SharePoint Governance Framework 4.0 introduction

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An introduction to the SharePoint Governance Framework - version 4.0 - used by companies all around the world to establish a professional and operational governance practice for medium and large SharePoint implementations.

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SharePoint Governance Framework 4.0 introduction

  1. 1. PracticalSharePointGovernanceAnders B. SkjønaaEnterprise Architect, PartnerSharePointPeople ApsInternal © 2012 Aker Solutions Preferred partner
  2. 2. SharePoint Governance Framework Communities of MySite / Enterprise practise MyProfile Search Portal BUSINESS APPLICATIONS Quota Quota Best Bets Moderation Social etiquette … Security … … MANAGED SYSTEMS Teamsites Branding STANDARD SOLUTIONS Partner Collaboration site MySite Search User Profile BCS PLATFORM SERVICES Managed Metadata Office Web Apps … Deployment Branding Managed Metadata MANAGED PROCESSES Application Onboarding Information Security … SHAREPOINT INFRASTRUCTURE Storage Operating Systems Security Service Continuity Architecture Internal © 2012 Aker Solutions Preferred partnerSharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
  3. 3. Platform Services The Service Applications that comes with the SharePoint infrastructure are all Platform Services. The list of Platform Services can also include third party tools, like Nintex Workflow, Backup or migration tools etc. Examples SharePoint Service Applications • Managed Metadata Service • Search Service • User Profile Service • Work Management Services Non-SharePoint Service applications (Microsoft or Third party) • Office Web Applications • Nintex Workflow 2013 • Netscaler Load Balancing • Comperio Front (Enterprise Search) Paltform Service Roadmap (Service Catalogue) • … Internal © 2012 Aker Solutions Preferred partnerSharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
  4. 4. Managed Processes A Managed Process is a descriptive process for important procedures that are repeatedly used with the SharePoint platform. The purpose of Managed Processes is to ensure that these procedures are executed in a consistent and supportable way, and that the result of a change to the platform is not compromising the stability or performance of the platform or its tenants. Examples • • Reporting & Communication Training & Adoption The Governance Practise • Branding itself… maybe a managed Metadata Management • • Application On-boarding process? • Development Process • Storage Management • Back-up & Restoration • Infrastructure Management • Support & Service Desk • … Internal © 2012 Aker Solutions Preferred partnerSharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
  5. 5. Standard Solutions A Standard Solution is a template for a Business Application. A Standard Solution has an owner that not only governs the operations of the set of solution instances running on the platform, but also drives maintenance and development of the template; based on business requirements and change requests. Generic standard solutions may be added to the catalogue – like “Web Content Management Intranet Portal” as the template for a solutions that may be highly customized using code. Examples • Communities Implementing similar solutions • MySite multiple times is a major cost driver on SharePoint. Creating • Web Content Management portal a standard Solution Catalogue, • Branding can help you turns high cost • Partner Collaboration site into business productivity. • Campaign site • Help Center … Internal © 2012 Aker Solutions Preferred partnerSharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
  6. 6. The SharePoint Governance Framework Everyone on the same All Managed Systems are Making knowledge Connecting securely to Making information more Cost competitiveness & connected to at least one platform with the same available friends and partners valuable growth ambitions Business Driver, with an services impact weighting, that tells how important for BUSINESS DRIVERS (DERIVED FROM IT STRATEGY) this driver, the Individual system is. Managed Systems are Platform Platform Platform Standard Standard Managed Business App Business App governed objects in the Service & Solution Service Service Service Solution Solution Process Catalogue. Business App Business App Business Applications are Platform Platform Standard Standard Managed Managed instances of standard and Business App Business App custom solution in Service Service Solution Solution Process Process production, running on the SharePoint platform. MANAGED SYSTEMS (Service and Solution Catalogue) BUSINESS APPLICATIONS OPERATIONAL TASKS Tasks are used for doing the oprational work that is defined by Policies and controlled by Controls. Tasks are done by IT Operations (same as any other Control Control operational task) or by the business unit/owner of the individual business application. The linking between controls (governance practise) and tasks Policies (operations) provides line of sight from governance to management.. Control Control CONTENT & COMPLIANCY TASKS POLICIES CONTROLS Policies describe the guidelines Controls are defined to check if (Mandatory and Suggested) for a we are compliant with policies. specific area. Each control will have an owner IT OPERATIONAL TASKS For each guideline/rule it is and a risk impact level, related to defined if the guideline is a managed system. controlled or not. Internal © 2012 Aker Solutions Preferred partnerSharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
