Unlocking the Value of your Information


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Unlocking the Value of your Information

  1. 1. Unlocking the Value of Information in SharePoint- in a Manageable Way <br />Intergen Twilight 28 July 2010<br />Steve Lapwood<br />Senior Management Consultant<br />
  2. 2. SharePoint use – a QUIZ!<br />What is your experience of finding information?<br />How many sites are there? And how many in frequent use? How are sites set up? What happens when sites “fade”?<br />Who decides and sets up libraries? Who decides and sets up content types?<br />What is wrong with this picture?<br />Who in the room uses SharePoint? What for?<br />Who administers the sites? What guidelines are there for storing content in sites?<br />How widespread is SharePoint in your organisation?<br />
  3. 3. 50% of SharePoint implementation had a business case<br />half required financial justification<br />Most have no management plan on features to be used<br />25% of organisations have no experience of ECM/DMs<br />22% provide guidance on content types and classification<br />15% have retention/disposal policies<br />“… risking content chaos within SharePoint as well as outside of it”<br /> In a recent AIIM’s study:<br />
  4. 4. Governance in a SharePoint Context<br />
  5. 5. The case for governance<br />The correct balance<br />Levels of governance<br />Governance structure<br />Guiding Principles<br />Governance Framework<br />Roles and responsibilities<br />Q&A<br />Topics<br />
  6. 6. SharePoint Governance Principles<br />The goal is to ensure that SharePoint investments deliver on expected business goals<br />Governance is effectively conducted through a solid framework<br />Reference frameworks for governance: www.isaca.org<br />
  7. 7. It’s in the Balance<br />User<br />Empowerment<br />IT<br />Control<br />Standardization<br />Flexibility<br />Acknowledgements: Joel Oleson<br />
  8. 8. SharePoint Governance Scope<br />Controlled<br />Tightly Governed<br />Push content<br />Accountability<br />Permanent<br />Knowledge Management<br />Applications<br />Information Sharing<br />Ad Hoc<br />Loosely Governed<br />Push/pull content<br />Temporary<br />Collaboration<br />Permanent<br />Information<br />Views<br />Acknowledgements: Oleson, Jamison, Cardarelli, Hanley<br />
  9. 9. Role guidelines<br />Executive Stakeholders:<br />SharePoint vision and setting the business impact. Has<br />an interest in following ROI on SharePoint.<br />Business (Content Owners):Own individual business applications. Will drive related governance policies forthese applications and bridge applications to business impact.<br />End Users:<br />Will actively drive governance controls and tasks in the daily work. A very important<br />group to have on board in governance to optimize adoption.<br />IT:<br />Owners of the tech platform and related policies and controls. A very important<br />role in the governance board in relation to service level maintenance and scoping<br />of the platform.<br />Executive Stakeholders<br />Governance Board<br />IT<br />Business<br />(Content Owners)<br />Governance<br />roles<br />Operational Team<br />End Users<br />Complete Role Guide<br />The SharePoint Governance Framework includes a complete list of roles for driving a professional governance organization for SharePoint<br />Governance Structure (example)<br />Acknowledgements: Netmedia<br />
  10. 10. Intergen’s Governance Framework<br />
  11. 11. Vision<br />Purpose, objectives, desired future-state and value to the enterprise<br />People<br />Roles and responsibilities<br />Processes<br />How to accomplish tasks<br />Technology<br />Leverage features to enforce policies through technology<br />Policy<br />Guiding principles – what people should/shouldn’t do<br />Policies and standards<br />Governance Framework covers …<br />Acknowledgements: Joel Oleson<br />
  12. 12. SharePoint Governance plan (Oleson)<br />Sample Frameworks<br />Essential SharePoint 2010 (Jamison, cardarelli, Hanley)<br />Vision Statement<br />Roles and Responsibilities<br />Overall, Site/Site Collections<br />Guiding Principles<br />General, Security, Design, Content<br />Policy and Standards<br />Content<br />Design<br />Sites, Layout, Content Types and Metadata, Social tags, Content Specific, Security, Branding<br />Executive Summary<br />Introduction<br />Objectives, Scope, Audience, Risks<br />Resources<br />Roles and Responsibilities, People,<br />Governance Hierarchy<br />Governance Model<br />Operations Policies<br />Application Usage Policies<br />Communications and Training<br />Comms, Training, Support Plans<br />
  13. 13. Intergen’s Governance Framework Elements<br />
  14. 14. Governing Principles (examples)<br />Content Principles<br />Content posted in one place<br />Edit in place<br />Site Owners are accountable<br />Links instead of attachments<br />Copyrighted material requires approval<br />Security Principles<br />Access to information<br />Role-based security<br />General Principles<br />Levels of governance of sites<br />SP is another system to which IT policies apply<br />Site Design Principles<br />Consistent user experience<br />Minimize training needs<br />Find-ability<br />Understand objectives<br />Pages have content owners<br />
  15. 15. Governance Structure (example)<br />
  16. 16. Roles and Responsibilities - Business<br />
  17. 17. Roles and Responsibilities – IM/IS Services<br />
  18. 18. This is a taste of what you may need …and we can help you get there<br />
  19. 19. Questions and Answers<br />steve.lapwood@intergen.co.nz<br />