Demystifying SharePoint Governance and User Adoption


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Governance and User Adoption continue to be hot topics in the SharePoint community and are still adapting as the community matures. So, what do these buzzwords mean to you and your organization? In this session we'll explain what they mean, why they shouldn't be something to fear or over-think, and how to approach these topics as a part of your SharePoint planning, implementations and ongoing management.

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  • We’re essentially doing a 1 hr primer on SharePoint governance and user adoption
  • Background: Started with development, moved into IT Pro roles and now working primarily with the business side and helping organizations map their business needs to the SharePoint platform and specific SharePoint capabilities/features - Aligning with out of box capabilities when appropriate
  • Defining the ground rules for providing a stable, manageable and sustainable platform and business solution Stability, supportability, consistency… Preventing ‘sprawl’…I’m treating this hour as if I was having a meeting with your organization for the first time to talk about governance and user adoption… Idon’t want to read to you, but I do want the slide deck to be as self standing as possible so you can review it later…
  • Previous employer’s approach was called ‘ABC’: Access to information, Business process and Communication and Collaboration. In other words, where do you get your information, what do you do with it, and who do you share your information with. Investigating these things leads to the list of business needs and priority/ranking – which can be interpreted or translated into specific feature areas…
  • Dux described his approach with an enterprise-wide scope. “What all do we want to use SharePoint for”: intranet, extranet, Internet, collaboration, search, etc… Scope may be defined when organizations have decided what their entry point is. The same approach can and should still be used within those smaller scopes to define specific user needs and priorities.
  • Crawl, Walk and Run is the approach to start simple and build on that to make more robust solutions over time. This allows organizations to not get dragged down by trying to do too much in too little time. It generally also allows solutions to get in users’ hands sooner – maybe not the full solution, but progress. It’s better than waiting longer for everything – it also gives users a glimpse into the solution before it’s fully baked, allowing tweaks and corrections sooner in the development cycle.
  • Don’t let the planning get you bogged down. You could spend all day and all night going through all the ‘what ifs’. Use the Feature Assessment deliverable as guidance to stay on target. Not saying this to be obvious – just that you should focus on what’s relevant when its needed rather than getting distracted with the other topics… easy to happen…
  • Because SharePoint is so big and complex – this is why we see so many people talking about it. It’s why you’ll hear vendors talking about it – they have products to help you manage SharePoint – addressing these governance issuesThis is where SharePoint ‘Architect’ type resources can assist… (but what does ‘architect’ mean? – understand the background and perspective your resources are coming from: IT Pro strengths, Dev-centric, etc… Personal biases will play a part and be evident – everyone has the ‘hammer’ they are comfortable with…
  • These provide more ‘make you think’ lists than definitive ‘must do everything’ lists.Listed in references here…
  • Still review any existing infrastructure policies. SharePoint may have unique needs that may lead to updating existing policies or creating exceptions for SharePoint.
  • The ‘name’ topic is funny – it seems so minor, but everyone has an opinion and wants to contribute. Depending on the company and culture, determining this could take weeks or months.
  • A lot of the operational topics tend to get thrown to IT to define and manage, but just like creating solutions they should be defined by the business. For example, what is an ‘acceptable’ down time for outages? If the system goes down, what is acceptable data loss – within the last business day? Up to the minute? Idera, AvePoint, Quest,Axcelar, etc…
  • Intake forms!
  • If the user need has been pent up for some time, this can create its own challenges – getting the solution in place as fast as possible with the users and potentially management hanging over your shoulder…
  • Timelines and expectations – these are especially important when using the Crawl, Walk, Run approach so that users are on the same page if they are getting less functionality initially so that they can get it faster – but that the more robust/complete solution is in the works…
  • And so much more…
  • Enthusiasmis c
  • Demystifying SharePoint Governance and User Adoption

