Share Point Governance


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Share Point Governance

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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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Share Point Governance

  1. 1. 1 – CLUB MOSS – 0493878854 - SharePoint Governance SharePoint Governance, Part 1 Robert Bogue Microsoft SharePoint technologies offer an immense amount of power for an organization, and harnessing this power is the goal of every business that installs SharePoint. But adoption of the SharePoint technologies can get out of control without proper governance. In this two-part article you'll learn what governance is and learn about some of items that you should consider for a SharePoint technologies governance plan. Before delving into the details of the specifics of SharePoint governance, it's important to clarify meaning and to understand an overall approach to governance that works well for organizations of all sizes. Governance is defined as quot;a method or system of government of managementquot; ( It is also defined in part on as quot;… focused on information technology systems and their performance and risk management.quot; 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. We must strike a balance between these goals, seeking to find a manageable path which is neither overly loose nor overly tight. We can not exercise no governance and have broad adoption without manageability nor can we exercise heavy governance which eliminates adoption. EROL GIRAUDY – source : Robert Bogue
  2. 2. 2 – CLUB MOSS – 0493878854 - Now that we understand the purpose of governance it's time to review categories that may be important in your SharePoint governance. They are: Project and Operational Management Development and Configuration Infrastructure Operational Concerns Education and Training Navigation, Taxonomy, and Search The following sections drill into the details of each area and describe the specific items that you may want to include in your governance plan. Each section contains a table which indicates a name of a general grouping for the activities and decisions, the specific actions (quot;What to doquot;) and the reasoning behind the actions (quot;Why to do itquot;). The objective here is to provide you with both a practical guide for creating your governance plan as well as to enlighten you on the background for the items so that you can identify additional, organizationally unique, items that should be a part of your governance plan. Project and Operational Management Project and operational management encompasses traditional project management concerns as well as those concerns which may be more formally described as operational management - as they refer to the ongoing management of the platform and not to the project management associated with the initial construction. In this section we are concerned with the initial construction and those operational items which need early decisions to promote consistency. Project and Operational Management Item What To Do Why To Do It Communication Establish a Establishing an communications expectation as to what plan that includes: communications will 1. Who will do the happen will help users communications understand how to 2. When the contact the project team communications will and what they can occur expect the 3. What each communications pattern communication will to be. This improves the contain perceived openness of 4. How each the process and communication will facilitates adoption come (i.e. email, EROL GIRAUDY – source : Robert Bogue
  3. 3. 3 – CLUB MOSS – 0493878854 - hard copy document, newsletter, etc.) Create central points of contact for those who are not directly involved in the governance. Deployment Define a process Defining the deployment Process which will be used process creates a clear for in-house understanding for developed and third development teams on party software to be what to expect if their deployed to software is to be SharePoint platform installed on the platform. or platforms. This eliminates last minute problems during deployment and reduces the number of variations thus reducing management costs. Change Define how Maintaining a high Management changes will be availability is essential to Process tracked, cataloged, adoption. Solid change and approved (configuration) Decide what management processes repositories will hold create better availability. older versions of Consistency in approach, configuration, code, approvers, and and compiled responsibilities components of the encourage ownership solution and better stability. Cost Allocation Decide whether SharePoint governance you will be allocating in general, and costs back to SharePoint technology business units or not platforms in particular If not - Consider cost money. Governance where the costs in most cases implies a should be centered, centralized platform. often this is with Finding the funding to costs associated pay for the centralized with email. platform is an essential If so - Consider and sometimes difficult what metrics you'll task. use for the charge back: users: number of sites, amount of storage, amount of activity, etc. EROL GIRAUDY – source : Robert Bogue
  4. 4. 4 – CLUB MOSS – 0493878854 - Sponsorship Establish a SharePoint technologies SharePoint have the potential to Governance board to radically redefine the review adoption and way software is controls. developed and projects Solicit executive are run - for the better. champions to create However, if the the right management team management doesn't understand this attention to the and the users don't feel value of the excited about the initiative. possibilities that Encourage SharePoint brings then business evangelists the prospects for success to share the power are not bright. of SharePoint with other business leaders. Roles and Define clear roles Clearly defining roles and Teams and responsibilities establishing formal for the initiation of teams to address both the SharePoint the specific tasks which technologies arise and to evaluate platforms as well as cross functional its operation. problems creates the Define strategic structure necessary to teams to address complete the initial strategy issues. development of the Establish cross- central platform and to functional problem resolve issues that arise resolution teams to quickly. address complex issues which arise. Site and Create a Create a common Platform classification by understanding for the Classification number of users and types of SharePoint longevity: solutions the enterprise, organization knows how departmental, team, to do well and a project, and vocabulary for speaking personal. with parts of the Create a business about what is classification by type needed. of use: portal for communications, application for tactical results, and collaboration to facilitate team operations. EROL GIRAUDY – source : Robert Bogue
