Managed SharePoint Online and Intranet Care Plan
Managed SharePoint Online and Intranet Care Plan is monthly care for a SharePoint Online estate and intranet that are already built: IT Partner reviews permissions and external sharing links, runs site lifecycle and storage housekeeping, makes navigation, page, and content changes inside a defined monthly allowance of 4 engineer-hours, checks search and page performance, and delivers a monthly usage and adoption report. The plan is a flat $750 per month for the tenant, month to month with no long-term contract. It is proactive and fixed-fee by design — the reactive sibling is SharePoint Engineer as a Service at $175 per hour — and new intranet builds, one-time governance reviews, migrations, and custom development stay separate projects, quoted in writing before they start.
What this engagement is
An intranet is finished on launch day and starts decaying the day after. Six months on, the pattern is always the same: the news channel stalled in month three, the navigation still points to a department that was renamed, the home page carousel shows the summer picnic in December, a handful of 'Anyone with the link' shares are floating outside the company, three sites have no owner because their owners left, and the storage graph in the admin center is climbing toward the tenant's pooled quota with nobody able to say why. None of it is a failure of the build — it is what happens when an operations platform is handed to an organization without an operator. This plan is the operator. Each month IT Partner works one full cycle on your estate. Permissions and sharing: we review sharing links and external access across the sites in scope — 'Anyone' links, guest access, broken inheritance, sites whose sensitivity drifted from their audience — and fix what you approve. Lifecycle and storage: we find inactive and ownerless sites, chase site owners, apply your retention or archival decisions, and watch storage against the tenant pool (at the time of writing Microsoft provisions 1 TB per tenant plus 10 GB per eligible license) so you never buy storage add-ons by surprise. Where your tenant carries SharePoint Advanced Management — included with any Microsoft 365 Copilot license or available as a standalone subscription — we operate its inactive-site, site-ownership, and data-access-governance policies for you. Changes: your named editors raise navigation, page, web-part, list, and site-setting changes through an agreed intake, and we make them inside a monthly allowance of 4 engineer-hours, with any single request sized at 2 hours or less. Health: we check search for dead ends and misconfigured result sources, and page performance for the heavy web parts and images that make the home page slow. Reporting: a monthly usage and adoption report — active users, page views by section, news reach, search terms with no results, storage trend, and sharing posture — with recommendations you can act on. The boundary is priced honestly. The flat fee operates the estate you have. A new intranet or department site beyond your templates is a design-and-build project; a full governance and information-architecture review is its own engagement; custom web parts and automation are development work; migrations are migrations; and overflow beyond the monthly allowance is quoted first — hourly through SharePoint Engineer as a Service at $175 per hour, or as a fixed-price project. Access is least-privilege GDAP that you approve, never standing global admin, and the plan is month to month under IT Partner's published no-lock-in policy.
Success criteria
What you receive
How the work unfolds
Access is established through GDAP roles you approve — least-privilege, time-bound, never standing global admin. We inventory the sites in scope, confirm owners, templates, and editor roles, capture sharing and storage posture, and agree the intake channel and the named contacts who may raise changes. The baseline document is the reference for everything after; anything already broken is flagged in writing and either absorbed into the first cycles or scoped as a project.
Each month we review sharing links, guest access, and permission drift against your policy; find inactive and ownerless sites and chase dispositions; and apply the changes you approve. Where SharePoint Advanced Management is licensed, its policies do the detection and we do the follow-through.
Your named contacts raise navigation, page, content, and configuration changes through the intake. Requests inside the 4-hour monthly allowance are completed within the month; first response follows IT Partner's published SLA of 1 business hour. Anything estimated above 2 hours, or beyond the month's remaining hours, is quoted in writing before it starts — hourly at $175 through SharePoint Engineer as a Service, or as a fixed-price project.
We track storage against the tenant pool and explain growth by site and driver, sweep search for dead ends and misconfiguration, and review the weight of the home site and most-visited pages. Small fixes are applied inside the allowance; a site that needs a file-level storage clean-up is routed to SharePoint Storage Optimization.
The monthly usage and adoption report closes the cycle: what people used, what they searched for and did not find, what changed, what was fixed, hours consumed, and what we recommend next. Quarterly, we step back with a short roadmap — features worth adopting, debt worth paying down, and honest routing to the right project service where the plan's scope ends.
Prerequisites
Who does what
IT Partner
- Document the baseline and run the monthly permissions, sharing, lifecycle, and storage cycle.
- Complete change requests inside the monthly allowance and track time transparently.
- Check search and page performance and fix or quote what is found.
- Deliver the monthly usage and adoption report and quarterly recommendations.
- Track Microsoft's SharePoint changes that affect the tenant and flag them ahead of time.
- Name honestly, and quote in writing, any request that exceeds the plan's scope.
Your team
- Maintain Microsoft 365 licensing for the users and sites in scope.
- Approve the GDAP access request and keep named contacts for the intake.
- Approve permission removals, site dispositions, and user-visible changes in a timely way.
- Own content: page and news authoring, and the decisions about what the intranet says.
- Handle first-line end-user support, or subscribe to IT Partner's Remote Support Help Desk Service for it.
