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AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010
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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<br /><ul><li>Nick KellettChief Technical Officer</li></ul>Some slide content provided courtesy of Microsoft Canada. All Rights Reserved <br />
  • 2. SharePoint Evolution - 2001<br />
  • 3. SharePoint Evolution - 2003<br />
  • 4. SharePoint Evolution - 2007<br />
  • 5. SharePoint Evolution - 2010<br />
  • 6. How do I achieve success with SharePoint?<br />
  • 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. 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. 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. What is Governance and Why Should I Care?<br />People, Process, Technology, Policy<br />
  • 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. 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. Publish standards</li></ul>Informal<br />cooperation<br />To get to next step:<br /><ul><li>coordinator
  • 14. Formal lines of communication
  • 15. Establish program office</li></ul>To get to next step:<br /><ul><li>Web governance board
  • 16. Publish Statement of Governance</li></ul>To get to next step:<br /><ul><li>Executive buy-in
  • 17. Collect best practices</li></ul>Decentralization<br />To get to next step:<br /><ul><li>Inventory
  • 18. Consistent communication
  • 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. 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. 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. What Should Be Governed?<br />A Balance For Your Requirements<br />
  • 23. What Should Be Governed?<br />
  • 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. SharePoint 2010 Governance Features<br />How can technology help build a strong governance<br />
  • 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. 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. How Should Governance Be Implemented?<br />
  • 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. Suggested Governance Stages Implementation <br />Determine initial principles and goals <br /><ul><li>Vision
  • 31. Policies
  • 32. Standards</li></ul>Classify the business information/content<br /><ul><li>Taxonomy creation/organisation
  • 33. Design an information architecture
  • 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. Ongoing and training plans</li></ul>Develop an ongoing plan<br /><ul><li>Iterative: revaluate, resolve conflicts
  • 36. New Requirements
  • 37. Regular reports
  • 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. 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. 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. 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. 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. 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. Final Thoughts<br />
  • 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. Discussion<br />What might your Governance structure look like?<br />What are your Governance challenges?<br />
  • 47. More Information?<br />www.stoneshare.com<br />nkellett@stoneshare.com<br />Planet MOSS: http://planetmoss.blogspot.com<br />

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