2012 MN Gov IT Symposium - Get Away from SharPoint Nightmares with Governance


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Using Governance to help manage a SharePoint environment

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  • From Joel Oleson presentation
  • From Joel Oleson presentation
  • 2012 MN Gov IT Symposium - Get Away from SharPoint Nightmares with Governance

    1. 1. Session # 14 Get Away from SharePoint Nightmares with Governance Donald Donais, Avtex Consulting TM 31st Annual 2012 Minnesota Government IT Symposium For State Agencies, Counties, Cities, Higher Education and Nonprofits December 4-6, 2012 RiverCentre, St. Paul, MN www.mngts.org/itsym (Presented by GTS Educational Events) Wednesday, December 5th, 2012 11:30 a.m.-12:30 p.m.
    2. 2. SharePoint Governance • General Overview • Enterprise Search • Informational Architecture • Education and Training • Operational Concerns • Testing & Provisioning • Infrastructure • Deployment and Configuration • Project & Operational Management • Governance Plans
    3. 3. Donald Donais Avtex IT Pro Consultant ddonais@avtex.com Blog – Tales from IT Side http://talesfromitside.wordpress.com Twitter @dondonais
    5. 5. • TechNet: Governance is the 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. • Robert Bogue: Governance is managing the deployment of information technologies. Managing, like project management, is concerned with the risks, the costs, and the usefulness of the solution once it has been created. Thus when we define governance we are attempting to manage risk, cost, and adoption What is ‘Governance’ ?
    6. 6. Governance • There must be a connection between Governance, Risk and Compliance Risk • What is the risk if certain actions are taken or not taken? Compliance • What do we need to do to ensure right actions are taken? Governance • Set of policies, process and procedures to ensure recommended actions are followed
    7. 7. • Not Rocket Science • SharePoint is both Broad and Deep  There are a LOT of Details to Consider • A lot of Governance is Common Knowledge • What does it mean to bring SharePoint into the environment  Who will support it?  What is technology impact? • Adoption – More than an Afterthought  Plan For It  Get Acceptance and Feedback from Users Governance…
    8. 8. • Site Proliferation – Grassroots/Sprawl • Server Proliferation • No Quotas, No Blocked File Types, No Policies • Unreliable Service (No SLAs)  Unreliable Support  No Strategy, No Training  Lack of Growth & Usage Reporting • No Communication • No Security Audits or Policies (a.k.a Information Leaks) • No Lifecycle Management What Contributes to a Chaotic Deployment
    9. 9. • CXO Sponsored Strategy (Exec Stakeholder) • Well Communicated Strategy & Service Offering • Consolidated, Well Managed Server Farms • Consistency, Standards, Branding, Usage Policies • Security Policies and Enforcement, Information Management Policies • Easy to Use and Powerful Search • On Demand/Accessible Training and Support What Contributes to a Successful Deployment
    10. 10. Enterprise Search
    11. 11. • What do users search for today? How do they search today? • What search functionality is available to you?  WSS, MOSS, Search Server, Express, FAST Search • Integrate Information architecture with Search Planning – Managed Properties • Search Strategy, Taxonomy, Geography • Key Words, Best Bets, Thesaurus Search
    12. 12. • People Search • Search ‘Rating’, Wildcard Search, Refinement Panel • Consolidated Search Page – Search Center • Search Scoping, Tabs, Results (design and configuration) • Surface Information beyond SharePoint Content (File shares, BDC, other…)  Federated Search functionality • Potential for Staffing – Managing Crawling, Scopes, Results tuning, etc Search
    13. 13. Information Architecture
    14. 14. • Consistent Understanding of Content Structure  How information is Organized  How information is Presented to Users • Consistency Throughout Site (navigational elements)  Global and Local • Wireframes and Storyboards • Content Types • Content Query Web Parts/Content Search Web Parts Information Architecture
    15. 15. • What is being used to segment information?  Site Collections vs. Webs  Libraries vs. Sites  Folders? • SharePoint Terminology  Understand relationship between objects (site collections, webs, lists, etc…) • Taxonomy vs. Folksonomy • Managed Metadata Service and Term Store • Branding Considerations  Using Colors to Identify Location within a Portal Information Architecture
    16. 16. Education & Training
    17. 17. • Plan For Training Part of Roll Out • Budget for Implementation and Adoption • User Training and Resources • Help Desk Training, Knowledge Articles, etc… • Training for all SharePoint Roles • Internal User Groups, Lab Sessions, Support Sites • Local Resources  Training partners, User Groups, SharePoint Saturday • Identify and Communicate Best Practices • SharePoint Server Training: Office.com or Productivity Hub Education & Training
    18. 18. Operational Concerns
    19. 19. • Service Level Agreements (SLAs) • Communication with Users • Staffing • Monitoring • Scheduled maintenance windows • Disaster recovery • Quotas • Reporting • Database management Operational Concerns
    20. 20. Testing & Provisioning
    21. 21. • Content Owners and Editors  How Content is Created, Approved and Disposed Of • User testing  Navigation  Search • Feedback Method • Repeatable Test Plans • Lifecycles and Processes • Security Guidelines Testing & Provisioning
    22. 22. Infrastructure
    23. 23. • Interaction/Integration with other/existing systems  E-mail / Exchange / Messaging  Active Directory  Firewalls  DNS  Load balancing (MS, F5, etc…)  Clustering  Database  SAN / Disk • Environments: Development, Stage/Test, Production • Hardware and Topology • Backup and Recovery/Disaster Recovery Infrastructure
    24. 24. Development & Configuration
    25. 25. • Identify Appropriate Tools  SharePoint Designer, PowerShell, InfoPath, Visual Studio • Site Definitions and Templates, List templates • Source Code and Build Control – Team Foundation Server (TFS) • Support • Standards and Best Practices  Features and Solutions • Branding, Themes, Master Page and Layout Page Development  Consistency with existing corporate branding • Data View Web Parts Development & Configuration
