Governance inSharePoint 2010
Governance in SharePoint 2010       Hans Pierre       SharePoint Architect - Trainer / Senior ECM Consultant       Hans.Pi...
Agenda 0. Introduction to governance 1. What is SharePoint Governance? 2. Why you need SharePoint Governance? 3. How to im...
0. Introduction to Governance
What ?0. Introduction to governance   Analogy – Apartment building                       Apartment building   •   Owners  ...
What ?0. Introduction to governance   Analogy – Apartment building                       Apartment building   • Foundation...
What ?0. Introduction to governance   Analogy – Apartment building                       Apartment building   • Owners nee...
What ?0. Introduction to governance     Analogy – Apartment building                         Apartment building People Pol...
1. What is SharePoint Governance   ?
What ? is SharePoint Governance ?1. What   SharePoint Governance defines people,   policies, processes and infrastructure ...
What ? is SharePoint Governance ?1. What   PEOPLE                     the vision               Business requirements      ...
What ? is SharePoint Governance ?1. What   Policies                     Content principles                     Security pr...
What ? is SharePoint Governance ?1. What   Processes               Procedures for common tasks                       Site ...
What ? is SharePoint Governance ?1. What   Technology                       Service levels                The framework / ...
What ? is SharePoint Governance ?1. What   Governance is not a project it’s a process  • Governance steers your project.  ...
2. Why SharePoint Governance   ?
What ? SharePoint Governance2. Why   Analogy – Apartment building                       Apartment building
2. Why SharePoint Governance?   Without SharePoint Governance                              Anarchy!  • No control of growt...
2. Why SharePoint Governance?    To secure your SharePoint investment!  • Serve the business  • Content / Solution quality...
2. Why SharePoint Governance?    To create synergy and cost reduction!  • SharePoint as a platform  • Framework for lots o...
3. How to implement SharePointGovernance            ?
What ? to implement Governance2. How   Analogy – Apartment building                       Apartment building   • Idea / co...
3. HowHow ? to implement governance ?    Green Field Governance should have a prominent place in       your overall projec...
3. HowHow ? to implement governance ?    Green Field   There is not such a thing as A SharePoint                    projec...
3. HowHow ? to implement governance ?    Green Field                                                                      ...
3. HowHow ? to implement governance ?    Green Field 1. Establish Governance committee 2. Identify Use cases / High level ...
3. HowHow ? to implement governance ?   Brown Field – As Is  • Abandonned sites  • Wrong Logical architecture  • Sites ser...
3. HowHow ? to implement governance ?    Brown Field 1. Understand the company culture (IT / Business) 2. Inventarize, cat...
3. HowHow ? to implement governance ?   Brown Field                 LISTEN to your users !
3. HowHow ? to implement governance ?   What level of Governance do you need?                 “One size doesn’t fit all !”
3. HowHow ? to implement governance ?   What level of Governance do you need?
4. SharePoint Governance plan Topics.
4. SharePoint Governance plan Topics.   Policies: what others are doing …                          AIIM Industry Watch: us...
4. SharePoint Governance plan Topics.How ?    Content    Brown Field 1. Vision statement 2. Governance Concept 3. Roles an...
4. SharePoint Governance plan Topics.Governance Plan   Vision Statement   • What do you want to achieve?   • Should be ali...
4. SharePoint Governance plan Topics.Governance Plan       Roles and Responsibilities   •     Executive sponsor   •     Go...
4. SharePoint Governance plan Topics.Governance Plan       Guiding Principles   •     Principles that support the vision  ...
4. SharePoint Governance plan Topics.Governance Plan    Governance Policies and standards 1. Information management 2. IT ...
4. SharePoint Governance plan Topics.Governance Plan       Information Management Policies   •    Information architecture...
4. SharePoint Governance plan Topics.Governance Plan       IT Service management policies   •     Service level management...
4. SharePoint Governance plan Topics.Governance Plan       Application Management Policies   •    DEV / TST / ACC / PRD   ...
4. SharePoint Governance plan Topics.Governance Plan   Training and communication   • Don’t train users in standard framew...
5. SharePoint Information Managementguidelines.
5. SharePoint Information Management guidelines.    Farm    SharePoint Information management objects
5. SharePoint Information Management guidelines.    Farm    SharePoint Information management guidelines    Consider deplo...
Controls5. SharePoint Information Management guidelines.    SharePoint Information management guidelines      Group site c...
Controls5. SharePoint Information Management guidelines.    SharePoint Information management guidelines     Host critical...
Controls5. SharePoint Information Management guidelines.    SharePoint Information management guidelines Create site colle...
WrapHow ?Up?1. Start Governance as early as possible2. Governance is a process not a project3. Get the business on board4....
ControlsThe end …                     Thank You !                     Questions ?            Hans Pierre            ShareP...
