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.

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

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