SharePoint Governance


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SharePoint Governance,
Taxonomy, Training Plans

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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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  • In this module we are going to review the need for governance, and an overview of the steps to implement it!
  • In this lesson we explore several different aspects of Governance including what is Governance, why Governance and the various components of Governance. Other topics include implementing Effective Governance, what should be governed and how to actually implement Governance in SharePoint.
  • When achieving the benefits described above, you should also be prepared to have the following key deliverables created:Established business objectives and key performance indicatorsSharePoint governance and Best PracticesProposed architecture and infrastructure requirementsSoftware Development platform guidelinesRoles and responsibilitiesRecords disposition guideTraining and adoption requirementsProcess for managing evolving changesBest practices for operations management
  • There are four main components to Governance:People – define clear roles and responsibilities:Executive Sponsor – serves as executive level champion for solutionSharePoint Governance Board / Steering Committee – has ultimate responsibility for meeting the goals of the solutionSupport/Help Desk – ensure the technical integrity of the solutionSite Collection Admin – Manages the day to day operation of a set of sites for a specific groupSite Admin - Manages the day to day operation of the siteSite Designer – A user that creates and maintains the site look and feelUsers – Use the solution to access and share contentProcessAll the specific tasks that a particular role must accomplishPolicyWhat people should and should not do given a set of circumstances, design policies for service levels and appropriate use, articulate design and usage principlesTechnologyUsing the technology to enforce your policies
  • The fact that you are in the class means that you are serious about getting the most value out of your SharePoint environment. You may have heard some horrible implementation stories or you yourself been through one! No matter the reason, implementing governance for SharePoint will lead to some very outstanding results!Protect the enterprise – Help ensure regulatory compliance.Greatly increase the usability of a solution - The governing body in an enterprise can define metadata requirements for all content that makes it easier to categorize and search for the content across the enterprise.Increase an organization's efficiency — for example, by requiring training as a prerequisite to becoming the administrator of a SharePoint collaboration Web site.Other results and benefits from a focus on Governance include:Content Sprawl is minimized by defining a content and site review processContent quality is maintained by implementing content quality management policiesA high-quality user experience is created by defining guidelines for site and content designersClear decision making authority and escalation procedures will be defined that prevents policy violations and conflicts are resolved in a timely mannerA SharePoint install that is aligned with business objectives so that it continuously delivers business value
  • Every organization has unique needs and goals that influence its approach to governance. For example, larger organizations will probably require more detailed governance than smaller organizations. You should consider building governance policies around the following areas of SharePoint:Project and Operational ManagementCommunications, Deployment Processes, Change management, Cost Allocation, Sponsorship, Roles and Teams, Site and Platform Classification, Service Level AgreementsDevelopment and ConfigurationBranding, Customization Tools, Site Definitions and Templates, Source Code and Build Control, Source Code SupportInfrastructureFirewalls, Load balancing, EnvironmentsOperational ConcernsMonitoring,Uptime/downtime, Disaster Recovery, Data and Documentation Recovery, Quotas, ReportingEducation and TrainingInitial Training, Community Learning, Reviewing Real World lessonsNavigation, Taxonomy and SearchSite Directories, Content Types, Search locations, Search Relevance tuning
  • Implementing Governance involves several key pieces:Developing TaxonomiesImplementing a Governance document that details the goals, vision, mission and metrics of your governance planHow you plan to approach training the many different types of usersWhat type of features will you use and offer to your usersWhat your Information Architecture will look likeA well developed policies and procedures document for each area in WSS, MOSS, customization and developmentHow your operations team will deal with Configuration and Release Management
  • In this lesson we explore several different aspects of governance!
  • You should prepare a Governance Plan prior to the launch of your SharePoint production environment. The Governance Plan describes how your SharePoint environment will be managed. It describes the roles, responsibilities, and rules applied to both the back-end and the front-end. A formal Governance Plan document should be created and distributed so that everyone knows what their roles will be and what is offered! A plan doesn’t need to have all the items as long as the ones you have picked clearly make everyone “Get It”.You should not think of it as being “complete” at any one point in time. Your Governance Plan is a living document. Work in capabilities that allow you to revisit the plan as you learn more about how users are using SharePoint. You should capture feedback from their experiences. As your SharePoint environment evolves, revisit your Governance Plan to adapt to changing needs. Please note, the creation of a Governance Plan will not guarantee the success of your solution, but it increased the odds substantially. The rest comes in the execution and enforcement of the plan itself.
