Thank you for coming to this session on SharePoint Governance.Quick question; How many of you have currently deployed SharePoint? Which version 2007, 2010.How many of you are thinking of deploying SharePoint 2013?No mater which version of SharePoint you are planning on using – this session is for you.This session does not have a demo – it is all information.In May 2012 I attended the SharePoint Summit in Toronto. I was privileged to attend a session by Susan Hanley on SharePoint Governance.I was so moved by her presentation that I asked her to re-purpose it internally to my organization – they had not even considered Governance as part of our SharePoint deployment. My presentation quickly changed their minds and we are now full fledged into Governance.This presentation contains some content from that initial presentation.
My Biography…10 Years of SharePoint experience22 Years of IT work with the Provincial Government- Ontario (30 years with company)Seasoned IT Professional in SharePoint / Business Intelligence / Project Server / Microsoft Office / Virtualization Social Media Enthusiast (Twitter / LinkedIn / Facebook / Pinterest)SharePoint evangelist for my organization and on Social MedaiLover of Dogs – especially Westie’s & Keshounds
What is Governance?Why should we care?Governance is based upon reachSharePointPain PointsCollaborative Governance FrameworkGovernance ProcessImplementing GovernanceGovernance Teams (Strategic / Tactical)Governance Planning Roadmap OverviewKey points to remember…References
GOVERNANCE is….Definition of Governance: The set of policies, roles, responsibilities, and processes that you establish in an enterprise to guide, direct, and control how the organization uses SharePoint 2010 based solutions to accomplish business goals.Effective governance anticipates the needs and goals of both your organization's IT teams and its business divisions. Governance also provides policies and guidelines that make the deployment of products and technologies such as SharePoint Server 2010 both manageable for IT and also effective as a business tool. Governance can help protect your enterprise from security threats or non-compliance liability. It can also help promote the best return on your investment in technologies by enforcing best practices in content management or information architecture.A SharePoint 2010 portal or collaboration solution is only as good as the value of its underlying content. A strong governance plan is essential to ensure that a solution delivers worthwhile content to its users in an effective way. To help get you started, we need a governance plan. The Governance plan describes how our SharePoint environment will be managed.It describes the ROLES, RESPONSIBILITIES, and RULES applied to both the back end (hardware infrastructure) and the front end (user experience architecture and taxonomy).Some features in SharePoint 2010 will be new to users of past versions of SharePoint, but "digital natives" will feel right at home with the platform because of its similarities to the "social web," which encourages users to participate actively rather than simply reading static content.The new world of SharePoint is both "flat" and "social," and an effective governance plan is critical if we want to build effective solutions on this platform
A set of policies, roles and responsibilities and processes to guide how organizations and divisions at Microsoft best use of SharePoint to keep SharePoint sites under control, limit security threats, and practice document lifecycle management.Helps to:Keep SharePoint sites & access under controlLimit security threatsPractice document lifecycle managementWhat do we govern? Govern Information Architecture &SharePoint Services
A portal or collaboration solution is only as good as the value of its underlying content. It’s hard to strike a true balance between IT Control / Security and User Adoption / Empowerment.A strong Governance Plan is essential to ensure that a solution delivers worthwhile content to its users in an effective way. Moreover, governance planning is especially important for SharePoint solutions, because SharePoint is designed to empower end users who are typically not Information Technology (IT) or content management experts and may not be aware of best practices that will not only improve usability but save them a lot of time and energy when creating and deploying new sites.Governance planning is even more important in SharePoint 2010, because the increased emphasis and availability of social computing features means there are more types of content to govern. SharePoint 2010 offers users a far more participatory role in the solution information architecture through the use of social data such as tags, bookmarks, and ratings. Users need to understand and internalize the value proposition for leveraging these features. Solution designers will likely need to provide both guidance and encouragement for their use. Refer to “Chapter 8: Getting Social” for additional governance guidance regarding the use of SharePoint 2010’s social computing features. SharePoint 2010 introduces new capabilities for sharing metadata across multiple site collections, and even server farms, which require planning and control in order to leverage. In addition, a new role is required to manage and maintain the dictionary of shared metadata.SharePoint 2010 includes new and more user-friendly records management capabilities, including the ability to declare a record “in place.” (Refer to “Chapter 6: Making Content Management Work” for a description of the new records management capabilities in SharePoint 2010.) While many organizations had records management plans and policies for their MOSS 2007 implementations, enforcing and acting on these plans was not consistent. The new records management capabilities introduce an opportunity to create and enforce your records management plan. SharePoint 2010 offers many more opportunities for users to customize their sites with easy-to-apply themes, SharePoint Designer, and the opportunity to create Sandbox Solutions. Our Governance Plan now needs to include decisions regarding how, where, and when to allow configuration using these expanded capabilities.
