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SharePoint Live - Steps to Effective Governance

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  • My dedication to you before I begin. By the end of this you will have gained 3 things. It might be new knowledge, it might be a new method but you MUST gain 3 things by the end. If you don’t my first challenge to you is to stalk me, hunt me down and make sure you get 3 things from me. Because I owe you 3 things! This is meant to help you. 
  • Dominating the skyline of Arkhangelsk, a city in Russia's far north-west, it is believed to be the world's tallest wooden house, soaring 13 floors to reach 144ft - about half the size of the tower of Big Ben. The house that Sutyagin built is also crumbling, incomplete and under threat of demolition from city authorities determined to end the former convict's eccentric 15-year project. When Sutyagin began work on his dacha in 1992, he claims he was only intending to build a two-storey house - larger than those of his neighbours to reflect his position as the city's richest man, but certainly not a contender for the Guinness Book of Records. However, convinced by a trip to see wooden houses in Japan and Norway, he concluded that he had not used roof space efficiently enough and decided to keep building. "First I added three floors but then the house looked ungainly, like a mushroom," he said. "So I added another and it still didn't look right so I kept going. What you see today is a happy accident."There were other motives too. Having grown up in a Soviet communal flat, Sutyagin said he felt lonely living by himself.Not only would his house make a perfect love nest for his molls, it could also accommodate the 18 executives at his construction company.
  • A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal.It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint.Thank You for Reading/Listening

