The Steps To Effective SharePoint Governance - Share Atlanta

The Steps To Effective SharePoint GovernanceRichard Harbridge – Senior SharePoint Architect/Evangelist#Share2012 @RHarbridge

#Share2012 @RHarbridge

Our Goal Today… From Here To Here#Share2012 @RHarbridge

Why Do I Need Effective Governance?#Share2012 @RHarbridge

There are big risks that are almost always realized when you don’t have it!#Share2012 @RHarbridge

SharePoint Sprawl Risk: Un-Managed Sites and Content were not periodically reviewed for accuracy and relevance.#Share2012 @RHarbridge

Quality Deterioration Risk: Did not ensure that content quality is maintained for the life of the portal.#Share2012 @RHarbridge

Frustration Failure Risk: Did not consistently provide a high quality user experience.#Share2012 @RHarbridge

Priority Paralysis Project Priority Fileshare Migration 1 Partner Extranet 1 Executives Kitten Picture Rotator 1 Risk: Did not establish clear decision Legacy Application Integration 1 Governance Planning 1 making authority/ownership and Put Out Server Room Fires 1 escalation procedures so that conflicts are resolved in a timely manner.#Share2012 @RHarbridge

Ineffective Use of Time/Resources Risk: Did not ensure that the portal strategy is aligned with clear prioritized business objectives.#Share2012 @RHarbridge

It’s not just about insuring against or mitigating those risks!#Share2012 @RHarbridge

What does that mean? Without effective governance organization, performance, and capability are significantly reduced.#Share2012 @RHarbridge

Without Governance#Share2012 @RHarbridge

Executing Governance#Share2012 @RHarbridge

With Governance#Share2012 @RHarbridge

The Outcome You can now communicate why Governance is important/required.#Share2012 @RHarbridge

What to watch out for… It’s not insurance. It makes your SharePoint investments more successful.#Share2012 @RHarbridge

Building The Governance Teams#Share2012 @RHarbridge

How do we start?#Share2012 @RHarbridge

Recommended Governance Teams There 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#Share2012 @RHarbridge

The Strategy Teams#Share2012 @RHarbridge

Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#Share2012 @RHarbridge

Business Strategy TeamRole: Provide strategic insight, Sample Representative Interests Executive Sponsor direction and prioritization for Knowledge Management the portal. Information/Technology Services Finance Sales and Marketing Human Resources Legal and Compliance Decentralized Business Operations People Development and Training IT Centralized Administration#Share2012 @RHarbridge

Define, Prioritize and Plan#Share2012 @RHarbridge

Solution (Technical) Strategy Team Role: Provide technical insight, direction and prioritization for the portal. Sample Representative Interests Application Development Infrastructure Enterprise Architecture Security Tip: If a business direction requires new People Development and Training integration or effort with other technologies Communications then a technical representative for that technology will be necessary.#Share2012 @RHarbridge

HR Onboarding Solutions • Onboarding Workflow • Onboarding Electronic Forms • Integration with HRIS • New Employee Site#Share2012 @RHarbridge

Map Solutions to Objectives  Direct Relationship  Indirect Relationship Automate and Automate and Automate and Centralize Improve HR Provide HR Self Improve HR Improve Absence Knowledge and Employee File Service Onboarding Management Resources 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.#Share2012 @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.#Share2012 @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#Share2012 @RHarbridge

The Tactical Teams#Share2012 @RHarbridge

The Tactical Operations Team Role: Provide operational (IT-related) support and maintenance for Sample Representative Interests the system 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#Share2012 releases and upgrades. @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#Share2012 @RHarbridge

The Tactical Development Team Role: Customize/configure, personalize, and leverage Sample Representative Interests SharePoint to achieve business SharePoint Designer objectives. Visual Studio Source Control Quality Assurance Webparts Templates This team is a loosely-knit community whos membership ranges from highly skilled programmers to technically savvy end users in charge of personalizing departmental team sites.#Share2012 @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#Share2012 @RHarbridge

