The Role of Reporting in Governance


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A key component of your SharePoint governance activities should be defining and, as much as possible, automating your metrics and reporting. This presentation walks through what is available out of the box in SharePoint, and areas you may consider for extending your reporting efforts.

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The Role of Reporting in Governance

  1. 1. Christian Buckley, Director of Product Evangelism at Axceler• Microsoft MVP for SharePoint Server• Most recently at Microsoft, part of the Microsoft Managed Services team (now Office365-Dedicated) and then Advertising Operations• Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration• Co-founded and sold a collaboration software company to Rational Software. At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), onboarding numerous high-tech manufacturing companies, including Hitachi, Matsushita (Panasonic), and Seagate• Co-authored „Microsoft SharePoint 2010: Creating and Implementing Real-World Projects‟ link (MS Press, March 2012) and 3 books on software configuration management.• Twitter: @buckleyplanet Blog: Email:
  2. 2. Just released from Microsoft PressOrder your copy at 10 common business problems with provenSharePoint 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
  3. 3. Improving Collaboration since 2007Mission: To enable enterprises to simplify, optimize, andsecure their collaborative platforms Delivered award-winning administration and migration software since 1994, for SharePoint since 2007 Over 2,000 global customersDramatically improve the managementof SharePoint Innovative products that improve security, scalability, reliability, “deployability” Making IT more effective and efficient and lower the total cost 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
  4. 4. Governance is about taking action tohelp your organization organize,optimize, and manage your systemsand resources.
  5. 5. never staticliving breathing process adaptable needs of your business
  6. 6. • SharePoint out of the box is a powerful platform• But many organizations don‟t think they have the time, money, people to spend on planning• The same can be said for governance• The result? o Site sprawl o Unfettered content o Process lawlessness
  7. 7. • Central to your governance implementation is understanding and managing what is happening within your SharePoint environment • Identifying, assessing, and prioritizing • Measuring and monitoring • Reviewing and modifying your governance strategy based on changing data (and risks you identify) • Creating policies that secure and protect, but are also flexible enough to meet the growing demands of your organization to collaborate
  8. 8. Roles and Responsibilities Monitoring and Principles Maintenance Business CultureAlignment Governance Strategy Information Communication Architecture Risk Change Management Management
  9. 9. For example, the ability to audit permissions,review site and content activity, and monitorcontent database size and performance are allimportant aspects of SharePointadministration reporting, but what is availableout-of-the-box can be very limited. Theproblem is that the data needed to providethese reports can be difficult to surface, withmuch of it only available at the site level – inother words, it is not easily captured acrosssites, site collections, or multiple farms.
  10. 10. PermissionsUsage/ActivityStorageAuditPerformance
  11. 11.
  12. 12. Utilize your established PM methodologyFollow these simple, and universal,guidelines for planning: Understand your business objectives Understand your end user expectations Understand your governance model Take feedback, iterate on your plan Make your efforts transparent
  13. 13. Identify a governance championClarify roles and responsibilities, and make sure peopleknow what they are signing up forDocument your governance and change managementprocessesClarify and document your information architecture, havea detailed map of your templates, content types,taxonomy and ownership of eachMaintain a list of current risks, make it visibleProvide a list of current and future projects / businessactivities to allow open dialog of potential risks
  14. 14. Make decisions about your platform basedon data, not just “best practices”Have a plan for tracking and measuring keyperformance indicators and analyticsMake people accountable by Making the data visible, transparent Clarifying potential impacts Constantly reviewing how data is captured, whether it shows an accurate picture of what is happening
  15. 15. Christian 425-246-2823@buckleyPLANETwww.buckleyPLANET.comand Order your copy at Additional Resources available Developing and Enforcing SharePoint Governance Policies with Axceler ControlPoint What to Look for in a SharePoint Management Tool The Five Secrets to Controlling Your SharePoint Environment