SharePoint Governance - jboye08

SharePoint Governance SharePoint: Think big, start small and … scale fast

Agenda

Short introduction

Why do governance for SharePoint?

Why is it an issue?

How to determine roles and start with governance

Introduction

My experience

SharePoint-governance at governmental organization

Implementation student portal at university

Collaboration environment at governmental organization

Digital archive at research institute

Conversion and distribution of incoming mail

SharePoint as ECM platform at governmental organization

…

Ordina Public Management Consulting is part of Ordina, a group with over 6.000 professionals in Consulting, ICT and Outsourcing, focused on BeNeLux and mainly active in finance and public sector.

Often heard

“ These are just team sites and they have nothing to do with the intranet. ”

“ We wont be using it for document management yet. We’ll start by offering departments the ability to upload their content. ”

“ The first project is the project that sets priorities and standards and is in charge. ”

“ We’ll just start using team sites for collaboration to help us learn how everybody would like to use it. Then will take it from there. ”

“ We know governance is important, but where should we begin? ”

Source: http://ed.maytheschwartzbewithyou.com/edave/

Source: http://www.flickr.com/photos/spooof/2480996183/

Why is it such an issue?

You don’t know what will happen in the future

It’s is being used as a platform for delivering solutions

Pre-configured roles don’t necessarily align with existing roles in many organizations

It offers a huge amount of functions

Since it has so much capabilities, other enterprise applications will offer similar functions. What to use?

SharePoint is designed to offer a huge extend of freedom to whom ever is using it: It’s not software, it’s an experience for the information worker…… 

SharePoint Architecture Source: Under the covers MOSS 2007 , Kurt DelBene, Microsoft Core Services Collaboration Discussions Calendars E-Mail Presence Project Mgt Offline Operating System Services Web Parts | Personalization | Master Pages | Provider Framework (Navigation, Security…) Database services Workflow services Search services Content Mgt Authoring Approval Web Publishing Policy & Auditing Rights Mgt Retention Multi-Lingual Staging Portal MySites Targeting People Finding Social Networking Privacy Profiles Site Directory Search Indexing Relevance Metadata Alerts Customizable UX BPM RichWeb Forms Biz Data Catalog Data in Lists LOB Actions Single Sign-On BizTalk Integ. BI Excel Services Report Center KPIs Dashboards SQL RSAS Integ. Data Con. Library Site Model Rendering Templates Navigation Visual Blueprint Storage Repository Metadata Versioning Backup Security RightsRoles Pluggable Auth. Per Item Rights Trimming Management Delegation Provisioning Monitoring Staging Topology Config. Mgmt. Farm Services Feature Policy Extranet APIs FieldsForms OM and SOAP Events Deployment

Who’s involved? Business Information Management System Administrators Content Management Infrastructure Database Administrators Application Management Support Engineering Developers Training Data Management Project Team “ Business”

So therefore governance…

According to the IT Governance Institute IT governance

consists of the leadership and

organizational structures and processes

that ensure that the organization's information technology sustains and

extends the organization's strategies and objectives.

First steps to SharePoint governance

Focus on people & responsibilities, not processes

Make an inventory of tasks and activities and appoint these to people

Don’t start with designing processes, have responsible people design their own

Try not to set up a whole new organizational structure

Focus on guidelines, try to avoid creating a dictatorship

Content Types, Information Policies, Audiences Search & Workflow MySites Project & Department Sites Corporate Portal Source: http://www.flickr.com/photos/istvanski/1336074028/

Delegate Responsibilities Platform (‘Building’)

Govern governance

Portfolio management

Content types

Information policies

Logical architecture & Topology

Information architecture (corporate)

Enterprise architecture

Services/Applications (‘Floors’)

Content management

Navigation

Page lay-outs

Search scopes

Requirements

Statistics

Examples Service/Platform Platform Activity Portfolio management Responsible Architecture board Execution Web bureau Platform Content types Knowledge Manager Data management Platform Information policies Record manager Data management Intranet Content management Corporate communication Intranet Team Customer extranet Navigation Sales & Marketing Bus.Information Management

I think you should …