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5 Things SharePoint Governance Is Not (and could be) - SPSVB 2014
 

5 Things SharePoint Governance Is Not (and could be) - SPSVB 2014

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Over the years I’ve seen SharePoint used for many different reasons (Internet, intranet, collaboration, custom application infrastructure to name a brief few) and have been asked to apply Governance ...

Over the years I’ve seen SharePoint used for many different reasons (Internet, intranet, collaboration, custom application infrastructure to name a brief few) and have been asked to apply Governance for all these scenarios. In this session I will provide you with the 5 things SharePoint governance is not. It sounds negative, but by taking these things into consideration you will have a starting point to more easily apply decision making rules and process/ procedures to support your specific implementation of SharePoint.

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  • Over the years I’ve seen SharePoint used for many different reasons (Internet, intranet, collaboration, custom application infrastructure to name a brief few) and have been asked to apply Governance for all these scenarios. In this session I will provide you with the 5 things SharePoint governance is not. It sounds negative, but by taking these things into consideration you will have a starting point to more easily apply decision making rules and process/ procedures to support your specific implementation of SharePoint.
  • Shared Service ModelOne User’s actions Impacts EveryoneNew Applications/Web Parts
  • Context is KingCollaboration means something different to everyoneThe tool is used differently by a wide group of people
  • Increased User Responsibility Different from every other IT SystemDe-Centralized Control of Security
  • Removes Unspoken RulesOutline Clear Decision Making Authority & AssumptionsDesign & Information ArchitectureEmpower Users but Prevent Wild, Wild WestOptimizes SharePoint for the OrganizationPre-Decides who wins an Argument
  • A great introductory "Collaboration Governance" document was created when MOSS was released in 2007. This was a great starting point to encourage organizations to understand what they've just purchased, and all of the different aspects of management that go into building, growing and nurturing SharePoint as a collaboration platform. It contained "everything, and the kitchen sink", and needs to because the complexity of SharePoint is underestimated. A document, however, is not actually governance - it is the recording of governance decisions.
  • There a many technical factors that affect how SharePoint will be managed within your environment. In some cases the technical policies and procedures already exist, and a SharePoint implementation will fit within the active structure. While the back-up schedule is a critical element of  your deployment to give users confidence in the system, what’s truly important is “How Important is the system to the organization?”
  • As SharePoint usage has exponentially grown over the last 6 years, organizations have realized the areas within content tracking, permissions, back-up/recovery that they would feel more comfortable having more information and control. As a response, several technology vendors have responded with "governance" products that fill the gaps in SharePoint. These are awesome and powerful tools that support governance.http://acceleratio.net/products/governance-toolkit-for-sharepoint/MetavisDocaveMetalogixhighsoftware
  • Templates and structure are very good starting points for governance, but no company has the same exact technical or political footprint to allow for “best practices” to work within each organization. Use the great information that exists to start, but time and effort must be taken to tailor your governance strategy to your own organization.
  • SharePoint governance is none of the above things, so what it’s left? Gather a group of people and create a vision for your implementation, a strategy for supporting that vision, a team to support requests, and outline the decision making process to change everything above. Still not the simplest thing in the world, but without these starting concepts it is hard to focus on the pieces of SharePoint that will most appropriately support your goals for this expansive tool/platform/infrastructure.
  • SharePoint governance is none of the above things, so what it’s left? Gather a group of people and create a vision for your implementation, a strategy for supporting that vision, a team to support requests, and outline the decision making process to change everything above. Still not the simplest thing in the world, but without these starting concepts it is hard to focus on the pieces of SharePoint that will most appropriately support your goals for this expansive tool/platform/infrastructure.
  • Constantly changingDriven by PeopleGrouping of Sites and Focused documentation aimed at specific user groupsGovern through communication

5 Things SharePoint Governance Is Not (and could be) - SPSVB 2014 5 Things SharePoint Governance Is Not (and could be) - SPSVB 2014 Presentation Transcript

