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Steps to Effective Governance - SharePoint Saturday The Conference

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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.
  • This is to set the conceptual sceneYou will see this diagram a lot.
  • 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
    #SPSTCDC @RHarbridge
  • 2. Please turn off all electronic devices or set them to vibrate.
    If you must take a phone call, please do so in the hall so as not to disturb others.
    Open wireless access is available at SSID: SPSTCDC2011
    Feel free to “tweet and blog” during the session
    Thanks to our Diamond and Platinum Sponsors:
  • 3. Who am I?
    I
  • 4. Our Goal Today…
    From Here To Here
  • 5. Why Do I Need Effective Governance?
  • 6. There are big risks that are almost always realized when you don’t have it!
  • 7. SharePoint Sprawl
    He was only intending to build a two-storyhouse - larger than those of his neighbors to reflect his position as the city's 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 didn't look right so I kept going…”
    Risk: Un-Managed Sites and Content were not periodically reviewed for accuracy and relevance.
  • 8. Quality Deterioration
    Risk: Did not ensure that content quality is maintained for the life of the portal.
  • 9. Frustration Failure
    Risk: Did not consistently provide a high quality user experience.
  • 10. Priority Paralysis
    Risk: Did not establish clear decision making authority/ownership and escalation procedures so that conflicts and/or policy violations are resolved in a timely manner.
  • 11. 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.
  • 12. It’s not just about insuring against or mitigating those risks!
  • 13. What does that mean?
    Without effective governanceorganization, performance, andcapability are significantly reduced.
  • 14. Without Governance
  • 15. Executing Governance
  • 16. With Governance
  • 17. The Outcome
    You can now communicate why Governance is important/required.
  • 18. What to watch out for…
    It’s not insurance. It makes your SharePoint investments more successful.
  • 19. Building The Governance Teams
  • 20. How do we start?
  • 21. RecommendedGovernance Teams
    There are typically 5 teams for SharePoint Governance:
    • Business Strategy Team
    • 22. Solutions/Technical Strategy Team
    • 23. Tactical Teams:
    • 24. Tactical Operations Team
    • 25. Tactical Development Team
    • 26. Tactical Support Team
  • Alternative Teams
    If the organization or implementation is small enough you might only need to start with two and break them apart as you mature/grow.
  • The Strategy Teams
  • 33. Governance Teams
    • Business Strategy Team
    • 34. Solutions/Technical Strategy Team
    • 35. Tactical Teams:
    • 36. Tactical Operations Team
    • 37. Tactical Development Team
    • 38. Tactical Support Team
  • Business Strategy Team
    Role: Provide strategic insight, direction and prioritization for the portal.
    Decentralized
    Business
    Centralized
    IT
  • 39. Define,Prioritize and Plan
  • 40. Ensure Clear Priorities
  • 41. Governance Teams
    • Business Strategy Team
    • 42. Solutions/Technical Strategy Team
    • 43. Tactical Teams:
    • 44. Tactical Operations Team
    • 45. Tactical Development Team
    • 46. Tactical Support Team
  • Solution (Technical)Strategy Team
    Role: Provide technical insight, direction and prioritization for the portal.
    Tip: If a business direction requires new integration or effort with other technologies then a technical representative for that technology will be necessary.
  • 47. Map Solutions to Objectives
     Direct Relationship Indirect Relationship
    * Objectives should be more specific – Example purposes only.
  • 48. SharePoint will be…
    • Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement.
    • 49. Our primary unified application delivery platform.
    • 50. Our primary workflow/business process automation platform.
    • 51. Our intranet and communication center for internal corporate communications.
    • 52.
    SharePoint will not be…
    • Our (external) web content management platform.
    • 53. Our primary document management platform.
    • 54. Our contact management platform.
  • Strategic Responsibilities
    • Defining Clear Objectives and Priorities
    • 55. High Level Solutions Definition and Ownership
    • 56. High Level Platform Classification
    • 57. Communication Planning and Management
    • 58. Resource/Capability Management
    • 59. Expectation Management
  • Define a Governance Pyramid
  • 60. The Tactical Teams
  • 61. Governance Teams
    • Business Strategy Team
    • 62. Solutions/Technical Strategy Team
    • 63. Tactical Teams:
    • 64. Tactical Operations Team
    • 65. Tactical Development Team
    • 66. Tactical Support Team
  • The Tactical Operations Team
    Role: Provide operational (IT- related) support and maintenance for the system infrastructure
    They manage the more routine maintenance of the system by performing nightly backups, performance monitoring and analysis, and keeping the environment current with security releases and upgrades.
  • 67. Operations Responsibilities
    • Objectives/Priorities
    • 68. Disaster Recovery Plan
    • 69. Storage and Quota Policies
    • 70. Monitoring Plans
    • 71. Maintenance Plans
    • 72. Service Level Agreements
    • 73. Security Policies
    • 74. Deployment Process, Policies, and Schedule
  • Governance Teams
    • Business Strategy Team
    • 75. Solutions/Technical Strategy Team
    • 76. Tactical Teams:
    • 77. Tactical Operations Team
    • 78. Tactical Development Team
    • 79. Tactical Support Team
  • The Tactical Development Team
    Role: Customize/configure, personalize, and leverageSharePointto achieve business objectives.
    This team is a loosely-knit community who's membership ranges from highly skilled programmers to technically savvy end users in charge of personalizing departmental team sites.
