Effective SharePoint GovernanceSuccessfully Empowering Users to Maximize the Potential of SharePointJeff Block, Director o...
Agenda                                        Introduction                                        Why Governance?         ...
Agenda                                        Introduction                                        Why Governance?         ...
IntroductionWho Am I?    • Jeff Block           – Director of Consulting Services, Neudesic Midwest Region           – Con...
Agenda                                        Introduction                                        Why Governance?         ...
Why Governance?The Universe Tends Toward Chaos    Newton’s 2nd Law of Thermodynamics:             The entropy of an isolat...
Why Governance?Information Technology Chaos?    • Site (and Content) Proliferation           – Sites with no ownership, re...
Why Governance?With great power comes great responsibility    Defining SharePoint...    • What is an application?         ...
Why Governance?The Key to Maximizing SharePoint    Good People                                               Good Plan    ...
Agenda                                         Introduction                                         Why Governance?       ...
What is Governance?Governance is…     • Intentional Vision and Strategy            – High-level strategic objectives      ...
What is Governance?Common Business Case Elements                                                         Encourage       P...
What is Governance?Governance is…     • Intentional Vision and Strategy     • Intentional Plan (Roadmap)            – Stra...
What is Governance?Governance is…     • Intentional Vision and Strategy     • Intentional Plan (Roadmap)            – Stra...
What is Governance?Governance is…     • Intentional Vision and Strategy     • Intentional Plan (Roadmap)     • Intentional...
What is Governance?Governance is…     •   Intentional Vision and Strategy     •   Intentional Plan (Roadmap)     •   Inten...
What is Governance?Governance is…     •   Intentional Vision and Strategy     •   Intentional Plan (Roadmap)     •   Inten...
What is Governance?Governance is…     •   Intentional Vision and Strategy     •   Intentional Plan (Roadmap)     •   Inten...
What is Governance?User Access Matrix19   © 2001-2011 Neudesic, LLC. All rights reserved.
What is Governance?Inherited Security Hierarchy20   © 2001-2011 Neudesic, LLC. All rights reserved.
What is Governance?Physical Deployment Model21   © 2001-2011 Neudesic, LLC. All rights reserved.
What is Governance?Software Development Lifecycle22   © 2001-2011 Neudesic, LLC. All rights reserved.
What is Governance?Governance is…     •   Intentional Vision and Strategy     •   Intentional Plan (Roadmap)     •   Inten...
What is Governance?General Information Architecture                          Controlled                           Tightly...
What is Governance?Did I mention Intentionality?     • Can anyone tell me what the theme of governance is?     • This mean...
Agenda                                         Introduction                                         Why Governance?       ...
Making it WorkWho Needs Governance Anyway?     • If my Aunt Ruth used SharePoint, she’d need a governance model     • We a...
Making it WorkWhere the rubber meets the road     Five things to consider when rolling out a governance plan…             ...
Making it WorkGovernance must be Practical     Who’s heard of the “Goldie Locks Principle”?29    © 2001-2011 Neudesic, LLC...
Making it WorkGovernance must be Practical                                                        Process Balance     • To...
Making it WorkGovernance must be Practical                                                        Process Balance     • To...
Making it WorkGovernance must be Practical                                                        Vision Balance     • Too...
Making it WorkGovernance must be Accessible     • Intentional communication, marketing, and training plans are not       o...
Making it WorkGovernance must be Supported     • Executive sponsorship mandatory            – The right person will self-i...
Making it WorkGovernance must be Engrained in the Culture     • Won’t be enough for a couple people to be really excited  ...
Making it WorkGovernance must be Proven     • Develop key POC’s in parallel with governance model development            –...
Agenda                                         Introduction                                         Why Governance?       ...
Ancillary TopicsDriving Adoption of SharePoint     • Broad and deep adoption are the signs of success (duh!)     • Governa...
Ancillary TopicsWhat if it’s SharePoint in the Cloud?     • On-prem and cloud deployments require you to consider:        ...
Agenda                                         Introduction                                         Why Governance?       ...
Next StepsTwo Concrete, Immediate Next Steps     1. Learn more about SharePoint governance            – http://www.sharepo...
Agenda                                         Introduction                                         Why Governance?       ...
Thank you!Jeff Block, Director of Consulting ServicesNeudesic, Midwest Regionjeff.block@neudesic.com | 630-743-5617© 2001-...
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Effective Portal Governance

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Neudesic specializes in providing strategic consulting services to partners, including to assist them in governing their user portal solutions and infrastructure, especially leveraging SharePoint and Microsoft technology stack.

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Effective Portal Governance

  1. 1. Effective SharePoint GovernanceSuccessfully Empowering Users to Maximize the Potential of SharePointJeff Block, Director of Consulting ServicesNeudesic, Midwest Regionjeff.block@neudesic.com | 630-743-5617© 2001-2009 Neudesic, LLC. All rights reserved.
  2. 2. Agenda Introduction Why Governance? What is Governance? Making Governance Actually Work Some Ancillary Issues / Topics Next Steps Q&A2 © 2001-2011 Neudesic, LLC. All rights reserved.
  3. 3. Agenda Introduction Why Governance? What is Governance? Making Governance Actually Work Some Ancillary Issues / Topics Next Steps Q&A3 © 2001-2011 Neudesic, LLC. All rights reserved.
  4. 4. IntroductionWho Am I? • Jeff Block – Director of Consulting Services, Neudesic Midwest Region – Consulting for 16 years › Experience with many competing technology platforms › Business Intelligence › Strategic Partnership between the Business and IT – A number of governance-related engagements for global companies – http://www.linkedin.com/in/jeffblock • Neudesic – Pure-play Microsoft consultancy, with seven practices: › Portals and Collaboration (SharePoint) › Mobility (Windows Mobile 7, iPhone/iPad, Android, Blackberry, etc) › Connected Systems (BizTalk) › Custom Development (.NET) › Business Intelligence (SQL Server, SSR/A/IS, PerformancePoint, Office) › CRM (Dynamics) › User Experience (Information Architecture, Visual Design, etc)4 © 2001-2011 Neudesic, LLC. All rights reserved.
  5. 5. Agenda Introduction Why Governance? What is Governance? Making Governance Actually Work Some Ancillary Issues / Topics Next Steps Q&A5 © 2001-2011 Neudesic, LLC. All rights reserved.
  6. 6. Why Governance?The Universe Tends Toward Chaos Newton’s 2nd Law of Thermodynamics: The entropy of an isolated system always increases in the course of any spontaneous change. • Translation: Unless you add energy to the system, the system will tend from order to disorder • Your Intranet infrastructure, corporate culture, and software development processes are no different – Unless you intentionally invest in them, they will tend toward chaos as well6 © 2001-2011 Neudesic, LLC. All rights reserved.
  7. 7. Why Governance?Information Technology Chaos? • Site (and Content) Proliferation – Sites with no ownership, responsibility, accountability, plan, vision, etc – Sites with unusable or obsolete “junk” in them – Retention policy? Consistent approach to content management? • Server Proliferation – IT doesn’t meet needs rapidly enough, so set up an additional system – Avoid “throwing another server at the problem” • Technology Proliferation – Inconsistency in technology usage › Desktop storage, file servers, public folders, document management systems, email attachments, external drives, online SkyDrives, etc. • All resulting in User Confusion – Where do I post a discussion or document? – How do I find the information I’m looking for?7 © 2001-2011 Neudesic, LLC. All rights reserved.
  8. 8. Why Governance?With great power comes great responsibility Defining SharePoint... • What is an application? – A tool to accomplish a specific, pre-defined task • What is a framework? – A platform on which to build tools to accomplish many as-yet-undefined tasks • SharePoint is a framework, not an application – As such, it is very powerful and must be accompanied by human support, standards, policies, processes, etc in order to prevent the natural decent into chaos • Applications require… Training • Frameworks require… Governance8 © 2001-2011 Neudesic, LLC. All rights reserved.
