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Governance in SharePoint 2010

Governance in SharePoint 2010

Hans Pierre SharePoint Architect - Trainer / Senior ECM Consultant Hans.Pierre@Devoteam.be

1. What is SharePoint Governance?

2. Why you need SharePoint Governance?

3. How to implement Governance

4. SharePoint Governance plan Topics

5. SharePoint Information mgt guidelines

Agenda

0. Introduction to governance

0. Introduction to Governance

What ? 0. Introduction to governance Analogy – Apartment building

Apartment building

• Owners

• Owners committee

• Tenants / Renters

• Syndic

What ? 0. Introduction to governance Analogy – Apartment building

Apartment building

• Foundation / Roof • Exterior • Entrance door / hall • Elevator • Utilities (plumbing, Sewerage

pipes, electricity, water, gaz) • Individual appartments

What ? 0. Introduction to governance Analogy – Apartment building

Apartment building

• Owners need to agree on certain things

• Cleaning and maintenance

• Exterior (same curtains, No Satelite dishes, laundry … )

• Block Insurance

• Trash

What ? 0. Introduction to governance Analogy – Apartment building

Apartment building

People

Policies

Procedures

Common Infrastructure / Services

1. What is SharePoint Governance ?

What ?

SharePoint Governance defines people, policies, processes and infrastructure to

resolve ambiguity and manage your short and long term goals

1. What is SharePoint Governance ?

technology

What ? 1. What is SharePoint Governance ? PEOPLE

the vision

Business requirements

Roles and responsibilities

What ? 1. What is SharePoint Governance ? Policies

Content principles

Security principles

Design principles

Best Practices and formal policies

What ? 1. What is SharePoint Governance ? Processes

Procedures for common tasks

Site request

New Feature request

Other Service requests

What ? 1. What is SharePoint Governance ? Technology

The framework / Architecure

Service levels

Appropriate use

• Governance steers your project.

• Governance continues also after the project phase.

What ?

Governance is not a project it’s a process

1. What is SharePoint Governance ?

2. Why SharePoint Governance ?

What ? 2. Why SharePoint Governance Analogy – Apartment building

Apartment building

Anarchy!

2. Why SharePoint Governance?

• No control of growth

• No consistency

• Poor content quality and findability

• Badly developped solutions

Higher costs

Poor UX

Lack of business value

Instability

Without SharePoint Governance

To secure your SharePoint investment!

2. Why SharePoint Governance?

• Serve the business

• Content / Solution quality

• It has to be used. oUser adoption

oUser friendliness (UX, navigation, findability)

To create synergy and cost reduction!

2. Why SharePoint Governance?

• SharePoint as a platform

• Framework for lots of solutions

SharePoint Services

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3. How to implement SharePoint Governance

?

What ? 2. How to implement Governance Analogy – Apartment building

Apartment building

• Idea / concept

• Type of appartments (lofts, studio’s, duplex, one, two, more bedrooms)

• Stability study

• Construction plans

• Closely related with planning and architecture

• Not a one time shot! • REMEMBER It’s a process not a project • Involve the business as early as possible

How ?

Governance should have a prominent place in your overall project approach !

Green Field

3. How to implement governance ?

• Foundation project (Common Infrastructure and services)

• You built solution on this infrastructure.

• Don’t call them SharePoint projects

How ?

There is not such a thing as A SharePoint project

Green Field

3. How to implement governance ?

ONGOING GOVERNANCE

How ? Green Field

Roadmap activities

2. Design

3. Built

Development

Test

Improve

Deploy

Requirements elicitation / Use Case definition

1. Process and content analysis

Information Strategy

Project 1

Project 2

Project 3 Vision Strategy and Roadmap

Governance principles

Phase 3 Project Rollouts

Phase 2 Roadmap Definition

Phase 1 Business

Assessment

Stakeholder Identification / Governance committee

Begin Next Increment

4. Update Governance Plan

Project ….

Project ….

Logical / Physical Architecture

3. How to implement governance ?

Based on mike 2.0 methodology

How ? Green Field

3. How to implement governance ?

1. Establish Governance committee

2. Identify Use cases / High level Requirements

3. Vision / Strategy / Roadmap

4. Start with general principles / Policies

5. Train the governance board members

6. Gradually identify additional policies

• Abandonned sites

• Wrong Logical architecture

• Sites serving different purposes are managed the same way.

