AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010

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Presentation delivered by Nick Kellett, CTO of Sharestone at the June 15, 2011 AIIM First Canadian (Ottawa Branch) event.

Presentation delivered by Nick Kellett, CTO of Sharestone at the June 15, 2011 AIIM First Canadian (Ottawa Branch) event.

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  • 1. Governance
    • Nick KellettChief Technical Officer
    Some slide content provided courtesy of Microsoft Canada. All Rights Reserved
  • 2. SharePoint Evolution - 2001
  • 3. SharePoint Evolution - 2003
  • 4. SharePoint Evolution - 2007
  • 5. SharePoint Evolution - 2010
  • 6. How do I achieve success with SharePoint?
  • 7. Success is Not Just About Technology
    Training
    Technology
    20%
    Support
    Policies
    Communication
    Deployment
    Documentation
  • 8. Proper Training
    Planning
    I Want To Successfully Deploy SharePoint 2010?
    Best Practices
    Governance
    Dedicated Resources
    Partners
    Taking Small Steps
    Customizationvs Configuration
  • 9. Discussion Topics
    Governance With SharePoint 2010
    What is Governance and Why Should I Care?
    What Should Be Governed?
    Who Should Determine Governance?
    How Should Governance Be Implemented?
    What are the Tools for Governance in SP2010?
    In-depth Look At a Sample Governance Plan
    Individual Team Roles and Responsibilities
    Best Practice VS Real Life
  • 10. What is Governance and Why Should I Care?
    People, Process, Technology, Policy
  • 11. What Is SharePoint Governance?
    Governance uses people, policy, technology, and process to guide, direct and control how the organization uses technologies to accomplish business goals.
    Structured approach to building and managing SharePoint
    Provides staff with appropriate tools, training, support, and information
    Characteristics:
    Organization-specific
    Team-driven: Governance Team, Tactical Teams
    Disciplined and results-oriented approach
  • 12. Federated
    control
    Central
    direction
    Central
    coordination
    Formal
    cooperation
    To get to next step:
    • Set scope
    • 13. Publish standards
    Informal
    cooperation
    To get to next step:
    • coordinator
    • 14. Formal lines of communication
    • 15. Establish program office
    To get to next step:
    • Web governance board
    • 16. Publish Statement of Governance
    To get to next step:
    • Executive buy-in
    • 17. Collect best practices
    Decentralization
    To get to next step:
    • Inventory
    • 18. Consistent communication
    • 19. champions
    Governance Stepping Stones
    Models are on a continuum:
    Decentralization: A form of governance in which groups in an organization are free to make their own decisions
    Centralization: A form of governance in which a single, central authority makes decisions for all sub-groups in an organization
    Federation in the middle: A form of governance in which groups in an organization recognize a central authority’s right to set high-level policy but retain individual freedom
    * Burton Group
  • 20. Why Should I Care?
    Even the best planned intranet can eventually become out of control and lead to chaos
    Deployment can become unmanageable
    Disorganized collection of sites
    Projects bubble up from various departments, resulting in multiple separate deployments, each with its own server farm
    As more departments add content, the intranet grows organically across the company and the user experience grows more and more inconsistent
    If users are unable to find the content they need, for instance, due to poor information architecture (IA) or a lack of an enterprise search strategy, the value to intranet users is almost entirely lost
    Brand consistency across their SharePoint Server 2010 implementations, resulting in confusion about whether they are still on the enterprise’s intranet or somewhere external
    Brand inconsistency results in confusion about enterprise’s Intranet, Extranet and Internet or somewhere external
    And more...
     Ok I Get It, What’s Next? 
  • 21. Why Use Governance?
    In SharePoint there are many ways to do something
    Some ways are better than others
    Maximize SharePoint’s value to your organization
    Avoid risk to your business
    Provide clarity on how to use SharePoint
    Helps define a SharePoint Roadmap
  • 22. What Should Be Governed?
    A Balance For Your Requirements
  • 23. What Should Be Governed?
  • 24. What SharePoint Governance is not?
    It’s not end user manual
    It’s not an operational manual
    It’s not a Customization guideline
    It’s not a one time operation
  • 25. SharePoint 2010 Governance Features
    How can technology help build a strong governance
  • 26. IT Services
    Site Templates
    Quotas
    Locks
    Workflows
    Features
    Self-service Site Creation
    Web Applications Permissions and Policies
    SharePoint Designer
    Sandboxing
    Site Collection auto deletion
    Policies for user profiles and My Site Web sites
  • 27. Information ManagementOrganizing, retrieving, acquiring, and maintaining information
    Document Management Lifecycle
    Content Approval
    Versioning
    Records Management
    Digital Asset Management
    eDiscovery
    Policies
    Content Types and Site Columns
    Information Rights Management
  • 28. How Should Governance Be Implemented?
  • 29. Primary Goals
    Create the people infrastructure to govern and support the SharePoint environments
    Document initial governing policies and procedures of the SharePoint environments
    Communicate the need for the business to provide support via people resources.
  • 30. Suggested Governance Stages Implementation
    Determine initial principles and goals
    Classify the business information/content
    • Taxonomy creation/organisation
    • 33. Design an information architecture
    • 34. Determine appropriate IT services
  • Suggested Governance Stages Implementation
    Develop an education strategy
    • Publicize policies to the enterprise
    • 35. Ongoing and training plans
    Develop an ongoing plan
    • Iterative: revaluate, resolve conflicts
    • 36. New Requirements
    • 37. Regular reports
    • 38. ROI
  • Sample Table of Contents
    Resources
    Team Roles & Responsibilities
    Individual Roles & Responsibilities
    People
    Equipment
    Locations
    Governance Hierarchy /RACI
    Operation Policies
    Application Usage Policies
    Communication & Training
    Communication Plan
    Training Plan
    Support Plan
  • 39. Governance Teams
    Central Governance Team
    Responsible for overall direction
    Acts like a Board of Directors
    Ensures SharePoint evolves with the business
    Tactical Teams
    Responsible for specific area(s)
    Provide technical knowledge and support
    Carry out Proof of Concepts (POCs)
    Provide feedback to Central Governance Team
  • 40. Strategic Team
    Provides strategic vision and insight
    Responsible for overall direction
    Acts like a Board of Directors
    Ensures SharePoint evolves with the business
    Ideally has budget authority
  • 41. Tactical Team
    Consists of 3 sub-teams
    Operations
    Support
    Developers
    All sub teams in charge of supporting the directives of the strategy team
  • 42. Who Should Get Involved?Best Practices
    Executive Stakeholders
    Financial Stakeholders
    IT Leaders
    Business Division Leaders
    Compliance Officers
    Development Leaders
    Information Workers
    Trainers
  • 43. SharePoint Business Analyst
    SharePoint Infrastructure Specialist
    SharePoint Creative Designer
    (on demand)
    SharePoint Developer(s)
    (on demand)
    SharePoint Trainer
    (on demand)
    SharePoint Architect
    Business
    IT & Dev
    SharePoint – The “Typical” Team
  • 44. Final Thoughts
  • 45. Governance Top Ten
    Clear Vision
    Key Roles and Responsibilities
    Deployment Model
    One Size Does Not Fit All
    Policies
    Guiding Principles
    Launch and Roll-out (Adoption) Strategy
    Content Management Plan
    Training Plan
    Governance Site (in SharePoint)
  • 46. Discussion
    What might your Governance structure look like?
    What are your Governance challenges?
  • 47. More Information?
    www.stoneshare.com
    nkellett@stoneshare.com
    Planet MOSS: http://planetmoss.blogspot.com