Law & Order: Content Governance Strategies


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SharePoint out of the box is a powerful platform. Unfortunately, many organizations seem to think that governance is also out of the box. It isn't. The result? Site sprawl, unfettered content, and general process lawlessness. This is a fairly common problem, and there are definitely steps you can tackle to quickly get back on track. In this session, we'll discuss several real-world strategies for gaining control over your SharePoint environments, better aligning your SharePoint efforts with organizational goals, and dramatically improving your chances of meeting end user expectations.

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  • CB
  • CB: Once you understand biz value and scope, you next need to understand how to manage what you have (governance) to maximize performance and value.
  • CB
  • CB
  • CB lead, MG color
  • CB lead, MG color (MG: raw materials are existing IT processes/frameworks, like ITIL, MOF, etc. – no need to cut from whole cloth)
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  • CB lead, MG colorMG Q to CB: how do we mean this differently from the reporting and analytics earlier at tactical level? (A: tactical is contextual – strategy is ROI-based of whole initiative, a level up)
  • CB lead, MG colorHelpful tools: compliance control checklists, document/forms-based workflows, alerts to prompt owners/users for action.
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  • Create an outline of 10 to 12 questions they can ask themselvesProvide a bit of narrative around each one, explaining the impact, examplesAllow them to self rate, 1-5 scaleCreate a key that states where they areExcellent governance capability, with strong policies in placeGood governance process and capability, but room for some improvementFair governance capability, but lacking in several areas which introduces unnecessary risk to the orgPoor governance process and capability, lacking in most areas, wild west
  • One Q: “Where do I start?” reprise CB blog post/discussion about “highest value” and MG will add in consideration of “audience readiness” as ROI and/or risk component.
  • Law & Order: Content Governance Strategies

    1. 1. Law & Order: Content Governance Strategies Christian Buckley, Axceler @buckleyPLANETEmail Cell Twitter 425.246.2823 @buckleyplanet
    2. 2. About Christian Buckley, Director of Product Evangelism at Axceler • Microsoft MVP for SharePoint Server • Most recently at Microsoft, part of the Microsoft Managed Services team (now Office365-Dedicated) and then Advertising Operations • Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration • Co-founded and sold a collaboration software company to Rational Software. At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), onboarding numerous high-tech manufacturing companies, including Hitachi, Matsushita (Panasonic), and Seagate • Co-authored „Microsoft SharePoint 2010: Creating and Implementing Real-World Projects‟ link (MS Press, March 2012) and 3 books on software configuration management. • Twitter: @buckleyplanet Blog: Email: cbuck@axceler.comEmail Cell Twitter 425.246.2823 @buckleyplanet
    3. 3. Get the Book Just released from Microsoft Press Order your copy at Tackle 10 common business problems with proven SharePoint solutions • Set up a help desk solution to track service requests • Build a modest project management system • Design a scheduling system to manage resources • Create a site to support geographically dispersed teams • Implement a course registration system • Build a learning center with training classes and resources • Design a team blog platform to review content • Create a process to coordinate RFP responses • Set up a FAQ system to help users find answers quicklyEmail Cell Twitter • BlogImplement a cost-effective contact management 425.246.2823 @buckleyplanet
    4. 4. Axceler Overview Improving Collaboration for 16+ Years Mission: To enable enterprises to simplify, optimize, and secure their collaborative platforms Delivered award-winning administration and migration software since 1994 Over 2,000 global customers Dramatically improve the management of SharePoint Innovative products that improve security, scalability, reliability, “deployability” Making IT more effective and efficient and lower the total cost of ownership Focus on solving specific SharePoint problems (Administration & Migration) Coach enterprises on SharePoint best practices Give administrators the most innovative tools available Anticipate customers‟ needs Deliver best of breed offerings Stay in lock step with SharePoint development and market trendsEmail Cell Twitter 425.246.2823 @buckleyplanet
