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