MANAGING SHAREPOINTBUSINESS GOVERNANCE<br />Veronique Palmer<br />SharePoint MVP<br />March 2011<br />
Business Owner<br />User Adoption Specialist<br />End User Trainer<br />Team Lead<br />E<br />E<br />T<br />M<br />M<br />...
Considerations<br />What’s Important<br />Why Govern<br />Agenda<br />Management Actions<br />Success Factors<br />Resourc...
Business vs IT<br />Team Site vs Intranet <br />Site vs My Site<br />New vs <br />Established<br />Owned vs Not<br />CONSI...
No One Size<br />5<br />
What’s Important … To YOU?<br />Most<br />Taxonomy<br />Blocking email attachments<br />Consistent branding<br />Portal Ac...
?<br />?<br />?<br />7<br />
Compliance<br />Violations<br />Deviations<br />E<br />B<br />E<br />C<br />A<br />U<br />S<br />Boundaries<br />Conflicts...
500 million social tags, notes and ratings<br />30 million documents per library<br />30 million items in a list<br />2 mi...
What’s it About?<br />Control<br />or<br />Enablement<br />
Educate<br />Communicate<br />Gov<br />Mission<br />Guide<br />Manage<br />
MISSION<br />Explain<br />BENEFITS<br />
SharePoint Governance or…?<br />Administration<br />Management<br />Usage Policy<br />Instructions<br />Regulations<br />O...
MANAGEMENT<br />ACTIONS<br />
Site Owners?<br />
Site Owners?<br />Metadata not folders<br /> Link to ‘home’ page<br /> Minimum tag<br /> Naming standards<br /> Versioning...
The Plan<br />Operating manual<br />Agreed to<br />Can and can’t do<br />Balancing act<br />Roles<br />Understood<br />Use...
Sample Governance Plans<br />http://www.letscollaborate.co.za/Resource-Centre/SitePages/SharePointGovernance.aspx<br />
Not sure what to govern?<br />Internal Auditors<br />External Auditors<br />Companies Act<br />ISO9001<br />Regulatory<br ...
WEEKLY!<br />Announcements<br />Emails<br />SMS’s<br />User groups<br />Printed<br />Roadshows<br />Newsletters<br />In tr...
Acknowledgement<br />Strrrrrike 3!<br />Consequences<br />Rewards<br />N<br />F<br />O<br />R<br />C<br />E<br />E<br />
Owner<br />HR<br />Ops<br />IT<br />KM<br />Compliance<br />Marketing<br />Project Office<br />Sales<br />Finance<br />E<b...
SharePoint List<br />Tasks<br />Agendas<br />E<br />C<br />O<br />R<br />D<br />R<br />Minutes<br />
U<br />B<br />L<br />I<br />S<br />H<br />P<br />26<br />
Wiki!<br />
<ul><li>Team site
Communication
Training
Governance Plan
2010</li></ul>Adapt<br />Review<br />Maintain<br />A<br />I<br />N<br />T<br />A<br />I<br />M<br />N<br />
Dependencies<br />Ownership<br />Understand OOB<br />Dedicated team<br />Trained users<br />Experienced SCA’s<br />29<br />
7 Steps to Successful Governance<br />Document<br />Communicate<br />Enforce<br />Meet<br />Record<br />Summary<br />Publi...
3<br />Best Practices<br /><ul><li>Decide what’s important
Start small
Evolve over time</li></ul>3<br />   Worst Practices<br /><ul><li>Do nothing
Over engineer
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Managing SharePoint Business Governance - BPC11 - March 2011

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  • Imagine if you got what you wished for – every single user in the company on SharePoint, and running up these numbers….