  • Vision statement are not typically more than one to three sentences. They will describe what you are trying to accomplish with a particular technology like SharePoint.It should be very clear as to what a solution is focused on and is the top priority.Vision statements tend to be very short. A typical statement should be no more than 3 sentences long.
  • Here are some more specific goals of a governance plan:Reduce Total Cost of Ownership (TCO)Encourage Standards And ConsistencyProvide Service and SolutionsYou should keep these first and foremost when writing the plan!
  • When building your Governance Plan, it will be most effective to put together a small team to help define the key framing decisions for governance. This team can be divided up to document the details among the team members. The team should clearly include representatives from IT who are responsible for overall IT system use policies, as well as representatives from the team responsible for system maintenance within and outside of IT.Individuals who can represent the interests of those responsible for training, human resources, and corporate communicationsIndividuals responsible for knowledge managementMeet with team members to draft sections addressing how the various aspects of your environment will be managed. Review each major component of your plan with sponsors, stakeholders, and core team members to ensure you are in agreement about the major components of the plan (vision, roles and responsibilities, and key policies). As you create your Governance Plan, consider how users will consume and internalize the content in your plan. A lengthy and detailed document will be more difficult to consume than a short and concise one. Also consider companion material to go with the Governance plan. These can be cheat sheets of:Most important guiding principlesA card or magnet with your vision statementBrief job descriptions for each role
  • Here is an example of a policy enforced by the Human Resources department. After the deployment of your SharePoint service offerings, you should implement and communicate your policies to your users. Be sure to do at least the following:Provide clear instruction on how and when users should work with SharePointWhat constitutes abuse or misuse of system How to keep information secure information When to use SharePoint versus other alternativesProvide information on how users can…Get support and trainingRequest design and development servicesRequest new functionality
  • These are some examples of policies that you could enforce with SharePoint.Publish Once, Link Many – don’t allow people to copy the same file in more than one place, have them link to the originalNo Email attachments, use links – SharePoint is designed to reduce email, getting users to move away from collaborating in email will be a challengeUse Metadata navigation, not Folders – Folders proved to be a challenge when implemented in web based applications.Site Owners are responsible for content (creation, modification and DELETION) – Ensure that site owners are managing the contentSharePoint Designer access is prohibited except for Site Collection Owners – SharePoint Designer is a powerful tool and in the wrong hands can break things in SharePoint sites
  • Policies just don’t create themselves. They must be thought though and typed out in a clear and easy way. Someone that has experience in writing policies in the past is your likely candidate to write your SharePoint usage policies.
  • SharePoint is both broad and deep: There are a LOT of details to consider.Without governance in place when you implement your SharePoint services, things will surely go sideways. Be sure that you have planned and prepared using other peoples mistakes as your guiding light! Make sure that you at least gain some visibility from an outside source on the processes you have implemented and ensure that you haven’t missed anything vital!
  • Be sure to determine what features of SharePoint (Service Offerings) you will be deploying. Communicate these services, train your users, and support the applications. As you determine what feature will be deployed, analyze the risks, costs and adoption barriers of each.We will explore each of these concepts in later modules.
  • This slide outlines some of the possibilities of not implementing a governance strategy for your SharePoint deployment. As you can see, doing nothing can cause a series of problems.
  • Communicating the Governance Plan is a core component of SharePoint launch planning and the ongoing management of your environment. Integrate relevant elements of your Governance Plan into the training and ongoing support you provide for site and content owners. Successful governance is an iterative process. The governance committee should meet regularly to consider incorporating new requirements in the governance plan, reevaluate and adjust governance principles, or resolve conflicts among business divisions for IT resources. The committee should provide regular reports to its executive sponsors to promote accountability and to help enforce compliance across the enterprise.
  • These seven items can cause your SharePoint deployment to fail miserably! Read more here:
  • Your instructor will guide you in a discussion of this module. Some items you might discuss:How have you implemented governance with SharePoint?What value have you seen from implemented a governance plan?
  • In this lab you will review a sample governance plan. It can be used as a starting point for your own governance plan!