    5. 5. Why are we talking about governance? • SharePoint out of the box is a powerful platform • But many organizations don’t think they have the time, money, people to spend on planning • The result? o Site sprawl o Unfettered content o Process lawlessnessEmail Cell Twitter 425.246.2823 @buckleyplanet
    6. 6. Why are we talking about governance? A new survey has found that almost half of SharePoint users disregard the security within SharePoint. “Steps need to be taken that recognize the increasing porosity of the perimeter and allow the workforce to harness the power SharePoint offers without compromising security.” Jan/Feb 2012, Cell Twitter 425.246.2823 @buckleyplanet
    7. 7. Why are we talking about governance? A 2012 CIO survey by Gartner shows an increasing push in collaboration, analytics, and cloud computing. They predict that by 2016, 20% of CIOs in regulated industries will lose their jobs for failing to implement the discipline of information governance successfully. Jan/Feb 2012, Cell Twitter 425.246.2823 @buckleyplanet
    8. 8. Axceler Survey • Survey being captured in four areas: o Governance perceptions within the organization (what they think it means, where respondents believe their organizations are) o Governance roles (defining differences in roles and accountability) o Governance planning (implied healthy practices, whether organizations are thinking about the right things and the right scope) o Governance readiness (asking questions to help determine ability to implement best practices) • Respondents receive results • Whitepaper with analysis to be delivered prior to the SharePoint Conference in NovemberEmail Cell Twitter 425.246.2823 @buckleyplanet
    9. 9. What is governance?Email Cell Twitter 425.246.2823 @buckleyplanet
    10. 10. Corporate IT Project SharePointEmail Cell Twitter 425.246.2823 @buckleyplanet
    11. 11. Defining Terms • Governance definitions vary, but its important to figure out what it means within your company, and proactively manage it o Corporate governance o IT governance o Project governance o SharePoint governanceEmail Cell Twitter 425.246.2823 @buckleyplanet
    12. 12. Governance is not a checklist Governance is not something packaged, purchased, and installed over a weekendEmail Cell Twitter 425.246.2823 @buckleyplanet
    13. 13. Governance is about taking action to help your organization organize, optimize, and manage your systems and resources.Email Cell Twitter 425.246.2823 @buckleyplanet
    14. 14. What does governance look like in SharePoint?Email Cell Twitter 425.246.2823 @buckleyplanet
    15. 15. Draft Outline of presentation Overview / introduction How to Successfully Move to 2010 Before / Now – clean up your 2007 environment Challenges with SharePoint Administration How Axceler ControlPoint can help During – right tools to reduce risks, errors and ensure successful move Challenges with SharePoint Migration / Upgrades How Davinci Migrator for SharePoint can help After – ongoing management and administration Customer success stories About AxcelerEmail Cell Twitter 425.246.2823 @buckleyplanet
    16. 16. • SharePoint is like a fingerprint - we all have them, but they are all unique • SharePoint governance has to fit your unique condition and goalsEmail Cell Twitter 425.246.2823 @buckleyplanet
    17. 17. The Pre-Work • Before you can talk about governance, either strategically or tactically, there are some pre- requisites: o understanding the business value of SharePoint o clarifying the scope of what is to be built before you start building it (novel concept, I know)Email Cell Twitter 425.246.2823 @buckleyplanet
    18. 18. From „Creating Passionate Users,‟ Kathy Sierra
    19. 19. Strategic Level: 5 keys to successful governance Structure/Architecture Policies, Process, and Standards Ownership and Accountability Measurement and Reporting AutomationEmail Cell Twitter 425.246.2823 @buckleyplanet
    20. 20. Structure/Architecture Sub-site Site Sub-site Site Site Collection Web App Site Sub-site Site Site Farm Collection Site Site Web App Collection Site Sub-siteEmail Cell Twitter 425.246.2823 @buckleyplanet
    21. 21. Policies, Process, and StandardsEmail Cell Twitter 425.246.2823 @buckleyplanet
    22. 22. Ownership and AccountabilityEmail Cell Twitter 425.246.2823 @buckleyplanet
    23. 23. Measurement and ReportingEmail Cell Twitter 425.246.2823 @buckleyplanet