Demo the Model / Governance based upon “reach”SharePoint is a broad platform of technologies that can be configured and implemented in unique ways based on the organization’s needs. Any implementation—whether it's for a team, a department, or the organization as a whole—needs to adhere to organizational standards. As can be seen from the diagram above the governance policies required will vary based on the impact (number of users accessing) of the site. In case of My Sites, used for social collaboration at an individual level, the governance policies required are simpler and less constraining than for an enterprise portal or an internet site with a very large number of users accessing the content with high availability requirements.Public Sites: (Tightly controlled, formal governance)Home PageFunctional AreasPublic DivisionsPrivate Sites: (Some control, some formal governance)Private DepartmentsTeam Sites: (Looser control, less formal governance)Team SitesPersonal Sites – “My Sites”
Document versioning is turned on without limitation – e.g. a single document with 2GB of versionsFeatures installed in the environment and no longer used – now have to clean these up as part of the migrationEvery single FAB 40 server admin template installed and activated in the farm – installed just because and made available to everyone
In working with our governance committee we highlighted these major problems. Being in the IT department where our counterpart Ops team had to manage Sharepoint and meet SLA 99 up time. One of the first things we wanted to address was our exponential growth. We were going at 1 Terabyte / quarter and we needed to have proper lifecycle management.Search results are outdated and irrelevant – nobody wants to use searchWith Sites and content proliferating on SharePoint farm this made it also difficult for users to find relevant and fresh content. Sensitive information was leaked. Users inadvertantly uploading information to sites where sites where opened to broad access.
Governance as defined earlier is a set of policies, roles, responsibilities, and processes that are established to guide, direct, and control the use of technologies to accomplish business goals.An effective governance approach depends on:Teams that define and enforce the policies.Well defined set of policies that govern the activities of stakeholders and deployed SharePoint features.Effective use of governance features provided in SharePoint Server 2010 and associated technologies (for example, Microsoft® Visual Studio® 2010) to implement the policies.A governance plan should be created to document the governance approach. Governance plan provides a framework to facilitate the management of risk, cost, and adoption associated with a successful implementation of SharePoint.Implementation of a governance approach can be top-down or bottom-up, or a hybrid depending on the needs of the organization. The governance plan should accommodate for the evolutionary nature of the governance approach. The governance plan should help define the initial team, an initial set of policies and the implementation of the policies. More importantly the governance plan should define a set of environment characteristics (like number of sites, feature functionality, number of users, types of content, and corpus size) for each policy in which the policy is most effective.When the environment characteristics change the policy needs to be analyzed for effectiveness and updated as necessary.