  5. 5. 5 – CLUB MOSS – 0493878854 - Service Level Create a service Establishing service level Agreements level agreement agreements drives the around the length of understanding of the time and approvals organization as to what necessary to create to expect. Service level a site. agreements are a Establish service commitment upon the level agreements for part of the core team problem resolution that the systems will be through the help available which can in desk turn drive adoption. Negotiate performance service level agreements for the first load of a site, subsequent loads of a site, and performance at remote locations Development and Configuration SharePoint technologies significantly blur the line between what is development and what is configuration. This section covers the items which are either software development or are configuration. These are essential parts of the governance plan so that the solutions implemented on the platform are consistent. Development and Configuration Item What To Do Why To Do It Branding Establish templates for Establishing a core what the SharePoint sites brand will not only will look like make the site Determine which types of seem to belong to sites may be modified and the organization which may not but will promote Define which parts of the better navigation template may be changed and organization. by site owners, and which Defining which may not. areas can and can not be changed creates the flexibility necessary for adoption. Customization Define what customization Nearly every Tools tools will be allowed. business unit EROL GIRAUDY – source : Robert Bogue
  6. 6. 6 – CLUB MOSS – 0493878854 - Communicate what within the actions will be allowed and organization will not allowed in the tool. (i.e. want to place their unghosting) stamp on their site. The challenge is controlling this so that their need for individuality doesn't hinder maintainability. Site Establish guidelines for Site definitions Definitions the development of site and site templates and definitions and mechanisms have their own Templates for coordinating ID usage. unique challenges Communicate policies for with regard to how site template deployment to manage them such as the requirements for in a large a globally installed template. environment. Clear communication and decisions up front can improve the ability to manage input from multiple groups. Source Code Source code is the Determine if a central and Build essence of your repository will be required Control organizations for all code installed on the enhancements to platform. SharePoint. Establish standards for Establishing a building components either common set of on a centralized server or as expectations and guidelines for building rules around the software. development of Communicate code will make the expectations as to reference maintenance documentation (compiler process easier and generated) and warnings will lead to a more (whether they are allowed) stable system. On-going Describe the Defects will be Source Code responsibilities of business found in code, Support unit for ongoing code sometimes long support. after it's initial deployment - understanding who will address those defects is EROL GIRAUDY – source : Robert Bogue
  7. 7. 7 – CLUB MOSS – 0493878854 - essential to the long term survivability of the platform. Development Establish guidelines for The security of the Standards which assemblies may be site is determined installed to the Global by what code is Assembly Cache and which allowed to run and may not. with what Establish rules about the permissions. use of the .NET's code access AllowPartiallyTrustedCallers security and the attribute. implications of GAC deployment are important to maintaining a secure system. Infrastructure While most infrastructure items can honestly be considered implementation details there are a few which will have a significant impact on how you implement SharePoint and what the features will be available. The infrastructure items outlined here are important for inclusion in your governance plan because their impact on the way the solution will be used. Infrastructure Item What To Do Why To Do It Firewalls Establish and Best practice is to not allow communicate rules servers to access the web for outbound directly. Further including connections from content from a third party the web servers for site through a content use by the Content editor web part or through editor web part and the RSS reader web part RSS Viewer web creates exposure for cross part site scripting attacks. Controlling what sites can be linked to from these tools is a security and operational concern. Load Decide upon and Developers must know if Balancing communicate the they are expected to handle load balancing situations where a single settings related to session is transferred EROL GIRAUDY – source : Robert Bogue
  8. 8. 8 – CLUB MOSS – 0493878854 - session stickiness. between servers. Environments Define the Defining the environments environments which helps business users and will be used to developers know what develop and test resources they have solutions in available to test changes SharePoint. without impacting Describe the production. actions which are expected and those which are prohibited in each environment Communicate policies for site template deployment such as the requirements for a globally installed template. Tune in later this week for Part 2 of this article, where I'll cover operational concerns, education and training, and navigation, taxonomy, and search. SharePoint Governance, Part 2 Robert Bogue 11/29/2006 Microsoft SharePoint technologies offer an immense amount of power for an organization, and harnessing this power is the goal of every business that installs SharePoint. But adoption of SharePoint can get out of control without proper governance. In part two of this article, you'll learn more about some of the issues that you should consider for a SharePoint technologies governance plan. EROL GIRAUDY – source : Robert Bogue
