The Practical Application of SharePoint Governance


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Most SharePoint implementations fail in two areas: initial planning, and ongoing governance. As organizations prepare to deploy, or look for opportunities to improve and rebuild, governance should be a priority. This presentation outlines the governance gap with SharePoint, and provides some tactical guidance on what to plan for within your environment. Originally presented at Microsoft's NYC offices in May 2013.

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  • CB: Once you understand biz value and scope, you next need to understand how to manage what you have (governance) to maximize performance and value.
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  • CB lead, MG color
  • CB lead, MG color (MG: raw materials are existing IT processes/frameworks, like ITIL, MOF, etc. – no need to cut from whole cloth)
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  • CB lead, MG colorMG Q to CB: how do we mean this differently from the reporting and analytics earlier at tactical level? (A: tactical is contextual – strategy is ROI-based of whole initiative, a level up)
  • CB lead, MG colorHelpful tools: compliance control checklists, document/forms-based workflows, alerts to prompt owners/users for action.
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  • The Practical Application of SharePoint Governance

    1. 1. • The “governance gap” in SharePoint• How companies view governance• Creating business alignment• Tactical governance and readiness checklist
    2. 2. Christian Buckley,Director of Product Evangelism at Axceler• Microsoft MVP for SharePoint Server• Prior to Axceler, worked for Microsoft, part of the MicrosoftManaged Services team (now Office365-Dedicated) and workedas a consultant in the areas of software, supply chain, gridtechnology, and collaboration• Co-founded and sold a software company to Rational Software.At E2open, helped design, build, and deploy a SharePoint-likecollaboration platform (Collaboration Manager), onboardingnumerous high-tech manufacturing companies, includingHitachi, Matsushita, Cisco, and Seagate• Co-authored ‘Microsoft SharePoint 2010: Creating andImplementing Real-World Projects’ link (MS Press, March 2012)and 3 books on software configuration management.• Twitter: @buckleyplanet Blog: Email:
    3. 3. Published 2012 by Microsoft PressOrder your copy at 10 common business problems withproven SharePoint solutions:• Set up a help desk solution to track service requests• Build a modest project management system• Design a scheduling system to manage resources• Create a site to support geographically dispersed teams• Implement a course registration system• Build a learning center with training classes and resources• Design a team blog platform to review content• Create a process to coordinate RFP responses• Set up a FAQ system to help users find answers quickly• Implement a cost-effective contact management system
    4. 4. Improving Collaboration since 2007• Mission: To enable enterprises to simplify, optimize, andsecure their collaborative platforms• Delivered award-winning administration and migrationsoftware since 1994, for SharePoint since 2007• Over 3,000 global customers in 40+ countriesDramatically improve the managementof SharePoint• Innovative products that improve security, scalability,reliability, “deployability”• Making IT more effective and efficient and lower the totalcost of ownershipFocus on solving specific SharePointproblems (Administration & Migration)• Coach enterprises on SharePoint best practices• Give administrators the most innovative tools available• Anticipate customers‟ needs• Deliver best of breed offerings• Stay in lock step with SharePoint development and market trends
    5. 5. Why are we talkingabout governance?• SharePoint out of the box is a powerful platform• But many organizations don’t think they have thetime, money, people to spend on planning• The result?o Site sprawlo Unfettered contento Process lawlessness
    6. 6. Why are we talkingabout governance?A new survey has found that almost half of SharePointusers disregard the security within SharePoint.“Steps need to be taken that recognizethe increasing porosity of the perimeterand allow the workforce to harnessthe power SharePoint offerswithout compromising security.”Jan/Feb 2012,
    7. 7. Why are we talkingabout governance?A 2012 CIO survey by Gartner shows an increasing push incollaboration, analytics, and cloud computing. They predictthat by 2016, 20% of CIOs in regulated industries will losetheir jobs for failing to implement the discipline ofinformation governance successfully.
    8. 8. From „Creating Passionate Users,‟ Kathy Sierra
    9. 9. TheBusinessMattersSharePointDoesn‟tMatter
    10. 10. BusinessNeed ServiceGOVERNANCEGovernance is the set ofpolicies, roles, responsibilities, andprocesses that guide, direct, andcontrol how an organizationsbusiness divisions and IT teamscooperate to achieve businessgoals.