This is the general approach taken to implementing our governance strategy. We are continual process where we working with our governance committee and reviewing our governance strategy.LCA = Life Cycle AnalysisIT = Information TechnologyIW = Information WorkerINS = Information Network SecurityOrganize Governance Committee including the following roles, LCA, Records Management, Taxonomist, IT Ops, IW worker and INS teamReview Information Architectures and identify potential inefficienciesDetermine goals & policiesOrganize contents, pilot and deploy management process & policiesDevelop Education Strategy & Training materialDevelop ongoing assessment & evaluation of Governance strategy
GoalsManage SharePoint growthReduce # unused site collections100% of sites compliance with classificationsClear end-user responsibility & accountability of contentPoliciesSite lifecycle management & expiration Site ownership validationSite decommission processSite storage & quota management
Timing: 30 secondsProvide a jumping off point that makes it easy for employees to find information. Create a hub that is the starting point of reference for the entire company globally. Microsoft is a global company so it’s important that everyone across the globe is able to find the information that they need.Provide a standard structure for other company-wide portals
Governance TeamsA successful deployment of SharePoint Server 2010 provides functionality that the enterprise's business divisions require in a way that is manageable and sustainable by the enterprise's IT department. It therefore requires an ongoing dialog and partnership between IT professionals, business managers, and information workers in the enterprise. To achieve this, effective governance of a deployment of SharePoint Server 2010 requires the participation of representatives of all these stakeholder groups in a governance body.The nature of any dynamic environment is a mixture between short terms (day-to-day) and long terms (strategy and vision). There should be a clear separation between strategic actions (where to go) and Tactical actions (how to do).There are two teams:Strategy:IT & BusinessTrainingUser AdoptionTacticalDevelopmentSupportOperation
This team consists of appropriate business owners willing to provide strategic insight and direction for the portal, who can drive strategic initiatives into their respective organizations. Resources represent a good balance between business and IT, and also centralized control versus decentralized empowerment. This team is a small, evolving team reconstructed on a quarterly basis with new volunteers to maintain a fresh perspective on the business to leverage the collective wisdom of the company. The team would have the following skills:Visionary – survey the portal landscape, developing, and directing its future directionEvangelist – serve as champions for the portal technology and what it can do for the businessUser adoption – facilitate user adoption through focused, one-on-one tutorials (primarily with executives who don’t have time to sit through training programs), incentive programs (for best collaborative sites, and so forth), and feedback surveys.Training – as primary trainer for SharePoint, will hold regular training sessions for advanced users and site administrators.Support – serve as top level support for Portal administrators and site administrators (infrastructure support will be provided by IT).Business Analyst and Developer Liaison – meet with business leaders to gather requirements for new portal projects and manage development efforts of development team.
Operations TeamInfrastructure (IT) resources provide operational support for the system as they help to promote the enforcement of the governance plan and manage the more routine maintenance of the system by performing nightly backups, usage monitoring and analysis, scheduled task validation, and keeping the system current with security releases and system upgrades.Support TeamSharePoint site owners, system administrators, help desk personnel, and other various support resources create an effective support system with proper channels of escalation for end users of the SharePoint environments. This team handles application questions, bugs, and other problems requiring issue resolution.Development TeamTechnically talented people both willing and able to customize, personalize, and use SharePoint in a manner that fulfills the business opportunities as identified by the strategy team. This team is a loosely-knit community of developers with varying degrees of proficiency in software development. Members can range from highly skilled programmers to technically savvy end users in charge of personalizing departmental team sites. Skilled developers will handle large change requests, new features, and program management while ensuring adherence to standards.
It’s easy to make mistakes..What’s wrong with putting one person in charge of the effort?Nothing – in fact, there is usually one person who leads the governance steering committee.But, with a cross-functional membership, you have a much better chance at cross-functional engagement.In fact, there is another guiding principle that helps bring this point home – we’re all responsible for the intranet.
It is important to PLAN!A Governance Plan establishes the processes and roles required to:Avoid solution, team site, and content sprawl (unmanaged sites and content that is not periodically reviewed for accuracy and relevance) by defining a content and site review process Ensure that content quality is maintained for the life of the solution by implementing content quality management policies Provide a consistently high-quality user experience by defining guidelines for site and content designers Establish clear decision making authority and escalation procedures so policy violations are dealt with and conflicts are resolved on a timely basis Ensure that the solution strategy is aligned with business objectives so that it continuously delivers business value Ensure that content is retained in compliance with record retention guidelines
You must be prepared to commit to support your Governance Plan once created.