  9. 9. Why Governance?The Key to Maximizing SharePoint Good People Good Plan Effective Staff + Governance = Maximum Return on Investment  Increased productivity and efficiency  Reduced cost  Faster time-to-value  Increased, accelerated adoption  Greater predictability  Improved morale  Etc9 © 2001-2011 Neudesic, LLC. All rights reserved.
  10. 10. Agenda Introduction Why Governance? What is Governance? Making Governance Actually Work Some Ancillary Issues / Topics Next Steps Q&A10 © 2001-2011 Neudesic, LLC. All rights reserved.
  11. 11. What is Governance?Governance is… • Intentional Vision and Strategy – High-level strategic objectives – Initiative success criteria / key performance indicators – Organizational values and priorities – Target focus areas (where SharePoint can return the greatest in the least time) › Business Intelligence › Business Process Management / Automation › Collaboration › Communication (internal and/or external) › Knowledge Management › Project and/or Task Management › Relationship Management (customers, vendors, etc) – Target business units › Who will drive adoption? › Who will provide thought leadership? › Who is funded? › Who is politically connected?11 © 2001-2011 Neudesic, LLC. All rights reserved.
  12. 12. What is Governance?Common Business Case Elements Encourage Provide Reduce TCO Standards and Service and Consistency Solution Empower Optimize Brand Business Reduce Remove Empower redundant legacy Teams technology Provide Drive Empower best Efficiency End Users practices12 © 2001-2011 Neudesic, LLC. All rights reserved.
  13. 13. What is Governance?Governance is… • Intentional Vision and Strategy • Intentional Plan (Roadmap) – Strategic roadmap for first year or two › More than that is just silly in today’s world – Focus on first six months for details; leave the rest high-level – Must deliver significant value with first release, and at least quarterly thereafter – Interview stakeholders to understand business priorities and requirements – Central representative governing body (with C-level authority) juggles priorities and adjudicates conflict › The “Governance Board”13 © 2001-2011 Neudesic, LLC. All rights reserved.
  14. 14. What is Governance?Governance is… • Intentional Vision and Strategy • Intentional Plan (Roadmap) – Strategic roadmap for first year or two – Focus on first six months for details; leave the rest high-level – Must deliver significant value with first release, and at least quarterly thereafter – Interview stakeholders to understand business priorities and requirements – Central body (with C-level authority) juggles priorities and adjudicates conflict14 © 2001-2011 Neudesic, LLC. All rights reserved.
  15. 15. What is Governance?Governance is… • Intentional Vision and Strategy • Intentional Plan (Roadmap) • Intentional Marketing, Training, and Communication Plans – First, call your initiative something! Market it. Make it trendy. – How will the organization become aware of SharePoint and how to use it? – How will detractors be identified and converted to active supporters? – How and when will users be trained on new functionality? – How and when will new capabilities be socialized within the organization? – How will business priorities be gathered, prioritized, and expectations managed? – A few recommendations for delivery vehicles: › Webinars › Newsletters › Promotional items – Hats? Shirts? Pens? What else? › Lunch-and-learn sessions › Launch parties15 © 2001-2011 Neudesic, LLC. All rights reserved.
  16. 16. What is Governance?Governance is… • Intentional Vision and Strategy • Intentional Plan (Roadmap) • Intentional Marketing, Training, and Communication Plans • Intentional Authority, Roles, and Responsibilities – A governing body or steering committee who provides leadership › Owns and maintains vision, strategy and roadmap › Comprised of representatives from business units and IT › Prioritizes projects and other tasks in the context of overall business objectives › Manages the budget and schedule › Ensures availability of Intranet services › Enforces processes, adjudicates conflict – the final arbiter of decisions related to Intranet – Establish who does what when and how › Ownership › Organization structure, span of care › Security and user access – Works with (does not replace) IT steering committee16 © 2001-2011 Neudesic, LLC. All rights reserved.
