Governance: The what and who for SharePoint


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Building a successful governance plan for SharePoint

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  • This presentation will focus more on the front-end governance of SharePoint and how your corporate governance as a whole is really not that different from your SharePoint governance.
  • Definition derived from:Cooper and Edgett, page.230 Microsoft SharePoint Server Planning Part I
  • Get support from the different departments of your organization. These are the people who will help you ensure the success of your solutions. SharePoint is not just about technology; it’s about the business. Gone are the days when IT personnel are the primary people who decide what to do with the technology.
  • Setting goals and objectives for your SharePoint planning and implementation is your first step towards crafting a successful governance plan. “A goal properly set is halfway reached” -Abraham Lincoln
  • Your site request process doesn’t need to be as complicated as this one. It can be as simple as: Step 1: Site requestor takes the training, Step 2: Request a site, Step 3: Once the site has been approved, the site designer will then build the site, Step 4: Turn it over to the site requestor.
  • Jamison et. al., page 115
  • For the purposes of this presentation, I adopt the following definitions from Microsoft SharePoint Server Planning Part IExecutive Stakeholders: Define the overall goals of the governance committee, provide it with authority, and periodically evaluate the success of the implemented practices and policies.Financial Stakeholders: Should ensure the governance rules and processes help increase the return of the enterprise’s investment in SharePoint products and technologies.IT Leaders: Help develop their service offerings and determine how to achieve their IT responsibilities while they support the features required by the business teams.Business Division Leaders: Represents the teams that do the primary work of the enterprise and drive architectural and functional requirements of SharePoint Server deployment.Information Architects or Taxonomists: Plan and design information systems and taxonomies. They also develop plans that support organizational objectives and define site architecture and navigation.Compliance Officers: Make sure that the enterprise meets its regulatory and legal requirements and manages its corporate knowledge.Development Leaders: Help determine which customization tools are approved.Information Workers: These are the members of your organization who do the day-to-day work. Helps ensure that the SharePoint Server 2010 services and information architecture meet their needs.Trainers: Instructional experts that is responsible for developing a training plan and conducting all appropriate training and education.
  • For the purposes of this presentation, I adopt the following definitions from Jamison et. al.Site Sponsor:Ensure that the content for a particular page or site is properly collected, reviewed, published, and maintained over the time.Site Steward: Manages the site day-to-day by executing the functions required to ensure that the content on the site or page is accurate and relevant. Site Designer: Creates and maintains the site design. Follows design best practices.Users: Use the solution to access and share information
  • Governance plan must be flexible and adaptable, adjusting to your ever-changing company environment.
  • SharePoint 2010 Governance Model: Illustrates how to develop a governance plan that includes IT governance, information management governance and application management governanceSharePoint 2010 Governance Planning: Focuses on “front-end” of SharePoint. The business aspect of SharePoint that affects business users.Implementing Governance on SharePoint 2010: Focuses on the “back-end” of SharePoint- the technical implementation. SharePoint Server 2010 Governance Resources:Essential SharePoint 2010- Overview, Governance, and Planning, by Scott Jamison, Susan Hanley, and Mauro Cardarelli. Pearson Education Inc., Boston, MA, 2011.Product Innovation and Technology Strategy, by Robert G. Cooper and Scott J. Edgett, Product Development Institute Inc., 2009
  • Governance: The what and who for SharePoint