    26. 26. Project & Operational Management
    27. 27. • Communication Planning: Who, What, When, How • Deployment Process  Coded and No-Code Solutions • Change Management  OS Patches vs. SharePoint & SQL Updates • Service Level Agreements (SLAs) • Roles and Responsibilities • Charge back service? • Sponsorship of Implementation • SharePoint as a Service  Ownership of SharePoint from Business vs. Product Project & Operational Management
    28. 28. Governance Plans
    29. 29. Governance Plans • Role Matrix • Security Plan • Training Plan • Communication Plan • Information Architecture Plan • Document Management Strategy • Search Strategy • Infrastructure and System Architecture Plan • Support Plan
    30. 30. Role Matrix • Identifies and Communicates the Roles and Responsibilities • Will help in definition of:  Security  Training • Should Detail:  Role  Description  Required Skills  Person or Group Accountable
    31. 31. Example – Roles Matrix Role Description Required Skills Person/Group Business Owner Executive sponsor from the Business group that represents SharePoint to the executive time. Understanding of internal business structure, strategies and processes. Executive SharePoint Governance Board Governing body with ultimate responsibility for meeting the firm’s goals in regards to SharePoint. They will factor in internal and external governance influences. Understanding of the internal and external Governance details. Executive Member, SharePoint Reps, Site Owner Reps SQL Administrator Primary role is SQL management, backups and restore. SQL administration, monitoring, and backup and recovery. Janice Small Server Administrator Responsible for installation and maintenance of hardware infrastructure or virtualization platform specifically for servers where SharePoint is installed. Microsoft Server knowledge, monitoring, backup and recovery. IT Dept Networking Administrator Responsible for management of LAN and WAN for an organization including security, installations, monitoring, licensing backups and restoring. Network specific knowledge around routers, DNS, IT Dept Domain Administrator Responsible for ensuring the domain is administered properly based on internal security and governance. This includes Active Directory. Microsoft Active Directory knowledge. IT Dept SharePoint Farm Administrator This technical position should be involved with the implementation and configuration of the portal solution but is most integral to the on-going operation of the portal. They will monitor performance, administer security rights, ensure backup and recovery plans are set, will configure site indexing/searching, and may be involved with end user support. Network Infrastructure, IIS, Active Directory experience, and monitoring systems that ties into SharePoint. IT Dept
    32. 32. Example – Roles Matrix continued Role Description Required Skills Person/Group SharePoint Business Analyst Hybrid IT/Business position that understands the features and capabilities of SharePoint and how they can be leveraged within the business. Will need to gather business requirements and translate them into business solutions. Works with the Governance Board, IT, as well as the business units. Thorough understanding of SharePoint features and functionality. Good understanding of business goals wants and needs. Skilled at needs assessment. Bob Jones SharePoint Site Collection Administrator Primary role for ensuring that settings for the site collection are configured properly. They will has control all permissions and site creation within the SharePoint site collection. This role will also work within the guidelines of the Governance plan. This person should be somebody from the IT department. They will need a thorough understanding of SharePoint features and functionality. Sarah Smiles SharePoint Site Owner Primary role is for ensuring that content for a SharePoint site is properly managed over time. The primary focus is implementing business focused solutions. Site features and functionality excluding site creation and permissions. Will also need to understand the business. Department Owners SharePoint Contributor This role creates, owns and maintains the content published within SharePoint. Business processes and documentation. Specified Department Contributors SharePoint Viewer This role consumes content that is found within SharePoint. Users within the Organization
    33. 33. Security Plan • Layouts how Security is Handled  Best Practice – when possible use AD groups • Details Security for Each of Zones  Intranet/Internet/Extranet • Specify how Handling Permissions • Specify Security Requests • Should base off of Role Matrix
    34. 34. Example – Security Roles Role Permission Set SharePoint Farm Administrator SharePoint Farm Administrators (Full Control for all servers within the server farm) – These permissions allow the member to permission administrative tasks in Central Administration or on the server. This group does not have access to individual sites or content. SharePoint Site Collection Administrator Site Collection Administrator (Full Control within the Site Collection) – The permission set will allow members of this group to create and configure sites, lists, libraries; configure site and site collection features and maintain permissions within the Site Collection.. SharePoint Site Owner SiteName Owner group (Full Control with exceptions) – The permission set will allow members of this group to create and configure lists, libraries and site features. This group’s permission set will be modified to exclude the ability to create new sites and administer permissions within the site. SharePoint Contributor SiteName Members group (Contributor) – This group will have permissions to create, modify, and approve content within a specific site. SharePoint Viewer SiteName Visitors group (Read only) – This group will have out of the box permissions to read content within the site.
