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Overview of SharePoint Governance
John Azzolina, MCT, MCSD
Managing Consultant, Blue Chip Consulting Group

January 16, 20...
Welcome

January 16, 2014

Overview of SharePoint Governance

2
Agenda
• Who is New Horizons?
• Presentation
• Q&A

January 16, 2014

Overview of SharePoint Governance

3
Who is New Horizons?

January 16, 2014

Overview of SharePoint Governance

4
Facts to Consider
•
•
•

•
•
•

January 16, 2014

Overview of SharePoint Governance

5
Strong Vendor Partnerships

January 16, 2014

Overview of SharePoint Governance

6
Introduction

January 16, 2014

Overview of SharePoint Governance

7
Agenda
• What Is Governance?
• Architecture of a Governance Plan
• Information Technology Governance
• Information Managem...
• What is Governance?

January 16, 2014

Overview of SharePoint Governance

9
Governance Defined
Governance is the set of policies, roles,
responsibilities, and processes that control how
an organizat...
Governance Segments
SharePoint Governance encompasses three
key areas:
• IT Governance
• Information Management
• Applicat...
Why “do” Governance?
The objective of an explicit governance plan for
any system is to maximize the system’s value
while r...
Objectives of SharePoint Governance
Specific to SharePoint, there are three key
objectives for governance:
• Streamline th...
Governance is Organization Specific
Governance begins with the definition of
principles and goals of a specific organizati...
Governance Prerequisites
• Basic understanding of SharePoint features
and functionality
• Commitment from leadership
• Com...
Best Practices for Getting Started
•
•
•
•

Determine initial principles and goals
Classify your business information
Deve...
• Architecture of a Governance Plan

January 16, 2014

Overview of SharePoint Governance

17
Anatomy of a Policy
• The Governance Plan is a document
composed of policies that cover various
aspects of the system
• Ea...
Information Technology Governance
What will you offer and how will you offer it in
terms features, availability and suppor...
Information Technology Policies
• Security, Infrastructure & Web Application
Policies
• Data Protection & Disaster Recover...
Service Level Agreement (SLA) Policies
•
•
•
•

Approval process for new sites
Costs or Chargebacks for departments
Proble...
Information Management Governance
Information Management Governance answers
the following questions:
• How do you maximize...
Information Architecture
Defines how information is organized and
presented to users.
Governance defines how SharePoint
In...
Information Management Policies
•
•
•
•
•
•
•

Personally Identifiable Information
Metadata and Document Tagging
Document ...
Information Management Tradeoffs

Access
Control

January 16, 2014

Easily
Available

Overview of SharePoint Governance

2...
Information Architecture Comparison
Effective

Ineffective

• Effective, intuitive folder
structures
• Reasonable metadata...
Application Management Governance
Defines how you will manage the applications
that are developed for the environment
• Cu...
What is Customization
• Site and General Configuration
• Branding
• Custom Code

January 16, 2014

Overview of SharePoint ...
Customization Policies
• What are the approved tools?
• For End Users?
• For Developers?

• Testing and Deployment Policie...
Life-cycle Management Policies
•
•
•
•
•

How many environments will be maintained?
What is the purpose of each environmen...
Branding
•
•
•
•

Who is responsible for the visual design?
What is the process for changing the design?
How consistent mu...
Development Methodology
•
•
•
•
•

When to build a Solution
When to build an App
When to use sandbox vs. farm solutions
Wh...
• Managing the Governance Plan

January 16, 2014

Overview of SharePoint Governance

33
Managing Governance
•
•
•
•

How are new policies written?
How are policies monitored?
How are policies changed?
Who enfor...
Next Steps
• Available Classes
• Blue Chip Survey

January 16, 2014

Overview of SharePoint Governance

35
Q&A

January 16, 2014

Overview of SharePoint Governance

36
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SharePoint Governance Slide Deck 1.16.2014

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This slide deck goes along with the SharePoint Governance Next Level Webinar from January 16, 2014.

Published in: Technology, Business
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  • Transcript of "SharePoint Governance Slide Deck 1.16.2014"