    24. 24. AutomationEmail Cell Twitter 425.246.2823 @buckleyplanet
    25. 25. Tactical Governance • Permissions • Content and Storage • Usage and Activity • RestructuringEmail Cell Twitter 425.246.2823 @buckleyplanet
    26. 26. Are you effectively managing your SharePoint Permissions? • Perform regular security checks across your farm, down to the document level • Proactively review, delete, and reassign user permissions as needed • Clean up users who are no longer in Active Directory but are in SharePoint • Review SharePoint groups • Have a process to backup and restore permissions • Document site permissions (roles) so that its easier to duplicate them for new employees • Monitor SharePoint CALsEmail Cell Twitter 425.246.2823 @buckleyplanet
    27. 27. Any changes required to your Content & Storage? • Monitor and track the growth of sites for better planning, especially with migrations • Analyze web part usage to determine which sites are using which web parts • Understand and manage SharePoint features • Ensure consistent branding and behavior: site themes, quotas, regional settings, etc.Email Cell Twitter 425.246.2823 @buckleyplanet
    28. 28. Do you know your Usage and Activity trends? • Analyze activity down to the site, page, document level • Identify who is accessing which documents, including details on that activity (i.e. checking in a document, editing a document, or just viewing a document’s properties) • Isolate sites that are no longer needed and delete them • Compare activity from the past to help anticipate the future • Find sites with the most or least activityEmail Cell Twitter 425.246.2823 @buckleyplanet
    29. 29. Do you need to reorganize your farm? • Proactively manage architecture of your site collections, sites, lists, libraries, folders and items within your farm or across farms • Have a plan for moving content and structure from test environment to production environment • Understand impacts due to architectural changes or business changesEmail Cell Twitter 425.246.2823 @buckleyplanet
    30. 30. Thomas Jefferson on SharePoint Security “The tree of liberty must be refreshed from time to time with the blood of patriots and tyrants.” – Thomas JeffersonEmail Cell Twitter 425.246.2823 @buckleyplanet
    31. 31. Thomas Jefferson on SharePoint Security “The tree of liberty security must be refreshed from time to time with thorough periodic reviews of comings, goings, and changes in roles. the blood of patriots and tyrants.” – Thomas JeffersonEmail Cell Twitter 425.246.2823 @buckleyplanet (Slide borrowed from Mike Gilronan [@mikegil], Sentri)
    32. 32. Best Practices from IDM Survey “Your priority is to get an information architecture and taxonomy linked to business process management.” “Think about the basic services being provided and how staff can be more productive rather than introduce the bells and whistles.” “Ensure governance is prioritized from the outset.” “Make sure that any innovations are championed and advertised to that others can see what can be achieved and they can relate back to their own challenges.” “Organizations will have to increase their investment in related tools and technologies, both the facilitate the development and refinement of policy, and to distill policies into executable rules that tools can apply to information.”Email Cell Twitter 425.246.2823 @buckleyplanet
    33. 33. Readiness • Self Quiz: o How important is governance in your organization/company today? o Do you have a SharePoint governance plan in place today? o If yes, who are the stakeholders included in your governance body? (end users, IT managers, administrators, etc) o Do you have specific information management policies in place? o Do you maintain Service Level Agreements with your end users? o Do you have an operational change management model in place to review and prioritize feature requests and customizations? o Do you regularly run audits on usage, security, content, or permissions?Email Cell Twitter 425.246.2823 @buckleyplanet
    34. 34. Questions and Answers
    35. 35. Contact me Christian Buckley +1 425-246-2823 @buckleyPLANET Additional Resources available 11 Strategic Considerations for SharePoint Migrations The Insider’s Guide to Upgrading to SharePoint 2010 Why Do SharePoint Projects Fail? Best practices for capacity management for SharePoint Server 2010, TechNet What to Look for in a SharePoint Management Tool The Five Secrets to Controlling Your SharePoint Environment Cell Twitter 425.246.2823 @buckleyplanet