Governance Planning Roadmap courtesy of Susan Hanley:Design FirstIdentify an Inclusive TeamDocument the VisionReview the Deployment ModelDiscuss “Framing” OptionsIdentify Roles and ResponsibilitiesDevelop Guiding PrinciplesGet Social?Understand Policies / Define Guidelines Document Socialize, Promote and Verify
Timing: 1.5 minutesPresenter ScriptBest Practices:It’s very important to know who your audience is. Make sure to build the site to service that audience. Don’t just build a site to build a site (common in IT departments).Know who your partners are. MSIT brings people into the dogfood program that will help to drive adoptions in the future. Our customers can find business partners in their own organizations who will be their allies for rolling out services in the future.Build SLAs that you know you can deliver to. Communicate. It’s crucial to have a good communications plan. In the early days, the Microsoft SharePoint team didn’t communicate effectively, which ended up reflecting poorly on the service. For example, the team didn’t always communicate when they were going to take a site down, or sometimes they scheduled a downtime during the worst time for business without checking first to determine the impact. Things are much better that way now. Get user feedback. It’s also important to communicate successes. The SharePoint service has very high availability, but when the service is down, users tend to focus only the outage. By communicating availability statistics, users can see that those outages are actually rare occurrences. So to sum up, create strong partnerships and a good communication plan.
The governance plan should be about the basics:Target specific audiencesDon’t‘ read with trainingJust in time and just enough – make it consumable it digestible chunks that are easy to understand.Basics 1st, then the harder stuff (10/2 rule)
Lessons Learned:It’s really about both assurance and guidance – and it takes COMMITMENT – plan, plan, planNo one cares about governance – until you make it all about them!Less is more – avoid unnecessary bureaucracy – and documentsCreate and communicate a roadmapBuild best practices into your site templates and automate everything you canA governance plan doesn’t replace training … and training should include the governance plan
Elements of a Governance Plan:Review / discuss the chart
Key Points to remember…Establish a governance plan to ensure quality and relevance of contentKeep the governance model SIMPLE (Don’t OVER DESIGN)Think about how we will ensure compliance with the plan over timeAn EFFECTIVE governance plan does not have to constrain every move – it has to provide guidance to users to ensure that the solution is remains effective and vibrant over time.Ensure a strong advocate / Executive Sponsor
We will be drawing for a copy of “Essential SharePoint 2010 Overview, Governance and Planning” (signed by one of the authors – Susan Hanley)
Microsoft OverviewDescribes and illustrates how to develop a governance plan that includes IT governance, information management governance, and application management governance.http://www.microsoft.com/en-ca/download/details.aspx?id=13594
ReferencesMicrosoft Office SharePoint Server 2007 SharePoint Governance Checklist Guide: http://office.microsoft.com/download/afile.aspx?AssetID=AM102306291033Governance Resource Center for Microsoft Office SharePoint Server 2007: http://technet.microsoft.com/en-us/office/SharePointserver/bb507202.aspxMicrosoft SharePoint Team Blog: http://blogs.msdn.com/SharePoint/archive/2006/12/13/management-and-governance-resources.aspxGovernance overview (SharePoint Server 2010):http://technet.microsoft.com/en-us/library/cc263356(office.14).aspxPlan to share terminology and content types (SharePoint Server 2010):http://technet.microsoft.com/en-us/library/ee519603(office.14).aspxManaged metadata service application overview (SharePoint Server 2010):http://technet.microsoft.com/en-us/library/ee424403(office.14).aspxManaged metadata overview (SharePoint Server 2010):http://technet.microsoft.com/en-us/library/ee424402(office.14).aspxBest practices for My Sites:http://technet.microsoft.com/en-us/library/cc262706.aspx
Sharepoint 2013 Preview: Over 50 Powerpoint presentations for IT Pro'shttp://technet.microsoft.com/en-us/library/cc261970(v=office.15)
IvorReview the list of additional resources in Social Media that are available to assist in user adoption:SharePoint 2010 Group on LinkedInSharePoint 2013 Group on LinkedInTwitter – Hashtags - #sp2010 / #sharepointFollow us on Twitter - @BrainStormInc / @IvorDavies59BrainStorm on FaceBook (Company Page)50 Must-Follow Tweeters for SharePoint Enthusiasts
Sample Supplement - Quick Guide to Writing Great Content for SharePoint Sites courtesy of Susan Hanleyhttp://cloud2.snappages.com/b8898dc2c08e137d03449de65b9e82e108c15658/SharePoint_Content_Authoring_Quick_Guide.pdf
Many thanks to all the sponsors that made today possible!At the end of the day, please ensure your evaluation is signed and handed in for door prizes. The draw takes place in Room 102A.