  17. 17. What is Governance?Governance is… • Intentional Vision and Strategy • Intentional Plan (Roadmap) • Intentional Marketing, Training, and Communication Plans • Intentional Authority, Roles, and Responsibilities – A governing body or steering committee who provides leadership › Owns and maintains vision, strategy and roadmap › Comprised of representatives from business units and IT › Prioritizes projects and other tasks in the context of overall business objectives › Manages the budget and schedule › Ensures availability of Intranet services › Enforces processes, adjudicates conflict – the final arbiter of decisions related to Intranet – Establish who does what when and how › Ownership › Organization structure, span of care › Security and user access – Works with (does not replace) IT steering committee17 © 2001-2011 Neudesic, LLC. All rights reserved.
  18. 18. What is Governance?Governance is… • Intentional Vision and Strategy • Intentional Plan (Roadmap) • Intentional Marketing, Training, and Communication Plans • Intentional Authority, Roles, and Responsibilities • Intentional Standards, Policies, and Processes – Security and user access – identifying users playing admin, owner, contributor, approver, and reader roles in SharePoint – Site provisioning – delegation of authority to provision new sites and components, including team sites and MySites – Site management – backups, site expiration, data retention, quotas, etc. – Content management and discovery – storing, browsing, and searching for content, including metadata strategy – Design, Development and Deployment – frequent, successful, repeatable delivery of powerful, manageable, intuitive SharePoint solutions by multiple teams – More? Others? – What is necessary in your unique environment?18 © 2001-2011 Neudesic, LLC. All rights reserved.
  19. 19. What is Governance?User Access Matrix19 © 2001-2011 Neudesic, LLC. All rights reserved.
  20. 20. What is Governance?Inherited Security Hierarchy20 © 2001-2011 Neudesic, LLC. All rights reserved.
  21. 21. What is Governance?Physical Deployment Model21 © 2001-2011 Neudesic, LLC. All rights reserved.
  22. 22. What is Governance?Software Development Lifecycle22 © 2001-2011 Neudesic, LLC. All rights reserved.
  23. 23. What is Governance?Governance is… • Intentional Vision and Strategy • Intentional Plan (Roadmap) • Intentional Marketing, Training, and Communication Plans • Intentional Authority, Roles, and Responsibilities • Intentional Standards, Policies, and Processes • Intentional Design – Information Architecture › Defines the structure of web applications, site collections, and sites in the enterprise › Formalizes how content will be stored and organized › Metadata strategy – User Experience › Formalizes how content will be discovered, presented, and consumed › Visual design, site templates, page layouts, etc23 © 2001-2011 Neudesic, LLC. All rights reserved.
  24. 24. What is Governance?General Information Architecture Controlled  Tightly governed  Content approved  Content pushed from HQ Permanent Dashboards, BI, BPM, Applications Intranet Portal Permanent Knowledge Management, Info Sharing Global Department Portals Transient Collaboration More Ad-Hoc  Loosely governed  Few approvals Regional / Entity Portals Permanent  Collaborative Personal profiles / info Collaborative (Team / Project) Sites Personal MySites24 © 2001-2011 Neudesic, LLC. All rights reserved.
  25. 25. What is Governance?Did I mention Intentionality? • Can anyone tell me what the theme of governance is? • This means three things: planning, executing, and measuring – Take the time (energy, money, focus) to develop a plan – Plan includes definition of success (KPI’s) and metrics to guide you – Execute the plan; don’t wander off the path – Frequently evaluate if the plan is working – If not, change the plan25 © 2001-2011 Neudesic, LLC. All rights reserved.
  26. 26. Agenda Introduction Why Governance? What is Governance? Making Governance Actually Work Some Ancillary Issues / Topics Next Steps Q&A26 © 2001-2011 Neudesic, LLC. All rights reserved.
  27. 27. Making it WorkWho Needs Governance Anyway? • If my Aunt Ruth used SharePoint, she’d need a governance model • We already agreed that the universe tends toward chaos • So, you have a choice: The natural evolution toward chaos – or – An intentional governance model27 © 2001-2011 Neudesic, LLC. All rights reserved.