    35. 35. Example – Security Request Flow Initiate Request for Access Request goes to Site Collection Administrator Permission is Granted and user gains access to site Yes Permission is rejected based on Governance Standards No Does the request meet Governance Standards Email sent with details. Confirmation e-mail sent with details. End Request for Access
    36. 36. Training Plan • Specify Training Examples for Roles • Training Options  Instructor Led, Self-Serve, Learning Bites, Lunch and Learns, etc. • Look at Training from Different Levels: 1. General Training – Overall on SharePoint 2. Organizational Level Training – Specifics for Organization 3. Departmental/Project Level Training – Specifics on Processes when using SharePoint • List all Possible Training Resources
    37. 37. Example – Training Matrix Role Description Training Format SharePoint Farm Administrator  Base documentation from Microsoft  Microsoft Official Curriculum training course  Knowledge transfer sessions  Operations documentation  Classroom Hand On Training  Online SharePoint Business Analyst  SharePoint Site Owner/Power User course from Microsoft training provider  Classroom Hand On Training SharePoint Site Collection Administrator  SharePoint Site Owner/Power User course from Microsoft training provider  Knowledge transfer sessions  Operations documentation  Classroom Hand On Training  On Line SharePoint Site Owner  SharePoint Site Owner/Power User course from Microsoft training provider  Knowledge transfer sessions  Operations documentation  Classroom Hand On Training  On Line SharePoint Contributor  SharePoint end user training from Microsoft training provider  Internal knowledge transfer sessions  Classroom Hand On Training  On Demand Video  On Line SharePoint Viewer  SharePoint end user training from Microsoft training provider  Internal knowledge transfer sessions  Classroom Hand On Training  On Demand Video  On Line SharePoint Approver  SharePoint end user training from Microsoft training provider  Internal knowledge transfer sessions  Classroom Hand On Training  On Demand Video  On Line
    38. 38. Example – Training Resources Resource Description Training Format Center of Excellence Site Build a SharePoint platform web/site that will be the single point of reference for anything related to the SharePoint platform. Links to training resources, materials, tips and tricks, user feedback, team members, etc… Online Online Microsoft Tools, Materials and Resources  End-user documentation  End-user blogs  Technical Administrator resources Online Linked from COE Office SharePoint Server 2007 & 2010 Training – Productivity Hub A training solution built on the SharePoint platform that comes with SharePoint training materials and demos and allows administrators to develop specific task or role-based curriculums Online Sub-web of COE site Solution and Scenario Training Targeted training for specific your organization Classroom Hands-on Microsoft Training Partners Classroom training from Microsoft Certified trainers using MS or custom curriculums Classroom Hands-on Internal User Group Internal group of SharePoint users who share knowledge on how SharePoint has been improved or used within the business Online Sub-web of COE site
    39. 39. Communication Plan • Enlist the Help of Internal Marketing • Detail the Target Audience and How/When Communicated to • What is being Communicated?  New Release of Intranet/Internet/Extranet?  New Business Intelligence Tools  Updated Features • How Often is Target Audience being Communicated with?