- Review the monthly report and decide on recommendations that require project work.
What's not included
Limitations & technical notes
Frequently asked questions
What is the Managed SharePoint Online and Intranet Care Plan?
It is a recurring monthly service in which IT Partner operates your existing SharePoint Online estate and intranet: a monthly permissions and external-sharing review, site lifecycle and storage management, navigation and content changes inside a 4-hour monthly allowance, search and page-performance checks, and a monthly usage and adoption report. It costs a flat $750 per month for the tenant, with no long-term commitment.
Who is this plan for?
Organizations that just launched an intranet or completed a SharePoint migration — with us or with anyone — and have no SharePoint administrator on staff. If your news channel has gone quiet, nobody knows who owns half the sites, and the storage graph only goes up, this plan is the missing role.
What exactly is the monthly change allowance?
Up to 4 engineer-hours per calendar month of navigation, page, web-part, list and library, and site-setting changes raised through the agreed intake, with any single request sized at 2 hours or less. We track time to the quarter-hour and itemize it in the monthly report. Unused hours do not roll over. Fixing something we configured, and Microsoft service incidents, never count against it. A request estimated above 2 hours, or more work than the month has left, is quoted in writing before it starts.
What happens when we need more than the allowance?
You get a written quote first, never a surprise invoice. Small overflow runs hourly through SharePoint Engineer as a Service at $175 per hour, pre-approved by you; anything with a shape of its own — a new department site, a redesigned home page, a workflow — is quoted as a fixed-price project. If you find yourself exceeding the allowance most months, we will say so and propose a larger plan rather than billing overflow indefinitely.
How is this different from SharePoint Engineer as a Service?
Direction and shape. SharePoint Engineer as a Service is reactive and hourly — you call, we fix, you pay $175 per hour. This plan is proactive and fixed: the permissions review, lifecycle work, storage watch, health checks, and report happen every month whether or not anyone calls, and a defined change allowance is included in the fee. Many clients use both: the plan for the rhythm, the hourly service for the occasional larger job.
What does the permissions and sharing review actually cover?
Sharing links across the sites in scope — especially 'Anyone with the link' shares and their expiry — guest access and external sharing settings per site, broken permission inheritance and broad-access grants, and sites whose audience no longer matches their sensitivity. We report what we find and fix what you approve. Where your tenant has SharePoint Advanced Management, its data-access-governance reports and site access reviews do the heavy lifting and we drive the follow-through.
Do we need SharePoint Advanced Management?
No. The plan works with standard admin-center reports and PowerShell. SharePoint Advanced Management adds automation — inactive-site policies, site-ownership policies, data-access-governance reports, restricted access control — and Microsoft includes it with any Microsoft 365 Copilot license or sells it as a standalone subscription. If you have it, we operate it; if you are planning a Copilot rollout, it arrives with the licenses and we switch its policies on for you.
How do you keep storage under control?
Each month we track consumption against your tenant pool and explain growth by site and driver — version history, large inactive files, media, duplicates — so an add-on purchase is a decision on evidence. When a site is worth a file-level clean-up, IT Partner's SharePoint Storage Optimization service does that analysis at no charge for clients, and the approved actions are implemented with the reduction measured.
What is in the monthly report?
Active users and trend, page views by section, news post reach, search terms with no results, storage consumption and drivers, sharing and permissions posture, sites created, archived, or re-owned, changes completed with hours used, and recommendations — including a plain statement when something has outgrown the plan and needs a project.
Our estate is a mess. Can you still take it on?
Usually, yes — the onboarding baseline exists to find out. We document what is there, flag what is broken or risky in writing, and absorb ordinary clean-up into the first cycles. If the baseline shows structural problems — no information architecture, oversharing everywhere, an intranet nobody uses — we say so plainly and route the fix to SharePoint Governance and Information Architecture Review or a rebuild, quoted separately, with the plan taking over afterward.
Will you write intranet content for us?
No. Your editors own the words; page and news authoring stays with you. The plan keeps the platform healthy, changes navigation and structure, fixes what breaks, and tells you every month which sections people read and which they do not — which is usually what an editor needs most.
How fast do you respond to requests?
First response within 1 business hour — IT Partner's published support SLA. We publish our monthly support statistics for every month since December 2023, including the months we missed, so you can verify the record instead of trusting the sentence.
What access do you need to our tenant?
Least-privilege GDAP that you approve — Microsoft's granular, time-bound partner access model. Our default request is Microsoft's standard starter relationship; anything more is requested per task and expires. We never ask for standing Global Administrator, and our default access policy is published for you to compare against what we actually request.
How does billing work, and can we stop?
A flat $750 per month for the tenant, billed monthly, with no long-term contract: stop any month, and all we ask is payment of previously approved invoices. No lock-in in either direction is a published IT Partner term — it is also why the monthly report has to keep earning the renewal.
How quickly can the plan start?
The first monthly cycle is the onboarding: GDAP access, the baseline document, scope and template agreement, and the first permissions and lifecycle review. From the second cycle the plan is in steady state. If we built your intranet or ran your migration, onboarding is mostly a handover to ourselves and the baseline already exists in draft.