SharePoint Fest Denver - The Steps To Effective SharePoint Governance

The Steps To EffectiveSharePoint Governance Presented By: Richard Harbridge #SharePointFest @RHarbridge#SharePointFest @RHarbridge

Who am I? Boston Washington#SharePointFest @RHarbridge

SPTechCon The SharePoint Technology Conference#SharePointFest @RHarbridge

Our Goal Today… From Here To Here#SharePointFest @RHarbridge

#SharePointFest @RHarbridge

Why Do I Need Effective Governance?#SharePointFest @RHarbridge

There are big risks that are almost always realized when you don’t have it!#SharePointFest @RHarbridge

SharePoint Sprawl Risk: Un-Managed Sites and Content were not periodically reviewed for accuracy and relevance.#SharePointFest @RHarbridge

Quality Deterioration Risk: Did not ensure that content quality is maintained for the life of the portal.#SharePointFest @RHarbridge

Frustration Failure Risk: Did not consistently provide a high quality user experience.#SharePointFest @RHarbridge

Priority Paralysis Project Priority Fileshare Migration 1 Partner Extranet 1 Executives Kitten Picture Rotator 1 Risk: Did not establish clear decision 1 Legacy Application Integration making authority/ownership and 1 Governance Planning Put Out Server Room Fires escalation procedures so that conflicts1 and/or policy violations are resolved in a timely manner.#SharePointFest @RHarbridge

Ineffective Use of Time/Resources Risk: Did not ensure that the portal strategy is aligned with business objectives so that it continuously delivers business value.#SharePointFest @RHarbridge

It’s not just about insuring against or mitigating those risks!#SharePointFest @RHarbridge

What does that mean? Without effective governance organization, performance, and capability are significantly reduced.#SharePointFest @RHarbridge

Without Governance#SharePointFest @RHarbridge

Executing Governance#SharePointFest @RHarbridge

With Governance#SharePointFest @RHarbridge

The Outcome You can now communicate why Governance is important/required.#SharePointFest @RHarbridge

What to watch out for… It’s not insurance. It makes your SharePoint investments more successful.#SharePointFest @RHarbridge

Building The Governance Teams#SharePointFest @RHarbridge

How do we start?#SharePointFest @RHarbridge

Recommended Governance TeamsThere are typically 5 teams for SharePoint Governance: Business Strategy Team Solutions/Technical Strategy Team Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SharePointFest @RHarbridge

The Strategy Teams#SharePointFest @RHarbridge

Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SharePointFest @RHarbridge

Business Strategy TeamRole: Provide strategic insight, Sample Representative Interests direction and prioritization for Executive Sponsor the portal. Knowledge Management Information/Technology Services Finance Sales and Marketing Human Resources Decentralized Business Legal and Compliance Operations IT Centralized People Development and Training Administration#SharePointFest @RHarbridge

Define, Prioritize and Plan#SharePointFest @RHarbridge

Solution (Technical) Strategy Team Role: Provide technical insight, direction and prioritization for the portal. Sample Representative Interests Application Development Infrastructure Enterprise Architecture Security People Development and Training Tip: If a business direction requires new Communications integration or effort with other technologies then a technical representative for that technology will be necessary.#SharePointFest @RHarbridge

HR Onboarding Solutions • Onboarding Workflow • Onboarding Electronic Forms • Integration with HRIS • New Employee Site#SharePointFest @RHarbridge

Map Solutions to Objectives  Direct Relationship  Indirect Relationship Automate and Automate and Automate and Centralize Improve HR Improve Provide HR Self Improve HR Knowledge and Employee File Absence Service Onboarding Resources Management Management Adjust Site Structure     Onboarding Workflow   Onboarding Electronic Forms    Integration With HRIS      New Employee Site      Document Capture    Automation * Objectives/solutions should be more specific – Example purposes only.#SharePointFest @RHarbridge

