SharePoint Saturday New York 2013 - Governance Experts Panel

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Sue Hanley, Michelle Caldwell, Sadalit Van Buren and Ruven Gotz led a SharePoint Governance Experts Panel at SPSNYC.

Sue Hanley, Michelle Caldwell, Sadalit Van Buren and Ruven Gotz led a SharePoint Governance Experts Panel at SPSNYC.

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  • 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!

Transcript

  • 1. Governance Experts Panel
  • 2. 2 | SharePoint Saturday New York City 2013  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
  • 3. 3 | SharePoint Saturday New York City 2013  Please remember to turn in your filled out bingo cards and event evaluations for prizes.  SharePint is sponsored by Slalom at Whiskey Trader (Between 55th and 56th on 6th Avenue).  Follow SharePoint Saturday New York City on Twitter @spsnyc and hashtag #spsnyc
  • 4. Thanksto OurSponsors!
  • 5. 5 | SharePoint Saturday New York City 2013  Innovation game:  Where are you on your governance journey?  Panel introductions  Q&A discussion
  • 6. 6 | SharePoint Saturday New York City 2013
  • 7. ruven.gotz@avanade.com @ruveng Defining Governance
  • 8. 8 | SharePoint Saturday New York City 2013
  • 9. 9 | SharePoint Saturday New York City 2013
  • 10. 10 |SharePoint Saturday New York City 2013
  • 11. 11 | SharePoint Saturday New York City 2013 From: Paul Culmsee
  • 12. Michelle Caldwell mcaldwell@icct.com Integration – It’s all connected
  • 13. 13 |SharePoint Saturday New York City 2013 @shellecaldwell linkedin.com/in /michellecaldwell mcaldwell@iccohio.com Michelle Caldwell, PSM, SSGB SharePoint Portfolio & Delivery Executive @ ICC shellecaldwell.com
  • 14. 14 |SharePoint Saturday New York City 2013
  • 15. 16 Keeping things on track
  • 16. © 2013, Information Control Corporation 17 Training as Needed
  • 17. 18 Collect Feedback
  • 18. sue@susanhanley.com @susanhanley Making Governance Consumable
  • 19. 20 |SharePoint Saturday New York City 2013
  • 20. 21 |SharePoint Saturday New York City 2013 … and just in time
  • 21. 22 | SharePoint Saturday New York City 2013  Consumable chunks – no big documents or long pages  “Quick Guides”  Integrate with training  Interconnected  JUSTIN TIME! http://tiny.cc/ContentAuthoring
  • 22. 23 | SharePoint Saturday New York City 2013 The ribbon is great, but you can also add CEWPs to surface “in place” Link to governance about documents from doc libs
  • 23. 24 |SharePoint Saturday New York City 2013 Just-in-time governance – the wiki
  • 24. 25 |SharePoint Saturday New York City 2013 25
  • 25. 26 |SharePoint Saturday New York City 2013 CQWP to easily surface related content
  • 26. 27 |SharePoint Saturday New York City 2013 File naming guidelines also surfaced “in context”
  • 27. 28 |SharePoint Saturday New York City 2013
  • 28. 29 |SharePoint Saturday New York City 2013 … connected to training content and “surfaced” in a roadmap
  • 29. svanburen@bluemetal.com @Sadalit Building Trust
  • 30. 31 |SharePoint Saturday New York City 2013
  • 31. 32 | SharePoint Saturday New York City 2013  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?
  • 32. 33 | SharePoint Saturday New York City 2013  When are you done with SharePoint governance?  Should SharePoint governance be shared with all employees?  Do SharePoint policies & procedures belong in the governance document?  Where can I find a good SharePoint governance template?
  • 33. 34 | SharePoint Saturday New York City 2013