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SharePoint 2010 gov and best practices


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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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SharePoint 2010 gov and best practices

  1. 1. Āris DzērvānsTehnoloģiju stratēģisMicrosoft Latvia
  2. 2. What is Governance?
  3. 3. A Governance Definition What is SharePoint governance? “Web governance uses people, policy, technology, and process to resolve ambiguity, manage short and long-range goals, and mitigate conflict within an organization.“
  4. 4. SharePoint Governance People Roles and Responsibilities Process How to accomplish common tasks such as creating a new site or requesting new business requirements Policy Collection of principles - what site owners and developers should / should not do Technology Leveraging the features to enforce policies through technology
  5. 5. Why Governance?
  6. 6. Why Governance is important for SharePoint? SharePoint often overlaps with other installed applications in particular capabilities Many of SharePoint’s capabilities are not “required” or “mandated”; rather, they improve productivity SharePoint is adaptable… Powerful and locally configurable The vision for SharePoint is expansive... Intended to be a key Information Management platform Scale of deployment is global…
  7. 7. Examples of how to create chaos Don’t agree on a common platform for your Intranet Give everyone full control Duplication is the rule (Everyone will have a copy, no version control) Backups are overrated (Why invest in a dev and test environment?) Ensure Inconsistency (Taxonomy and navigation) Life Cycle Management… Overrated (Disks are cheap) Force feed your users your Intranet with no training No site directories, No required metadata, No enterprise search
  8. 8. What contributes to a chaotic environment? Creating new sites – sites with no ownership or responsibility and no Plan Deploying new servers – IT doesn’t meet needs of the business How long does it take to create a site for a project? Does the technology IT supports fit my needs? Let’s just spin up our own server! Multiple similar technologies User confusion - If an organization has File servers, Public Folders, DLs, and SharePoint, where should a user post a discussion or document?
  9. 9. What contributes to a chaotic environment? Lack of Control Unreliable Service (No SLAs) Memory leaks from bad untested, unsupported code No strategy, no training Lack of Growth & Usage Reporting Lack of Communication Security nightmare Sites with “Junk” continue to live on and cloud search results
  10. 10. SharePoint as an Enterprise Solution The challenge is… To make SharePoint collaboration and content management capabilities available to users making it flexible, easy to use, and support self-service While at the same time, centrally manage resources, secure information, control content access, and provide common services in a consistent user experience The goal is to… Build an enterprise environment that supports distributed site ownership that is bound to network infrastructure and policies as defined in a SharePoint governance statement
  11. 11. Governance Stepping StonesModels are on a continuum Decentralization: A form of governance in which groups in an organization are free to make their own decisions Centralization: A form of governance in which a single, central authority makes decisions for all sub-groups in an organization Federation in the middle: A form of governance in which groups in an organization recognize a central authority’s Federated right to set high-level policy but retain individual freedom control Central direction Central coordination Formal To get to next step: cooperation • Set scope Informal • Publish standards cooperation To get to next step: To get to next step: To get to next step: • Coordinator • Web governance Decentralization • Executive buy-in • Formal lines of board • Collect best communication • Publish To get to next step: practices • Establish program Statement of • Inventory office Governance • Consistent communication • Champions
  12. 12. Key Elements of Governance
  13. 13. Sponsorship Executive Management Team Governance Board Corporate Communications HR Legal Evangelists outside IT
  14. 14. Communication Who communicates? When is communication? What is in communication? Format of communication Email, Web site, Newsletter, etc. List of key communication contacts
  15. 15. Growth Plan How many users initially? Over time? Geo-dispersed? Uptime requirements? Number of sites? Docs? Pages? Searches? Initial Workloads? Future Workloads?
  16. 16. Provisioning Policies Quota Expiration NDA Site provisioning Training before provisioning Chargeback Capture usage information Business Impact
  17. 17. End User Experience Define appropriate training courses Admin, End User, Help Desk, etc. Allocate budget/time for training Include end users in – Governance Board Design Testing Deployment Community Development Online Forums Lunch and learns
  18. 18. Application Integration 3rd party Business Connectivity Services Custom Code SharePoint Designer
  19. 19. Sample Hybrid Governance Model Overview
  20. 20. Roles & Responsibilities
  21. 21. Defining Policies
  22. 22. Governance Plan Teams Strategy Team Tactical Team – Operations – Support – Development Individual Roles and Responsibilities Governance Policies Information Policies Development, Deployment and Support Policies Security Policies Operations Policies Training Plan
  23. 23. Conclusion
  24. 24. Are We Done?
  25. 25. SharePoint DeploymentsCharacteristics of organizations that have… Successful SharePoint implementations – Pre-define governance policies – Commitment to other Microsoft technologies – Primary needs around collaboration – End-user empowerment desirable – Train and communicate polices to end-users – Understand when SharePoint is not the right solution Unsuccessful SharePoint implementations – Inadequate governance – Slow company-wide adoption – Deployed established and overlapping technologies – Strong desire for top-down deployment over bottom-up
  26. 26. © 2011 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation.