sharepoint governance benchmark: where do you stand?

SharePoint Governance Benchmark:Where Do You Stand?

CHRISTIAN BUCKLEY

DIRECTOR OF PRODUCT EVANGELISM @METALOGIX

Christian BuckleyDirector, Product Evangelism & SharePoint MVP

Metalogix

www.buckleyplanet.com

@buckleyplanet

cbuck@metalogix.com

Our Continuing Mission:Improve the use and performance of Enterprise Content topower knowledge sharing and collaboration.

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Fastest and Largest growing ISV.

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We are committed to your Success with SharePoint

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• Provide single source delivery of complete suite of best-in-class SharePoint technology

• Now offering the industry’s premier SharePoint governance, backup and monitoring.

• Deliver world-class live 24x7 support to our customers

• Over 14,000 customers in 86 countries on 7 continents

• The fastest growing SharePoint-focused Independent Software Vendor (ISV) in the world

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What is Governance?

Defining Terms

Governance definitions vary, so it is important to figure out what it means within your company, and proactively manage it

Your Process Nightmare

A 2012 CIO survey by Gartner shows an increasing push in collaboration, analytics, and cloud computing. They predict that by 2016, 20% of CIOs in regulated industries will lose their jobs for failing to implement the discipline of information governance successfully.

Why are we talking about governance?

• SharePoint out of the box is a powerful platform

• But many organizations don’t think they have the time, money, people to spend on planning

• The result? o Site sprawl

o Unfettered content

o Process lawlessness

What does governance look like in SharePoint?

Draft Outline of presentation

The Business Matters

SharePointDoesn’tMatter

Business Need Service

GOVERNANCE

Governance is the set of policies, roles, responsibilities, and processes that guide, direct, and control how an organization's business divisions and IT teams cooperate to achieve business goals.

From ‘Creating Passionate Users,’ Kathy Sierra

Governance is not a checklist

It’s not something packaged, purchased, and installed

over a weekend

Governance is about taking action to help your team organize, optimize, and manage your systems and resources.

Survey captured in four areas:

• Governance perceptions within the organization (what they think it means, where respondents believe their organizations are)

• Governance roles (defining differences in roles and accountability)

• Governance planning (implied healthy practices, whether organizations are thinking about the right things and the right scope)

• Governance readiness (asking questions to help determine ability to implement best practices)

Governance Benchmark Survey

©2013 Metalogix

©2013 Metalogix

©2013 Metalogix

©2013 Metalogix

©2013 Metalogix

©2013 Metalogix

©2013 Metalogix

http://tinyurl.com/SPgmb

How do you align your service to your

business needs?

Identify compliance requirements

Map requirements to SharePoint functionality

Make the difficult decisions

Improve operations management

Business Need Service

GOVERNANCE

Before you can talk about governance, either strategically or tactically, you need shared understanding of two things:

o The business value to be delivered

o The scope of what is to be built

Gaining Some Perspective

The Keys to Successful Governance

Structure/Architecture

Farm

Web App

Site Collection

Site

Sub-site

Sub-site

Site

Site Sub-site

Site Collection Site

Web App Site Collection

Site

Site Sub-site

Policies, Process, and Standards

Ownership and Accountability

Measurement and Reporting

Automation

Pillars of SharePoint Governance

Technology AssuranceDelivering assurance that the technology platform supports the needs of the project requirements, both in the short-term and in the long-term. It is one thing to have a "performant" platform that works well today, and another to design a solution that will meet your needs as the business grows and adapts to a changing business climate.

Project GovernanceUtilizing your established IT project methodology, ensuring that everyone involved has a shared understanding of what needs to be done, and how the task or solution will be delivered. Having a SharePoint Center of Excellence is a great way to stay on top of project governance.

Information GovernanceUnderstanding of what is created, facilitated and managed within SharePoint. Information governance ensures that any content that is created and stored within SharePoint has defined value, and how it fits into SharePoint is understood.

provided by 21apps.com

Pillars of SharePoint Governance

Business Technology AlignmentIf it does not have a measurable benefit to the organization, simply put — you should not be doing it. Business and technology should be aligned, with a shared vision of what is to be delivered.

Continuous Improvement This should facilitate ongoing efforts to implement feedback and manage change to the platform. Governance, like SharePoint itself, is not a static activity, but must change as the organizational needs change.

provided by 21apps.com

http://tinyurl.com/spmfsto

Everyone wants an easy button

Are you effectively managing your SharePoint Permissions?

• Perform regular security checks across your farm, down to the document level

• Proactively review, delete, and reassign user permissions as needed

• Clean up users who are no longer in Active Directory but are in SharePoint

• Review SharePoint groups

• Have a process to backup and restore permissions

• Document site permissions (roles) so that its easier to duplicate for new employees

• Monitor SharePoint CALs

Any changes required to your Content & Storage?

• Monitor and track the growth of sites for better planning, especially with migrations

• Analyze web part usage to determine which sites are using which web parts

• Understand and manage SharePoint features

• Ensure consistent branding and behavior: site themes, quotas, regional settings

Do you know your Usage and Activity trends?

• Analyze activity down to the site, page, document level

• Identify who is accessing which documents, including details on that activity (i.e. checking in a document, editing a document, or just viewing a document’s properties)

• Isolate sites that are no longer needed and delete them

• Compare activity from the past to help anticipate the future

• Find sites with the most or least activity

Do you need to reorganize your farm?

• Proactively manage architecture of your site collections, sites, lists, libraries, folders and items within your farm or across farms

• Have a plan for moving content and structure from test environment to production environment

• Understand impacts due to architectural changes or business changes

Best Practices from Survey Respondents

“Your priority is to get an information architecture and taxonomy linked to business process management.”

“Organizations will have to increase their investment in related tools and technologies, both the facilitate the development and refinement of policy, and to distill policies into executable rules that tools can apply to information.”

“Make sure that any innovations are championed and advertised to that others can see what can be achieved and they can relate back to their own challenges.”

“Ensure governance is prioritized from the outset.”

“Think about the basic services being provided and how staff can be more productive rather than introduce the bells and whistles.”

Readiness

o How important is governance in your organization/company today?

o Do you have a SharePoint governance plan in place today?

o If yes, who are the stakeholders included in your governance body? (end users, IT managers, administrators, etc)

o Do you have specific information management policies in place?

o Do you maintain Service Level Agreements with your end users?

o Do you have an operational change management model in place to review and prioritize feature requests and customizations?

o Do you regularly run audits on usage, security, content, or permissions?

Are you asking the right questions?

Get the right people to the

table

Ask the right questions

Be ready to compromise

Agree to costs and benefits,

risks & rewards

Assign accountability Move forward

Thank you!

www.buckleyplanet.com

@buckleyplanet

cbuck@metalogix.com

SharePoint Governance Maturity Benchmark http://tinyurl.com/SPgmb