SharePoint will be…  Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement.  Our primary unified application delivery platform.  Our primary workflow/business process automation platform.  Our intranet and communication center for internal corporate communications. SharePoint will not be…  Our (external) web content management platform.  Our primary document management platform.  Our contact management platform.#SharePointFest @RHarbridge

Strategic Responsibilities  Defining Clear Objectives and Priorities  High Level Solutions Definition and Ownership  High Level Platform Classification  Communication Planning and Management  Resource/Capability Management  Expectation Management#SharePointFest @RHarbridge

The Tactical Teams#SharePointFest @RHarbridge

The Tactical Operations Team Role: Provide operational (IT- related) support and maintenance for the system Sample Representative Interests infrastructure Infrastructure Domain Administrators Networking Servers and Environments Quality Assurance They manage the more routine maintenance of Security the system by performing nightly backups, Databases performance monitoring and analysis, and keeping the environment current with security releases and upgrades.#SharePointFest @RHarbridge

Operations Responsibilities Objectives/Priorities Disaster Recovery Plan Storage and Quota Policies Monitoring Plans Maintenance Plans Service Level Agreements Security Policies Deployment Process, Policies, and Schedule#SharePointFest @RHarbridge

The Tactical Development Team Role: Customize/configure, personalize, and leverage SharePoint to achieve business Sample Representative Interests objectives. SharePoint Designer Visual Studio Source Control Quality Assurance Webparts This team is a loosely-knit community whos Templates membership ranges from highly skilled programmers to technically savvy end users in charge of personalizing departmental team sites.#SharePointFest @RHarbridge

Development Responsibilities Objectives/Priorities Branding Guide SharePoint Designer Policy Workflow Policy Development Standards (Including OOTB vs Custom) Development Environment Policy Testing Requirements Deployment Process, Policies, and Schedule SharePoint Standards Online#SharePointFest @RHarbridge

The Tactical Support Team Role: Provide support of the SharePoint applications and platform. Sample Representative Interests Support and HelpDesk People Development and Training Knowledge Management Taxonomy and Ontology Navigation and Organization Creates and manages a support system with Coaching effective training and proper channels of question or issue escalation and resolution. This team should also include influential users and leaders.#SharePointFest @RHarbridge

Support Responsibilities Objectives/Priorities Site Classification and Platform Classification Site Provisioning Process/Questionnaire User Expectations Agreement Roles and Responsibilities Support Agreement(s) Training and Communication Plans MySite Policies (Pictures)…#SharePointFest @RHarbridge

Support Responsibilities User Lifecycle Policy Taxonomy Management Social Policies Content Standards Legal and Compliance Policy Search Management SharePoint Standards Online#SharePointFest @RHarbridge

Multiple Tiers for Escalation (You can’t know everything) Tactical Support Team Help Desk Site Administrators End Users Learning Libraries/Online/Help#SharePointFest @RHarbridge

Measure Support Learn and use data to be proactive.#SharePointFest @RHarbridge

Deployment Process/Policies Extremely Important! Ensure you have clear schedules and ownership.#SharePointFest @RHarbridge

Governance Tip If possible have one member in all of the Governance teams or some members across multiple teams!#SharePointFest @RHarbridge

Governance Tip Create a “Business Solution Governance Team”. This team allows you to find business users who want to be involved.#SharePointFest @RHarbridge

The Outcome Everyone Achieves a Shared Understanding of SharePoint Related Processes.#SharePointFest @RHarbridge

What to watch out for… Not just documents, policies, and procedures. It is an active and ongoing process.#SharePointFest @RHarbridge

Setting Up A Governance Site#SharePointFest @RHarbridge

Why a Governance Site? 1. It’s a lot of content. 2. It’s a collaborative process. 3. It’s an ongoing process. 4. Each piece of content should have a clear owner. 5. Content will need to be shared.#SharePointFest @RHarbridge

