Āris DzērvānsTehnoloģiju stratēģisMicrosoft Latvia
What is Governance?
A Governance Definition   What is SharePoint governance? “Web governance uses people, policy, technology, and process to r...
SharePoint Governance People   Roles and Responsibilities Process   How to accomplish common tasks such as creating a new ...
Why Governance?
Why Governance is important for SharePoint?  SharePoint often overlaps with other installed applications in particular  ca...
Examples of how to create chaos         Don’t agree on a common platform for your Intranet         Give everyone full cont...
What contributes to a chaotic environment?   Creating new sites – sites with no ownership or responsibility and no Plan   ...
What contributes to a chaotic environment?   Lack of Control    Unreliable Service (No SLAs)    Memory leaks from bad unte...
SharePoint as an Enterprise Solution   The challenge is…     To make SharePoint collaboration and content management capab...
Governance Stepping StonesModels are on a continuum   Decentralization: A form of governance in which groups   in an organ...
Key Elements of Governance
Sponsorship  Executive  Management  Team  Governance Board  Corporate Communications  HR  Legal  Evangelists outside IT
Communication  Who communicates?  When is communication?  What is in communication?  Format of communication     Email, We...
Growth Plan  How many users initially? Over time?  Geo-dispersed?  Uptime requirements?  Number of sites? Docs? Pages? Sea...
Provisioning   Policies      Quota      Expiration      NDA   Site provisioning   Training before provisioning   Chargebac...
End User Experience  Define appropriate training courses     Admin, End User, Help Desk, etc.  Allocate budget/time for tr...
Application Integration   3rd party   Business Connectivity Services   Custom Code   SharePoint Designer
Sample Hybrid Governance Model Overview
Roles & Responsibilities
Defining Policies
Governance Plan  Teams      Strategy Team      Tactical Team      – Operations      – Support      – Development      Indi...
Conclusion
Are We Done?
SharePoint DeploymentsCharacteristics of organizations that have…     Successful SharePoint implementations       – Pre-de...
© 2011 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be...
SharePoint  2010 gov and best practices
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SharePoint 2010 gov and best practices

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  • Great Presentation, thank you. SharePoint Governance is a complex topic to say the least. After many thousands of hours there is a simple solution to SharePoint Governance. Research suggests that people don't know what they need to know and that makes it a difficult and daunting task. There is a ready to go SharePoint Governance solution at http://sgm.sptouchgroup.com, it's not free but it's well worth a look for businesses that are serious about governance without becoming SharePoint gurus.
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  • Some things are easy to mess upCompliance cannot always be built in Focus on collaboration and improve information management over timeA global service must be stable and secure Must evolve to meet the needs of the business as a fully supported vendor product
  • Common platformNotes databaser, fileshares, SharePoint side-by-sideFull controlPlatform vil hurtigt se farlig udDuplicationSamarbejde om et dokument -> hurtigt har man 5 forskellige kopier, hvem har rettet hvad...BackupsVigtigheden af at have flere miljøer... Patch testing og hurtig data recoveryLife Cycle ManagementOver tid vil der ligge rigtig meget data -> arkiveringUser with no trainingMange vil blive skræmt af det store monster og vil opgive på forhåndNo directories, metadata and SearchOpmærkning hjælper på søgeresultater og navigationsstruktur
  • Proliferation = HastigvækstDefinere en site owner rolle med ansvarCASE: Udsendelse af mail til site owner omkring site uden aktivitet i 6 måneder – slettes om 14 dageTager det 1 uge at få oprettet et projektsite, når man har brug for det?CASE: Intranet, hvor man ønskede at gøre det nemt for brugerne og ensrette udseende på tværs af sitesResultat: Mange standardfuktioner virkede ikke. Meget tilpasning gjorde -> turde ikke lægge opdateringer påSå sætter vi vores egen server op!Kommunikation, træning og retningslinjer
  • Vigtigt at aftale service levelsCASE: En kunde som oprettede alle sites i samme web applikation. En dag kom et projekt og lagde en lille ubetydelig applikation på. Ikke testet ordentligt. Resultat: Alle de forretningskritiske applikationer blev revet med ned.Tager højde for disse ting i farm design (opdeling i web applikationer efter kritikalitet)
  • OpsummeringSkal finde den rette balance i mellem kaos og kontrolTilfredstille brugerne og IT driften
  • Executive and ManagementBecause SharePoint is usually rolled out to entire organisationNeeds to be involved and understand the visionHelp sell to other executives to make SharePoint a successGovernance BoardOfficial board or a group meeting i.e. once a month in the beginning and when it matures a little less oftenCorporate CommunicationsOwn the branding and messagingHR Especially if you roll out My SitesCASE: Portal Framework
  • You need to have a communication planInform about when you roll out new applicationsI.e. Monthly newsletter with tips and tricks
  • Plan for hvordan SharePoint installationen vokser over tidWhere are we going with SharePoint?One environment in central location or multiple farms?Needs to understand how these factors impacts the architecture and governance policiesStandard License to Enterprise License?Impact of upgrading licenses on budget?
  • Approval processes for information policies (Example: expiration, compliance and auditing)Establish and document user policies, rights policies and security restricted areas.Publish guidelines outlining appropriate application and content typesPolicy regarding confidential data?Remote access policies to ensure security
  • Provide clear instruction on how and when users should work with SharePointProvide information on how users can…Get support and trainingRequest design and development servicesRequest new functionality
  • What types of integration is allowed?BCS præsenterer data fra andre kilder/systemer i SharePoint
  • Top is one-way communicationMoving down gives less control and governance
  • So we are doneWe have deployed SharePointWe have defined GovernanceWe have created our Governance Plan
  • Keep track of how SharePoint is usedMaintain the governance planYou don’t know how SharePoint is going to be used – especially with self service
  • SharePoint 2010 gov and best practices

