,000 K–12 students across eight campuses in Calgary. Operating as a “one‑school” system, FFCA supports a diverse group of users across school leadership, teaching staff, support services, and central administration, all of whom rely heavily on digital collaboration and document sharing.

The Challenge

As FFCA’s Microsoft 365 environment evolved over time, SharePoint and Microsoft Teams grew organically without consistent standards or governance.

This resulted in:

Inconsistent creation and ownership of SharePoint sites and Teams
Workspace sprawl, including inactive or underused sites that still posed governance risk
Poor findability due to catch‑all libraries and deep folder structures
Duplicate documents and low confidence in identifying final or authoritative content
Inconsistent external sharing and sensitive information controls
User confusion around when to use SharePoint, Teams, or OneDrive

Our Approach

Segue Systems delivered a comprehensive SharePoint and Microsoft Teams assessment to bring clarity to the current environment and define a practical roadmap for improvement.

We combined technical environment analysis with stakeholder interviews to understand both governance gaps and day‑to‑day collaboration challenges. The assessment focused on site structure, permissions, external sharing practices, content organization, and lifecycle management.

Based on these findings, we developed clear recommendations to standardize workspace creation, clarify ownership, improve information architecture, and introduce scalable governance controls. The engagement concluded with a phased roadmap designed to stabilize the environment, reduce risk, and support sustainable collaboration as FFCA continues to grow.

Impact & Outcomes

The assessment provided FFCA with a clear path to regain control of its collaboration environment and improve usability at scale.

Established a structured approach to SharePoint and Teams governance
Improved clarity around ownership, permissions, and external sharing
Reduced collaboration sprawl and content duplication
Improved findability and confidence in shared documents
Created a scalable foundation aligned with Microsoft 365 best practices

Technology Used

SharePoint Online

Microsoft Teams

OneDrive

Microsoft Entra ID

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