Unlocking the Value of your Information
 

Unlocking the Value of your Information

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    Unlocking the Value of your Information Unlocking the Value of your Information Presentation Transcript

    • Unlocking the Value of Information in SharePoint- in a Manageable Way 
      Intergen Twilight 28 July 2010
      Steve Lapwood
      Senior Management Consultant
    • SharePoint use – a QUIZ!
      What is your experience of finding information?
      How many sites are there? And how many in frequent use? How are sites set up? What happens when sites “fade”?
      Who decides and sets up libraries? Who decides and sets up content types?
      What is wrong with this picture?
      Who in the room uses SharePoint? What for?
      Who administers the sites? What guidelines are there for storing content in sites?
      How widespread is SharePoint in your organisation?
    • 50% of SharePoint implementation had a business case
      half required financial justification
      Most have no management plan on features to be used
      25% of organisations have no experience of ECM/DMs
      22% provide guidance on content types and classification
      15% have retention/disposal policies
      “… risking content chaos within SharePoint as well as outside of it”
      In a recent AIIM’s study:
    • Governance in a SharePoint Context
    • The case for governance
      The correct balance
      Levels of governance
      Governance structure
      Guiding Principles
      Governance Framework
      Roles and responsibilities
      Q&A
      Topics
    • SharePoint Governance Principles
      The goal is to ensure that SharePoint investments deliver on expected business goals
      Governance is effectively conducted through a solid framework
      Reference frameworks for governance: www.isaca.org
    • It’s in the Balance
      User
      Empowerment
      IT
      Control
      Standardization
      Flexibility
      Acknowledgements: Joel Oleson
    • SharePoint Governance Scope
      Controlled
      Tightly Governed
      Push content
      Accountability
      Permanent
      Knowledge Management
      Applications
      Information Sharing
      Ad Hoc
      Loosely Governed
      Push/pull content
      Temporary
      Collaboration
      Permanent
      Information
      Views
      Acknowledgements: Oleson, Jamison, Cardarelli, Hanley
    • Role guidelines
      Executive Stakeholders:
      SharePoint vision and setting the business impact. Has
      an interest in following ROI on SharePoint.
      Business (Content Owners):Own individual business applications. Will drive related governance policies forthese applications and bridge applications to business impact.
      End Users:
      Will actively drive governance controls and tasks in the daily work. A very important
      group to have on board in governance to optimize adoption.
      IT:
      Owners of the tech platform and related policies and controls. A very important
      role in the governance board in relation to service level maintenance and scoping
      of the platform.
      Executive Stakeholders
      Governance Board
      IT
      Business
      (Content Owners)
      Governance
      roles
      Operational Team
      End Users
      Complete Role Guide
      The SharePoint Governance Framework includes a complete list of roles for driving a professional governance organization for SharePoint
      Governance Structure (example)
      Acknowledgements: Netmedia
    • Intergen’s Governance Framework
    • Vision
      Purpose, objectives, desired future-state and value to the enterprise
      People
      Roles and responsibilities
      Processes
      How to accomplish tasks
      Technology
      Leverage features to enforce policies through technology
      Policy
      Guiding principles – what people should/shouldn’t do
      Policies and standards
      Governance Framework covers …
      Acknowledgements: Joel Oleson
    • SharePoint Governance plan (Oleson)
      Sample Frameworks
      Essential SharePoint 2010 (Jamison, cardarelli, Hanley)
      Vision Statement
      Roles and Responsibilities
      Overall, Site/Site Collections
      Guiding Principles
      General, Security, Design, Content
      Policy and Standards
      Content
      Design
      Sites, Layout, Content Types and Metadata, Social tags, Content Specific, Security, Branding
      Executive Summary
      Introduction
      Objectives, Scope, Audience, Risks
      Resources
      Roles and Responsibilities, People,
      Governance Hierarchy
      Governance Model
      Operations Policies
      Application Usage Policies
      Communications and Training
      Comms, Training, Support Plans
    • Intergen’s Governance Framework Elements
    • Governing Principles (examples)
      Content Principles
      Content posted in one place
      Edit in place
      Site Owners are accountable
      Links instead of attachments
      Copyrighted material requires approval
      Security Principles
      Access to information
      Role-based security
      General Principles
      Levels of governance of sites
      SP is another system to which IT policies apply
      Site Design Principles
      Consistent user experience
      Minimize training needs
      Find-ability
      Understand objectives
      Pages have content owners
    • Governance Structure (example)
    • Roles and Responsibilities - Business
    • Roles and Responsibilities – IM/IS Services
    • This is a taste of what you may need …and we can help you get there
    • Questions and Answers
      steve.lapwood@intergen.co.nz