A Guide to Scalable SharePoint Governance
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A Guide to Scalable SharePoint Governance

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January 2012 Edition of our Monthly "KMA Insights" Webinar series, featuring Christian Buckley from Axceler.

January 2012 Edition of our Monthly "KMA Insights" Webinar series, featuring Christian Buckley from Axceler.

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  • Intros - 5 minsContent - 30 minsDemo - 10 minsQ&A - 10Closing - next steps 5 mins
  • SW
  • SW? or MG
  • SW? or MG
  • SW
  • MG
  • MG:
  • MG: A successful SharePoint deployment relies on an enterprise's ability to govern the service and ensure that it meets customers' business needs in a secure, manageable, and cost-effective way.Proper SharePoint governance assigns responsibilities and access levels to various members of your organization to ensure SharePoint runs smoothly. We'll review together some governance best practices, some common "gotchas", and some tools to make the management process easier.
  • CB
  • 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.
  • MG: Questions to challenge stated business case “We need a reporting center.” Is goal speed? Accuracy? Efficiency (more with less)? Scale? Compliance?Also, is it the right process? Investment firm: daily reporting is a sacred process. We’re a PSO firm where daily reporting is overkill, but if you improve your time and billing process, you’re creating real value in our most sacred process.
  • CB
  • CB: (give them an idea of what is out there, setup for our ending pitch)
  • MG: ex 1 – you may already have structures built that support permissions you want in SP (AD, other LOB)Ex 2 – (e.g., me + directs, “show me what they see”) you may have very specific use cases that require custom permissions (although CBA may mitigate)Ex 3 – level of effort here may be subject to lifespan of solution (KMA projects not same as Bechtel/Parsons Brinckerhoff projects)Last note: Not static (Jeffersonian wisdom)
  • MG
  • MG
  • CB
  • MG: Construction extranets for large (>$2B) construction management firmOriginal State: only one content DB, ~600GB, content up to 200GB for a single project, due to lots of BIM projectsPhase 1: re-architect content DBs into ~20 for ease of admin, archiving, backup/restorePhase 2: (future) implement RBS to get large binary files out of SP DB – be aware of prevalence of rich media in engineering, video, audio, photo usageSecondary theme: assigning and living by quotas – nothing by T. Jefferson, but requires monitoring and adaptation based on usage patterns
  • CB
  • MG visibility into what gets used via “view all site content”, other tools, but don’t forget just using SP PM and ALM tools to manage SP
  • MG – Boston-based firm of ~500 employees, dozens of web apps, hundreds of site Tools: “view all site content”, search logs and feedback mechanisms (home page, in-line, logging/reporting), ControlPointProcess: who owns? What frequency are reports run? What actions are taken?Image – from PowerView. New SQL2012 component for reporting.
  • CB
  • CB: Now that you understand some of the more tactical aspects of SP governance, let's broaden the topics and help you understand some of the more strategic implications of poor governance
  • 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)
  • CB lead, MG color
  • 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.
  • 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.
  • 1. Some good content from MSFT point of view, incl C. Bortlik’s deck from SPSBOS

A Guide to Scalable SharePoint Governance A Guide to Scalable SharePoint Governance Presentation Transcript