  28. 28. Making it WorkWhere the rubber meets the road Five things to consider when rolling out a governance plan… 1. Practicality 2. Making it accessible 3. Supporting it 4. Engraining it in the Culture 5. Proving it28 © 2001-2011 Neudesic, LLC. All rights reserved.
  29. 29. Making it WorkGovernance must be Practical Who’s heard of the “Goldie Locks Principle”?29 © 2001-2011 Neudesic, LLC. All rights reserved.
  30. 30. Making it WorkGovernance must be Practical Process Balance • Too much process – We bog down in bureaucracy, and implementation team wants to find a new habitable planet • Too little process – We bog down in chaos, and support staff wants to find a new habitable planet • In either case, management wants to switch their focus to discovering warp drive • One size does not fit all; must be personalized to your culture • Rule of thumb – In order to be institutionalized, every process, policy, standard, process, etc must include stated goals which can be mapped to top-level KPI’s (key performance indicators) › If it doesn’t, then it shouldn’t be allowed to become “law”30 © 2001-2011 Neudesic, LLC. All rights reserved.
  31. 31. Making it WorkGovernance must be Practical Process Balance • Too much process – We bog down in bureaucracy, and implementation team wants to find a new IT Control habitable planet • Too little process User – We bog down in chaos, and support staff wants to Empowerment find a new habitable planet • In either case, management wants to switch their focus to discovering warp drive • One size does not fit all; must be personalized to your culture • Rule of thumb – In order to be institutionalized, every process, policy, standard, process, etc must include stated goals which can be mapped to top-level KPI’s (key performance indicators)31 © 2001-2011 Neudesic, LLC. All rights reserved.
  32. 32. Making it WorkGovernance must be Practical Vision Balance • Too short-term – We wander aimlessly, because we have not defined a big picture to shoot for / against which to measure success • Too long-term – We try to create a grand vision without making concrete progress, and never get off the ground • Rules of thumb – Avoid extremes; for every objective, ask what the short- and long term returns are › Value delivered in 30-60 days? › Value delivered in 9-12 months? – Identify 3-4 quick wins for every year of strategic roadmap32 © 2001-2011 Neudesic, LLC. All rights reserved.
  33. 33. Making it WorkGovernance must be Accessible • Intentional communication, marketing, and training plans are not optional • If people don’t understand it or know how it works, it will fail • If people can’t find resources they need, it will fail – Metadata strategy? Information architecture? – How will content be consistently and effectively stored, searched, browsed? • Highly recommend building a governance site into SharePoint, not just delivering some Word document – Will be out of date the second it’s published – Will sit on a shelf and not be read – If you’re delivering knowledge management, shouldn’t the governance model be included?33 © 2001-2011 Neudesic, LLC. All rights reserved.
  34. 34. Making it WorkGovernance must be Supported • Executive sponsorship mandatory – The right person will self-identify – Would he say in mixed company that SharePoint and related governance are “necessary” and “critical” or “nice to have”? – What has he/she done (not said) to lend support to the initiative? • Direct involvement from someone at the C-level – If not direct, then strongly endorsed • Initiative sponsored by someone who cannot be overruled – Don’t underestimate their golf game • SharePoint and related governance cannot be an IT initiative • Avoid silos and the domination of a single business unit – Sales, Marketing, Finance, Operations – All are critical; none are an island or the only game in town • Make sure policies, processes, and technology will receive the proper care and feeding – Neither SharePoint nor your governance model will maintain itself34 © 2001-2011 Neudesic, LLC. All rights reserved.
  35. 35. Making it WorkGovernance must be Engrained in the Culture • Won’t be enough for a couple people to be really excited – Intentionally enact policies which drive adoption broadly and deeply • Identify champions early and involve them – They will naturally get others on-board • Also intentionally target the nay-sayers – Do what it takes to turn them into advocates – Even if it’s a one-off, label it “SharePoint” or “Governance” • Communication, marketing, and training plans are crucial • Strike the delicate balance: – Make everyone you can feel involvement and ownership – Don’t get too many cooks in the kitchen35 © 2001-2011 Neudesic, LLC. All rights reserved.
  36. 36. Making it WorkGovernance must be Proven • Develop key POC’s in parallel with governance model development – Wins over detractors – Mitigates risk / eliminates unknowns – Gives you demo fodder • Identify pilot projects as governance comes online – Proves the governance model – Drives adoption • Select pilots / target business units based on – Business value – Political influence within the organization › Don’t underestimate! – Technical feasibility / Level of effort › Hard enough to offer value / prove some things › Easy enough to accomplish quickly with fairly low risk – Level of support a quick win in this area will secure for the initiative36 © 2001-2011 Neudesic, LLC. All rights reserved.
  37. 37. Agenda Introduction Why Governance? What is Governance? Making Governance Actually Work Some Ancillary Issues / Topics Next Steps Q&A37 © 2001-2011 Neudesic, LLC. All rights reserved.
  38. 38. Ancillary TopicsDriving Adoption of SharePoint • Broad and deep adoption are the signs of success (duh!) • Governance first helps drive adoption by not being in the way of it – Overly complex or inaccessible models are their own worst enemy • Communication, training, and marketing are key – Nobody will dive into something they don’t understand or don’t know how to use • Pilot projects are also very important – Ask the business what they need (again, duh!) – It’s almost certain SharePoint can help solve their problems; the question is whether or not you truly understand their problems • Remember, you have to sell it – The default behavior is to not adopt (or fund) something new – There has to be a legitimate business case38 © 2001-2011 Neudesic, LLC. All rights reserved.
  39. 39. Ancillary TopicsWhat if it’s SharePoint in the Cloud? • On-prem and cloud deployments require you to consider: – How will environment be supported? – What are the QoS requirements / SLA’s to your users? – How will you ensure availability, scalability, performance? – Etc • Both require unique / specific governance considerations • If on-premise, then you need – Significant knowledge / skills in-house to maintain environment – Protective process “walls” to prevent cowboys in your IT group from making unwanted, unauthorized changes • If BPOS / Office 365, then you need – Experts to liaise with Microsoft – Non-trivial to know all the ins and outs of what you can and cannot do in the constantly changing BPOS environment – Preparing High-Level Design (HLD) documentation – actually quite complicated – A LOT of extra time / room in the schedule for changes to make it to production • Managed hosting services is the compromise between on-premise and BPOS39 © 2001-2011 Neudesic, LLC. All rights reserved.
  40. 40. Agenda Introduction Why Governance? What is Governance? Making Governance Actually Work Some Ancillary Issues / Topics Next Steps Q&A40 © 2001-2011 Neudesic, LLC. All rights reserved.
  41. 41. Next StepsTwo Concrete, Immediate Next Steps 1. Learn more about SharePoint governance – http://www.sharepointgovernance.org (SharePoint User Community, focusing on governance) – http://office.microsoft.com/download/afile.aspx?AssetID=AM102306291033 (Microsoft SharePoint 2007 Governance Checklist) – http://governance.codeplex.com/ (CodePlex SharePoint Governance and Manageability) 2. Call in Expert Assistance – Governance Assessment – In a one-week engagement, Neudesic can evaluate the state of your existing SharePoint governance model, and deliver a plan for improvement and implementation of best practices – Governance Model Development – In a 4-to-8 week engagement, Neudesic can assist you in establishing the right governance model for your enterprise – Feel free to shoot me an email or chat with me afterwards41 © 2001-2011 Neudesic, LLC. All rights reserved.
  42. 42. Agenda Introduction Why Governance? What is Governance? Making Governance Actually Work Some Ancillary Issues / Topics Next Steps Q&A42 © 2001-2011 Neudesic, LLC. All rights reserved.
  43. 43. Thank you!Jeff Block, Director of Consulting ServicesNeudesic, Midwest Regionjeff.block@neudesic.com | 630-743-5617© 2001-2009 Neudesic, LLC. All rights reserved.

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