making share point governance work for business, it and users
TRANSCRIPT
Making Governance work for Business, IT & Users
Oslo, 17.10.2015
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Anders B. SkjønaaManaging PartnerProcurati
Why are we still talking about governance?SharePoint platform complexity
Cost ControlInformation Management requirements
Knowledge Management / Business Productivity
Why SharePoint governance?
Compliance Risk
CostProductivity
We practice governance, to realize and maintain focus on the value proposition of our investment in SharePoint and Office 365 technology
Top challenges (and misconceptions)1. «No one size fits all!»2. We need to write a Governance plan!3. This is sooooooo boring...4. It’s all in my head, but I can not write it down5. I am not confident that I can make these decisions6. Lack of «decision base» 7. Governance «check-mark attitude»8. (I bet you can come up with a few more of you own...)
What do we need to make governance a success?
MANAGEMENT SYSTEM OWNERS
USERS
IT
• Relevance to business drivers
• Visibility of impacts and value
• Clear overview of Business Applications and Platform Services
• Quality and consistency in management and control
• Operational tools to maintain compliance levels
• Visibility of status across own domain
• Change Management
• Policies and tools to be integrated to the way of work
• Transparency governance practice and own compliance status
What do we need to make governance a success?
ESTABLISH SHAREPOINT AS AN IMPORTANT BUSINESS PLATFORM (EVERYONE)
A COMMON AND STRICT FRAMEWORK TO PRACTICE GOVERNANCE
OPERATIONAL TOOLS THAT MAKES GOVERNANCE VISIBLE FOR ALL LEVELS OF USERS
Strategy Communication Ownership and Responsibilities
Management commitment
Build Strategy Service Platform
Definition
Platform Service
Catalogue
Managed System
CatalogueSystem
OwnershipPolicies / Controls
Operational Governance
Implementation Process for Governance Practices
Preparation Phase Build Phase OperateIT Strategy
ITIL Service Delivery
From SharePoint Governance Framework 5.2 Master Class Curriculum
StrategyImplementationGovernance
• What role is SharePoint playing
in our company?
• What are the boundaries to other
system platforms?
• Who has the responsibility to deliver
the expected value and results?
• What are the specific Business Drivers
for SharePoint?
• ”SharePoint for business”
• Establishing Roles and Resposibilities• ”Distributed Ownership”
• Align with technical capabilities• ”Design for Governance”
• Common framework to practice and operate• Methods and taxonomy• Build foundation to grow
• Maintain line-of-sight to Business Drivers
• Run a governance practice• Maintain compliance and
manage risk for:• Content & Information• Technology and infrastructure• Work processes
• Report to organization• Update to reflect changes
• ”Method rules”
SharePoint Platform (Services)
Business Applicatio
ns
Corportate Intranet
HR Self Service
Collaboration Portal
Platform Services
Search
Managed
Metadata
Employee Profiles
Managed Processes
Onboarding Applications
Development and
customization
Information
Managem
ent
Why?• A framework is an agreement on how to do things
• We need a governance practice framework to • ensure quality and consistency across our SharePoint Service delivery• align expectations acrosss business, it and management• maintain high standards throughout the lifetime of the platform
• SharePoint Governance Framework• Introduced in 2007• Built on experiences and research done in enterprise projects• Current version 5.2• Framework is free to use in any shape or form
SharePoint Platform
SharePoint Platform & infrastructure concept
PLATFORM SERVICE
PLATFORM SERVICE
PLATFORM SERVICE
Business Application
Business Application
Business Application
User Access / SecurityInformation and Content ManagementChange Management
Application OnboardingApplication DevelopmentBranding and NavigationChange Management & DeploymentService Provisioning
SERVERS & OS STORAGENETWORKING CAPACITY MANAGEMENT