    1. 1. Overview of SharePoint Governance John Azzolina, MCT, MCSD Managing Consultant, Blue Chip Consulting Group January 16, 2014
    2. 2. Welcome January 16, 2014 Overview of SharePoint Governance 2
    3. 3. Agenda • Who is New Horizons? • Presentation • Q&A January 16, 2014 Overview of SharePoint Governance 3
    4. 4. Who is New Horizons? January 16, 2014 Overview of SharePoint Governance 4
    5. 5. Facts to Consider • • • • • • January 16, 2014 Overview of SharePoint Governance 5
    6. 6. Strong Vendor Partnerships January 16, 2014 Overview of SharePoint Governance 6
    7. 7. Introduction January 16, 2014 Overview of SharePoint Governance 7
    8. 8. Agenda • What Is Governance? • Architecture of a Governance Plan • Information Technology Governance • Information Management Governance • Application Management Governance • Managing the Governance Plan January 16, 2014 Overview of SharePoint Governance 8
    9. 9. • What is Governance? January 16, 2014 Overview of SharePoint Governance 9
    10. 10. Governance Defined Governance is the set of policies, roles, responsibilities, and processes that control how an organization's business divisions and IT teams work together to achieve its goals. January 16, 2014 Overview of SharePoint Governance 10
    11. 11. Governance Segments SharePoint Governance encompasses three key areas: • IT Governance • Information Management • Application Management January 16, 2014 Overview of SharePoint Governance 11
    12. 12. Why “do” Governance? The objective of an explicit governance plan for any system is to maximize the system’s value while reducing its risks and associates costs. January 16, 2014 Overview of SharePoint Governance 12
    13. 13. Objectives of SharePoint Governance Specific to SharePoint, there are three key objectives for governance: • Streamline the deployment of SharePoint. • Keep the system secure and compliant. • Ensure the best return on your investment in technology. January 16, 2014 Overview of SharePoint Governance 13
    14. 14. Governance is Organization Specific Governance begins with the definition of principles and goals of a specific organization and should include: • The organization’s appetite for risk • The rationale for deploying SharePoint • The resources the organization is willing to dedicate to SharePoint • The relationship of SharePoint to other existing or planned systems January 16, 2014 Overview of SharePoint Governance 14
    15. 15. Governance Prerequisites • Basic understanding of SharePoint features and functionality • Commitment from leadership • Commitment from the business • Commitment from IT • A leader with strong facilitation skills January 16, 2014 Overview of SharePoint Governance 15
    16. 16. Best Practices for Getting Started • • • • Determine initial principles and goals Classify your business information Develop an education and support strategy Develop an ongoing plan January 16, 2014 Overview of SharePoint Governance 16
    17. 17. • Architecture of a Governance Plan January 16, 2014 Overview of SharePoint Governance 17
    18. 18. Anatomy of a Policy • The Governance Plan is a document composed of policies that cover various aspects of the system • Each policy contains: • • • • Title Purpose Definition of the Policy Policy Owner January 16, 2014 Overview of SharePoint Governance 18
    19. 19. Information Technology Governance What will you offer and how will you offer it in terms features, availability and support? • Who will govern and oversee the service? • How will you communicate the policies? • How will you publicize and encourage adoption of the service and prevent rogue services? January 16, 2014 Overview of SharePoint Governance 19
    20. 20. Information Technology Policies • Security, Infrastructure & Web Application Policies • Data Protection & Disaster Recovery Policies • Site Policies • Storage Quotas • Asset Classification • Update and Patch Process January 16, 2014 Overview of SharePoint Governance 20
    21. 21. Service Level Agreement (SLA) Policies • • • • Approval process for new sites Costs or Chargebacks for departments Problem Resolution Policies Downtime Expectations and Service Windows • Multilingual Support • Storage Limits • Performance Targets January 16, 2014 Overview of SharePoint Governance 21
    22. 22. Information Management Governance Information Management Governance answers the following questions: • How do you maximize the usability and manageability of your organization’s information? • Who has access to what information? • How are you making information accessible internally and externally? • How much time do your users spend looking for information? • What information presents the most risk to your organization? January 16, 2014 Overview of SharePoint Governance 22
    23. 23. Information Architecture Defines how information is organized and presented to users. Governance defines how SharePoint Information Architecture tools will be used: • Managed Metadata • Search Keywords • Content Types • Retention Policies • Record Centers January 16, 2014 Overview of SharePoint Governance 23
    24. 24. Information Management Policies • • • • • • • Personally Identifiable Information Metadata and Document Tagging Document Versioning Organization and Folder Structure Guidelines Navigation Guidelines Search Strategy Publishing Strategy January 16, 2014 Overview of SharePoint Governance 24
    25. 25. Information Management Tradeoffs Access Control January 16, 2014 Easily Available Overview of SharePoint Governance 25
    26. 26. Information Architecture Comparison Effective Ineffective • Effective, intuitive folder structures • Reasonable metadata requirements • Simple and Clear Permissions Guidelines January 16, 2014 • Library Structures that are difficult to navigate • No metadata • 20 required metadata fields • Highly variable permissions levels Overview of SharePoint Governance 26
    27. 27. Application Management Governance Defines how you will manage the applications that are developed for the environment • Customization Policy • Life Cycle Management • Branding • Development Methodology (Solution vs App) January 16, 2014 Overview of SharePoint Governance 27
    28. 28. What is Customization • Site and General Configuration • Branding • Custom Code January 16, 2014 Overview of SharePoint Governance 28
    29. 29. Customization Policies • What are the approved tools? • For End Users? • For Developers? • Testing and Deployment Policies • Support Policies • Using the App Catalog and the SharePoint Store January 16, 2014 Overview of SharePoint Governance 29
    30. 30. Life-cycle Management Policies • • • • • How many environments will be maintained? What is the purpose of each environment? Where will testing take place? Who has access to each environment? How and when will the environments be synchronized? • How will source control be handled? January 16, 2014 Overview of SharePoint Governance 30
    31. 31. Branding • • • • Who is responsible for the visual design? What is the process for changing the design? How consistent must sites be? Which types of sites will branding guidelines apply to? January 16, 2014 Overview of SharePoint Governance 31
    32. 32. Development Methodology • • • • • When to build a Solution When to build an App When to use sandbox vs. farm solutions When to buy vs. build How to monitor and manage custom solutions January 16, 2014 Overview of SharePoint Governance 32
    33. 33. • Managing the Governance Plan January 16, 2014 Overview of SharePoint Governance 33
    34. 34. Managing Governance • • • • How are new policies written? How are policies monitored? How are policies changed? Who enforces the policies? January 16, 2014 Overview of SharePoint Governance 34
    35. 35. Next Steps • Available Classes • Blue Chip Survey January 16, 2014 Overview of SharePoint Governance 35
    36. 36. Q&A January 16, 2014 Overview of SharePoint Governance 36
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