• WIP Documents with 300 different versions

• End-users expectations are not met

How ? Brown Field – As Is

3. How to implement governance ?

How ? Brown Field

3. How to implement governance ?

1. Understand the company culture (IT / Business)

2. Inventarize, categorize, assign information assets

3. Establish governance committee

4. Define governance principles / Policies / roles

5. Determine new architecture

6. Plan migration approach

7. Train & Migrate

How ?

LISTEN to your users !

3. How to implement governance ? Brown Field

How ?

“One size doesn’t fit all !”

3. How to implement governance ? What level of Governance do you need?

How ? What level of Governance do you need?

3. How to implement governance ?

4. SharePoint Governance plan Topics.

4. SharePoint Governance plan Topics. Policies: what others are doing …

AIIM Industry Watch: using SharePoint as ECM solution (2011)

How ? Brown Field

4. SharePoint Governance plan Topics.

1. Vision statement

2. Governance Concept

3. Roles and responsibilities

4. Guiding principles

5. Governance Policies and standards

6. Training and communication

Content

Governance Plan Vision Statement

• What do you want to achieve?

• Should be aligned with Business goals.

4. SharePoint Governance plan Topics.

“The portal will be the sole entry point to reach all the information and related collaboration work spaces. It will be accessible for all internal and selected external staff enabling information sharing and team collaboration. Information in the Portal will utilize an information classification system to offer staff multiple ways to find the most up-to-date and especially most relevant information needed to efficiently carry out their responsibilities.”

Example

Governance Plan Roles and Responsibilities

• Executive sponsor

• Governance board (business + IT)

• Information management owners

• Site owners

• Information management Coaches

• IT developers / administrators

• Metadata committee

4. SharePoint Governance plan Topics.

Governance Plan Guiding Principles

• Principles that support the vision

• Content principles

• Security principles

• Best practices

4. SharePoint Governance plan Topics.

Governance Plan Governance Policies and standards

4. SharePoint Governance plan Topics.

1. Information management

2. IT service management

3. Apllication lifecycle management

Governance Plan Information Management Policies

• Information architecture

• Where to create which type of information.

• Site lifecycle management

• Metadata

• Content lifecycle management – Retention

– Expiration

• Information flow

4. SharePoint Governance plan Topics.

Governance Plan IT Service management policies

• Service level management

• Availibility / Scalability

• Backup / Recovery (RPO – RTO)

• DRP

• Incident management

• Problem management

• Capacity management

4. SharePoint Governance plan Topics.

Governance Plan Application Management Policies

• DEV / TST / ACC / PRD

• Development tools

• Sandboxed solutions

• Branding

• Application lifecycle management

4. SharePoint Governance plan Topics.

Governance Plan Training and communication

• Don’t train users in standard framework, train in their solutions.

• Assign SharePoint coaches

• Extensive Classroom training for these coaches

• Small trainings for end-users – Classroom 30’ trainings

– Online training / How to’s

• Communicate multi channel

• SharePoint community Site

4. SharePoint Governance plan Topics.

5. SharePoint Information Management guidelines.

5. SharePoint Information Management guidelines. Farm SharePoint Information management objects

5. SharePoint Information Management guidelines. Farm

Consider deploying custom solutions in separate farm / web application

• Easier upgrade

• Develop Sandboxed solutions

• Chargeback

SharePoint Information management guidelines

Controls SharePoint Information management guidelines

Group site collections with similar characteristics in same Web Applications

• Set site collection quota

• Set site expiration policies

• Self Service site creation

5. SharePoint Information Management guidelines.

Controls SharePoint Information management guidelines

Host critical site collections in separate Content DB

• RTO

5. SharePoint Information Management guidelines.

Controls SharePoint Information management guidelines

Create site collections for each department / project / team

• Ownership

• Permissions

• Much of the OOTB functionality is scoped within site collection level!

5. SharePoint Information Management guidelines.

How ? Wrap Up?

1. Start Governance as early as possible

2. Governance is a process not a project

3. Get the business on board

4. One size doesn’t fit all

5. Continuous improvement

6. Understand SharePoint Architecture

7. Train

Controls

Thank You ! Questions ?

The end …

Hans Pierre SharePoint Architect / Senior ECM Consultant Hans.Pierre@Devoteam.be @HansPierre

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