Devoteam Contact information                      Devoteam NV/SA                Buro & Design Center BOX 62 -             ...
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Microsoft Belux circle of insight-SharePoint governance

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Microsoft Belux circle of insight-SharePoint governance

  1. 1. Governance inSharePoint 2010
  2. 2. Governance in SharePoint 2010 Hans Pierre SharePoint Architect - Trainer / Senior ECM Consultant Hans.Pierre@Devoteam.be
  3. 3. Agenda 0. Introduction to governance 1. What is SharePoint Governance? 2. Why you need SharePoint Governance? 3. How to implement Governance 4. SharePoint Governance plan Topics 5. SharePoint Information mgt guidelines
  4. 4. 0. Introduction to Governance
  5. 5. What ?0. Introduction to governance Analogy – Apartment building Apartment building • Owners • Owners committee • Tenants / Renters • Syndic
  6. 6. What ?0. Introduction to governance Analogy – Apartment building Apartment building • Foundation / Roof • Exterior • Entrance door / hall • Elevator • Utilities (plumbing, Sewerage pipes, electricity, water, gaz) • Individual appartments
  7. 7. What ?0. Introduction to governance Analogy – Apartment building Apartment building • Owners need to agree on certain things • Cleaning and maintenance • Exterior (same curtains, No Satelite dishes, laundry … ) • Block Insurance • Trash
  8. 8. What ?0. Introduction to governance Analogy – Apartment building Apartment building People Policies Procedures Common Infrastructure / Services
  9. 9. 1. What is SharePoint Governance ?
  10. 10. What ? is SharePoint Governance ?1. What SharePoint Governance defines people, policies, processes and infrastructure to technologyresolve ambiguity and manage your short and long term goals
  11. 11. What ? is SharePoint Governance ?1. What PEOPLE the vision Business requirements Roles and responsibilities
  12. 12. What ? is SharePoint Governance ?1. What Policies Content principles Security principles Design principles Best Practices and formal policies
  13. 13. What ? is SharePoint Governance ?1. What Processes Procedures for common tasks Site request New Feature request Other Service requests
  14. 14. What ? is SharePoint Governance ?1. What Technology Service levels The framework / Architecure Appropriate use
  15. 15. What ? is SharePoint Governance ?1. What Governance is not a project it’s a process • Governance steers your project. • Governance continues also after the project phase.
  16. 16. 2. Why SharePoint Governance ?
  17. 17. What ? SharePoint Governance2. Why Analogy – Apartment building Apartment building
  18. 18. 2. Why SharePoint Governance? Without SharePoint Governance Anarchy! • No control of growth  Higher costs • No consistency Poor UX • Poor content quality Lack of business value and findability  Instability • Badly developped solutions
  19. 19. 2. Why SharePoint Governance? To secure your SharePoint investment! • Serve the business • Content / Solution quality • It has to be used. o User adoption o User friendliness (UX, navigation, findability)
  20. 20. 2. Why SharePoint Governance? To create synergy and cost reduction! • SharePoint as a platform • Framework for lots of solutions Custom Solutions Collaboration Meeting Mgt Extranet Internet Intranet ... SharePoint Services
  21. 21. 3. How to implement SharePointGovernance ?
  22. 22. What ? to implement Governance2. How Analogy – Apartment building Apartment building • Idea / concept • Type of appartments (lofts, studio’s, duplex, one, two, more bedrooms) • Stability study • Construction plans
  23. 23. 3. HowHow ? to implement governance ? Green Field Governance should have a prominent place in your overall project approach ! • Closely related with planning and architecture • Not a one time shot! • REMEMBER It’s a process not a project • Involve the business as early as possible
  24. 24. 3. HowHow ? to implement governance ? Green Field There is not such a thing as A SharePoint project • Foundation project (Common Infrastructure and services) • You built solution on this infrastructure. • Don’t call them SharePoint projects
  25. 25. 3. HowHow ? to implement governance ? Green Field Project …. Project …. Project 3 Vision Strategy and Roadmap Project 2 Project 1 Phase 1 Phase 2 Phase 3 Business Roadmap 2. Design Project Rollouts Assessment Definition Stakeholder Identification / 1. Process and content 3. Built Governance committee analysis Development Requirements elicitation / Use Case definition Roadmap Test activities Deploy Information Strategy Improve Governance principles Begin Next 4. Update Logical / Physical Increment Governance Plan Architecture ONGOING GOVERNANCE Based on mike 2.0 methodology
  26. 26. 3. HowHow ? to implement governance ? Green Field 1. Establish Governance committee 2. Identify Use cases / High level Requirements 3. Vision / Strategy / Roadmap 4. Start with general principles / Policies 5. Train the governance board members 6. Gradually identify additional policies
  27. 27. 3. HowHow ? to implement governance ? Brown Field – As Is • Abandonned sites • Wrong Logical architecture • Sites serving different purposes are managed the same way. • WIP Documents with 300 different versions • End-users expectations are not met
  28. 28. 3. HowHow ? to implement governance ? Brown Field 1. Understand the company culture (IT / Business) 2. Inventarize, categorize, assign information assets 3. Establish governance committee 4. Define governance principles / Policies / roles 5. Determine new architecture 6. Plan migration approach 7. Train & Migrate
  29. 29. 3. HowHow ? to implement governance ? Brown Field LISTEN to your users !