Governance Announcements#SharePointFest @RHarbridge

SharePoint Solutions Listing In addition you can also create a ‘Roadmap’ or basically a Gantt Chart or visual indicator of solutions to show what you have achieved and where you are going with SharePoint.#SharePointFest @RHarbridge

Team Rosters and Definitions#SharePointFest @RHarbridge

Policies, Standards and Guidelines Use Search, Metadata, and Approval Workflows to help improve management and user experience. For living documents/standards that require many authors try a Wiki! SharePoint Standards Online#SharePointFest @RHarbridge

FAQs and a Glossary SharePoint Glossary Online#SharePointFest @RHarbridge

Patterns and Practices#SharePointFest @RHarbridge

Team Resources and Minutes#SharePointFest @RHarbridge

Feedback and Surveys Embed feedback options throughout the sites! Don’t forget to share stories!#SharePointFest @RHarbridge

Self Help and Support Resources#SharePointFest @RHarbridge

Complete Site Listing Include things like: • The owner and secondary owner of the site. • The purpose of the site. • The URL, Size, and Usage Level of the site. • The last time the site was#SharePointFest @RHarbridge the support team. engaged by

The Outcome Using the SharePoint Platform we can effectively manage SharePoint Governance.#SharePointFest @RHarbridge

What to watch out for… Just having the Governance site isn’t enough. Content must remain fresh.#SharePointFest @RHarbridge

Governance Resources#SharePointFest @RHarbridge

IS Use them.#SharePointFest @RHarbridge

Governance Checklist#SharePointFest @RHarbridge

TechNet, Community and More..#SharePointFest @RHarbridge

are Use them.#SharePointFest @RHarbridge

No Single “Approach” Projects Communities Tasks Practices#SharePointFest @RHarbridge

Define Governance Control Levels Home Page“PUBLIC” SITES: Open Tightlyto all employees controlled, formal Functional Areas governance Department Site – “Public”“PRIVATE” SITES: Open Some control,to business group Department Team Site – “Private” some formalmembers governanceTEAM SITES: Generally open Looser control, Project/Initiative Team Sites less formalto team members governance Personal Sites– My Sites#SharePointFest @RHarbridge

ITIL Framework#SharePointFest @RHarbridge

COBIT Framework#SharePointFest @RHarbridge

SharePoint Deployment and Governance using COBIT 4.1 Chennault & Strain #SharePointFest @RHarbridgehttp://www.amazon.com/SharePoint-Deployment-Governance-Using-COBIT/dp/1604201177

Microsoft Operations Framework (MOF)#SharePointFest @RHarbridge

SharePoint Maturity Model Sadalit van Buren#SharePointFest @RHarbridgehttp://sharepointmaturity.com

The Outcome There is a ton of material out there to support you.#SharePointFest @RHarbridge

What to watch out for… External best practices, policies, standards, and ideas may or may not be the right fit.#SharePointFest @RHarbridge

Steps to Effective Governance… 1. Understand The Need For Governance 2. Build Your Governance Teams 3. Understand How SharePoint Is/Should Be Used 4. Develop/Practice Guidance and Policies 5. Return to Step 2 and Repeat Steps 2 through 4 6. You Have Perfect Governance You Can Never Truly Achieve Perfect Governance. So long as you are performing the steps you are achieving Effective Governance.#SharePointFest @RHarbridge

Thank YouOrganizers, Sponsors and You for Making this Possible.Questions? Ideas? Feedback? Contact me: Twitter: @RHarbridge Blog: http://www.RHarbridge.com Email: Richard@RHarbridge.com Resources: 700+ SharePoint IA Slides at.. PracticalIntranet.com 130+ SharePoint Standards at.. SPStandards.com 15 Pages of Important Questions at.. SharePointDiagnostics.com#SharePointFest @RHarbridge

SharePoint Fest Denver - The Steps To Effective SharePoint Governance

by Richard Harbridge on Jun 25, 2012

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SharePoint Fest Denver - The Steps To Effective SharePoint Governance Presentation Transcript