  • A Guide to Scalable SharePoint Governance Buckley and Gilronan Audio Information: Toll Free Access#: 1 877 273-4202 Intl Toll Access#: 1 302 709-8446 Conference Room Number: 4795148 TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights House Keeping Items • Experiencing Issues? – Change color of your seat to RED • Questions for Speakers? – Submit questions during webinar • Twitter Discussion – #kmasp • Feedback – Webinar Followup – Next Steps TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights About KMA • Founded in 1995, focused on New England • 22 employees, technical DNA • Key Industries: Professional Services, Life Sciences & Financial Services • Technologies: • SharePoint, SQL Server, Office, and Visual Studio.NET • Specialties: • Collaboration: Portals, Websites, Communities and Content Management • Insight: Enterprise Search and Business Intelligence • Productivity: Forms, Workflow, Office Client Customization TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights About Axceler 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 trends TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights About the Speakers – Mike Gilronan • Partner at KMA • Over 5 years at KMA, over 12 years in Microsoft partner community • Over 20 years of experience in IT and Professional Services – Public accounting & Controllership – Professional Services Leadership – Client Relationship Management – Business Development • Focused on Business Decision Maker point of view • “Recovering” CPA, PMP, all-around process geek TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights About the Speakers – Christian Buckley • Director of Product Evangelism at Axceler • SharePoint Server MVP • Co-author of ‘Implementing Microsoft SharePoint 2010 Real-World Projects’ (MS Press) • Prior to Axceler, worked at Microsoft as a Senior Program Manager and Operations Manager. Was part of the team that created the hosted SharePoint platform, now part of Office365 • International speaker, active community member, and SharePoint expert blogger on AIIM.org • Authored over 200 articles in 2011 TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • What We’ll Cover TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights Agenda – Why is a SharePoint governance plan needed? – Tactics of a SharePoint governance plan – Up a level – Strategies for SharePoint governance – One tool in the toolbox: Axcelers ControlPoint SharePoint Administration Software – Questions & Answers – Resources TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved . From ‘Creating Passionate Users,’ Kathy Sierra
  • Insights Defining Terms • Governance definitions vary, but its important to figure out what it means within your company, and proactively manage it – Corporate governance – IT governance – Project governance – SharePoint governance TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights • SharePoint is like a fingerprint - we all have them, but they are all unique • SharePoint governance has to fit your unique condition and goals TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights The Pre-Work • Before you can talk about governance, either strategically or tactically, there are some pre-requisites: – understanding the business value of SharePoint – clarifying the scope of what is to be built before you start building it (novel concept, I know) TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights KMA Case Study: Business Value Mapping “Report center” is stated biz case, but what are goals? Outcome Business Value More timely reporting Better decisions (speed) More accurate reporting Better decisions (accuracy) More efficient reporting Reduced costs, ability to scale Compliance capability Reduced cost of compliance TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights Tactical Governance • Permissions • Storage • Usage • Reporting • Analytics TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights Permissions • What problems occur when permissions are askew • What it means to manage them • What can you do out of the box • Where you need help, through services and tools TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights KMA Case Study: Permissions • Partner Extranets – Example 1: Using line-of-business application as authentication provider – Example 2: Hierarchical permissions – Example 3: Provisioning and de-commissioning TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights Thomas Jefferson on SharePoint Security “The tree of liberty must be refreshed from time to time with the blood of patriots and tyrants.” – Thomas Jefferson TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights 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 Jefferson TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights Storage • Problems and costs of storage not being managed • What it means to manage it • What you can do out of the box • Where you need help TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights KMA Case Study: Storage Construction Extranets • Phase 1 – re-architect content databases • Phase 2 – remote storage of large binaries TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights Usage • Why it’s important to have visibility into what is happening in SharePoint – Know who is using it – Help prioritize – Ensure rules/policies/compliance not being broken • What is means to manage it • What you can do out of the box • Where you need help TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights KMA Case Study: Usage • Using SharePoint to Manage SharePoint – Submittal forms (incident/request/ enhancement) – Punch lists – Portfolio management TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights Reporting • A view into what is happening across your system • The first step in automation • A key aspect of the change management process TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights KMA Case Study: Reporting • 4 years in… – Search logs – MSFT or third- party tools to view content inventory – ControlPoint TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights Analytics • Activity by site • Activity by user • Storage by site • Which solutions, features are being used • Tracking social activities TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • From Tactics to Strategy – Up a Level TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights Strategic Level: 5 keys to successful governance • Structure/Architecture • Policies, Process, and Standards • Ownership and Accountability • Measurement and Reporting • Automation TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights 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-site TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights Policies, Process, and Standards TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights Ownership and Accountability TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights Measurement and Reporting TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights Automation TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights Readiness • Self Quiz: how does your organization handle governance? / or / how good is your org at governance? – 10 key questions – Self rate, 1-5 scale – Final results: A quick benchmark: • Excellent governance capability, with strong policies in place • Good governance process and capability, but room for some improvement • Fair governance capability, but lacking in several areas which introduces unnecessary risk to the organization • Poor governance process and capability, lacking in most areas, wild west – We’ll send out the survey following the webcast TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • One Solution: Axceler’s ControlPointDemo TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights ControlPoint for SharePoint Governance & Management For SharePoint 2007 and SharePoint 2010 Manage Permissions Deploy & Configure Analyze & Optimize -Analyze Permissions -Move & Copy Items, Folders, Lists, Sites, - Site Activity w/ Trending -Set, Delete, Reassign & Duplicate Collections - Storage w/ Trending -Cleanup users - Manage Content Databases -Most/Least across Site Collections, - SharePoint Group Management -Manage Features, Alerts Sites, Lists, Items. -Break/Restore Permission Inheritance -Set Site Collection, Site and List - Site Collection, Site and List -Clone Site Permissions Properties Reporting - Backup/Restore Permissions -Bulk Operations - Audit Log Analysis - Permissions Change Alerts -Advanced Site Search -Content Type Usage - SharePoint CALs -Policy Enforcement -Schedule Reports Smarter Architecture and InfrastructureEase of Use Intuitive User Interface “Find it and Fix It” Enhanced Control Security Trimmed Distributed Administration Solid Installs as SharePoint Integrated with SharePoint EnterpriseFoundation Web Application Administration Scalability TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Questions and Answers TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights Selected Resources Source Value URL Microsoft Governance Standards as propagated by http://bit.ly/kmasp0112-a Guides MSFT, a good starting point Paul Culmsee’s Body of Iconoclastic views on best http://bit.ly/kmasp0112-b Work (blog, book, class) practices and governance, artfully delivered SHARE Conference Business Decision Maker- http://bit.ly/kmasp0112-c (Atlanta, April 23-26, focused SharePoint 2012) Conference (non-technical) TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Insights Call to Action • KMA will send follow-up with the Governance Quiz • Take the Quiz on your own, let us know if you have any questions or would like our help:Name E-mail Twitter BlogMike Gilronan mgilronan@kma-llc.net @mikegil http://kmamikegil-blog.kma-llc.net/KMA @kmallc http://www.kma-llc.netChristian Buckley cbuck@axceler.com @buckleyplanet www.buckleyplanet.comAxceler @axceler www.axceler.com TWITTER #KMASP Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .
  • Thank You! TWITTER #KMASPCopyright 2011 © Knowledge Management Associates, LLC. All rights reserved .