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SharePoint Governance
Cydney Davis
SP Governance – Why it’s needed
Governance is simply “policies and procedures” that help us manage:
Security
– The policies and procedures to protect your SharePoint from security
incidents
Auditing
– The policies and procedures to track user, content and configuration
compliance
Reliability
– The policies and procedures to prevent end user productivity
interruptions in SharePoint
Usability
– The policies and procedures to maintain SharePoint’s usability
Supportability
– The policies and procedures to fix what goes wrong in SharePoint
2
Chris McNulty
SharePoint Strategic Product Manager
Quest Software, Inc.
SP Governance Success Criteria
 SP Governance Committee
– Power Users
– Department Leaders
 SP Design and Development Team
– Define Roles
– Workbook/Checklist*
– Design Mock Ups
– Develop Processes
– Test
– Implement
– Improve
 Governance Manual
– Document it
*I always build a workbook for the Design and Development Team so that they have a true
checklist to follow to make decisions and then, once agreed, the information gets moved into the
formal Governance Manual.
Executive Sponsors/Support (Nice to have)
3
Design
Develop
Test
Implement
Improve
Components to Consider
How/What/When/Whom:
– Platform
– Browsers
– Collaboration
– Search
– Branding
– Workflow
– Approvals
– Styles
– Layout
– Document Control
 Check Out/In
 Versioning
– Taxonomy
– Nomenclature
– Content Types
 Auditing
 Document Retention
– Size/Type Restrictions
– Security & Rights for:
 Sites
 Pages
 Groups
 Managers
 Departments
– Etc.
4
Governance
Auditing
Reliability
Security
Usability
Supportability
Stages of Governance - Simple examples
5
“What I need is in there??
I don’t even want to look in
that mess. Forget it, I will do
without or make
another one.”
• No system
• No organization
• No accountability
Without Governance
“What I need is in there.
I know it is going to take a
while, but there is a system and
organization.”
• System in place
• Organization
• Accountability
Good Governance
“What I need is in there!”
This won’t take long at all. I will
just look it up in the catalog.”
• System in place
• Organization
• Accountability
Excellent Governance
Excepts from a Governance Manual
6
Excepts from a Governance Manual
7
Style Guide and Intranet Standards
Without Governance – No Consistency
8
Same company – no consistency from page to page.
Users have to “learn” each page because nothing is in the same place and the color schemes
make it seem like 3 different companies. The user is bewildered and it takes longer to find information.
ABC
CO
LOGO
Search
Legal
Department
Main
Content
Links
Links
Links
Links
ABC
CO
LOGO Search
Human
Resources
Main
Content
Links
Links
Links
Links
Links
Links
Links
Links
ABC
CO
LOGO
Employee
Benefits
Main Content
Prescription
Refills
Links
Links
Links
Links
Links
Links
Links
Links
Appointments
Search
With Governance – Consistency
9
Consistent layout = consistent user experience.
No learning curve. User knows it is the same company and can easily find information.
Search
Human
Resources
Main
Content
Links
Links
Links
Links
Links
Links
Links
Links
Search
Employee
Benefits
Main
Content
Links
Links
Links
Links
Links
Links
Links
Links
Search
Legal
Department
Main
Content
Links
Links
Links
Links
Links
Links
Links
Links
It just makes good business sense!
10
Governance
Auditing
Reliability
Security
Usability
Supportability

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SharePoint Governance

  • 2. SP Governance – Why it’s needed Governance is simply “policies and procedures” that help us manage: Security – The policies and procedures to protect your SharePoint from security incidents Auditing – The policies and procedures to track user, content and configuration compliance Reliability – The policies and procedures to prevent end user productivity interruptions in SharePoint Usability – The policies and procedures to maintain SharePoint’s usability Supportability – The policies and procedures to fix what goes wrong in SharePoint 2 Chris McNulty SharePoint Strategic Product Manager Quest Software, Inc.
  • 3. SP Governance Success Criteria  SP Governance Committee – Power Users – Department Leaders  SP Design and Development Team – Define Roles – Workbook/Checklist* – Design Mock Ups – Develop Processes – Test – Implement – Improve  Governance Manual – Document it *I always build a workbook for the Design and Development Team so that they have a true checklist to follow to make decisions and then, once agreed, the information gets moved into the formal Governance Manual. Executive Sponsors/Support (Nice to have) 3 Design Develop Test Implement Improve
  • 4. Components to Consider How/What/When/Whom: – Platform – Browsers – Collaboration – Search – Branding – Workflow – Approvals – Styles – Layout – Document Control  Check Out/In  Versioning – Taxonomy – Nomenclature – Content Types  Auditing  Document Retention – Size/Type Restrictions – Security & Rights for:  Sites  Pages  Groups  Managers  Departments – Etc. 4 Governance Auditing Reliability Security Usability Supportability
  • 5. Stages of Governance - Simple examples 5 “What I need is in there?? I don’t even want to look in that mess. Forget it, I will do without or make another one.” • No system • No organization • No accountability Without Governance “What I need is in there. I know it is going to take a while, but there is a system and organization.” • System in place • Organization • Accountability Good Governance “What I need is in there!” This won’t take long at all. I will just look it up in the catalog.” • System in place • Organization • Accountability Excellent Governance
  • 6. Excepts from a Governance Manual 6
  • 7. Excepts from a Governance Manual 7 Style Guide and Intranet Standards
  • 8. Without Governance – No Consistency 8 Same company – no consistency from page to page. Users have to “learn” each page because nothing is in the same place and the color schemes make it seem like 3 different companies. The user is bewildered and it takes longer to find information. ABC CO LOGO Search Legal Department Main Content Links Links Links Links ABC CO LOGO Search Human Resources Main Content Links Links Links Links Links Links Links Links ABC CO LOGO Employee Benefits Main Content Prescription Refills Links Links Links Links Links Links Links Links Appointments Search
  • 9. With Governance – Consistency 9 Consistent layout = consistent user experience. No learning curve. User knows it is the same company and can easily find information. Search Human Resources Main Content Links Links Links Links Links Links Links Links Search Employee Benefits Main Content Links Links Links Links Links Links Links Links Search Legal Department Main Content Links Links Links Links Links Links Links Links
  • 10. It just makes good business sense! 10 Governance Auditing Reliability Security Usability Supportability