Governance Fundamentals for SharePointScott Jamison
Meet Scott Jamison Chief Architect & CEO at Jornata Formerly a Director at Microsoft Microsoft partner w/Gold Competency in Portals & Collab SharePoint MVP Microsoft Certified Architect for SharePoint Microsoft Certified Master for SharePoint Author: Essential SharePoint 2007 Essential SharePoint 2010 Five whitepapers on SharePoint 2010 Blog: www.scottjamison.com Twitter: @sjam
Why do you need a Governance Plan? What does Governance mean in the context of SharePoint? Top Ten Governance Considerations for SharePoint Summary
You want to create an easy way for people to get around So, you create a project called the “Interstate Highway System” You invest heavily in infrastructure (fuel-efficient cars, excellent roadways, gas stations, etc.) BUT…you neglect to invest in the “rules of the road” Drive on the right (or left) Stop at intersections Without them, there‟s chaos.
SharePoint Governance:Simply the “Rules of the Road”
Training Support Technology 20% Policies CommunicationDeployment Documentation
Not defining policies on what to use SharePoint for (and what not to use it for) Empowering users without appropriate training and guidance Letting users manage security when they have no clue what they are doing Not planning for scale and/or growth Providing (or not providing) SharePoint as a centralized service for the organization
Avoid sprawl Ensure that content quality is maintained Consistently provide a great user experience Establish clear decision making authority Establish clear process for new policies and features Establish clear escalation procedures so that policy violations are dealt with and conflicts are resolved on a timely basis Ensure that the portal strategy is aligned with business objectives so that it delivers business value
Because: SharePoint often overlaps with other installed applications in particular capabilities Many of SharePoint‟s capabilities are not „required‟ or „mandated‟; users need to understand the value to get the benefit Users can do a lot – we give them “great power” and need to ensure they accept their “great responsibility”
Your governance plan defines: roles & responsibilities technology and policy guidelines processes to resolve ambiguity, manage short and long-range goals, and mitigate conflict within an organization
Your governance plan: Clarifies your plan for SharePoint design and usage Creates structure and framework to measure and manage the success of your solution over time
Policies (“May/May Not do”) “You must stop at intersections.” Guidance (“Should/Should Not do”) “You should stop at a gas station if you‟re at ¼ tank or less.” Enforcement (“Can/Cannot do”) “Here‟s your speeding ticket.” “In a skid, anti-lock brakes will engage automatically.”
1. Have a Clear Vision2. Key Roles and Responsibilities3. Deployment Model4. Governance Needs Can Vary Within Your IA5. Policies6. Guiding Principles7. Launch and Roll-out (Adoption) Strategy8. Content Management Plan9. Training Plan10. Governance Plan Document
Improve collaboration with partners Create a searchable central repository of marketing assets Provide a one-stop shop for firm-wide information Share best practices and collaborate across teams with online collaboration workspaces Replace shared drives with searchable, organized document repositories Provide a platform for document management Showcase a business process dashboard
Provide easier and more timely access to the information employees need to get their work done Provide easier and more effective mechanisms to move work between business entities, such as self-service for customers or partners, enabling outsourcing by providing business partners with access to a collaboration environment or business data on an extranet Provide an organized "one stop shop" for information by making it easier to find authoritative information Improve the ability to share and exchange information across the organization by providing an electronic publishing method that is easy for users to leverage Improve the "time to talent," the speed with which new employees become productive Capture knowledge of retiring employees in a collaborative environment
Put the right team together…early Use an upgrade to 2013 as an opportunity! Don‟t assume SharePoint can be managed with existing resources (even if SharePoint is already in place). Getting the right people in place is an important step in the process. Include both business process and IT process contacts on the governance team Work with the PMO and standards teams within the organization to leverage ITIL, ISO, Six Sigma, and other standards that may be in place
Role Responsibilities Provides executive level sponsorship for the solution. The primary responsibility of the Executive Sponsor is strategic, positioning the solution as a critical mechanism for achieving business valueExecutive Sponsor and helping to communicate the value of the solution to the management levels of the organization. Serves as a governance body with ultimate responsibility for meeting the goals of the solution. This Board is typically comprised of representatives of each of the major businesses representedGovernance in the solution, including Corporate Communications and IT.Board/SteeringCommittee Manages the overall design and functionality integrity of the solution from a businessBusiness Owner perspective.Solution Administrator Manages the overall design and functionality integrity of the solution from a technology(Technology) perspective. Works in partnership with the Business Owner.Technology Support Ensures the technical integrity of the solution. Develops new web parts and provides support toTeam Site Sponsors/Owners seeking enhancements to their pages or new uses of the solution.
Role Responsibilities Serves as the centralized, primary role for ensuring that content for a particular page/site isSite Sponsor/Owner properly collected, reviewed, published, and maintained over time. The Site or Page Sponsor/Owner is an expert in the content that is showcased on the site or page. Manages the site day-to-day by executing the functions required to ensure that the content on the site or page is accurate and relevant. Monitors site security to ensure that theSite Steward security model for the site matches the goals of the business and Site Sponsor/Owner and support users of the site by serving as the primary identified contact point for the site. Uses the solution to access and share information. Users may have different accessUsers permissions in different areas of the solution, sometimes acting as a Contributor and other times acting as a Visitor.