  • Managing SharePoint Business Governance - BPC11 - March 2011

    1. 1. MANAGING SHAREPOINTBUSINESS GOVERNANCE<br />Veronique Palmer<br />SharePoint MVP<br />March 2011<br />
    2. 2. Business Owner<br />User Adoption Specialist<br />End User Trainer<br />Team Lead<br />E<br />E<br />T<br />M<br />M<br />E<br />
    3. 3. Considerations<br />What’s Important<br />Why Govern<br />Agenda<br />Management Actions<br />Success Factors<br />Resources<br />Questions<br />
    4. 4. Business vs IT<br />Team Site vs Intranet <br />Site vs My Site<br />New vs <br />Established<br />Owned vs Not<br />CONSIDERATIONS<br />Intranet vs Extranet <br />vs Internet<br />Large vs Small<br />Dedicated vs <br />Part-time<br />2007 vs 2010<br />
    5. 5. No One Size<br />5<br />
    6. 6. What’s Important … To YOU?<br />Most<br />Taxonomy<br />Blocking email attachments<br />Consistent branding<br />Portal Activities<br />Least<br />Replace file shares<br />Integration<br />Social networking<br />Global access<br />Etc…<br />BPM<br />
    7. 7. ?<br />?<br />?<br />7<br />
    8. 8.
    9. 9.
    10. 10. Compliance<br />Violations<br />Deviations<br />E<br />B<br />E<br />C<br />A<br />U<br />S<br />Boundaries<br />Conflicts<br />Contributors<br />10<br />
    11. 11. 500 million social tags, notes and ratings<br />30 million documents per library<br />30 million items in a list<br />2 million users per site collection<br />1 million alerts on Searches<br />1 million terms and terms sets<br />400 000 major versions per document<br />250 000 site and subsites per site collection<br />10 000 user groups per site collection<br />10 000 metadata tags recognised per item when searched<br />5000 documents or list items displayed per page<br />5000 blogs per site<br />5000 groups is how many each user can belong to<br />5000 users can be in one Active Directory group<br />2000 site collections per content database<br />2000 subsites under View All Site Content<br />1000 comments per blog post<br />1500 projects deliverables per Project Server plan<br />1800 documents in a SharePoint Workspace<br />100 items at a time you can bulk edit<br />25 web parts per page / wiki<br />10 people editing a Word or PowerPoint document at the same time<br />100GB space per site collection<br />2GB per document upload size<br />EVERYONE?!<br />
    12. 12. What’s it About?<br />Control<br />or<br />Enablement<br />
    13. 13. Educate<br />Communicate<br />Gov<br />Mission<br />Guide<br />Manage<br />
    14. 14. MISSION<br />Explain<br />BENEFITS<br />
    15. 15. SharePoint Governance or…?<br />Administration<br />Management<br />Usage Policy<br />Instructions<br />Regulations<br />Operations<br />Guidance<br />Conduct<br />Rules<br />
    16. 16. MANAGEMENT<br />ACTIONS<br />
    17. 17. Site Owners?<br />
    18. 18. Site Owners?<br />Metadata not folders<br /> Link to ‘home’ page<br /> Minimum tag<br /> Naming standards<br /> Versioning and renaming docs<br />Try this at home!<br />Mother Theresa…<br />
    19. 19. The Plan<br />Operating manual<br />Agreed to<br />Can and can’t do<br />Balancing act<br />Roles<br />Understood<br />User impact<br />Growth and change<br />Training plan<br />O<br />C<br />U<br />M<br />E<br />N<br />D<br />T<br />
    20. 20. Sample Governance Plans<br />http://www.letscollaborate.co.za/Resource-Centre/SitePages/SharePointGovernance.aspx<br />
    21. 21. Not sure what to govern?<br />Internal Auditors<br />External Auditors<br />Companies Act<br />ISO9001<br />Regulatory<br />#BPC11<br />