  7. 7. Understanding the principles of your role To make the governance practise work, you need to have a team that not only have the technical knowledge and business understanding, but also understand their own responsibilities and role. ■ Governors & Citizens: You are the Governors! ■ Be prepared to make decisions or escalate (10:1) ■ Define the rules, by which you make decisions ■ Document and Communicate ■ If you want to be safe; Escalate approval of your ruleset ■ You are a «govenor» – not «The president» ■ The SharePoint practise is a (kind of) democracy ■ You have responsibility for your area only - but have share a common interest in everyone doing well. ■ You are priveledged to say no ■ If there is a conflict, you escalate! Internal © 2012 Aker Solutions Preferred partnerSharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
  8. 8. The Governance Organisation Service Manager (Business Application) • Typically a business unit member • Owns Business Application requirements Service Manager Service Manager • Builds policies and controls for the relevant business application • Sends requirements through Change Management / SharePoint SDM Business Application Business Application Business Application SharePoint System Manager • Build policies & controls • Platform Service maintenance responsible SP SM SP SM SP SM • Reports to SharePoint SDM (Dotted) SharePoint Platform Manager SharePoint Service Owner • Governance Practise Lead • Management level commitment • Service/Solution Catalogue Owner & communication • Communicates with IT & Business • Owns SharePoint Strategy • Drives Change Management • Owns Business Drivers • Escalation end-point Internal © 2012 Aker Solutions Preferred partnerSharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
  9. 9. Practical SharePoint Governance SCENARIO: Application on-boarding A new version of the corporate intranet is going to run on the available SharePoint infrastructure. The application will add significant traffic and load onto the infrastructure and the solution will be managed by the same resources (and budget) that is managing the existing solutions on SharePoint. A selection of solution requirements: • The new intranet should only be available for all employees / users • The solution should integrate with the existing Social tools and Enterprise Search platform • The intranet must be highly available for business users across the company Internal © 2012 Aker Solutions Preferred partnerSharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
  10. 10. Governance in SharePoint Service SCENARIO: Application on-boarding Examples from a Governance Policy • Any new application that will run on the SharePoint infrastructure must meet a minimum of design requirements; including capacity plan, storage, user access, security, information architecture and functional specification (including design). Based on the design and requirements, the application/solution will be assigned to a standard service level. • Any web-based application must use a common look & feel, including the common page-header with global navigation, owned by Corporate Communication • Any business application must have an assigned business owner, that engages in the business / content governance for this application. • To go into production, any application must go through the standard deployment procedure (DEV → QA → UAT → PROD) using the standard procedures and guidelines for deployment. This includes approval by Platform Owner (Business) and Platform Architect (Technical) • All applications must meet minimum requirements for documentation and training; including handover to service-desk, operational tasks, governance policies and controls, and functional design documentation • Any custom application running on the SharePoint platform must store custom code in the corportate code-repository, as described in the development policy for SharePoint platform. …what else? Internal © 2012 Aker Solutions Preferred partnerSharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