  • SharePoint Governance

    1. 1. SHAREPOINT 2010 GOVERNANCE Module 1: Overview Instructor : Peter Ward
    2. 2. Introductions Name Company affiliation Title/function Job responsibility Microsoft Certifications Programming Experience SharePoint Experience Expectations for the course
    3. 3. Facilities Class hours Building hours Parking Restrooms Meals Phones Messages Smoking Recycling
    4. 4. Course Materials Printed Student Workbook Course Evaluation Virtual Machines are based on Hyper-V Windows Server 2008 R2 (SharePoint 2010) Windows Server 2008 R2 (SharePoint 2007) Have you used Hyper-V? Demonstration/walk-through of Hyper-V
    5. 5. Types of SharePoint Courses SharePoint courses come in all kinds of shapes and colors! There are six main categories: End User Site Administration Operations Governance Search Business Intelligence Development Core Development Web Development They can be Foundation or Server focused Typically takes 45 days of intense training to become a SharePoint expert!
    6. 6. Prerequisites Basic Understanding of SharePoint 2010 (Foundation & Server) Ability to browse websites! For some labs, an operational understanding of SharePoint is required
    7. 7. What We’ll Be Discussing Day 1: Governance Taxonomy Training Plans Service Definitions and Models Day 2: Information Architecture Getting Specific
    8. 8. What my role is? I’m not doing the work, rather showing you what is possible
    9. 9. Overview What is Governance Governance Plans
    10. 10. What Governance do you already have?EmailBack upsSecurity
    11. 11. Lesson: What is Governance What is Governance Why Governance Governance Components Effective Governance What Should Be Governed? Implementing Governance
    12. 12. What is Governance Governance is defined in many ways: Setting a standard policy that allows you to manage a particular environment A set of roles, responsibilities, and processes that you put in place in an enterprise to guide the development and use of a solution based on SharePoint Products and Technologies People, process, technology, and policies to define a service, resolve ambiguity, and mitigate conflict within an organization Can also be called: Service delivery framework
    13. 13. Why Governance? Some benefits of implementing Governance include: Alignment of technology to strategic business objectives Formal process for change management, prioritization, and decision making Increased adoption and participation from business stakeholders Usability through information architecture Definition of taxonomy and records management strategies for archiving and preserving content Cost management and risk mitigation Process for evolving the platform and phased roll-outs Ensure that the platform can be effectively managed Establishment of measurement framework to ensure platform is delivering as expected
    14. 14. Governance Components People: Roles and responsibilities – who does what (IT, Management, Customers)? Process: How to accomplish common tasks such as creating a new site or requesting new business requirements Microsoft Operations Framework (MOF) – easy to get stuck on it or your own processes! Policy: Collection of principles - What site owners, designers, developers should / shouldn’t do Technology: Leveraging features to enforce policies through technology
    15. 15. Effective Governance Effective Governance leads to: Protecting the enterprise Greatly increase the usability of a solution Increase an organizations efficiency Should address: Deployment of services Communication and Training Ongoing support and Change management
    16. 16. What Should Be Governed Project and Operational Management Communications, deployment, change management… Development and Configuration Branding, Source Control Infrastructure Firewall, load balancing Operational Concerns Monitoring, uptime/downtime, disaster recovery Education and Training Initial training for all roles, community learning Navigation, Taxonomy and Search Content types, search relevance tuning
    17. 17. Implementing Governance (MUST DOS) Taxonomy Governance Plan: Clear Goals, Vision, Mission and Metrics Training (Culture and Adoption) Service Definition & Service Model (KISS) Information Architecture Policies and Procedures (WSS, MOSS, Customization, Development)
    18. 18. Lesson: Governance Plans Governance Plans Governance Goals Policies, Guidelines, Procedures Who Should Determine Gov. Policies? SharePoint & Governance
    19. 19. Governance Plans Every plan should have Clear Goals, Vision, Mission and Metrics: Goals A projected state of affairs which a person or a system plans or intends to achieve or bring about Vision Know why you are doing it Mission Its reason for existence Metrics How you will measure if the goal is being met
    20. 20. Vision Statements Vision statement should describe at a high level what you want to achieve Describes how a solution will deliver value to the company and each employee Clear vision statements provide guidance on what elements you will focus on first and foremost Shouldn’t be more than 2-3 sentences long: Our SharePoint intranet will give us the ability to provide corporate content in a clear concise way to employees, and enable easy, simple content management around content creation and modification.
