sharepoint governance: the value of an institution-specific approach (166309157)

7/29/2019 SharePoint Governance: The Value of an Institution-Specific Approach (166309157)

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SharePoint Governance:The Value of an Institution-Specific Approach

Brooke Banks

Director, IT Planning and Projects

California State University, Chico

Andy Miller

Senior Director, Enterprise Applications and Data ServicesCalifornia State University, Chico

02.23.12



Agenda

Importance of governance History of our implementation Our new governance model Challenges and lessons learned References/Q&A

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Quick Survey

Which of these describes your environment?

You have well-governed production SP environment You have a non-governed production SP environment You have a pilot SP environment to ‘kick the tires’ You don’t have SP installed – just considering it

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Importance of Governance

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IT Governance

“Specifying the decision rights and accountability

framework to encourage desirable behavior in theuse of IT”

– 1 of the 10 million governance definitions

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Why Does SharePoint Need Governance?



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“With great power comes great

responsibility ”

– Peter Parker’s Uncle

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Non-governed SharePoint environmentsinevitably require re-architecture at

some point because of the

that results without it

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utter and complete chaos



“ An effective governance plan anticipates the

needs and goals of your organization's business

divisions and IT teams. Because every enterprise

is unique, you must determine the best way toimplement a governance plan that is tailored to

your environment.”

– Microsoft TechNet | SharePoint

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Institution-Specific



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Why Not Just Use Governance Templates?

There are many out there that provide a goodstarting point. BUT, simply downloading andposting a template isn’t good enough, because…

They’re generic They don’t ensure buy-in They don’t speak to your culture They’re just docs – that’s only part of the process…



Our Background & SharePoint History

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CSU Chico Background

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15k FTES 872 Faculty / 972 Staff 4 year public Bachelors / Masters 2nd oldest CSU (1887)



CSU Chico IT

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6 departments in IRES 84 FTE (60 techs) in IRES + 30 Library staff

$8.5M budget

Resource constrained (1-2 deep)

Relatively immature when it comes todocumented policies and procedures

Implementation



Our SharePoint History

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2009 2010 2011 2012

Phase 1June ‘09

Phase 2June ‘10

Phase 3 April ‘11

CIO: “We need it – stand it up!”

No documented business case

Pilot environment…sort of

No governance

.25 SP Admin

Hired EAPP Director

Formed implementation team

Defined goals/objectives

Governance!

Implementation Team

• Application Sponsor• Full Time PM• SP Admin/Developer• Business Process

Analyst• 2 Support Staff • 3 Business Users

Upgraded to 2010 Becoming chaotic

Is it still pilot?

Still no governance

.25 SP Admin/.25 PM



SharePoint Phase 3 Goals

1. Provide an effective and consistent framework for collaboration andsharing between and among faculty and staff, that provides a high level of ease of use.

2. Provide functionality to end-users that fulfills specific business needs.

3. Create an environment that is highly scalable, supportable and

maintainable.

4. Effectively communicate with the campus community the abilities andfuture of our SharePoint environment.

5. Provide appropriate and sufficient training to all users to promote effectiveuse of SharePoint.

6. Plan for the migration of existing SharePoint content into the newenvironment.

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New Approach to Governance

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New Approach to SharePoint Governance

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Remember those templates?



New Approach to SharePoint Governance

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Introduction

Roles and Responsibilities

Governance Strategy Information Architecture & Taxonomy

Application Usage

Layout, Branding, Development,

Customization, & Testing

Operations Communication and Training

Support

We used them to form a Governance Plan wireframe

Purpose/ObjectivesVision Statement

AudienceScopeRisks/Concerns

Executive Sponsor Application Sponsor SharePoint Governance TeamSharePoint Management TeamSharePoint Implementation TeamUsers

Info Architecture & NavigationTaxonomyEnterprise Search

Site ProvisioningSite ManagementUser Access and PermissionsStorage/Site Quotas

Application Feature AllocationsMetadataDocument & Record ManagementContent Management

Layout and BrandingDevelopmentTemplates, Features, & other Tools…Modification and CustomizationTesting