Transcript

  • 1. The Steps To EffectiveSharePoint Governance Presented By: Richard Harbridge #SPGOV @RHarbridge
  • 2. Who am I?
  • 3. Our Goal Today… From Here To Here
  • 4. Why Do I NeedEffective Governance?
  • 5. There are big risks that are almost always realized when you don’t have it!#SPGOV @RHarbridge
  • 6. SharePoint SprawlHe was only intending to build a two-storyhouse - larger than those of his neighbors toreflect his position as the citys richest man. “First I added three floors but then the house looked ungainly, like a mushroom," he said. "So I added another and it still didnt look right so I kept going…”Risk: Un-Managed Sites and Content werenot periodically reviewed for accuracy andrelevance.
  • 7. Quality Deterioration Risk: Did not ensure that content quality is maintained for the life of the portal.#SPGOV @RHarbridge
  • 8. Frustration Failure Risk: Did not consistently provide a high quality user experience.#SPGOV @RHarbridge
  • 9. 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.#SPGOV @RHarbridge
  • 10. 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.#SPGOV @RHarbridge
  • 11. It’s not just about insuring against or mitigating those risks!#SPGOV @RHarbridge
  • 12. What does that mean? Without effective governance organization, performance, and capability are significantly reduced.#SPGOV @RHarbridge
  • 13. Without Governance#SPGOV @RHarbridge
  • 14. Executing Governance#SPGOV @RHarbridge
  • 15. With Governance#SPGOV @RHarbridge
  • 16. The Outcome You can now communicate whyGovernance is important/required.
  • 17. What to watch out for… It’s not insurance. It makes your SharePointinvestments more successful.
  • 18. Building TheGovernance Teams
  • 19. How do we start?#SPGOV @RHarbridge
  • 20. 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#SPGOV @RHarbridge
  • 21. The Strategy Teams#SPGOV @RHarbridge
  • 22. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SPGOV @RHarbridge
  • 23. 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#SPGOV @RHarbridge
  • 24. Define, Prioritize and Plan#SPGOV @RHarbridge
  • 25. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SPGOV @RHarbridge
  • 26. 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.#SPGOV @RHarbridge
  • 27. Map Solutions to Objectives  Direct Relationship  Indirect Relationship Centralize Automate and Enhance Reduce Enhance Knowledge and Improve Business Governance Redundancy and Collaboration Resources Processes Model Improve Efficiency Adjust Site Structure and      Taxonomy Migrate File Shares     Create Dashboards      Implement Workflow     Solutions Configure Search Services      Branding     * Objectives should be more specific – Example purposes only.#SPGOV @RHarbridge
  • 28. 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.#SPGOV @RHarbridge
  • 29. 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
  • 30. The Tactical Teams#SPGOV @RHarbridge
  • 31. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SPGOV @RHarbridge
  • 32. 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.#SPGOV @RHarbridge
  • 33. 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#SPGOV @RHarbridge
  • 34. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SPGOV @RHarbridge
  • 35. 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.#SPGOV @RHarbridge
  • 36. 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#SPGOV @RHarbridge SharePoint Standards Online
  • 37. Deployment Process/Policies Extremely Important! Ensure you have clear schedules and ownership.#SPGOV @RHarbridge
  • 38. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SPGOV @RHarbridge
  • 39. 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.#SPGOV @RHarbridge
  • 40. 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)…#SPGOV @RHarbridge
  • 41. Support Responsibilities User Lifecycle Policy Taxonomy Management Social Policies Content Standards Legal and Compliance Policy Search Management#SPGOV @RHarbridge SharePoint Standards Online
  • 42. Multiple Tiers for Escalation (You can’t know everything) Tactical Support Team Help Desk Site Administrators End Users Learning Libraries/Online/Help#SPGOV @RHarbridge
  • 43. Measure Support Learn and use data to be proactive.#SPGOV @RHarbridge
  • 44. Governance Tip If possible have one member in all of the Governance teams or some members across multiple teams!#SPGOV @RHarbridge
  • 45. Governance Tip Create a “Business Solution Governance Team”. This team allows you to find business users who want to be involved.#SPGOV @RHarbridge
  • 46. The Outcome Everyone Achieves a SharedUnderstanding of SharePoint Related Processes.
  • 47. What to watch out for… Not just documents, policies, andprocedures. It is an active and ongoing process.
  • 48. Setting Up AGovernance Site
  • 49. 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.#SPGOV @RHarbridge
  • 50. Governance Announcements#SPGOV @RHarbridge
  • 51. 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.#SPGOV @RHarbridge
  • 52. Team Rosters and Definitions#SPGOV @RHarbridge
  • 53. 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!#SPGOV @RHarbridge SharePoint Standards Online
  • 54. FAQs and a Glossary#SPGOV @RHarbridge SharePoint Glossary Online
  • 55. Patterns and Practices#SPGOV @RHarbridge
  • 56. Team Resources and Minutes#SPGOV @RHarbridge
  • 57. Feedback and Surveys Embed feedback options throughout the sites! Don’t forget to share stories!#SPGOV @RHarbridge
  • 58. Self Help and Support Resources#SPGOV @RHarbridge
  • 59. Self Help and Support Resources#SPGOV @RHarbridge
  • 60. 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 engaged by the support team.#SPGOV @RHarbridge
  • 61. The OutcomeUsing the SharePoint Platform we can effectively manage SharePoint Governance.
  • 62. What to watch out for…Just having the Governance site isn’tenough. Content must remain fresh.
  • 63. Governance Resources
  • 64. IS Use them.#SPGOV @RHarbridge
  • 65. Governance Checklist#SPGOV @RHarbridge
  • 66. TechNet, Community and More..#SPGOV @RHarbridge
  • 67. are Use them.#SPGOV @RHarbridge
  • 68. No Single “Approach” Projects Communities Tasks Practices#SPGOV @RHarbridge
  • 69. ITIL Framework#SPGOV @RHarbridge
  • 70. COBIT Framework#SPGOV @RHarbridge
  • 71. SharePoint Deployment and Governance using COBIT 4.1 Chennault & Strain #SPGOV @RHarbridgehttp://www.amazon.com/SharePoint-Deployment-Governance-Using-COBIT/dp/1604201177
  • 72. Microsoft Operations Framework (MOF)#SPGOV @RHarbridge
  • 73. SharePoint Maturity Model Sadalit van Buren#SPGOV @RHarbridge http://sharepointmaturity.com
  • 74. The OutcomeThere is a ton of material out there to support you.
  • 75. What to watch out for… External best practices, policies,standards, and ideas may or may not be the right fit.
  • 76. Steps to Effective Governance…1. Understand The Need For Governance2. Build Your Governance Teams3. Understand How SharePoint Is/Should Be Used4. Develop/Practice Guidance and Policies5. Return to Step 2 and Repeat Steps 2 through 46. You Have Perfect Governance You Can Never Truly Achieve Perfect Governance. So long as you are performing the steps you are achieving Effective Governance.
  • 77. Thank YouOrganizers, Sponsors and You for Making this Possible. Questions? Ideas? Feedback? Contact me:  Twitter: @RHarbridge  Blog: www.RHarbridge.com  Email me at: Richard@RHarbridge.com  Resources: PracticalIntranet.com, SPStandards.com, SharePointDiagnostics.com