  • 1 SharePoint Saturday Virginia Beach 2014 5 THINGS SHAREPOINT GOVERNANCE IS NOT
  • 2 Welcome to SharePoint Saturday Virginia Beach Jan 11, 2014 7:30 - 8:30 Registration(Lobby) Breakfast (Sponsor Hall) 8:30 - 8:45 - Welcome 9:00 - 10:15 – 1st Sessions 10:30 - 11:45 – 2nd Sessions 11:45 - 12:30 – Lunch (Sponsor Hall) 12:30 - 1:45 - 3rd Sessions 2:00 - 3:15 – 4th Sessions 3:30 - 4:45 – 5th Sessions 5:00 - 5:30 - Closing & Giveaways
  • 33 Adam Levithan Senior Consultant Portal Solutions alevithan@portalsolutions.net @portalsolutions @collabadam Also: www.Learnnowonline.com trainings • User • SharePoint 2013 User: Navigation & Communications • SharePoint 2013 User: Libraries and Personal Site • Power User • SharePoint 2013 Power User: Introduction • SharePoint 2013 Power User: Metadata and Libraries • SharePoint 2013 Power User: Pages and Solutions • Site Owner • Coming in March
  • 44 SharePoint/Collaboration … Different?
  • 55 Context is King: Context/Relevancy Finance Time HR My Customers Billing LOB Customers My Life “Systems of Record” CMS Integration CRM My Community Social Office Prod. Task Mgmt Comm Collab. ›Docs ›Tasks ›Process ›Data My work “Systems of Engagement” My Team From Beyond Intranets – Rick Hinton Stakeholders Access My location/device
  • 6 Increased User Responsibilit y
  • 7 Why Governance? • Resolve Ambiguity • Manage Short & Long Range Goals • Mitigate Conflict
  • 88 Compare NOT Mine
  • 9 A Large Document A Large Document
  • 10 10 A Large Document Technical Technical 99.9% Uptime Can I access my content anytime?
  • 11 A Large Document Technical A Technology Is A Technology • “Automatically enforcing permissions, storage configurations, auditing, branding, and lifecycle management options upon request execution” • Administration of multiple farms, site collections and/or sites from a single location • Content auditing, classification and reporting • Usage Metrics Governance?
  • 12 A Large Document Universal Technical A Technology Universal Public website migration to MOSS 2007 for non-profit 900 employees working in more than 30 countries on four continents, plus 1,000+ partners around the world. 16 websites that deliver more than 100 million page views per month … rebuilding the site using the Windows Azure cloud development environment and Microsoft SharePoint 2013. Cambridgeshire Constabulary with 1,100 contables used SharePoint 2013 to replace Lotus Notes and explore how it could better help its employees discover information, share documents, and organize data.
  • 13 13 A Large Document Technical A Technology Universal Optional Optional
  • 14 A Large Document Optional Technical A Technology Decision Making Process Team Universal Optional Strategy Vision
  • 15 15 Govern To steer or pilot a ship, direct - Greek
  • 16 A Large Document Strategic People Business Owner(s) SharePoint Advocate Tactical People Steering Committee Solution Administration Power Users/ Community of Practice # of People Technology Support
  • 17 A Large Document Technical Policies & Procedures Procedure Title Procedure Description Role(s) Responsible Document Upload How documents are uploaded directly to libraries Trainer Users Document Categorization How to classify documents with metadata Trainer Users New site creation How to request new sites are created Support How to request support. User Training Onboarding Procedure Project Manager Administrator Site Owner Portal Project Manager Administrator Users Trainer Deployment Procedure How to request new features, web Project Manager part, applications IT Dev Team People Policies & Procedures
  • 18 18 A Large Document Priorities People Technical Policies & Procedures A Technology Priorities
  • 19 19 A Large Document People Flexible Technical A Technology Universal Policies & Procedures • Controlled • Tightly Governed • Push Content Corporate Portal Departmental Portal • Ad Hoc • Loosely governed • Push/ Pull content Department & Team Sites Project Team Sites Personal My Sites Original • Permanent • Dashboards • Business Intelligence • Business Process management • Applications • Permanent • Knowledge Management • Information Sharing • Short Lived • Collaboration Priorities Flexible • Permanent • Personal Information • Public/ Private Viewed
  • 20 A Large Document Flexible Instant Message Type of Content Policies & Procedures E-Mail Priorities Social Online Storage Team Sites/ Extranet Flexible Intranet Record Universal Temporary Technical A Technology People Records Management Individual Team Audience Enterprise
  • 21 21 A Large Document Integrated People Technical Policies & Procedures A Technology Priorities Universal Flexible Optional Integrated
  • 22 22 A Large Document Integrated People Technical Policies & Procedures A Technology Priorities Universal Flexible Optional Integrated
  • 23 23 A Large Document Integrated People Technical Policies & Procedures A Technology Priorities Universal Flexible Optional Integrated
  • 24 A Large Document Integrated People Technical Policies & Procedures A Technology Priorities Universal Flexible Optional Integrated
  • 25 25 QUESTIONS? alevithan@portalsolutions.net www.levithan.com/blog @collabadam http://www.slideshare.net/collabadam www.linkedin.com/in/adamlevithan/