Infrastructure

Infrastructure SLAs

Communication PlanTraining Plan

Localized and Centralized Support

Operational Users and End UsersTiered Support DeliverySupport Metrics and Continual ServiceImprovementFuture Support Requirements



It soon became clear that our governanceframework needed two layers…

User ExperienceSub-Team

• Info Architect• UX Designer

• GraphicDesigner

• Bus.Owners/Users

TechnicalSub-Team

• SP Admin• SP Architect

• SP Developer• SP Designer• Server Admin• SQL Admin• AD Resource• Information

Security

SupportSub-Team

• End UserSupport

• Site OwnerSupport

• TechnicalSupport

Governance Teams

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ExecutiveSponsor

(CIO)

SP Governance Team

(Associate VPs)

ApplicationSponsor(Andy)

SP Mgmt Team(Mgrs/Techs/User

s)



Governance Documents

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…and the governance framework translated to the

documents that we were creating

Defines the areas to be governed,and empowers a managerial team

Lower level policies and procedures docsoutline specific rules and configurations

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What Were Some of The Glaring Issues?

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What Were Some of The Big Decisions?

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Challenges & Lessons Learned

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Knowledge Management and Training

Challenge

Having enough knowledge/experience to make intelligentgovernance and implementation decisions.

LessonEverybody should have a firm understanding of SharePoint’s functionality, potential, and limitations earlyon. Technical team needs training for SP administration,development, and design. Governance team needs power

user training. Use a reputable and experienced consultantif possible.

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Knowledge Management and Training

Challenge

Providing training to end users and site owners.

LessonSharePoint’s tools are powerful and easy to use. BUT, if they’re going to be used in the way that you intend, youneed to provide significant ongoing training to site ownersand end users.

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Planning and Executing

Challenge

Getting over the “enormity of it all”.

LessonLooking at fully fleshed out governance templates can beoverwhelming. Start by simply determining the topics thatare important to you and create a bare-bones wireframe toget started. Then flesh out the sections piece by piece.

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Challenge

Installing a pilot environment intended for testing, only tofind that it soon gets used as a “production” system.

LessonImplementing SharePoint without a governance frameworkis bad. But it’s hard to create a governance framework for something that you don’t really understand. If you need toinstall a pilot environment to “kick the tires”, be very

specific and intentional about the purpose and usage of that environment and be prepared to scrap it when youinstall the “real” environment.

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Challenge

Understanding the differences between Governance Plansand Functional Specs.

LessonFirst, determine the appropriate levels of governance (i.e.a single plan/layer, or multiple plans/layers). Either way,do not expect to pass off governance docs as “functionalspecs” to your tech team. Functional specs should be

driven by governance docs, but the levels of specificity anddetail are altogether different. Define the differences upfront to avoid confusion.

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Challenge

Accurately assessing the time required.

LessonCreating a governance framework can take much longer than you expect. Be careful to create timelines thatprovide enough time to implement governance while stillleaving enough time to perform technical implementation.

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Challenge

Overcoming delays in creating governance because you thinkyou “need the environment created first”.

Lesson

This is a bit of “chicken and egg”. You may feeluncomfortable creating policies and procedures before thetechnical environment is implemented. For instance, your team may ask “How can I create a training plan when I don’t

know what the final environment is going to look like?”. Attempt to complete whatever portions you can in a timelymanner as soon as you “know enough” to get big chunks of work done early.

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Challenge

Including a single resource from any given area can createnarrow perceptions of what is possible.

LessonThe greater the number and variety of solution providersthat sit at the table (on governance and implementationteams), the better the solution you will get. However, youhave to balance this with creating a team that is TOO big.

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Challenge

Determining when to use physical controls vs. relying onlogical controls

LessonYou can purchase products or write code that physicallyimposes governance rules, but that increases cost andtime. You can rely on logical controls (“thou shalt not dosuch and such…”), but that requires auditing and

enforcement after non-compliance is discovered. Youneed to determine the right balance.