    1. 1. Getting Specific about Governance The What and Who for SharePoint Mary Ann Lorkowski Sr. SharePoint Business Analyst
    2. 2. SharePoint Saturday Virginia Beach Sponsors January 7, 2012
    3. 3. About Me Expertise: Collaboration Strategy, User Adoptions, Governance, Enterprise Content Management, Roadmaps. Have guided various companies through SharePoint Planning and Implementation Blog: – A blog dedicated to uncovering business solutions using SharePoint @mdlorkowski
    4. 4. AgendaWhat is SharePoint governance and why it is importantWhich facets of SharePoint planning and implementation need governanceSteps for developing effective governanceBringing it all togetherQ&A
    5. 5. What is Governance?“If management is about running the business, governance isabout seeing that it is run properly” -R. Tricker
    6. 6. According to Cooper and Edgett…“ Governance is about the processes through which a companyimplements strategy, allocates resources and makesdecisions at various organizational levels, across functionalareas, and among individual business areas within thecompany.”According to Microsoft…“Governance is a set of policies, roles andresponsibilities, and processes that guide, direct, andcontrol how an organization’s business and IT teamscooperate to achieve business goals.”
    7. 7. SharePoint Server 2010: Governance Model  Software Customization Policy  Services Sandboxed Solutions IT Application Branding Management Governance Lifecycle Management Information Management  Information Architecture
    8. 8. Benefits of having a ComprehensiveSharePoint Governance Plan SharePoint governance plays a vital role in ensuring that all of the components of your planning and implementation strategy work together. Helps ensure the best return of your SharePoint investment Helps protect your organization from security threats and non- compliance liability Stream-lines the deployment of your SharePoint Server 2010 Helps ensure that resource deployments are clearly aligned Helps ensure that business decisions are clear and timely
    9. 9. When designing SharePoint governancealways remember “The first step on themajor journey is the longest one”….
    10. 10. Steps for Developing Effective Governance Get Support Define Goals and Objectives Identify Processes Define Policies Define Roles and Responsibilities Develop an Education Strategy Document the Governance Plan Form an Ongoing Plan
    11. 11. Get Support Information Technology Human Resources Corporate TrainingCommunications Knowledge Manager Associates/Employees
    12. 12. Define Goals and ObjectivesBusiness goals and objectives for example: GOALS OBJECTIVESImprove employees’ learning and Provide better site navigation,efficiency document search, and people searchImprove information sharing Create project sites that provide a platform for collaborationbetween employees and externalpartnersProvide better content Leverage enterprise contentmanagement for the organization management features to support entire life cycle of the document
    13. 13. Identify Processes How users will request a new site What trainings they need before they can use or request the site When to introduce new features Site Request Waiting for Approval Site Turn Over
    14. 14. Sample Site Building Process
    15. 15. Define PoliciesEvery organization’s policies are unique. Be sure to include: Wireframe and Site Search and Map Navigation Customization Policy Sandboxed Solutions Information Architecture Branding Managed Metadata Content Types
    16. 16. Different Types of Site Require Different Governance Policies  Controlled  Tightly governed  Permanent  Site Owners  Knowledge Management accountable for all Corporate  Applications content Site Divisional Sites Ad hoc Loosely governed  Permanent Shared  Knowledge Management accountability Group and Team Sites  Information Sharing  Temporary  Collaboration Projects and Workspaces  Permanent  Personal Information  Public/ My Sites Private Views
    17. 17. Define Roles and Responsibilities Trainers Executive Stakeholders Information Financial Workers StakeholdersDevelopment IT Leaders Leaders Compliance Business Division Officers Leaders Information Architects or Taxonomists
    18. 18. Site Roles: Site Sponsor Site Steward Site Designer Site Users
    19. 19. They are the Gatekeepers
    20. 20. Develop an Education StrategyAdoption is one of yourkeys to success Develop a comprehensive training plan Build your own SharePoint user group Communicate regularly
    21. 21. Document the Governance Plan Gives you a tangible reference Serves as your guide to make clear and timely decisions. Governance Plans should Include:  Goals and Objectives  Roles and Responsibilities  Processes  Policies  Training  Ongoing Plan
    22. 22. Develop an Ongoing Plan Keep moving forward Governance committee should meet regularly Adjust your governance base on the changing environment of your organization Keep it visible!
    23. 23. Bringing it All Together When it comes to designing SharePoint governance, one size does not fit all SharePoint governance should match your company’s needs Key decision-makers must be a part of your governance Governance must be visible Governance must be flexible and adaptable
    24. 24. Important Governance Resources SharePoint Server 2010 Governance Model: SharePoint 2010 Governance Planning: Implementing Governance on SharePoint 2010: SharePoint Server 2010 Governance Resources: Good Books about Governance (quoted above):
    25. 25. SharePoint Saturday Virginia Beach Sponsors January 7, 2012