the steps to effective sharepoint governance - share atlanta

Richard Harbridge – Senior SharePoint Architect/Evangelist

The Steps To Effective SharePoint Governance

#Share2012 @RHarbridge


Our Goal Today…

From Here To Here


Why Do I Need Effective Governance?


There are big risks that are almost always realized when you

don’t have it!


SharePoint Sprawl

Risk: Un-Managed Sites and Content were not periodically reviewed for accuracy and relevance.


Quality Deterioration

Risk: Did not ensure that content quality is maintained for the life of the portal.

http://www.imdb.com/media/rm1367186432/tt0114781


Risk: Did not consistently provide a high quality user experience.

Frustration Failure


Priority Paralysis

Project Priority

Fileshare Migration 1

Partner Extranet 1

Executives Kitten Picture Rotator 1

Legacy Application Integration 1

Governance Planning 1

Put Out Server Room Fires 1

Risk: Did not establish clear decision making authority/ownership and escalation procedures so that conflicts are resolved in a timely manner.


Ineffective Use of Time/Resources

Risk: Did not ensure that the portal strategy is aligned with clear prioritized business objectives.


It’s not just about insuring against or mitigating those risks!


Without effective governanceorganization, performance, and

capability are significantly reduced.

What does that mean?


Without Governance


Executing Governance


With Governance


The Outcome

You can now communicate whyGovernance is important/required.


What to watch out for…

It’s not insurance. It makes your SharePoint investments more successful.


Building The Governance Teams


How do we start?


Recommended Governance Teams

There are typically 5 teams for SharePoint Governance:

Business Strategy Team

Solutions/Technical Strategy Team

Tactical Teams:

Tactical Operations Team

Tactical Development Team

Tactical Support Team


The Strategy Teams


Governance Teams



Tactical Teams:





Business

IT

Decentralized

Centralized

Business Strategy TeamSample Representative Interests

Executive Sponsor

Knowledge Management

Information/Technology Services

Finance

Sales and Marketing

Human Resources

Legal and Compliance

Operations

People Development and Training

Administration

Role: Provide strategic insight, direction and prioritization for the portal.


Define, Prioritize and Plan


Governance Teams



Tactical Teams:





Solution (Technical) Strategy TeamRole: Provide technical insight,

direction and prioritization for the portal. Sample Representative Interests

Application Development

Infrastructure

Enterprise Architecture

Security


Communications

Tip: If a business direction requires new integration or effort with other technologiesthen a technical representative for that technology will be necessary.


HR Onboarding Solutions

• Onboarding Workflow• Onboarding Electronic Forms• Integration with HRIS• New Employee Site


Map Solutions to Objectives

Automate and

Improve HR

Employee File

Management

Automate and

Improve HR

Onboarding

Automate and

Improve Absence

Management

Centralize

Knowledge and

Resources

Provide HR Self

Service

Adjust Site Structure

Onboarding

Workflow

Onboarding

Electronic Forms

Integration With HRIS

New Employee Site

Document Capture

Automation

Direct Relationship Indirect Relationship

* Objectives/solutions should be more specific – Example purposes only.


Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement.

Our primary unified application delivery platform.

Our primary workflow/business process automation platform.

Our intranet and communication center for internal corporate communications.

SharePoint will be…

Our (external) web content management platform.

Our primary document management platform.

Our contact management platform.

SharePoint will not be…

https://www.nothingbutsharepoint.com/sites/eusp/Pages/SharePoint-is-not-a-Silver-Bullet.aspx


Defining Clear Objectives and Priorities

High Level Solutions Definition and Ownership

High Level Platform Classification

Communication Planning and Management

Resource/Capability Management

Expectation Management

Strategic Responsibilities


The Tactical Teams


Governance Teams



Tactical Teams:





The Tactical Operations Team

Role: Provide operational (IT-related) support and maintenance for the system infrastructure

Sample Representative Interests

Infrastructure

Domain Administrators

Networking

Servers and Environments

Quality Assurance

Security

Databases

They manage the more routine maintenance of the system by performing nightly backups, performance monitoring and analysis, and keeping the environment current with securityreleases and upgrades.


Objectives/Priorities

Disaster Recovery Plan

Storage and Quota Policies

Monitoring Plans

Maintenance Plans

Service Level Agreements

Security Policies

Deployment Process, Policies, and Schedule

Operations Responsibilities


Governance Teams



Tactical Teams:





The Tactical Development TeamRole: Customize/configure,

personalize, and leverageSharePoint to achieve business objectives.


SharePoint Designer

Visual Studio

Source Control

Quality Assurance

Webparts

TemplatesThis team is a loosely-knit community who's membership ranges from highly skilled programmers to technically savvy end users in charge of personalizing departmental team sites.



