SharePoint How to build, launch and manage your SharePoint governance program

• Ron Charity• roncharity@gmail.com

• 416-300-6033

Read me

• Prescriptive step by step approach for establishing a SharePoint governance program

• Audience - architects, consultants, service owners• Holistic view of SharePoint Governance - people,

process, policy and technology• This is not a product review – products will be

mentioned but only fraction of the solution• This topic isn't for the meek – that’s why so many

get it wrong• Recommended reading and other materials

provided• 40 minute presentation time – 20 slides

BIO

Ron CharityA published Technologist with 20 + years in infrastructure and application consulting.

Experience working in the US, Canada, Australia and Europe. Has worked with SharePoint technologies since 2000.

Currently he is responsible for a large global SharePoint environment consisting of several farms that service 140 countries.

Plays guitar in a band, rides a Harley Nightster, owns a Superbird and enjoys travel especially beaches.

Summary

• Prescriptive SharePoint governance

• A better way to direct IT

• Step by step approach – this isn't a quick win approach – longer term maximum value is key

• I’ll highlight roadblocks my clients have experienced and a prescriptive approach with references to further study.

• Upon completion, attendees will have step by steps approach with examples they can apply to their situation.

Agenda

• Before we start some advice…

• Senior sponsor

• Key stakeholders

• Service and Roadmap

• Roles and Responsibilities

• Communication plan and governance site

• Goals for the first year

• Launch program and upkeep

• Ongoing management, reporting and progress reviews

Before we start…

• This is a complex topic

• You shouldn’t tackle it on your own

• I assume your quick wins have been implemented

• Its about people, process, policy and tools

• Blend COBIT and Microsoft's material

• Organizational politics will be a major obstacle

• There are quick wins…it will take time for your to implement

• Don’t get discouraged

• Perseverance wins

Defined

• Governance for SharePoint is about– CIO its about service delivery and cost containment

– IT its about control, provisioning and stability

– HR and business it is about defining what the users can do and cant do

• It’s a plan for managing expectations

• Managing and containing costs

• Facilitating user adoption

• Without it conflict is certain, expected improvements delayed and service quality a concern

Where to focus

• Senior sponsor

• Organizational aspects

• Defining the service

• Roles and responsibilities

• Work underway andwhat’s currently in place that can be leveraged

• Winnable objectives

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Current state

• No consolidated view of direction• Perception of product value• Administration, compliance and infrastructure

pain• Visibility around the issues from stakeholders• Excessive infighting, lack of understanding and

trust• Roles and responsibilities not understood, gaps

and/or accepted• No agreed upon resolution plan• Lack of funding

Senior sponsor

• Is your coach and play a major in facilitating action and ownership

• High up on the food chain - Politically savvy -Knows how to sell

• Has business and IT experience

• Budget ownership and influence

• Has time to help you

• Work with manager and stakeholders

Key stakeholders

• Identify stakeholders

• They are person(s) that:

– Use the service

– Design the service

– Pay for the service

– Provide support

• They could be users, business sponsors, IT sponsors, architects, PMO, support, venders

• Hold one on ones and group session to validate

• Get sign off

Service

• Define what the service in one sentence

• What it delivers / what it doesn't

• Resources required

• Budgets

• Technical constraints

• Service levels

• One on one and group sessions

• Get sign off

Roadmap

• Depicts product direction – plan of record

• Time span for product upgrades and enhancements

• Breakdown of funded activities with dates

• A roll up of approved (funded) stakeholder requirements

• Work with stakeholders to develop

• Managed ongoing

Roadmap

Archive

Storage

2013 Upgrade

Backup

Records Mgmt

2012 Q4 2013 Q1 2013 Q2 2013 Q3 2013 Q4 2014 Q1 2014 Q2

Roles and Responsibilities

• Identify the roles

• Document their responsibilities, activities, deliverables, skill sets, who they work with, report to…

• Define what success means for each or the roles

• Communication of roles and agreement

• Get sign off from all stake holders

Roles and Responsibilities

• Example roles include– Business sponsor

• Provides funding and reports to CIO

• Sets priorities and works with Product Manager

– Product manager• Manages the service as a program, sets product

direction, roadmap and standards

• Works with business sponsor and various departments that provide the service.

• Architecture, Quality Assurance, Engineering, Learning and development, support etc.

Communications

• Your audience is your stakeholders

• Gets the message out to all stakeholders

• Tailored to the stakeholders needs

• Work with communications team

• Use SharePoint, word of mouth, Email and Posters as tools

• Communication plan (PMBOK) for example

Setting Goals

• Focus on the basics first

– Launching the program

– Educate the organization

• Getting the team acquainted

– Meetings and one on ones

• Maintain momentum

– Meeting attendance

– Relevant meeting agenda topics

• Show progress

Launch

• Get the message out

• Work with communications team

• Email, communities and posters

• Announcements to stakeholders, staff and 3rd

parties

• What it means to them, impactsthem and why they should care

• Where to obtain more information

• Post all material to SharePoint site

Ongoing upkeep

• It will take steady work and perseverance

• Setup and use communities for two way communication

• Monthly stakeholder / community calls

• One on one calls with key and problem people

• Project Manage items being worked and completed – highlight successes

• Reporting on success and status

• Agreed upon roadmap updates

Where do I start?

• What's broken?

– Really broken and causing pain

• What resources are required to fix it?

– Is it money? Time? Executive approvals?

• How much time will it take to fix?

• Get your core team together and whiteboard

– Top priorities

– Assign ownership and next steps

– Set dates for follow

Best Practices

• Don’t tackle governance on your own

• Executive sponsorship

• Financial and business pain

• Communications plan

• Focus on what you can do

• Gather facts from available reports to backup statements

• Demonstrate progress

• Persistence

Tools that will help

• One on one working sessions with a lot of open ended questions and listening

• Whiteboard to help visualize

• Communication plan sample

• SharePoint team site sample

• Grove visual tools www.grove.com

• Codeplex resources

• Reporting tools

Additional Reading

• IT Governance – Book• COBIT - Website• ISACA Planning Guide - Book• Microsoft – Governance in SharePoint• Ron Charity – Real World Governance• Dan Holme – Governance Q&A• AIIM – Governance Toolkit• Carolyn – SharePoint Archiving Solutions• AvePoint – SharePoint Solutions• Axcellar – SharePoint Solutions

Q&A

• Questions?

• Ideas or suggestions you want to share?

• Text chat or contact me at

– roncharity@gmail.com

– ca.linkedin.com/in/ronjcharity/