    1. 1. Demystifying SharePointGovernance and Adoption GTA204 Wes Preston – MVP
    2. 2. Outline Governance and User Adoption continue to be hot topics in the SharePoint community and are still adapting as the community matures. So, what do these buzzwords mean to you and your organization? In this session well explain what they mean, why they shouldnt be something to fear or over-think, and how to approach these topics as a part of your SharePoint planning, implementations and ongoing management.
    3. 3. Wes Preston Owner / Principal Consultant - TrecStone  Based in Minneapolis, MN MVP – SharePoint Server MCITP – SharePoint Administration 2010 MCTS - SharePoint 2010, Configuration MCTS - WSS 3.0 and MOSS Configuration Twitter: @idubbs
    4. 4. Before we get started… Why are we here? Whydo we need one more session on governance and user adoption topics?Governance is necessary, but doesn’t haveto be daunting
    5. 5. Before Governance and UserAdoption there were…
    6. 6. Business and User Needs by Dux‟s keynote and his Illustrated Feature Mapping Assessment Deploying SharePoint doesn‟t mean turning on and implementing everything on the platform. Business priorities will define what gets implemented and during which phase of deployment This is often referred to as a…
    7. 7. “SharePoint Roadmap” New SharePoint implementation: Where do you start and where are you going?  Should be defined and guided with an approach like Dux’s Feature Mapping Assessment  Scope may vary… Building on an existing deployment: What is the current situation and what comes next?  Review readiness of existing environment
    8. 8. Crawl, Walk, Run… Don‟t forget to take the Crawl, Walk, Run approach into mind when reviewing your feature mapping assessment When looking at a feature assessment type of document, it‟s easy to get overwhelmed with everything that needs to get doneOnce you have business needs and prioritiesidentified you can start to talk about…
    9. 9. GovernanceThe buzzword everyone needs to have an answer for…
    10. 10. Keep in Mind: Governance is something that will evolve and be refined over time as the organization and staff resources go through the SharePoint „maturity model‟ and as more features and solutions are implemented
    11. 11. Ground Rules Howare you documenting your governance decisions and documentation? Who are you sharing the information with and how are you communicating it?…Using a SharePoint site I hope…
    12. 12. Different focus for each stage…Different stages have different governanceneeds: Pre-implementation – More planning, less operational focus Operational – Less planning, more day-to- day needs Effective communication throughout…
    13. 13. Governance = Planning The strategic component Planning: Really, it‟s that simple HOWEVER… SharePoint is big and complex, so there are a lot of angles to address Lotsof sessions, tools, and approaches available for guidance
    14. 14. Reference ResourcesThere are a few „old‟ tools thatare useful for getting youthinking about topics Yep, it‟s from 2007 Project Plan template Lotsof other community resources out there
    15. 15. Some Decisions will be easy Compliance may be dictated by regulatory rules (SOX, HIPAA, etc…) or existing internal policies Infrastructuremethodology may already be defined in your organization (SQL management, AD, etc…)SharePoint is just another app/platform thatneeds to follow the rules
    16. 16. Others will take time… What will you name your environment?  On Premises, in the cloud, or hybrid? Virtual, physical, or both? Is AD ready?  Profile imports  Security groups Search? Just the beginning…
    17. 17. Governance = Operations The tactical/operational component Dependenciesare derived from your SharePoint Roadmap and planning outcome space has a number of 3rd party This vendors addressing the management needs
    18. 18. Operational Tasks Server health and maintenance Day-to-day requests and support (New) Project work vs. Support efforts Staffing and resource management Clarity and transparency in communication
    19. 19. Operational Policy Examples Site request and provisioning  Templates  Permissions Who to contact for questions Resources for assistance with solution development.  Out of box  SharePoint Designer  .NET Development
    20. 20. Staffing and Committees Assigning roles and responsibilities SteeringCommittee, Governance Committee, etc. Server support, User support, Development, etc. Defining new roles and required skills
    21. 21. Staff and Resource Skill Sets SharePoint teams are commonly built from internal resources that are new to SharePoint  Server admins  Business Analysts  Support techs  Site Admins  Even users… Must have a plan to ramp up the skills they will need to support the features and solutions specific to your organization
    22. 22. Are you Ready? Ifyou‟ve defined the business priorities and user needs… Ifyou‟ve addressed the necessary governance topics for your initial solutions… Ifyou‟ve established communication channels with the users… … then user adoption should be fairly straight-forward
    23. 23. User AdoptionIn other words – getting users to actually use thesolution you’ve built…
    24. 24. User Adoption Itcomes down to meeting user needs. If you aren‟t doing something to meet a need, they won‟t be driven to use it. IfIT is just handing over a solution that the business has not been involved in developing, they may be more resistant to the change – even if it benefits them
    25. 25. Requirements Gathering, Prioritizing Involve the users, not just management Ifyou build something users want – something they‟ve been asking for, they‟ll be waiting for implementation and eager to use it.
    26. 26. Tips, Tools and Effective Practices Document, deliver and train Where can users find documentation and help? What training options have been made available to users to enable them to be successful with the solution? Communicate clear timelines and expectations
    27. 27. SharePoint „Center of Excellence‟ Create a site that is established as the go-to place for SharePoint (or a specific solution). Provide information and resources that are kept fresh  FAQs  Instructions and documentation  System status and update schedules  Contact names and/or methods to provide feedback and ask questions
    28. 28. Identify and Leverage Advocates Findpeople on the business side that are excited about the solution Bring them up to speed Give them a chance to provide feedback Havethem sell the solution to their teammates
    29. 29. Review User adoption comes down to delivering a solution that meets user needs, communicating clearly and ensuring users have the tools they need to be successful. These are not a one-time shot, but need to be fed and nurtured over time even after the solution has been deployed
    30. 30. Questions?Good luck !!
    31. 31. References @meetdux Resources from the SPFest Chicago Keynote (yes, the link is from an earlier post…) Richard Harbridge Oldie but a goodie: SharePoint (2007) Governance Checklist Guide Oldie – MS Sample Project Plan for Another SP Deployment
    32. 32. Housekeeping Check slides out on  Provide session feedback with comments SharePoint Saturday – Twin Cities – November 3, 2012 Minnesota SharePoint User Group – MNSPUG  Live meetings, lots of historical content available 