Branding Guide

SharePoint Designer Policy

Workflow Policy

Development Standards (Including OOTB vs Custom)

Development Environment Policy

Testing Requirements

Deployment Process, Policies, and Schedule

Development Responsibilities

SharePoint Standards Online

http://www.spstandards.com/


Governance Teams



Tactical Teams:





The Tactical Support TeamRole: Provide support of the

SharePoint applications and platform.


Support and HelpDesk


Knowledge Management

Taxonomy and Ontology

Navigation and Organization

CoachingCreates and manages a support system with effective training and proper channels of question or issue escalation and resolution. This team should also include influential users and leaders.



Site Classification and Platform Classification

Site Provisioning Process/Questionnaire

User Expectations Agreement

Roles and Responsibilities

Support Agreement(s)

Training and Communication Plans

MySite Policies (Pictures)…

Support Responsibilities


User Lifecycle Policy

Taxonomy Management Plan

Social Policies

Content Standards

Legal and Compliance Policy

Search Management Plan

Support Responsibilities




Multiple Tiers for Escalation


Help Desk

Site Administrators

End Users

Learning Libraries/Online/Help

(You can’t know everything)


Measure SupportLearn and use data to be proactive.


Deployment Process/Policies

Extremely Important! Ensure you have clear schedules and ownership.


Governance Tip

If possible have one member in all of the Governance teams or some members across multiple teams!


Governance Tip

Create a “Business Solutions Team”. This team allows you to find business users who want to be involved.


The Outcome

Everyone Achieves a Shared Understanding of SharePoint Related Processes.



Not just documents, policies, and procedures. It is an active and ongoing

process.


Setting Up A Governance Site


1. It’s a lot of content.2. It’s a collaborative process.3. It’s an ongoing process.4. Each piece of content should

have a clear owner.5. Content will need to

be shared.

Why a Governance Site?


Governance Announcements


SharePoint Solutions Listing

In addition you can also create a ‘Roadmap’ or basically a Gantt Chart or visual indicator of solutions to show what you have achieved and where you are going with SharePoint.


Team Rosters and Definitions


Policies, Standards and Guidelines

Use Search, Metadata, and Approval Workflows to help improve management and user experience.

For living documents/standards that require many authors try a Wiki!




FAQs and a Glossary

SharePoint Glossary Online

http://www.rharbridge.com/?page_id=60


Patterns and Practices


Team Resources and Minutes


Feedback and Surveys

Don’t forget to share stories!

Embed feedback options throughoutthe sites!


Self Help and Support Resources


Complete Site Listing

Include things like:• The owner and secondary owner of the site.• The purpose of the site.• The URL, Size, and Usage Level of the site.• The last time the site was engaged by the

support team.


The Outcome

Using the SharePoint Platform we can more effectively manage SharePoint Governance.



Just having the Governance site isn’t enough. Content must remain fresh.


Governance Resources


IS

Use them.


Governance Checklist


TechNet, Community and More..


are

Use them.


No Single “Approach”

Projects

Tasks

Communities

Practices


Home Page

Functional Areas

Department Site –“Public”

Department Team Site – “Private”

Project/Initiative Team Sites

Personal Sites– My Sites

“PUBLIC” SITES: Opento all employees

TEAM SITES: Generally open to team members

Tightly controlled,

formal governance

Looser control, less formal governance

Some control, some formal governance

“PRIVATE” SITES: Opento business group members

Governance Control Levels


ITIL Framework


COBIT Framework


SharePoint Deployment and Governance using COBIT 4.1Chennault & Strain

http://www.amazon.com/SharePoint-Deployment-Governance-Using-COBIT/dp/1604201177











Microsoft Operations Framework (MOF)


SharePoint Maturity ModelSadalit van Buren

http://sharepointmaturity.com

http://sharepointmaturity.com/


The Outcome

There is a ton of excellent material out there to support you.



External best practices, policies, standards, and ideas may or may not be the right fit.


1. Understand The Need For Governance2. Build Your Governance Teams3. Understand How SharePoint Is/Should Be Used4. Develop/Practice Guidance and Policies5. Return to Step 2 and Repeat Steps 2 through 46. You Have Perfect Governance

Steps to Effective Governance…

You Can Never Truly Achieve Perfect Governance.

So long as you are performing the steps you are achieving Effective Governance.


Questions? Ideas? Feedback? Contact me: Twitter: @RHarbridge Blog: http://www.RHarbridge.com Email: [email protected] Resources:

700+ SharePoint IA Slides at PracticalIntranet.com130+ SharePoint Standards at SPStandards.com15 Pages of Important Questions at SharePointDiagnostics.com

Thank You

http://www.twitter.com/rharbridge

http://www.rharbridge.com/

mailto:[email protected]

http://www.practicalintranet.com/


http://www.sharepointdiagnostics.com/

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