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

1. SharePoint Governance

2. How do you expect me to talk about Governance With this view!?

3. Introductions Chris Riley, Sr. ECM and Document Imaging Architect ShareSquared 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.

5. Governance What is Governance? Other Definitions Primary Goals Governance Continuum The Governance Challenge Focus Areas A Governance Example

6. What is Governance? According to the IT Governance InstituteGovernance consists of… The leadership Organizational structures (Policies) Processes that ensure that the organization's technology Sustains Extends the organizations strategies and objectives.

7. What is Governance? TechNet: 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. Robert Bogue: 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

8. Examples of bad Governance My keyboard “Webifying” Share Drives Let users create sites without approval Getting folder happy Giving a user Site Collection Admin access just because they need to run eDiscovery

9. Don’t Do That!

10. Primary Goals Assure that the investments in SharePoint generate business value Mitigate the risks that are associated with SharePoint Get users to use SharePoint, and use it properly

11. Governance Continuum

12. The Governance Challenge The challenge for IT organizations is to create an appropriate level of centralized control, while at the same time, avoiding any impact on the business benefits derived by placing power in the hands of end users. Technology or Policy?

13. Why do SharePoint Projects Fail? Uncontrolled Growth Site Proliferation with no Plan Server Proliferation – IT doesn’t meet needs of dept. No Quotas, No Blocked File Types, No Policies No life cycle management or cleanup Unreliable Service (No SLAs) Memory leaks from bad untested, unsupported code Unreliable support No strategy, no training Lack of Growth & Usage Reporting No Communication or Training No security audits or security policies (information leaks)

14. Implementing Governance Governance Goals Start with a small diversified team Build on the project’s vision statement Reference existing policies and standards Communicate decisions Plan for updates Draft a plan

15. Governance Goals Natural: Fits naturally into existing or ideal workflow Trim: Just enough information at the right time Agile: Ability to quickly adapt to changing tactical requirements Safe: Technically, legally, operationally Timely: The right amount of information at the right time

16. What’s in a Vision What is our goal? When should we be done? What are we willing to spend? What are we willing to risk? What other opportunities are we missing?

17. Balance is the Key! No More “Us” vs. “Them” Mentality Users know what they do IT knows what is available Balance Consensus vs. Buy-In

18. Tiered Levels of Control Tightly Controlled Technical Strategy Tight Control at the Widest Scope Decreasing Control as the Scope Narrows Broad Governance Policies Maximum Tactical Freedom

19. Continuous Process Establish a Customization Review Committee Continuously Monitor Performance Schedule Review and Revision of Governance Plan

20. Not a one size fits all SharePoint is a platform Platform Governance Application Governance Platform Custom Solutions Security Email Management Enterprise Content Management Social Media and Networking Portals

21. Example: Enterprise Content Management Build a taxonomy Build a retention schedule Build workflows Setup content types, and content type publishing Implement records management Conduct Content Audits Leverage folksonomy

22. Tips: Start Now! Example: Share drive migration Cool features don’t = must use features Appoint and train super users Impact proper user adoption Granted greater access Identify your exceptions Legal – eDiscovery security rights Don’t foster bad habits Example - Workspaces

23. Resources and Q & A Technet Governance Resource Center: http://technet.microsoft.com/en-us/sharepoint/ff800826.aspx SharePoint 2010 Governance Poster http://go.microsoft.com/fwlink/?LinkId=200533 Contact Info Chris.Riley@ShareSquared.com Twitter: rileybeebs 800-445-1279 x402