    1. 1. Āris DzērvānsTehnoloģiju stratēģisMicrosoft Latvia
    2. 2. What is Governance?
    3. 3. A Governance Definition What is SharePoint governance? “Web governance uses people, policy, technology, and process to resolve ambiguity, manage short and long-range goals, and mitigate conflict within an organization.“
    4. 4. SharePoint Governance People Roles and Responsibilities Process How to accomplish common tasks such as creating a new site or requesting new business requirements Policy Collection of principles - what site owners and developers should / should not do Technology Leveraging the features to enforce policies through technology
    5. 5. Why Governance?
    6. 6. Why Governance is important for SharePoint? SharePoint often overlaps with other installed applications in particular capabilities Many of SharePoint’s capabilities are not “required” or “mandated”; rather, they improve productivity SharePoint is adaptable… Powerful and locally configurable The vision for SharePoint is expansive... Intended to be a key Information Management platform Scale of deployment is global…
    7. 7. Examples of how to create chaos Don’t agree on a common platform for your Intranet Give everyone full control Duplication is the rule (Everyone will have a copy, no version control) Backups are overrated (Why invest in a dev and test environment?) Ensure Inconsistency (Taxonomy and navigation) Life Cycle Management… Overrated (Disks are cheap) Force feed your users your Intranet with no training No site directories, No required metadata, No enterprise search
    8. 8. What contributes to a chaotic environment? Creating new sites – sites with no ownership or responsibility and no Plan Deploying new servers – IT doesn’t meet needs of the business How long does it take to create a site for a project? Does the technology IT supports fit my needs? Let’s just spin up our own server! Multiple similar technologies User confusion - If an organization has File servers, Public Folders, DLs, and SharePoint, where should a user post a discussion or document?
    9. 9. What contributes to a chaotic environment? Lack of Control Unreliable Service (No SLAs) Memory leaks from bad untested, unsupported code No strategy, no training Lack of Growth & Usage Reporting Lack of Communication Security nightmare Sites with “Junk” continue to live on and cloud search results
    10. 10. SharePoint as an Enterprise Solution The challenge is… To make SharePoint collaboration and content management capabilities available to users making it flexible, easy to use, and support self-service While at the same time, centrally manage resources, secure information, control content access, and provide common services in a consistent user experience The goal is to… Build an enterprise environment that supports distributed site ownership that is bound to network infrastructure and policies as defined in a SharePoint governance statement
    11. 11. Governance Stepping StonesModels are on a continuum Decentralization: A form of governance in which groups in an organization are free to make their own decisions Centralization: A form of governance in which a single, central authority makes decisions for all sub-groups in an organization Federation in the middle: A form of governance in which groups in an organization recognize a central authority’s Federated right to set high-level policy but retain individual freedom control Central direction Central coordination Formal To get to next step: cooperation • Set scope Informal • Publish standards cooperation To get to next step: To get to next step: To get to next step: • Coordinator • Web governance Decentralization • Executive buy-in • Formal lines of board • Collect best communication • Publish To get to next step: practices • Establish program Statement of • Inventory office Governance • Consistent communication • Champions
    12. 12. Key Elements of Governance
    13. 13. Sponsorship Executive Management Team Governance Board Corporate Communications HR Legal Evangelists outside IT
    14. 14. Communication Who communicates? When is communication? What is in communication? Format of communication Email, Web site, Newsletter, etc. List of key communication contacts
    15. 15. Growth Plan How many users initially? Over time? Geo-dispersed? Uptime requirements? Number of sites? Docs? Pages? Searches? Initial Workloads? Future Workloads?
    16. 16. Provisioning Policies Quota Expiration NDA Site provisioning Training before provisioning Chargeback Capture usage information Business Impact
    17. 17. End User Experience Define appropriate training courses Admin, End User, Help Desk, etc. Allocate budget/time for training Include end users in – Governance Board Design Testing Deployment Community Development Online Forums Lunch and learns
    18. 18. Application Integration 3rd party Business Connectivity Services Custom Code SharePoint Designer
    19. 19. Sample Hybrid Governance Model Overview
    20. 20. Roles & Responsibilities
    21. 21. Defining Policies
    22. 22. Governance Plan Teams Strategy Team Tactical Team – Operations – Support – Development Individual Roles and Responsibilities Governance Policies Information Policies Development, Deployment and Support Policies Security Policies Operations Policies Training Plan
    23. 23. Conclusion
    24. 24. Are We Done?
    25. 25. SharePoint DeploymentsCharacteristics of organizations that have… Successful SharePoint implementations – Pre-define governance policies – Commitment to other Microsoft technologies – Primary needs around collaboration – End-user empowerment desirable – Train and communicate polices to end-users – Understand when SharePoint is not the right solution Unsuccessful SharePoint implementations – Inadequate governance – Slow company-wide adoption – Deployed established and overlapping technologies – Strong desire for top-down deployment over bottom-up
    26. 26. © 2011 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation.

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