SharePoint Governance - jboye08

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In many organizations managing a project and/or application portfolio around SharePoint ends up being a responsibility of the IT-department. That's if it's recognized as an explicit role at all.

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  • 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 and not SharePoint gurus.
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  • SharePoint Governance - jboye08

    1. 1. SharePoint Governance SharePoint: Think big, start small and … scale fast
    2. 2. Agenda <ul><li>Short introduction </li></ul><ul><li>Why do governance for SharePoint? </li></ul><ul><li>Why is it an issue? </li></ul><ul><li>How to determine roles and start with governance </li></ul>
    3. 3. Introduction <ul><li>My experience </li></ul><ul><li>SharePoint-governance at governmental organization </li></ul><ul><li>Implementation student portal at university </li></ul><ul><li>Collaboration environment at governmental organization </li></ul><ul><li>Digital archive at research institute </li></ul><ul><li>Conversion and distribution of incoming mail </li></ul><ul><li>SharePoint as ECM platform at governmental organization </li></ul><ul><li>… </li></ul>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.
    4. 4. Often heard <ul><li>“ These are just team sites and they have nothing to do with the intranet. ” </li></ul><ul><li>“ We wont be using it for document management yet. We’ll start by offering departments the ability to upload their content. ” </li></ul><ul><li>“ The first project is the project that sets priorities and standards and is in charge. ” </li></ul><ul><li>“ 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. ” </li></ul><ul><li>“ We know governance is important, but where should we begin? ” </li></ul>
    5. 5. Source: http://ed.maytheschwartzbewithyou.com/edave/
    6. 6. Source: http://www.flickr.com/photos/spooof/2480996183/
    7. 7. Why is it such an issue? <ul><li>You don’t know what will happen in the future </li></ul><ul><li>It’s is being used as a platform for delivering solutions </li></ul><ul><li>Pre-configured roles don’t necessarily align with existing roles in many organizations </li></ul><ul><li>It offers a huge amount of functions </li></ul><ul><li>Since it has so much capabilities, other enterprise applications will offer similar functions. What to use? </li></ul><ul><li>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……  </li></ul>
    8. 8. 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
    9. 10. Who’s involved? Business Information Management System Administrators Content Management Infrastructure Database Administrators Application Management Support Engineering Developers Training Data Management Project Team “ Business”
    10. 11. So therefore governance… <ul><li>According to the IT Governance Institute IT governance </li></ul><ul><li>consists of the leadership and </li></ul><ul><li>organizational structures and processes </li></ul><ul><li>that ensure that the organization's information technology sustains and </li></ul><ul><li>extends the organization's strategies and objectives. </li></ul>
    11. 12. First steps to SharePoint governance <ul><li>Focus on people & responsibilities, not processes </li></ul><ul><li>Make an inventory of tasks and activities and appoint these to people </li></ul><ul><li>Don’t start with designing processes, have responsible people design their own </li></ul><ul><li>Try not to set up a whole new organizational structure </li></ul><ul><li>Focus on guidelines, try to avoid creating a dictatorship </li></ul>
    12. 13. Content Types, Information Policies, Audiences Search & Workflow MySites Project & Department Sites Corporate Portal Source: http://www.flickr.com/photos/istvanski/1336074028/
    13. 14. Delegate Responsibilities Platform (‘Building’) <ul><li>Govern governance </li></ul><ul><li>Portfolio management </li></ul><ul><li>Content types </li></ul><ul><li>Information policies </li></ul><ul><li>Logical architecture & Topology </li></ul><ul><li>Information architecture (corporate) </li></ul><ul><li>Enterprise architecture </li></ul>Services/Applications (‘Floors’) <ul><li>Content management </li></ul><ul><li>Navigation </li></ul><ul><li>Page lay-outs </li></ul><ul><li>Search scopes </li></ul><ul><li>Requirements </li></ul><ul><li>Statistics </li></ul>
    14. 15. 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
    15. 16. I think you should … <ul><li>Accept you don’t know everything in advance, so…. </li></ul><ul><li>You should think AND talk about governance </li></ul><ul><li>Draw up a roadmap </li></ul><ul><li>Make someone or some people responsible for coordination </li></ul><ul><li>Determine where your platform ends and where applications begin </li></ul><ul><li>Think big, start small and … scale fast </li></ul>
    16. 17. Sources & suggestions for further reading <ul><li>Reports </li></ul><ul><li>J. Boye, Best Practices for Using SharePoint for Public Websites - A Business Person’s Guide </li></ul><ul><li>CMS Watch SharePoint Report 2008 </li></ul><ul><li>Joel Oleson & Mark Wagner, Template SharePoint Governance Plan </li></ul><ul><li>Blogs & Sites </li></ul><ul><li>http:// technet.microsoft.com / en-us /office/ sharepointserver /bb507202.aspx </li></ul><ul><li>http://rjcharity.spaces.live.com/Blog/cns!45A38976DB774CBC!2263.entry </li></ul><ul><li>http://www.informit.com/articles/article.aspx?p=1222425 </li></ul><ul><li>http://msdnrss.thecoderblogs.com/2008/06/25/the-governance-question/ </li></ul><ul><li>http://blogs.officezealot.com/mauro/archive/2007/03/04/20180.aspx </li></ul><ul><li>http://blogs.officezealot.com/mauro/archive/2008/04/19/20965.aspx </li></ul><ul><li>http:// chieftech.blogspot.com /2008/09/ mike-gardner-from-eds-on-how-to-keep.html </li></ul>

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