    22. 22. WEEKLY!<br />Announcements<br />Emails<br />SMS’s<br />User groups<br />Printed<br />Roadshows<br />Newsletters<br />In training<br />Problems<br />Changes<br />News<br />Tips<br />O<br />M<br />M<br />U<br />N<br />I<br />C<br />C<br />A<br />T<br />E<br />Successes<br />22<br />
    23. 23. Acknowledgement<br />Strrrrrike 3!<br />Consequences<br />Rewards<br />N<br />F<br />O<br />R<br />C<br />E<br />E<br />
    24. 24. Owner<br />HR<br />Ops<br />IT<br />KM<br />Compliance<br />Marketing<br />Project Office<br />Sales<br />Finance<br />E<br />E<br />T<br />M<br />10 - 12<br />24<br />
    25. 25. SharePoint List<br />Tasks<br />Agendas<br />E<br />C<br />O<br />R<br />D<br />R<br />Minutes<br />
    26. 26. U<br />B<br />L<br />I<br />S<br />H<br />P<br />26<br />
    27. 27. Wiki!<br />
    28. 28. <ul><li>Team site
    29. 29. Communication
    30. 30. Training
    31. 31. Governance Plan
    32. 32. 2010</li></ul>Adapt<br />Review<br />Maintain<br />A<br />I<br />N<br />T<br />A<br />I<br />M<br />N<br />
    33. 33. Dependencies<br />Ownership<br />Understand OOB<br />Dedicated team<br />Trained users<br />Experienced SCA’s<br />29<br />
    34. 34. 7 Steps to Successful Governance<br />Document<br />Communicate<br />Enforce<br />Meet<br />Record<br />Summary<br />Publish<br />Maintain<br />
    35. 35. 3<br />Best Practices<br /><ul><li>Decide what’s important
    36. 36. Start small
    37. 37. Evolve over time</li></ul>3<br /> Worst Practices<br /><ul><li>Do nothing
    38. 38. Over engineer
    39. 39. Don’t communicate</li></li></ul><li>Trade Off<br />Do<br />Don’t<br />Free for all<br />Clarity Direction Confidence<br />
    40. 40. Do Something<br />THING<br />
    41. 41. Governance Bloggers<br />Bill English : http://aiimcommunities.org/users/benglish<br />Dux Raymond Sy : http://sp.meetdux.com/default.aspx<br />Jennifer Mason : http://www.sharepoint911.com/blogs/jennifer/default.aspx<br />Michael Sampson : http://www.michaelsampson.net/<br />Paul Culmsee : http://www.cleverworkarounds.com/<br />Richard Harbridge : http://www.rharbridge.com/<br />Ruven Gotz : http://spinsiders.com/ruveng<br />Scott Jamison :http://www.scottjamison.com/blog/<br />Susan Hanley : http://www.networkworld.com/community/sharepoint<br />Veronique Palmer : http://veroniquepalmer.wordpress.com/<br />34<br />
    42. 42. Governance Resources<br />Lets Collaborate Governance Portalhttp://www.letscollaborate.co.za/Resource-Centre/SitePages/SharePointGovernance.aspx<br />Lets Collaborate Governance Plans and Templateshttp://www.letscollaborate.co.za/Resource-Centre/LCs%20Documents/Forms/Governance.aspx<br />Industry Governance Articles on Lets Collaboratehttp://www.letscollaborate.co.za/Lists/Announcements/Governance.aspx<br />Joel Oleson’s Governance Plan http://go.microsoft.com/fwlink/?LinkId=163922<br />SharePoint 2007 Governance Checklist from Microsofthttp://office.microsoft.com/download/afile.aspx?AssetID=AM102306291033<br />SharePoint 2010 Governance Planning from Microsofthttp://www.microsoft.com/downloads/en/details.aspx?FamilyID=D41AB7B1-385B-41F6-90A0-03CFDA4FA98F<br />35<br />
    43. 43. 36<br />
    44. 44. Next Sessions<br />Team Site Security for Site Owners<br />Tuesday at 14:30<br />Effective End User Training<br />Wednesday at 14:30<br />
    45. 45. THANK YOUFor your time SAN DIEGO<br />Please be sure to fill out your session evaluation!<br />veronique@letscollaborate.co.za<br />www.letscollaborate.co.za<br />

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