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Collaboration and Decision Making

Challenge

Understanding the difference between ‘collaboration’ and‘consensus’

LessonIf you’re aiming for 100% consensus in creatinggovernance, you’re going to be sorely disappointed and/or you will spend A LONG time. Determine a method up frontfor content approval (“ratification”) and for resolving

disagreements that occur during collaboration anddecision making. Determine ways to keep anybody fromfeeling like they “lost”.

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Challenge

Determining who “owns” governance documents duringthe creation process.

LessonIf you’re going to assign individuals or teams to createdocuments (or to create sections within documents), besure to be very clear about lines of responsibility. Providespecific definitions and clarity when you use words such as

“team lead” or “document owner”

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Challenge

Limiting the technical debt that can result from governancedecisions and/or allowing technical staff to veto.

LessonDetermine how you will resolve issues when your governance team makes decisions that require you toincur undesirable amounts of technical debt, or when theymake decisions that result in extended technical

implementation timeline requirements.

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Challenge

Collaborating on document creation and modification.

LessonDetermine up front how you are going to create and modifyyour governance documents. If a team is going to work ondocuments asynchronously, create formal agreements onhow they will use markup and/or comments features within

word processing tools. Misunderstandings will invariablecreate hard feelings between your team members.

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Challenge

Avoiding overly analytical or lengthy syntactical editsduring document creation

LessonIf possible, use your team to capture the spirit of how/whatyou want to govern, and then use a single person to do aone-voice rewrite toward the end. Completing your governance documents will take much longer than you

anticipate if multiple team members continue to providegrammatical and syntactical edits along the way.

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Setting Expectations

Challenge

Overcoming the perception that “it’s easy to implementSharePoint”.

LessonTechnical implementation can be easy if you install out of the box with default configs and no governance. BUTcreating a governance framework can be very timeconsuming, and your resulting decisions can cause

technical implementation to take longer than expected.This can create frustration for your end users or IT staff who believe that “it’s easy to implement SharePoint”.

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Wrap Up & Q/A

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Outcomes of New Approach

In addition to building a governance framework for SharePoint, we’ve also started:

…building a culture of governance in other areas

…building a culture of documentation …maturing in “collaboration”

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You Can Do It!

Just remember…

Full SP potential will only be realized if it is well-governed “Well-governed” means speaking to your institution’s

needs Creating governance via collaborative processes will yield

the best results Collaboration comes at a cost and raises challenges It’s never too late! You can re-engage governance efforts

even if you’ve already implemented45



References (Short List)

SharePoint 2010 TechNet Resource Center http://technet.microsoft.com/en-us/sharepoint/ff800826.aspx

SharePoint 2010 TechNet Governance Overview http://technet.microsoft.com/en-us/library/cc263356.aspx

SharePoint Governance Checklist Guide http://office.microsoft.com/download/afile.aspx?AssetID=AM102306291033

SharePoint 2010 Governance Planning White Paper http://go.microsoft.com/fwlink/p/?LinkId=197150&clcid=0x409

SharePoint Governance Model Poster http://www.microsoft.com/download/en/details.aspx?displaylang=en&id=13594

SharePoint Governance Plan Template (from SharePointGovernance.org)

http://www.sharepointgovernance.org/peers/PublishedPeerDocuments/SharePoint%20ECM%20Governan

SharePoint Governance Plan Template (from TechNet) http://go.microsoft.com/fwlink/?linkid=92333&clcid=0x409

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http://technet.microsoft.com/en-us/sharepoint/ff800826.aspx

http://technet.microsoft.com/en-us/library/cc263356.aspx

http://office.microsoft.com/download/afile.aspx?AssetID=AM102306291033

http://go.microsoft.com/fwlink/p/?LinkId=197150&clcid=0x409

http://www.microsoft.com/download/en/details.aspx?displaylang=en&id=13594

http://www.sharepointgovernance.org/peers/PublishedPeerDocuments/SharePoint%20ECM%20Governance%20Plan.doc


http://go.microsoft.com/fwlink/?linkid=92333&clcid=0x409









http://go.microsoft.com/fwlink/p/?LinkId=197150&clcid=0x409












Q&A / THANK YOU

Brooke Banks

Director, IT Planning and Projects

[email protected]

Andy Miller

Senior Director, Enterprise Apps & Data Services

[email protected]