Don’t’ forget about the SharePint tonight at Pub Italia!
Sps Ottawa Share Point 2010 Governance Best Practices
My Biography….– 10 Years of SharePoint experience – back to 2003– 22 Years of IT work with the Province of Ontario (30 years with company)– Seasoned IT Professional in SharePoint / Business Intelligence / Project Server / Microsoft Office / Virtualization– Social Media Enthusiast (Twitter / LinkedIn, Facebook / Pinterest / Klout / Yammer)– SharePoint Evangelist in Social Media!– Lover of Dogs!
Agenda:• What is Governance?• Why should we care?• Governance is based upon reach• SharePoint Pain Points• The Governance Process• Implementing Governance• Governance Teams (Strategic / Tactical)• Governance Planning Roadmap Overview• Governance Plan Elements• Key points to remember…• References
Governanceis…..A set of policies, roles andresponsibilities and processesto guide how organizations anddivisions at Microsoft best useof SharePoint to keepSharePoint sites under control,limit security threats, andpractice document lifecyclemanagement. 4
SharePoint Governance• A set of policies, roles and responsibilities and processes to guide how organizations and divisions at Microsoft best use of SharePoint to keep SharePoint sites under control, limit security threats, and practice document lifecycle management.• Helps to: – Keep SharePoint sites & access under control – Limit security threats – Practice document lifecycle management• What do we govern? Govern Information Architecture SharePoint Services
Governance is based on “reach” Home Page“PUBLIC” SITES: Open to Tightlyall employees controlled, Function formal al Areas governance Divisions– ―Public‖“PRIVATE” SITES: Open Some control,to business group Departments – some formalmembers ―Private‖ governanceTEAM SITES: Team Sites Looser control,Generally open to less formalteam members governance Personal Sites – My Sites 7
SharePoint Pain Points• Too many sites; users cant find content• Users don’t know the security of the library before saving. (Not easy to know.)• Users cant remember URLs• Orphaned Team & Personal Sites, Document & Meeting Workspaces• Rollover of site ownership• Users consistently exceeding site quota• No Site Recycle Bin complicates cleanup
SP Pain Points Continued…• Document versioning is turned on without limitation – e.g. a single document with 2GB of versions• Features installed in the environment and no longer used – you should clean these up as part of any migration• Every single FAB 40 server admin template installed & activated in the farm – installed just because & made available to everyone
Problems with Unmanaged SharePoint1. SharePoint growth which is costly to manage2. Sensitive content not properly secured, information leaked3. Outdated & irrelevant search results4. Difficulty in finding desired information
Governance Process Define or Update Policies Implement Measure & Policies Analyze according toEffectiveness definition Enforce Policies
Implementing Governance• Organize Governance Committee including the following roles, LCA, Records Management, Taxonomist, IT Ops, IW worker and INS team• Review Information Architectures and identify potential inefficiencies• Determine goals & policies• Organize contents, pilot and deploy management process & policies• Develop Education Strategy & Training material• Develop ongoing assessment & evaluation of Governance strategy
Governance Goals and Policies• Goals – Manage SharePoint growth – Reduce # unused site collections – 100% of sites compliance with classifications – Clear end-user responsibility & accountability of content• Policies – Site lifecycle management & expiration – Site ownership validation – Site decommission process – Site storage & quota management
• Quality – Provide easy access to information – Intuitively designed navigation and information architecture – Offer hosting service packages – Provide feedback to teams• Awareness – Showcase SharePoint as an intranet/portal solution• Usage – Promote frequent use of SharePoint among all employees – Maintain portfolio of hosted content
Strategic Team• How do we improve business processes & how do we deliver on that?• What structures need to be in place to deliver this value?• What areas of the business offer the most opportunity for growth?• How can we align our activities with the goals of the business?• Are there synergies that can be created between divisions and departments?• What ways can we reduce inefficiencies and duplication?
