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