SharePoint Symposium - Governance

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

Who am I?#SPGOV @RHarbridge

Why Do I NeedEffective Governance?

There are over 3,750,000 results on Google for “SharePoint Governance”

SharePoint Risks• SharePoint Sprawl• Quality Deterioration• User Frustration• Priority Paralysis• Poor Business Alignment• Failing To Comply With Records Retention• Failure To Meet Best Practices

It’s not just about insuringagainst or mitigating risks!

What does that mean? Without effective governanceorganization, performance, and capability are significantly reduced.

Without Governance

Executing Governance

With Governance

Building TheGovernance Teams

How do we start?

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

The Strategy Teams

Governance Teams Business Strategy Team Solutions/Technical Strategy Team Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team

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

Define, Prioritize and Plan

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.

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 EfficiencyAdjust SiteStructure and     TaxonomyMigrate FileShares    Create Dashboards     ImplementWorkflow    SolutionsConfigure SearchServices     Branding     * Objectives should be more specific – Example purposes only.

SharePoint is not a Silver Bullet… SharePoint is not a Silver Bullet at NothingButSharePoint.com

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.

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

The Tactical Teams

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

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 http://www.SPStandards.com

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

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 http://www.SPStandards.com

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 OrganizationCreates and manages a support system with Coachingeffective training and proper channels ofquestion or issue escalation and resolution. Thisteam should also include influential users andleaders.

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)…

Support Responsibilities User Lifecycle Policy Taxonomy Management Social Policies Content Standards Legal and Compliance Policy Search Management http://www.SPStandards.com

Deployment Process/Policies Extremely Important! Ensure you have clear schedules and ownership.

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

Measure SupportLearn and use data to be proactive.

Governance TipIf possible have one member in allof the Governance teams or somemembers across multiple teams!

Governance TipCreate a “Business SolutionGovernance Team”. This teamallows you to find business userswho want to be involved.

You Need AGovernance PlanGovernance Site

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.

Governance Announcements

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.

Team Rosters and Definitions

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! http://www.SPStandards.com

FAQs and a Glossary SharePoint Glossary Online

Patterns and Practices

Team Resources and Minutes

Feedback and Surveys Embed feedback options throughout the sites!Don’t forget toshare stories!

Self Help and Support Resources

Complete Site ListingInclude 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.

areUse them.

No Single “Approach”Projects CommunitiesTasks Practices

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

SharePoint is a Platform? SharePoint is a Service.

ITIL Framework

COBIT Framework

Microsoft Operations Framework (MOF)

SharePoint Maturity Model Sadalit van Buren http://sharepointmaturity.com

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.

Thank YouOrganizers, Sponsors and You for Making this Possible. Questions? Ideas? Feedback? Contact me:  Twitter: @RHarbridge  Blog: www.RHarbridge.com  Email me: Richard@RHarbridge.com  Resources: PracticalIntranet.com, SPStandards.com, SharePointDiagnostics.com

SharePoint Symposium - Governance

by Richard Harbridge

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