Tactical Team• The tactical team consists of three sub teams all charged with supporting the directives of the strategy team: – Operations – Support – Development
…so it’s especially important to plan!• Avoid sprawl• Ensure quality• Deliver a great user experience• Consistency in UI (User Interface) experience across the portal• Consistent navigation• Clear decision-making authority• Align portal with business objectives• Communicate best practices• Content ownership (who owns the content?) 19
But, the plan is not enough – it must be CONSUMABLE …What percent of employees say they don’t always their company’ssecurity policies?What percent say the aren’t even of the policies? 20
… and most importantly, you must be prepared to 21
Governance Planning Roadmap 11. Socialize, Promote, Verify 5. Discuss 10. Document “Framing”1. Design First Decisions 7. Develop Guiding 4. Review the Principles 9. Understand Deployment Model Policies; Define Guidelines 3. Document2. Identify an the Vision Inclusive Team 6. Identify Roles and Responsibilities 8. Get Social? 22
Governance Best Practices• Define your audience• State the service opportunity• Identify stakeholders• Operational requirements (i.e., maintenance windows)• Good Communication plan• Get user feedback• What is out of scope?• Create strong partnerships
Governance Best PracticesTarget specific audiencesDon’t read without trainingJust in time, just enough – make it consumableBasics first, then the hard stuff – 10/2 rule 24
Lessons Learned• It’s really about both assurance and guidance & it takes COMMITMENT – plan, plan, plan• No one cares about governance – until you make it all about them!• Less is more – avoid unnecessary bureaucracy & documents• Create & communicate a roadmap• Build best practices into your site templates & automate everything you can• A governance plan doesn’t replace training• … & training should include the governance plan 25
Governance Plan ElementsGovernance Plan Description TargetElement AudienceOverview Explains the vision, why governance is important, and the All Users overall modelGuiding Principles Key statements that support the vision All UsersRoles and Describes the key roles required to ensure success Users with aResponsibilities key roleContent Authoring Describes policies and best practices for content publishing ContentPolicies and and content management AuthorsGuidelinesDesign Policies and Describes what must be done (policies) and best practices Site Owners/Guidelines (guidelines) for site configuration Solution AnalystsProcesses and Describes key processes (for example: request or de- Site OwnersProcedures commission a site) 26
References:• Microsoft SharePoint Team Blog: http://blogs.msdn.com/SharePoint/archive/20 06/12/13/management-and-governance- resources.aspx• Governance overview (SharePoint Server 2010): http://technet.microsoft.com/en- us/library/cc263356(office.14).aspx• Plan to share terminology & content types (SharePoint Server 2010): http://technet.microsoft.com/en- us/library/ee519603(office.14).aspx
References (continued):• Managed metadata service application overview (SharePoint Server 2010):• http://technet.microsoft.com/en- us/library/ee424403(office.14).aspx• Managed metadata overview (SharePoint Server 2010): http://technet.microsoft.com/en- us/library/ee424402(office.14).aspx• Best practices for My Sites: http://technet.microsoft.com/en- us/library/cc262706.aspx
Additional Resources on Social Media• SharePoint 2010 Group on LinkedIn: – http://www.linkedin.com/groups/SharePoint-2010- 1869506?trk=myg_ugrp_ovr• SharePoint 2013 Group on LinkedIn: – http://www.linkedin.com/groups?gid=3854668&trk=myg_ugrp_ovr• Twitter Hastags for SharePoint 2010 – #sp2010 / #sharepoint / #spsottawa• 50 Must-Follow Tweeters for SharePoint Enthusiasts http://www.topsharepoint.com/50-must-follow-tweeters-for- sharepoint-enthusiasts• Follow Ivor Davies on Twitter – @IvorDavies59
Supplement ExampleFor an example of a“quick guide” for ContentAuthoring for SharePoint,visit: http://bit.ly/H03c42 33
Remember to fill out your evaluation forms to win some great prizes! & Join us for SharePint today!Date & Time: Dec 1st, 2012 @6:00 pmLocation: Pub ItaliaAddress: 434 ½ Preston StreetParking: On street with meters $Site: http://www.pubitalia.ca/