Implementing Global Intranet Governance with a Proper Long-term Roadmap - EPC Group
You have probably been flooded with external sources telling you what SharePoint Governance reallyis and I am here to state mine and my SharePoint Consulting organization,EPC Group’s, definitive andbelieve only true way to implementGlobal Intranet Governance with a forward looking roadmap tomatch. For Global organizations with tens of thousands of users, the Return on Investment byfollowing this strategy below should be in the millions. I have written a number of articles for AIIM butI can confidently stand behind my position on Global Intranet Governance and Roadmaps because EPCGroup is engaged in there literally every day and for nearly the past decade.To state a few probably obvious facts, but to build the case for EPC Group’s strategy here:What is Governance?Governance is the set of processes and policies affecting the way a system is directed, administered orcontrolled. Includes the relationships among the stakeholders involved and the goals of the system. Creates mechanisms that try to reduce incomplete informationWhy Governance?IT’s capability is directly related to the investment choices taken by management that have long termconsequences for various stakeholdersGovernance implies a system in which all stakeholders, including the board, executive management,customers, and staff have clear accountability for their respective responsibilities in the decisionmaking processes affecting IT.
A Typical SharePoint Governance Plan (Uni-Centric Deployment)The following are typically subjects hit on in a SharePoint Uni-Centric Deployment plan:People Roles & Teams SponsorshipProcess and Policies Security Content Management Hardware & Services ProceduresCommunication and Training Communication Plan Training Plan Support PlanGlobal SharePoint Considerations(Note: These are all specific to Global, Large Scale, and Fortune 1000 Deployments)WAN PerformanceFarm AdministrationHelp Desk and SupportCross Farm Services User Profiles/My Sites Managed Metadata SearchAvailability and ReplicationGlobal WAN PerformanceA typical LAN user will generally have an initial page load time of about 2 seconds. A broadband user, with continental latency, would experience up to 2x-4x response time (e.g. 4-8 seconds) A broadband user, with global latency, would experience up to 4x-8x response time (e.g. 8-16 seconds) Low bandwidth, and extremely high latency response times’ experience is hard to predictGlobal Farm Administration Considerations
Provisioning Web Application Creation Site Collection Creation Content DatabasesFeatures and SolutionsLocal Service Applications Excel Services Access Service Vision Graphics Service Word Automation Services Word ViewingGlobal Help Desk and Support ConsiderationsOperations System Administrators Site Collection AdministratorsMulti-Tiered Support Tier 1: Help Desk Tier 2: Subject Matter Experts Tier 3: Farm AdministratorsSupport and Administrative TrainingGlobal Governance: Isolation Levels ExamplesLevel Definition SharePoint Meaning (Potential)Isolation Tier 1 (I1) ·Out of the box SharePoint ·Same SharePoint Farm ·Out of the box Security Same IIS Application Pool(Global) ·Uptime During Business Operating Hours ·Same Web Application (7am-5pm EST M-F) ·Same Site Collection ·Same Content Database
Isolation Tier 2 (I2) ·Custom SharePoint Features ·Same SharePoint Farm ·Unique SharePoint Permission ·Separate IIS Application Pool(Global) ·Uptime During Business Operating Hours ·Same Web Application (7am-5pm EST M-F) ·Separate Site Collection ·Separate Content DatabaseIsolation Tier 3 (I3) ·Third Party Application ·Separate SharePoint Farm ·Custom Functionality ·Separate IIS Application Pool(Local) ·24 x 7 Uptime requirements. ·Separate Web Application ·Unique SharePoint Permission ·Separate Site Collection ·Separate Content DatabaseGlobal Governance: Service Agreement ExamplesService Level Agreement 1 (SLA 1) ·Recycle Bin Policy set to 30 ·Same SharePoint Farm ·Weekly Full Backups and Daily Incremental ·Same IIS Application Pool ·Uptime During Business Hours Backup ·Same Web Application Retention for 6 months ·Same Site Collection ·Same Content DatabaseService Level Agreement 2 (SLA 2) ·Recycle Bin Policy set to 120 ·Separate Farm ·Weekly Full Backups and Daily Incremental ·Separate Database Server ·Backup Retention 6 months ·Backup Retention for Incremental Backup for 4 Weeks ·Uptime During Business Hours ·After Hours Technical Support EPC Group Lessons Learned—Intranet and Internet Deployments 1. Identify Global Governance Board early 2. Roadmap features and solutions for at least 12 months 3. Get buy-in not only from global stakeholders but from local support groups as well 4. Create a unified governance model for ALL farms as though they are one
—Project and Team Collaboration Deployments 1. Identify the Global Governance Board early 2. Set limits on what is globally governed and what is locally governed 3. Create a high-level global governance which focuses on overall policies, architecture and processes 4. Create local governance extensions which cover people, local policies, local processes and operating procedures and needs.Your Global Organizations Intranet Strategy
SummaryA Global SharePoint Intranet or Enterprise Content Management (ECM) Deployment is a wholedifferent animal than a non-Global deployment. In the weeks to come I will touch on additionalconsiderations such as using tools such as Riverbed to increase SharePoints WAN performance,language packs, international law considerations such as the Patriot Act, the Freedom of InformationAct, etc. and how those can affect your server placement and how to implement a Global deploymentwith real cost savings in mind.I have been extremely lucky to be surrounded by my brilliant colleagues at EPC Groupwho have alsobeen on the ground in places like Germany, Australia, Japan, etc. and experience these situations firsthand and I enjoy sharing this type of real “in the trenches” knowledge from our lessons learned overthe years.I would also encourage you to read one of my previous articles on developing a Hybrid SharePointPlatform as this also builds upon these type of Global Deployment and long-term roadmap strategiesand best practices.