The Tactical Support Team Role: Provide support of the Sample Representative Interests SharePoint applications and Support and HelpDesk platform. People Development and Training Knowledge Management Taxonomy and Ontology Navigation and Organization Coaching 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#Share2012 leaders. @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)…#Share2012 @RHarbridge

Support Responsibilities  User Lifecycle Policy  Taxonomy Management Plan  Social Policies  Content Standards  Legal and Compliance Policy  Search Management Plan SharePoint Standards Online#Share2012 @RHarbridge

Multiple Tiers for Escalation (You can’t know everything) Tactical Support Team Help Desk Site Administrators End Users Learning Libraries/Online/Help#Share2012 @RHarbridge

Measure Support Learn and use data to be proactive.#Share2012 @RHarbridge

Deployment Process/Policies Extremely Important! Ensure you have clear schedules and ownership.#Share2012 @RHarbridge

Governance Tip If possible have one member in all of the Governance teams or some members across multiple teams!#Share2012 @RHarbridge

Governance Tip Create a “Business Solutions Team”. This team allows you to find business users who want to be involved.#Share2012 @RHarbridge

The Outcome Everyone Achieves a Shared Understanding of SharePoint Related Processes.#Share2012 @RHarbridge

What to watch out for… Not just documents, policies, and procedures. It is an active and ongoing process.#Share2012 @RHarbridge

Setting Up A Governance Site#Share2012 @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.#Share2012 @RHarbridge

Governance Announcements#Share2012 @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#Share2012 @RHarbridge are going with SharePoint.

Team Rosters and Definitions#Share2012 @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#Share2012 @RHarbridge

FAQs and a Glossary SharePoint Glossary Online#Share2012 @RHarbridge

Patterns and Practices#Share2012 @RHarbridge

Team Resources and Minutes#Share2012 @RHarbridge

Feedback and Surveys Embed feedback options throughout the sites! Don’t forget to share stories!#Share2012 @RHarbridge

Self Help and Support Resources#Share2012 @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 engaged by the support team.#Share2012 @RHarbridge

The Outcome Using the SharePoint Platform we can more effectively manage SharePoint Governance.#Share2012 @RHarbridge

What to watch out for… Just having the Governance site isn’t enough. Content must remain fresh.#Share2012 @RHarbridge

Governance Resources#Share2012 @RHarbridge

IS Use them.#Share2012 @RHarbridge

Governance Checklist#Share2012 @RHarbridge

TechNet, Community and More..#Share2012 @RHarbridge

are Use them.#Share2012 @RHarbridge

No Single “Approach” Projects Communities Tasks Practices#Share2012 @RHarbridge

Governance Control Levels Home Page“PUBLIC” SITES: Open Tightlyto all employees controlled, Functional Areas formal governance Department Site – “Public”“PRIVATE” SITES: Open Some control, someto business group Department Team Site – “Private” formal governancemembers Looser control, Project/Initiative Team SitesTEAM SITES: Generally open less formalto team members governance Personal Sites– My Sites#Share2012 @RHarbridge

ITIL Framework#Share2012 @RHarbridge

COBIT Framework#Share2012 @RHarbridge

SharePoint Deployment and Governance using COBIT 4.1 Chennault & Strainhttp://www.amazon.com/SharePoint-Deployment-Governance-Using-COBIT/dp/1604201177#Share2012 @RHarbridge

Microsoft Operations Framework (MOF)#Share2012 @RHarbridge

SharePoint Maturity Model Sadalit van Buren#Share2012 @RHarbridge http://sharepointmaturity.com

The Outcome There is a ton of excellent material out there to support you.#Share2012 @RHarbridge

What to watch out for… External best practices, policies, standards, and ideas may or may not be the right fit.#Share2012 @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 You Can Never Truly Achieve Perfect Governance. 6. You Have Perfect Governance So long as you are performing the steps#Share2012 @RHarbridge you are achieving Effective Governance.

Thank You 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#Share2012 @RHarbridge

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The Steps To Effective SharePoint Governance - Share Atlanta

by Richard Harbridge

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