Service Level Agreement Management & Controls
GOVERN
ANCE
SharePoint Governance Framework™
BUSINESS DRIVER #1 BUSINESS DRIVER #2 BUSINESS DRIVER #3
Managed Process
Platform Service
Business Application
Managed Process
Managed Process
Platform Service
Platform Service
Platform Service
Platform Service
Business Application
Business Application
Business Application
Business Application
Business Application
Business Application
Business Application
Control A1Control A2Control A3
Control B1Control B2Control B3
Control C1Control C2Control C3
SHAREPOINTGOVERNANCEPOLICY
Cost & Business Impact
Compliance & Risk
Productivity
SHAREPOINTGOVERNANCEPOLICY
SHAREPOINTGOVERNANCEPOLICY
M A N A G E D S Y S T E M S C A T A L O G U E
The Managed Systems Catalogue• One catalogue of EVERYTHING we need to govern!• In SharePoint service delivery, there are three
types of systems that may require governance:• Business Application• Platform Services• Managed Processes
• Managed System characteristics• Identified by Governance board • Owner• Mapped to a least one business driver• Service Description• Policy
Managed Process
(Managed) Business Application
(Managed) Platform Service
Managed Systems
WORKING EFFECTIVELY IN
PROJECTS
SECURITY IN INFORMATION MANAGEMENT
COST OPTIMIZATION
EMPLOYEE EMPOWERMENT
COMPANY XSharePoint Service
Service Architecture & Infrastructure
Branding & Communicatio
ns
Information
Architecture
Search
Records Manageme
nt
Managed Metadata
Business Connectivity Services
SkyDrive Pro
InfoPath
User Profiles
Information Management
& Security
Enterprise Social
SharePoint Strategy
Development & Deployment
Application Onboarding
Governance Practice
Teamsite Portal
MySite
Communities
Intranet
Secure Store
Nintex Workflow
Mysite Platform
SP App Catalogue
Nintex Forms
BUSINESS APPLICATIONSM
ANAGED PROCESSES
PLATFORM SERVICES
Mapping Business Drivers and Managed Systems
Artifact: System Description• The system description document is explaining to a
broad audience, what this systems is doing and why we have it!
• System description content• Managed System introduction• Managed Systems Ownership and responsibilities• Criticality (Related to business drivers)• System policies required
Managed Systems
Artifact: PolicyPolicies are the rulesets we defined for any given Managed System
• A policy can adress ANY given subject relevant to the Managed system
• Policies should be (inspired by) S.M.A.R.T.• Specific – target a specific area for improvement.• Measurable – quantify or at least suggest an indicator of progress.• Assignable – specify who will do it.• Realistic – state what results can realistically be achieved, given available resources.• Time-related – specify when the result(s) can be achieved.
• All Policies have a general “Risk Impact” score!• Typical “Low, Medium, High”
Managed Systems
Artifact: ControlsControls are the tasks we need to do regularly to ensure that we are compliant with our policies.
• Control ID• Control for policy #• What is the actual control?• What is the expected outcome?• What is the control frequency?• Who is responsible for conducting (and reporting on) the control?
Managed Systems
NON-TECHNICAL ISSUESTECHNICAL ISSUES
Technical / Business
LEVEL 1: SharePoint SDM
LEVEL 1:SharePoint Platform
Service Manager (TSM)
LEVEL 2: SharePoint Platform
Architect
LEVEL 3: SharePoint Service
Owner
Enterprise Architecture
OPTIONAL
START ESCALATION
Governance Policy Escalation Model (Example)A part of the Managed System Description
What do we need to make governance a success?
ESTABLISH SHAREPOINT AS AN IMPORTANT BUSINESS PLATFORM (EVERYONE)
A COMMON AND STRICT FRAMEWORK TO PRACTICE GOVERNANCE
OPERATIONAL TOOLS THAT MAKES GOVERNANCE VISIBLE FOR ALL LEVELS OF USERS
Strategy Communication Ownership and Responsibilities
Management commitment
sharepointpeople.wordpress.com
linkedin.com/in/skjoenaa
facebook.com/skjoenaa
Anders B. SkjønaaManaging PartnerProcurati
Thank you!More information onGovernance System for Office 365 & SharePointwww.procurati.com
Im all ears…