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Demystifying SharePoint Governance and User Adoption

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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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 