  9. 9. 9 – CLUB MOSS – 0493878854 - Click here for part 1. Operational Concerns Operating a SharePoint environment, like any large scale web environment, has many components. The items listed here are an important part of your SharePoint governance plan because they help to ensure that the system will remain operational and because they set proper expectations with the business about the availability of SharePoint technologies. Item What To Do Monitoring Establish monitoring at the server, site, and SharePoint level Define responses to each type of failure that may occur Uptime and Define Downtime Scheduled downtime periods Communicate the procedure to report unscheduled downtime or specific performance issues Define response procedures to unscheduled downtime Disaster Plan for single Disasters will happen. It's Recovery file recovery not a question of if but of (perhaps using when and how. Planning version control for them further reinforces and the recycle the commitment to the bin) platform and the instance Plan for single that it will remain or multiple site available. recovery Plan for server recovery EROL GIRAUDY – source : Robert Bogue
  10. 10. 10 – CLUB MOSS – 0493878854 - Plan for geo- disaster recovery Data and Codify SharePoint technologies Documentation corporate records can help with the records Recovery management management issues requirements into associated with maintaining SharePoint. too much - or too little Define rules for information. Defining how archival of sites SharePoint will work aligns including it with the corporate warnings and governance. approvals Quotas Establish Storage management is storage quotas by the responsibility of site type everyone within the Establish a organization the process for establishment of requesting a technology supported larger quota guidelines can help to provide reasonable control around disk space consumption. Reporting Define required Reporting upon what has auditing reports been done is essential for Establish various compliance needs. storage usage Developing user reporting reports to report on activity and Develop activity storage create a necessary based reporting feedback loop for the for administrators organization to understand and business the value that is being users derived from the SharePoint technologies platform. Education and Training As adoption is an important measure of SharePoint governance success, education and training are important proactive tools. Education and training not only explains the features that SharePoint technologies expose but it also helps users understand real world solutions that they can create. Education and Training Item What To Do Why To Do It EROL GIRAUDY – source : Robert Bogue
  11. 11. 11 – CLUB MOSS – 0493878854 - Initial Acquire end user Training both in the Training training and facilities and capabilities of resources SharePoint as well as the Acquire help desk policies that have been training and defined by the organization resources is the most important Acquire proactive step to ensuring administrator the consistency and training and manageability of the resources SharePoint technologies Develop platform. administrator policy guides which describe organization specific policies Acquire developer training and resources Develop developer policy guides which describe organization specific development policies Community Create online Some kinds of information Development forums where users doesn't communicate well can support each through structured training. other and ask The context necessary for questions. users to understand how to Create apply it in their opportunities for environment is sometimes face-to-face best created through users learning in talking with each other unstructured or about the kinds of solutions semi structured they've implemented. environments such as lunch and learns or after hours discussions. Renewal Plan for renewal Formally defining your Training training which intention to review gathers the learning progress from a user from multiple adoption standpoint can groups and exposes encourage the health it to other groups. review of the solution and Perform periodic what additional training is audits of the required. platform to discover EROL GIRAUDY – source : Robert Bogue
  12. 12. 12 – CLUB MOSS – 0493878854 - what features are not being utilized and which features are not being utilized correctly. Navigation, Taxonomy, and Search The final set of considerations for your governance plan are those related to finding information - those related to navigation, taxonomy, and search. They are important for the long term adoption of SharePoint because they are the framework by which users find the information that they are looking for when they don't know where it's located. Navigation, Taxonomy, and Search Item What To Do Why To Do It Site Define the Defining a structure for how Directories structure of the site sites will be organized is an directories including essential part of helping the major groupings users find the information and associations. they need. Developing a Develop a linking linking strategy is necessary strategy between when a single directory different types of becomes to unwieldy to sites such as manage as a one entity. enterprise, divisional, departmental, team, etc. Content Define core content Consistency, which leads to Types types in the a greater ability to locate organization information, can be Define key fields to encouraged through the use link documents and of standardized fields operational systems through standard content types. Search Establish content Search is an immensely Locations sources to the file powerful tool which can be based repositories in essential in being able to find the organization. information throughout the Use the Business enterprise. The more content Data Catalog to allow SharePoint search can index, searching of business the easier it will be for users data to find the information they're looking for. Search Define who will be Although search relevancy EROL GIRAUDY – source : Robert Bogue
  13. 13. 13 – CLUB MOSS – 0493878854 - Relevancy responsible for core has dramatically improved in relevancy settings the SharePoint 2007 Implement platform, additional organizational efficiencies can be gained by enhancements of the fine tuning search for the noise words file, organization. thesaurus file, and keyword best bets Defining Success SharePoint technologies governance is a broad need with guidance needed in many different areas. By developing a minimally sufficient governance plan that emphasizes expectation setting and communication, you can have a successful adoption of SharePoint technologies while maintaining an appropriate amount of control. EROL GIRAUDY – source : Robert Bogue