  11. 11. Practical SharePoint Governance SCENARIO: Issue escalation The new Enterprise Search platform scales to 40 million documents. In StereoWorks Corp. the document corpus is more than 3 times as big. Enterprise Search Product Owners suggest what file shares to include in search, but Business Area’s may have different opinions. It is evident, that the most important documents in the business must be indexed for the Enterprise Search solution to gain the adoption expected. Practically… • This issue is NOT solvable in the project. Business Areas that typically pay for the solution (directly or indirectly), will argue that their documents must be a part of the search solution. Therefore the issue must be escalated – but to whom? We need an escalation path… Internal © 2012 Aker Solutions Preferred partnerSharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
  12. 12. Practical SharePoint Governance SCENARIO: Search Service issue escalation Good Governance Practice: Provide a clear escalation path Level 3: SharePoint Service Optional Owner Optional Legal SharePoint Platform Architect Information Security Officer Level 2: SharePoint Level 2: Service Manager Platform Manager (Business Applicaton Owner) Level 1: Search Service Technical / Level 1: SharePoint Manager Business? Platform Service Manager Internal © 2012 Aker Solutions Preferred partnerSharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
  13. 13. Practical SharePoint Governance SCENARIO: Issue escalation Good Governance Practice provides a clear escalation path SharePoint Service Owner Optional Optional … SharePoint Platform Architect … SharePoint Platform Service Manager Manager (Business Application Owner) Technical / SharePoint Platform Platform Service Manager Business? Manager Internal © 2012 Aker Solutions Preferred partnerSharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
  14. 14. SharePoint Business Application planning As a tennant on the enterprise SharePoint platform, any application must have detailed plans for shared services, including: • Information and Service Architecture (SharePoint infrastructure) • Webapplication • Service Applications • Storage and Capacity planning • Tie-in with other applications • Navigation • Integration end-points • Enterprise Search • User Access • Security implementation • Governance engagement • Business Application Owner • Governance practise engagement • Application architecture • Alignment with corporate standards and methods • Enterprise Architecture for SharePoint Internal © 2012 Aker Solutions Preferred partnerSharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
  15. 15. Application Onboarding SharePoint Platform Product Owner Escalated… Manager INITIAL SYSTEM VALIDATION • Required documentation • Platform Scope & Roadmap SharePoint Governance Practise Meeting SYSTEM VALIDATION • Platform architecture fit • Impact on Service Applications • Capacity; Storage and throughput • … SYSTEM IN «ESCROW» Project Team will deliver remaining • System documentation • Operational documentation • Service Desk training • Governance Policies and controls ADDED TO MANAGED SYSTEM • Policies & Controls • Change Management • Operational monitoring • Platform Governance engagement Internal © 2012 Aker Solutions Preferred partnerSharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
  16. 16. SharePoint Deployment PRODUCTION: Fully scaled environment with high availability used for applications that have passed all Production Tests in the deployment process. UAT: Scaled environment (Same as production), used SHAREPOINT SERVERS for testing functionality with pilotgroups; availability and User Acceptance Test (UAT) All SharePoint Servers running on the performance. Production domain must be approved. Through AD Group policies, installation Of a new SharePoint Server is prevented. QA: Non scaled environment, used for testing deployment scripts and smoketesting functionality Quality Assurance (QA) in Aker Solutions SharePoint environments eNet Release Manager PROJECT DEVELOPMENT TEAM Development Test Team Any release must include: Virtual Server (Test domain) Foundation • Solution Packages Server (TFS) • Scripted configuration • Deployment script • Release Notes Virtual Server (Test domain) Developer #1 Developer #2 Developer #3 Virtual Server (Test domain) Virtual Server (Test domain) Virtual Server (Test domain) Internal © 2012 Aker Solutions Preferred partnerSharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
  17. 17. To sum it up… • Using a framework is the key to effective governance • What are we going to manage? • Managed Systems: Processes, Services, Solutions • The Governance Organization: Roles & Responsibilities • Escalation models Feedback & Follow-up Questions Anders B. Skjønaa anders@sharepointpeople.dk sharepointpeople.wordpress.com @skjoenaa Internal © 2012 Aker Solutions Preferred partnerSharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com

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