The simplest definition is a rulebook for how your system will operate
Project Manager: The process for managing a projectDeveloper: Coding practicesIT Admin: Deployment process, patching, backupSite owner: Metadata, content, who can change stuffRESULT: GIANT, MONOLITHIC DOCUMENT
This leads to endless debates about what a governance plan actually is.The result is a giant document that sits on a shelf.
The more you try to define governance, the worse off you are.What you really need to do is figure out what will bring you from your unhappy present state to your aspirational future state.
Founding member of BuckeyeSPUG (COSPUG)Been working with SharePoint since 200515 years of IT experienceLead a team of 45 SharePoint consultantsProfessional Scrum MasterSix Sigma CertifiedSharePoint Saturday Speaker and OrganizerDog Food Conference Planning Committee
As SharePoint evolves and matures, so will your Change Management needs that govern how SharePoint features and solutions are implemented. The SharePoint Governance Plan should be used as the guide in determining the types of controls that should be in place for different types of changes being considered. The Governance Plan, in conjunction with Change Management policies should be periodically reviewed and updated throughout the organization. Youwill find that some changes in SharePoint will need little, if any, change management controls. Others, however, will need a great deal. These decisions on how much control is necessary will directly affect User Adoption. For example, if you have no controls over deactivating certain features of a Site Collection, there will come a time in which a group of users that were using those features will become very disgruntled since they were depending on those features in their day-to-day duties. Similarly, activating a feature that consumes many resources (e.g., CPU, storage, etc.) could potentially negatively affect other corporate systems and the people managing those systems.Lastly, User Adoption among the workforce will be severely impacted if the environment is over-controlled. In these cases, the end users will become disgruntled when they believe there is too much red-tape / bureaucracy when trying to make what they view as something very simplistic. For example, putting too many controls over access requests, document library settings, etc. will negatively affect User Adoption.
Manage Expectations – not all the goals can be achieved at once – communicate the plan and the rationale for that plan
Provide Training as needed
Collect continual feedback and feed it back into your process and strategiesEncourage feedback and ideas; implement improvements based on the end user feedback.
A typical governance plan is a BIG FAT DOCUMENT.What’s the problem? No one wants to read it!!! Forget WANTS, no one DOES read it!So, what happens? You end up with the wild, wild west!!Images: Microsoft royalty free images
Images: Microsoft royalty-free images
You can write documents, but think about web pages – because you can have multiple “front page” views to connect your chunks of content in any way that might help users browse and discover your content.
Primary focus – by role
Here is a very simple wiki page library – training and governance content in one site. Metadata to allow CQWP’s to surface related content.All content has TITLEs filled in and a Target Audience.
You don’t have to use the ribbon – you can add links where your doc libs live!
Pictures and text are easily added – use tables if you have trouble aligning images.No example of a ROADMAP – need to leave SOMETHING to the imagination!
Governance Experts Panel
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Where are you in your governance journey?
Have and followed – we are on top of everything!
Have but not being followed?
We’re at least talking about it
Don’t have, but we know we should
Don’t have, we’ve got the wild, wild west
As you come into the room, place your post-it note
on the section that applies to your organization
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Please remember to turn in your filled out bingo
cards and event evaluations for prizes.
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… and just in
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Consumable chunks – no big documents or
Integrate with training
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The ribbon is great, but you can also add
CEWPs to surface “in place”
Link to governance
from doc libs
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Just-in-time governance – the
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Why call it governance?
How do you convince folks to treat it as a living
document when IT owns it?
Is governance done when it’s on paper?
Governance it fluid, why document it?
Does IT or the business own SharePoint?
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When are you done with SharePoint governance?
Should SharePoint governance be shared with all
Do SharePoint policies & procedures belong in the
Where can I find a good SharePoint governance