    40. 40. Example – Audiences and Goals Target Audience Goal Target Completion Date And Updates Delivery Mode and Responsibility IT Steering Committee / Key Stakeholders Final Plan Key Decisions Target: 6/31/2009 Updated: Monthly Initial Meeting / Ongoing updates via Project Site By: Executive Sponsor Corporate Leadership Team Plan Approval Target: July Updated: Quarterly Special Meeting By: Executive Sponsor Business Users Informational:  Status  Delivery Timeline  What to Expect Target: July Updated: Monthly Email By: Project Manager Corporate Users Informational:  Downtime  Dates  Contact Info Target: July Updated: Monthly Intranet Broadcast By: Project Manager Business Application Users Testing / Training Target: July Updated: Monthly Email By: Project Manager Help Desk Informational Target: August Updated: Monthly Email By: Project Manager Project Team Issues, Risks, Status Target: Ongoing Updated: Weekly Regular Meeting By: Project Manager Project Team Obstacles, Issues Target: Ongoing Updated: Daily Regular Meeting By: Project Manager
    41. 41. Information Architecture Plan • Plan refers to Overall Hierarchy and Structure of SharePoint  Call Out Differentiation of Publishing versus Collaboration • Detail first 2-3 levels of the Overall Hierarchy • Detail 2-3 Department/Project sites and type of Information Displayed
    42. 42. Example – HR Department Site Content SharePoint Feature / Construct Department Mission Statement Content Editor Web part used to display Human Resource missions statement principals Human Resource Announcements List view web part pulling data from an announcement list Various link sections Content Editor web parts; display content specific information from the HR site including Benefits, Training, New Hire, etc. Human Resources Contact Contact Details or Content Editor web part displaying information about the HR site’s contact IT Help Desk Content Editor web part displaying contact information
    43. 43. Example – HR Continued
    44. 44. Document Management Strategy • Detail Out Document Storage Locations  Within SharePoint: • Publishing Sites • Collaboration Sites • My Sites  Outside SharePoint • Exchange Public Folders • File SharePoint • Vendor Applications – Document Management • Usage of Content Types within Environment • Document Content Management Features to be used
    45. 45. Example – Content Management FEATURE DESCRIPTION USE WITH Content Approval Before content can be made available to members of the SharePoint Visitors group it has to go through a quick workflow for basic approval. All content include documents and SharePoint pages. Versioning Documented historical look at changes made to content. This includes major and minor versioning. All content include documents and SharePoint pages, best practices to use with SharePoint pages. Need to see history of content. Check Out Checking out content (pages or documents) so that no one else can make changes. This content remains checked out until user finishes and checks information into SharePoint All content include documents and SharePoint pages. Need to have only one person work on content at a time. Document ID (Standard and Enterprise versions) SharePoint automatically assigns a unique number (within the Site Collection) to content within SharePoint (documents). This is used for referencing information. All content include documents and SharePoint pages. Especially useful when linking directly to a document or searching for a records within SharePoint. Content Rating (Standard and Enterprise versions) Users can rate content within SharePoint on a scale of 1 to 5. This can show how useful information is within SharePoint. All content include documents and SharePoint pages. Useful for surfacing useful information from SharePoint. Workflow Automation of a business process within SharePoint. This allows automatic routing for Approval or Feedback on content entered into SharePoint All content include documents and SharePoint pages.
    46. 46. Search Strategy • Define the following within SharePoint  Scopes  People Search  Search Customizations  Content Sources  iFilters  Keywords & Best Bets • Use the Crawl – Walk – Run Approach
    47. 47. Infrastructure & System Architecture Plan • More Technical in nature • Documenting:  Physical Architecture of SharePoint Environment  Hardware & Software Requirements  Use of Virtualization  Capacity Planning Scenarios  Use of Quotas  Backup/Recovery and Disaster Recovery  Service Accounts being used by SharePoint
    48. 48. Example – SharePoint Service Accounts Login Role Description Permissions domainspfarm Farm service account This account is the main farm account that runs all administration services, such as Timer jobs and the SQL service. Also runs the application pools for administrative web applications Create a domain user account, and add it to the local Administrators group of each SharePoint server in the farm. Requires dbcreator and securityadmin SQL server roles. Note: You must manually add spfarm to the local Administrators group on a server before installing SharePoint on that server. domainspcontent Content service account This account runs the application pool for the non- administrative web applications. Domain account domainspsearch Search service account This account runs all search services. Domain account domainspcrawl Content access account This account is used when indexing content. Domain account domainspservice SharePoint Service Application Account Default account for the different service applications and will be the identity of the service applications app pool account. Domain account domainspuserprofile SharePoint User Profile Service Domain account
    49. 49. Support Plan • Documentation on Service Level Agreements between Users and IT/SharePoint Support • Detail the Overall Support for SharePoint  Coverage by • Site Owners • Site Collection Administrators • SharePoint Farm Administrators • Network Administrators • Database Administrators
    50. 50. Governance Resources • SharePoint 2007 Governance Center http://technet.microsoft.com/en-us/office/sharepointserver/bb507202.aspx • SharePoint 2010 Governance Center http://technet.microsoft.com/en-us/sharepoint/ff800826 • Joel Oleson Governance Plan http://www.sharepointjoel.com/Lists/Posts/Post.aspx?ID=194
    51. 51. Questions
    52. 52. Thank You!