    11. 11. Survey• We looked at four areas:o Governance perceptions within the organization(what they think it means, where respondents believe theirorganizations are today)o Governance roles(defining differences in roles and accountability)o Governance planning(implied healthy practices, whether organizations are thinkingabout the right things and within the right scope)o Governance readiness(questions to help determine ability to implement best practices)
    12. 12. Defining TermsGovernance definitions vary, so itis important to figure out what itmeans within your company, andproactively manage itYour ProcessNightmare
    13. 13. Governance is about takingaction to help your organizationorganize, optimize, and manageyour systems and resources.
    14. 14. What doesgovernancelook like inSharePoint?
    15. 15. Draft Outline of presentation• Overview / introduction• How to Successfully Move to 2010• Before / Now – clean up your 2007 environment• Challenges with SharePoint Administration• How Axceler ControlPoint can help• During – right tools to reduce risks, errors and ensuresuccessful move• Challenges with SharePoint Migration / Upgrades• How Davinci Migrator for SharePoint can help• After – ongoing management and administration• Customer success stories• About Axceler
    16. 16. BusinessNeed ServiceGOVERNANCE
    17. 17. Before you can talk about governance,either strategically or tactically, you needshared understanding of two things:oThe business value to be deliveredoThe scope of what is to be built (preferably before you start)Getting Some Perspective
    18. 18. The Keys toSuccessfulGovernance
    19. 19. Structure/ArchitectureFarmWeb AppSiteCollectionSiteSub-siSub-siSiteSite Sub-siSiteCollectionSiteWeb AppSiteCollectionSiteSite Sub-si
    20. 20. Policies, Process, andStandards
    21. 21. Ownership and Accountability
    22. 22. Measurement and Reporting
    23. 23. AutomationAutomation
    24. 24. PracticalGovernance
    25. 25. Practical Governance• Permissions• Content and Storage• Usage and Activity• Restructuring
    26. 26. Are you effectively managingyour SharePoint Permissions?• Perform regular security checks across your farm,down to the document level• Proactively review, delete, and reassign userpermissions as needed• Clean up users who are no longer inActive Directory but are in SharePoint• Review SharePoint groups• Have a process to backup and restorepermissions• Document site permissions (roles) so thatits easier to duplicate for new employees• Monitor SharePoint CALs
    27. 27. Any changes required toyour Content & Storage?• Monitor and track the growth of sites for betterplanning, especially with migrations• Analyze web part usage to determine which• sites are using which web parts• Understand and manage SharePointfeatures• Ensure consistent branding and behavior:site themes, quotas, regional settings
    28. 28. Do you know yourUsage and Activity trends?• Analyze activity down to the site, page, document level• Identify who is accessing which documents, includingdetails on that activity (i.e. checking in adocument, editing a document, or just viewing adocument’s properties)• Isolate sites that are no longer neededand delete them• Compare activity from the past to helpanticipate the future• Find sites with the most or least activity
    29. 29. Do you need toreorganize your farm?• Proactively manage architecture of your sitecollections, sites, lists, libraries, folders anditems within your farm or across farms• Have a plan for moving content andstructure from test environment toproduction environment• Understand impacts dueto architectural changes orbusiness changes
    30. 30. Best Practices fromSurvey Respondents“Your priority is to get an information architecture andtaxonomy linked to business process management.”“Organizations will have to increase their investmentin related tools and technologies, both the facilitatethe development and refinement of policy, and todistill policies into executable rules that tools canapply to information.”“Make sure that any innovations are championed andadvertised to that others can see what can be achievedand they can relate back to their own challenges.”“Ensure governance is prioritizedfrom the outset.”“Think about the basic services being providedand how staff can be more productive ratherthan introduce the bells and whistles.”
    31. 31. Readinesso How important is governance in yourorganization/company today?o Do you have a SharePoint governance plan in place today?o If yes, who are the stakeholders included in your governance body?(end users, IT managers, administrators, etc)o Do you have specific information management policies in place?o Do you maintain Service Level Agreements with your end users?o Do you have an operational change management model in place to review andprioritize feature requests and customizations?o Do you regularly run audits on usage, security, content, or permissions?
    32. 32. SharePoint Governance Maturity Benchmark(Whitepaper)My European SharePoint Conference Community„Governance Rules!‟ series (on-demand webinars)webinar articlewebinar articlewebinar articlewebinar articlewebinar articleMicrosoft Governance Guidesbest practices andgovernance
    33. 33. Order your copy at