• One Farm? Many Farms?• Central Service?• Distributed Administration?
Permanent central portal - Few authors/Many readersIncreasing Strictness of Governance Communication Portal • Central navigation Central • Central taxonomy Portal Departmental portlets • Divisional stakeholders • Departments • Enterprise search • Resources Departmental • Business Processes Portlets - Few authors/Many readers Collaboration Semi Structured • Local taxonomies Projects & Workspaces Team sites • Local search - Multiple authors Blogs, bios, Personal My Sites Social Above The Line versus Below The Line
Design Policies Policies and Best Practices for Site Designers Usage Policies 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 Help Policies Get support and training Request design and development services Request new functionality
Guiding Principles help Site Designers narrow the scope of the “possible” to focus on the “practical” and “valuable.” Best Route Guiding Principles help Site Designers make trade-offs (“if this is the problem, choose this approach”) Guiding Principles remind users of the behaviors necessary to achieve business objectives (such as “send links, not attachments”)
Consistent user experience Design with the end user in mind – minimize the need for training Standards tied to scope (audience) Just because you can, doesn‟t mean you should (“with great power comes great responsibility”) Existing rules still apply (privacy, use of IT resources, records retention) Default access is “read only” for all – apply additional “read” security only as needed
No e-mail attachments – send links Publish once, link many 2007: Use Metadata, not Folders – more flexible in responding to a dynamic environment 2010/2013: Use folders, inherit metadata Content management is everyone‟s responsibility but site owners are accountable Content owners are responsible for ensuring their content is managed according to corporate records retention policies.
Potential Issues: The new system will require time for the company culture to adapt to it – build that time into the schedule Users may lack sufficient training – ensure they get the training they need Users may continue to do things the way they are used to – encourage users to adopt new business practices Tactics: Fun and engaging launch event Online scavenger hunt “Lunch and Learn” Power Users Community of Practice
What is the only thing we can guarantee about your solution? Everything will change! Establish who can change and approve content Establish how often content needs to be reviewed – better yet, build in automated processes to route content for review Establish policies regarding who will manage content security Establish policies on what customization is allowed on a site Establish policies for code deployment Plan for your Governance Plan to change!
For publishing pages, map all site content to: Owner Owner: Mary Smith Contains: Featured Content Description of content Description: A link to a featured Update schedule item along with a short description. Updated: Weekly Example: Consequence: Fired!
39 Not a “one time” thing Not just about features and functions – it‟s also about guiding principles, value proposition, etc. Don‟t forget that everyone is listening to the same radio station: WIIFM – make it personal! Who to train: Site Collection Administrator(s) Engineers, ops, developers, designers Help Desk End users What to train: Skills to design, manage and support Consider a variety of approaches – not everyone learns the same way
Consider breaking the document into “consumable” chunks Vision, Roles and Responsibilities, Guiding Principles Policies, Guidelines/Best Practices, and Procedures Don‟t include: TIP 1: The process of Implementation Details creating the document is the most important part! Network Requirements Feature Requirements TIP 2: Governance without enforcement is merely suggestion…
SECTION 1: General Governance Guidelines SECTION 2: Detailed Governance Policies and Standards SECTION 3: Enforcement1.0 Governance Plan Objective 6.0 Content Management Policies and Standards 9.0 Policy and Process2.0 Vision Statement • Posting Content to Existing Pages or Sites 10.0 Guidance3.0 General Guidelines • Posting Content to the Home Page 11.0 Penalties4.0 Roles and Responsibilities • Posting Content to Personal Pages5.0 Guiding Principles • Social Tags and Ratings • Records Retention • Content Auditing and Review • Detailed ownership list – all sites/pages 7.0 Design Policies and Standards • Creating New Subsites • Page Layout and Organization • Content Types and Metadata • Content-Specific Guidelines/Policies • Security • Branding 8.0 Customization Policies and Standards • Browser-based updates • Updates based on SharePoint Designer • Sandboxed Solutions • Centrally-deployed / 3rd Party Solutions
Social Computing Implications SharePoint 2013 offers users a far more participatory role in the solution information architecture through the use of “social data” such as tags, bookmarks and ratings. Users need to understand and internalize the value proposition for leveraging these features. Solution designers will likely need to provide both guidance and encouragement for their use.
Managed Metadata Consistent Terminology Better Navigation/Filtering Better Search Results Easier on Users But…potential for confusion What is Metadata? Authoritative Tagging vs. Social Tagging Taxonomy vs. Folksonomy
Records Management In-Place Records vs. Records Archive You‟ll likely use both – need to decide which and when Has effect on: Record retention rules Which users can view records Ease of locating records (Collaborators vs. Records Managers) Maintaining each version as a record Records Auditing Site Organization (and number of sites used) E-Discovery Security If you are doing Records Archive, you need a records manager role!
Failing to Plan = Planning to Fail Get a Governance Board or Steering Committee in place with a strong advocate in the role of Executive Sponsor Keep your governance model simple (KISS!) Just because SharePoint has a cool feature doesnt mean that you need to deploy it Full Control or Site Ownership? Require Training! An effective governance plan doesn‟t have to constrain every move – it has to provide guidance to users to ensure that your solution remains effective and vibrant over time