SharePoint 2010 Governance


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Presentation given at the 1/27/2010 SharePoint 2010 Roadshow in LA

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  • Great Presentation, thank you. SharePoint Governance is a complex topic to say the least. After many thousands of hours there is a simple solution to SharePoint Governance. Research suggests that people don't know what they need to know and that makes it a difficult and daunting task. There is a ready to go SharePoint Governance solution at, it's not free but it's well worth a look for businesses that are serious about governance without becoming SharePoint gurus.
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  • Goal – Land a man on the moon and return him safely to earthTiming – before the decade is doneSpending – whatever it takes - 9 billion estimate (existing 7 million budget)Risk – Failure in the eyes of the world
  • SharePoint 2010 Governance

    1. 1. SharePoint Governance<br />
    2. 2. How do you expect me to talk about Governance<br />With this view!?<br />
    3. 3. Introductions<br />Chris Riley, <br />Sr. ECM and Document Imaging Architect<br />ShareSquared<br />Partnered with Microsoft- ShareSquared, Inc. is a full service consulting firm and Microsoft Gold Certified Partner. We specialize in business solutions based on SharePoint and more broadly, the .NET platform. Our staff is comprised of Microsoft SharePoint MVP’s, Former Microsoft employees, Certified Professionals/Trainers and Senior SharePoint Architects and Developers. Our core competency includes the development of large scale enterprise portals, SharePoint internet sites, and line of business applications implemented using SharePoint and related technologies.<br />
    4. 4. Today’s Governance Quotes<br />“It’s about the solution” <br />- Charles Maxson<br />“Business processes are always evolving” <br /><ul><li>Brandon Brown</li></ul>“Making sure you don’t go over budget, and require a huge team to manage your SharePoint”<br /><ul><li>Riley Wolff</li></ul>“Function great today, and 5 years down the road”<br />- Nick Carr<br />
    5. 5. Governance<br />What is Governance?<br />Other Definitions<br />Primary Goals<br />Governance Continuum<br />The Governance Challenge<br />Focus Areas<br />A Governance Example<br />
    6. 6. What is Governance?<br />According to the IT Governance InstituteGovernance consists of…<br />The leadership<br />Organizational structures (Policies)<br />Processes<br />that ensure that the organization's technology <br />Sustains<br />Extends<br />the organizations strategies and objectives.<br />
    7. 7. What is Governance?<br />TechNet:<br />Governance is the set of roles, responsibilities, and processes that you put in place in an enterprise to guide the development and use of a solution based on SharePoint Products and Technologies. <br />Robert Bogue:<br />Governance is managing the deployment of information technologies. Managing, like project management, is concerned with the risks, the costs, and the usefulness of the solution once it has been created. Thus when we define governance we are attempting to manage risk, cost, and adoption<br />
    8. 8. Examples of bad Governance<br />My keyboard<br />“Webifying” Share Drives<br />Let users create sites without approval<br />Getting folder happy<br />Giving a user Site Collection Admin access just because they need to run eDiscovery<br />
    9. 9. Don’t Do That!<br />
    10. 10. Primary Goals<br />Assure that the investments in SharePoint generate business value<br />Mitigate the risks that are associated with SharePoint<br />Get users to use SharePoint, and use it properly<br />
    11. 11. Governance Continuum<br />
    12. 12. The Governance Challenge<br />The challenge for IT organizations is to create an appropriate level of <br />centralized control,<br />while at the same time, avoiding any impact on the business benefits derived by<br />placing power in the hands of end users.<br />Technology or Policy?<br />
    13. 13. Why do SharePoint Projects Fail?<br />Uncontrolled Growth<br />Site Proliferation with no Plan <br />Server Proliferation – IT doesn’t meet needs of dept.<br />No Quotas, No Blocked File Types, No Policies<br />No life cycle management or cleanup<br />Unreliable Service (No SLAs) <br />Memory leaks from bad untested, unsupported code<br />Unreliable support<br />No strategy, no training<br />Lack of Growth & Usage Reporting<br />No Communication or Training<br />No security audits or security policies (information leaks)<br />
    14. 14. Implementing Governance<br />Governance Goals<br />Start with a small diversified team<br />Build on the project’s vision statement<br />Reference existing policies and standards<br />Communicate decisions<br />Plan for updates<br />Draft a plan<br />
    15. 15. Governance Goals<br />Natural: Fits naturally into existing or ideal workflow <br />Trim: Just enough information at the right time<br />Agile: Ability to quickly adapt to changing tactical requirements<br />Safe: Technically, legally, operationally<br />Timely: The right amount of information at the right time<br />
    16. 16. What’s in a Vision<br />What is our goal?<br />When should we be done?<br />What are we willing to spend?<br />What are we willing to risk?<br />What other opportunities are we missing?<br />
    17. 17. Balance is the Key!<br />No More “Us” vs. “Them” Mentality<br />Users know what they do<br />IT knows what is available<br />Balance Consensus vs. Buy-In<br />
    18. 18. Tiered Levels of Control<br />Tightly Controlled Technical Strategy<br />Tight Control at the Widest Scope<br />Decreasing Control as the Scope Narrows<br />Broad Governance Policies<br />Maximum Tactical Freedom<br />
    19. 19. Continuous Process<br />Establish a Customization Review Committee<br />Continuously Monitor Performance<br />Schedule Review and Revision of Governance Plan<br />
    20. 20. Not a one size fits all<br />SharePoint is a platform<br />Platform Governance<br />Application Governance<br />Platform<br />Custom Solutions<br />Security<br />Email Management<br />Enterprise Content Management<br />Social Media and Networking<br />Portals<br />
    21. 21. Example: Enterprise Content Management<br />Build a taxonomy<br />Build a retention schedule<br />Build workflows<br />Setup content types, and content type publishing<br />Implement records management<br />Conduct Content Audits<br />Leverage folksonomy<br />
    22. 22. Tips:<br />Start Now!<br />Example: Share drive migration<br />Cool features don’t = must use features<br />Appoint and train super users<br />Impact proper user adoption<br />Granted greater access<br />Identify your exceptions<br />Legal – eDiscovery security rights<br />Don’t foster bad habits<br />Example - Workspaces<br />
    23. 23. Resources and Q & A<br />Technet Governance Resource Center:<br />SharePoint 2010 Governance Poster<br />Contact Info<br /><br />Twitter: rileybeebs<br />800-445-1279 x402<br />