    21. 21. Governance Plan Goals Set Expectations Service Level Agreements Reduce Total Cost of Ownership (TCO) Optimize Remove legacy thinking Drive efficiency Encourage Standards And Consistency Drive Common Brand Reduce redundant technology Resolve ambiguity, mitigate conflicts and manage change Provide Service and Solutions Empower the business Empower Teams Empower End Users
    22. 22. Creating a Governance Plan Utilize publicly available templates Don’t start from scratch Put together a team to work on it Ensure you have various groups represented All Governance components should be present: People, Process, Policy, Technology Goal, Vision, Mission, Metrics Policies, Procedures, Guidelines Create smaller cheat sheets
    23. 23. Policies, Procedures, Guidelines Policies A deliberate plan of action to guide decisions and achieve rational outcome(s) Procedures A specified series of actions, acts or operations which have to be executed in the same manner in order to always obtain the same result under the same circumstances Guidelines Any document that aims to streamline particular processes according to a set routine Important that Human Resources is involved
    24. 24. Example Policy Human Resources approved usage policy Provide clear instruction on how and when users should work with SharePoint What constitutes abuse or misuse of system How to keep information secure When to use SharePoint versus other alternatives What to post on blogs, user status and metadata/tags Provide information on how users can Get support and training Request design and development services Request new functionality
    25. 25. Example Policies Publish Once, Link Many No Email attachments, use links Use Metadata navigation, not Folders Site Owners are responsible for content (creation, modification and DELETION) SharePoint Designer access is prohibited except for Site Collection Owners
    26. 26. Who should determine Gov. Policies? Executive Sponsorship is key to a successful SharePoint services rollout Sponsor should be someone that has the power to make decisions quickly and effectively Either the Sponsor or someone that works closely with the sponsor should have the power to write policies that implement your governance plan Should be familiar with and have created policies in the past
    27. 27. Governance & SharePoint SharePoint can provide business value out of the box! Can just as quickly fall off the tracks SharePoint’s apparent simplicity is also it’s downfall Bad habits can quickly form without guidance Easy to install….incorrectly! You can’t just pop the CD in and learn it on your own, training and consultants with SharePoint expertise will keep you from making big mistakes with your Farm! If you fail to plan, you plan to fail!
    28. 28. Governance and SharePoint (Cont) Governance with SharePoint will include: Deployment of SharePoint services Communication and Training Support and Change Management Business Requirements will include: Business and Technical definition of SharePoint services to offer Risk management Cost Management Support and Adoption
    29. 29. Governance & SharePoint (What CouldHappen?) Site Proliferation Sites with no ownership or responsibility and No Plan or Vision with “junk” in them Server Proliferation IT doesn’t meet needs of a department How long does it take to create a site for a project? Technology proliferation User confusion - If an organization has File servers, Public Folders, DLs, 3 other storage solutions and SharePoint, where should a user post a discussion or document? Content proliferation If you don’t manage where the content is going, it will become tedious, if not impossible, to find even with Search
    30. 30. Governance Plan Communication Creating the plan is one step Communicating the plan is the next Ensure that it is available for all parties to access Publish it in SharePoint and get feedback on it Integrate it with training and ongoing support mechanisms Let it evolve to meet your organizations needs Ensure communication is two-way
    31. 31. Governance Plan Pitfalls Beware! The following could cause you to fail! Large amount of process change Your defaults encourage bad behavior A hostile business to IT relationship Disconnected workforce Focus more on turning off features Your bad at project management
    32. 32. Discussion: Take 15 minutes to discuss the following: How have you implemented Governance? Governance Plans
    33. 33. Lab 1: Governance Worksheet Complete the lab exercises: Review A Sample Governance Plan Answer some tough Governance questions
    34. 34. Summary Governance is a very complex, yet manageable topic Establish a Governance Plan to ensure quality and relevance of content and to ensure that all users understand their roles and responsibilities. Keep it simple! Understand the keys to success and common pitfalls of failure Continually evolve your governance plan, it is not static
    35. 35. Questions?e-peterward@wardpeter.comb-www.wardpeter.comp- 862 220 6080Microsoft confidential internal use only Be part of the experience