  30. 30. 3. HowHow ? to implement governance ? What level of Governance do you need? “One size doesn’t fit all !”
  31. 31. 3. HowHow ? to implement governance ? What level of Governance do you need?
  32. 32. 4. SharePoint Governance plan Topics.
  33. 33. 4. SharePoint Governance plan Topics. Policies: what others are doing … AIIM Industry Watch: using SharePoint as ECM solution (2011)
  34. 34. 4. SharePoint Governance plan Topics.How ? Content Brown Field 1. Vision statement 2. Governance Concept 3. Roles and responsibilities 4. Guiding principles 5. Governance Policies and standards 6. Training and communication
  35. 35. 4. SharePoint Governance plan Topics.Governance Plan Vision Statement • What do you want to achieve? • Should be aligned with Business goals. Example “The portal will be the sole entry point to reach all the information and related collaboration work spaces. It will be accessible for all internal and selected external staff enabling information sharing and team collaboration. Information in the Portal will utilize an information classification system to offer staff multiple ways to find the most up-to-date and especially most relevant information needed to efficiently carry out their responsibilities.”
  36. 36. 4. SharePoint Governance plan Topics.Governance Plan Roles and Responsibilities • Executive sponsor • Governance board (business + IT) • Information management owners • Site owners • Information management Coaches • IT developers / administrators • Metadata committee
  37. 37. 4. SharePoint Governance plan Topics.Governance Plan Guiding Principles • Principles that support the vision • Content principles • Security principles • Best practices
  38. 38. 4. SharePoint Governance plan Topics.Governance Plan Governance Policies and standards 1. Information management 2. IT service management 3. Apllication lifecycle management
  39. 39. 4. SharePoint Governance plan Topics.Governance Plan Information Management Policies • Information architecture • Where to create which type of information. • Site lifecycle management • Metadata • Content lifecycle management – Retention – Expiration • Information flow
  40. 40. 4. SharePoint Governance plan Topics.Governance Plan IT Service management policies • Service level management • Availibility / Scalability • Backup / Recovery (RPO – RTO) • DRP • Incident management • Problem management • Capacity management
  41. 41. 4. SharePoint Governance plan Topics.Governance Plan Application Management Policies • DEV / TST / ACC / PRD • Development tools • Sandboxed solutions • Branding • Application lifecycle management
  42. 42. 4. SharePoint Governance plan Topics.Governance Plan Training and communication • Don’t train users in standard framework, train in their solutions. • Assign SharePoint coaches • Extensive Classroom training for these coaches • Small trainings for end-users – Classroom 30’ trainings – Online training / How to’s • Communicate multi channel • SharePoint community Site
  43. 43. 5. SharePoint Information Managementguidelines.
  44. 44. 5. SharePoint Information Management guidelines. Farm SharePoint Information management objects
  45. 45. 5. SharePoint Information Management guidelines. Farm SharePoint Information management guidelines Consider deploying custom solutions in separate farm / web application • Easier upgrade • Develop Sandboxed solutions • Chargeback
  46. 46. Controls5. SharePoint Information Management guidelines. SharePoint Information management guidelines Group site collections with similar characteristics in same Web Applications • Set site collection quota • Set site expiration policies • Self Service site creation
  47. 47. Controls5. SharePoint Information Management guidelines. SharePoint Information management guidelines Host critical site collections in separate Content DB • RTO
  48. 48. Controls5. SharePoint Information Management guidelines. SharePoint Information management guidelines Create site collections for each department / project / team • Ownership • Permissions • Much of the OOTB functionality is scoped within site collection level!
  49. 49. WrapHow ?Up?1. Start Governance as early as possible2. Governance is a process not a project3. Get the business on board4. One size doesn’t fit all 5. Continuous improvement 6. Understand SharePoint Architecture 7. Train
  50. 50. ControlsThe end … Thank You ! Questions ? Hans Pierre SharePoint Architect / Senior ECM Consultant Hans.Pierre@Devoteam.be @HansPierre
  51. 51. Devoteam Contact information Devoteam NV/SA Buro & Design Center BOX 62 - Heysel Esplanade - 1020 Brussels +32(0)2 474 05 00 infoBE@devoteam.be

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