Governance

Gouvernance

From Chaos to Corporate Governance: 10 Steps for Success

What is Chaos? What is Governance?

Site Proliferation – sites with no ownership or responsibility and No Plan or Vision with “junk” in them
Server Proliferation – IT doesn’t meet needs of my dept.
How long does it take to create a site for a project?
Technology proliferation – User confusion - If an organization has File servers, Public Folders, DLs, 3 other storage solutions and SharePoint, where should a user post a discussion or document?
What is Chaos?

Governance uses people, process, technology, and policies to define a service, resolve ambiguity, and mitigate conflict within an organization
SharePoint Governance Source: The Burton Group

SharePoint Governance
People
Roles and responsibilities
Process
How to accomplish common tasks such as creating a new site or requesting new business requirements
Technology
Leveraging the features to enforce policies through technology
Policy:
Collection of principles - What site owners, designers, developers should / shouldn’t do
Source: The Burton Group

Exec Sponsor
Governance Plan: Clear Goals, Vision, Mission and Metrics
Skilled Team(s)
Training
Service Definition & Service Model
Easy to search and discover: Information Architecture
Standards and Policies
(ITIL/MOF) Configuration and Release Management Processes
Culture and Adoption
K.I.S.S.
10 Steps to Ensure Success

Exec Sponsor

Governance Plan: Clear Goals, Vision and Mission Statement

Governance Goals and Vision

Skilled Team(s) & Training

SharePoint Specialist Skills Business Intelligence Business Forms Search Content Management Collaboration Portal Platform Services SharePoint Infrastructure Specialist SharePoint Architect SharePoint Creative Designer SharePoint Business Analyst SharePoint Developer(s) SharePoint Trainer

Data Governance Roles And Responsibilities September 2007 “Data Governance: What Works And What Doesn’t”

Must Have Training & Resources
IW/KW Site Collection Administrator Training * – Most Important (Champs, Gurus, Pros) 1 day
Train key IT Pros, developers, designers –
(1 week typical, add incentive for certification)
Brown Bags and Informal Internal end-user training for business processes
Service Offering Site: Online Resources
Training CBTs, Videos, FAQs
Policy References, Education site with tutorials and manuals
End User Training Kit

Service Definition & Service Model

Containment Hierarchy

Tiered Service Offerings/Hosting

Two Types of Service Models Out of the box Custom

Commodity Hosting Examples Adhoc Structured Short term Long term Service Offering

10 Steps to Ensure Success

Easy to search and discover: Information Architecture

Portal Information Arch example
Build initial site architecture and delegate
Site Contributors = Board of Directors Site Designers = SharePoint Designers Site Managers = SharePoint Administrators Site Visitors = Everyone Site Contributors = Everyone Site Designers = SharePoint Designers Site Managers = SharePoint Administrators Site Visitors = Production Team Site Contributors = Research and Development Team Site Designers = SharePoint Designers Site Managers = SharePoint Administrators Site Visitors = Registered Customers Site Contributors = Customer Support Team Site Designers = SharePoint Designers Site Managers = SharePoint Administrators Source: The Burton Group Home Payroll Support T & E R & D Training Executive Sales Finance Production IT Customer Support BOD

Commodity + Application Hosting Model Permanent Central Portal Enterprise Search Enterprise Browse Corporate Business Taxonomy With Divisional Stakeholders Per User Ad Hoc Self Service w/ Life Cycle Management Permanent Division Portals Business Process Division News, Scorecards Group Reporting Semi Structured Group, Team, Project Sites and Workspaces Blogs, bios, Social Central Portal Service Offering

Structured vs. Unstructured Data

Multi Deployment/Global Model Incremental Indexing over the WAN (Federated Search coming soon)

Building a Service Offering
At what level do I enable self service ?
Where do I want IT to Step In.
What quota should I allow?
How will data or sites be expired ?
How will I provide search or browse ?
How does my support scale and support customizations?
Adhoc Structured Self Service Smaller Quota Quicker Expiration OOB IT Provisioned Larger Quota Permanent Supported Dev env. $$$ Charge Back

Supportability Models

Where are you going today? local Infrastructure (On premise) Hosted Infrastructure (cloud or outsourced) IT Infrastructure (On premise)

Configuration and Release Management

Process Models for Dev Life Cycle
Release Management
Configuration Management
Operations Monitoring, Security & Patch Management
Communications & Service Management
Code Propagation Testing & Deployment

SharePoint Tips You Must Know
PACKAGE IT! Features & Solution Deployment Packages will ensure basic process
Source MUST BE Packaged .wsp or DENY
Best way to push and manage deployed code
Test, test, test - Be sure to see what happens after you use it, then remove it
Even Configuration can be pushed via features & solutions
http://www.codeplex.com/spconfigurator
Consider virtual environments for Dev, Test/UAT

Reduce Confusion through Consolidation of 'like' services

Culture and Adoption

U nderstanding D esign I mplementation A doption

K.I.S.S.

Do you really need that list def, site def, or third party add on?
Don’t start with BDC and Excel Services requirements if you’re trying to deploy a portal or search…
Start with Search, it’s an easy win.
Keep It Simple Sharona.

Resources…

Governance Resources on TechNet http://technet.microsoft.com/en-us/sharepointserver/bb507202.aspx
Codeplex.com/goverance
Joel’s Blog: http://blogs.msdn.com/joelo
SharePoint Deployment Guide & Essentials Checklists
SharePoint Planning and Governance Workshop – Burton Group http://www.burtongroupinstitute.com
Resources

SharePoint Deployment Essentials & Governance Checklist

Third Party Management and Governance
Universal SharePoint Manager 2007 – Farm reporting, Central Management Console, site security analyzer, remove accounts, clone account security
Quest Site Administrator : enforce global policies, Site Discovery – Freeware for finding servers and sites; SQL & Storage Usage reporting
Nintex Reporting 2008 – Advanced Usage and Activity reporting for SharePoint. Roles based dashboards for business and IT, built on Silverlight.
Bob Mixon MVP (Mixon Consulting) – Governance & Information Architecture Training
Mindsharp.com – OnPath Training, Tools, & Workshops

Questions?

Deployment Pre-work
Set up a deployment team
Write up a statement of governance
Identify key technical requirements
User requirements
Infrastructure and operational
Primary business processes
Map out high-level site topology
Define site security standards
Define design and development standards
Write up policies for usage
Create a deployment and rollout plan
Goal: make it easy for end-users to do the right thing

Usage Policies
Write up (HR Handbook) Usage Policies
Provide clear instruction on how and when users should work with SharePoint
What constitutes abuse or misuse of system
How to keep information secure information
When to use SharePoint versus other alternatives
Provide information on how users can…
Get support and training
Request design and development services
Request new functionality

Deployment Pre-work
Define design and development standards
Determine standard site templates, web parts, and branding
Aim for consistent user experiences across sites (e.g., navigation, branding)
Plan for resources to provide creation and customization of SharePoint websites
Create policies, standards and deployment terms for customized applications
Set up a test environment for testing/staging new applications
Review and certify applications before deploying to production
Make sure branding, security, and other policy requirements are met

Add Servers to the Farm
psconfig.exe -cmd configdb -connect -server app1 -database SharePoint_Config_Contoso -user contosomossfarm -password P@ssw0rd

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Governance

by Pierre Erol Giraudy on Oct 04, 2008

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