  • 80. Development Responsibilities
    • Objectives/Priorities
    • 81. Branding Guide
    • 82. SharePoint Designer Policy
    • 83. Workflow Policy
    • 84. Development Standards (Including OOTB vs Custom)
    • 85. Development Environment Policy
    • 86. Testing Requirements
    • 87. Deployment Process, Policies, and Schedule
    SharePoint Standards Online
  • 88. Deployment Process/Policies
    Extremely Important! Ensure you have clear schedules and ownership.
  • 89. Governance Teams
    • Business Strategy Team
    • 90. Solutions/Technical Strategy Team
    • 91. Tactical Teams:
    • 92. Tactical Operations Team
    • 93. Tactical Development Team
    • 94. Tactical Support Team
  • The Tactical Support Team
    Role: Provide support of the SharePoint applications and platform.
    Creates and manages a support system with effective training and proper channels of question or issue escalation and resolution. This team should also include influential users and leaders.
  • 95. Support Responsibilities
    • Objectives/Priorities
    • 96. Site Classification and Platform Classification
    • 97. Site Provisioning Process/Questionnaire
    • 98. User Expectations Agreement
    • 99. Roles and Responsibilities
    • 100. Support Agreement(s)
    • 101. Training and Communication Plans
    • 102. MySite Policies (Pictures)…
  • Support Responsibilities
    SharePoint Standards Online
  • 108. Multiple Tiers for Escalation
    (You can’t know everything)
  • 109. Measure Support
    Learn and use data to be proactive.
  • 110. Diversify Support
    resources/mediums
  • Sample Support Flow
    Consultants, MS and Vendors
    Consultative Support
  • 121. IS
    Use them.
  • 122. Governance Tip
    If possible have one member in all of the Governance teams or some members across multiple teams!
  • 123. Governance Tip
    Create a “Business Solution Governance Team”. This team allows you to find business users who want to be involved.
  • 124. The Outcome
    Everyone Achieves a Shared Understanding of SharePoint Related Processes.
  • 125. What to watch out for…
    Not just documents, policies, and procedures. It is an active and ongoing process.
  • 126. Setting Up A Governance Site
  • 127. Why a Governance Site?
    It’s a lot of content.
    It’s a collaborative process.
    It’s an ongoing process.
    Each piece of content should have a clear owner.
    Content will need tobe shared.
  • 128. Governance Announcements
  • 129. 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.
  • 130. Team Rosters and Definitions
  • 131. 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
  • 132. FAQs and a Glossary
    SharePoint Glossary Online
  • 133. Patterns and Practices
  • 134. TeamResources and Minutes
  • 135. Feedback and Surveys
    Embed feedback options throughout the sites!
    Don’t forget to share stories!
  • 136. Self Help and Support Resources
  • 137. Self Help and Support Resources
  • 138. Complete Site Listing
    Include things like:
    • The owner and secondaryowner of the site.
    • 139. The purpose of the site.
    • 140. The URL, Size, and Usage Level of the site.
    • 141. The last time the site was engaged by the support team.
  • The Outcome
    Using the SharePoint Platform we can effectively manage SharePoint Governance.
  • 142. What to watch out for…
    Just having the Governance site isn’t enough. Content must remain fresh.
  • 143. Governance Resources
  • 144. IS
    Use them.
  • 145. Governance Checklist
  • 146. TechNet, Community and More..
  • 147. Frameworks
    are
    Use them.
  • 148. No Single “Approach”
    Projects
    Communities
    Tasks
    Practices
  • 149. Governance Triangle
    Permanent central portal
    - Few authors/Many readers
    Communication Portal
    • Central navigation
    • 150. Central taxonomy
    • 151. Divisional stakeholders
    • 152. Enterprise search
    CentralPortal
    Departmental portlets
    - Few authors/Many readers
    Increasing Strictness of Governance
    Collaboration
    • Local taxonomies
    • 155. Local search
    Semi Structured
    Team sites
    - Multiple authors
    Blogs, bios,
    Social
    Personal
    Above The Line versus Below The Line
  • 156. ITIL Framework
  • 157. COBIT Framework
  • 158. SharePoint Deployment and Governance using COBIT 4.1
    Chennault & Strain
    http://www.amazon.com/SharePoint-Deployment-Governance-Using-COBIT/dp/1604201177
  • 159. Microsoft Operations Framework (MOF)
  • 160. SharePoint Maturity Model
    Sadalit van Buren
    http://sharepointmaturity.com
  • 161. The Outcome
    There is a ton of material out there to support you.
  • 162. What to watch out for…
    External best practices, policies, standards, and ideas may or may not be the right fit.
  • 163. Steps to Effective Governance…
    Understand The Need For Governance
    Build Your Governance Teams
    Understand How SharePoint Is/Should Be Used
    Develop/Practice Guidance and Policies
    Return to Step 2 and Repeat Steps 2 through 4
    You Have Perfect Governance
    You Can Never Truly Achieve Perfect Governance. So long as you are performing the steps you are achieving Effective Governance.
  • 164. Please complete and turn in your Session Evaluation Form so we can improve future events. Survey can be filled out at:
    http://app.fluidsurveys.com/surveys/SPSTCDC2011-Sat-S2C-113
    Presenter: Richard Harbridge
    Session Name: Steps To Effective Governance
    Session No.: Sat-S2C-113
  • 165.
  • 166. Thank You Organizers, Sponsors andYoufor Making this Possible.
    Questions? Ideas? Feedback? Contact me:
    • Twitter: @RHarbridge
    • 167. Blog: www.RHarbridge.com
    • 168. Email me at: Richard@RHarbridge.com
    • 169. Resources: PracticalIntranet.com, SPStandards.com, SharePointDiagnostics.com