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Share Australia - The Steps To Effective SharePoint Governance

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Share Australia - The Steps To Effective SharePoint Governance

  1. 1. The Steps to Effective SharePoint GovernanceRichard Harbridge – Senior SharePoint Evangelist#SPCloud @RHarbridge
  2. 2. #SPGov @RHarbridge
  3. 3. Our Goal Today… From Here To Here#SPGov @RHarbridge
  4. 4. #SPGov @RHarbridge
  5. 5. #SPGov @RHarbridge
  6. 6. Why Do I Need Effective Governance?#SPGov @RHarbridge
  7. 7. There are big risks that are almost always realized when you don’t have it!#SPGov @RHarbridge
  8. 8. SharePoint Sprawl He was only intending to build a two-story house - larger than those of his neighbors to reflect his position as the citys richest man. “First I added three floors but then the house looked ungainly, like a mushroom," he said. "So I added another and it still didnt look right so I kept going…” Risk: Un-Managed Sites and Content were not periodically reviewed for accuracy and relevance.#SPGov @RHarbridge
  9. 9. Quality Deterioration Risk: Did not ensure that content quality is maintained for the life of the portal.#SPGov @RHarbridge
  10. 10. Frustration Failure Risk: Did not consistently provide a high quality user experience.#SPGov @RHarbridge
  11. 11. Priority Paralysis Project Priority Fileshare Migration 1 Partner Extranet 1 Executives Kitten Picture Rotator 1 Risk: Did not establish clear decision Legacy Application Integration 1 Governance Planning 1 making authority/ownership and Put Out Server Room Fires 1 escalation procedures so that conflicts are#SPGov @RHarbridge in a timely manner. resolved
  12. 12. Ineffective Use of Time/Resources Risk: Did not ensure that the portal strategy is aligned with clear prioritized#SPGov @RHarbridge objectives. business
  13. 13. It’s not just about insuring against or mitigating those risks!#SPGov @RHarbridge
  14. 14. What does that mean? Without effective governance organization, performance, and capability are significantly reduced.#SPGov @RHarbridge
  15. 15. Without Governance#SPGov @RHarbridge
  16. 16. Executing Governance#SPGov @RHarbridge
  17. 17. With Governance#SPGov @RHarbridge
  18. 18. The Outcome You can now communicate why Governance is important/required.#SPGov @RHarbridge
  19. 19. What to watch out for… It’s not insurance. It makes your SharePoint investments more successful.#SPGov @RHarbridge
  20. 20. Building The Governance Teams#SPGov @RHarbridge
  21. 21. How do we start?#SPGov @RHarbridge
  22. 22. Recommended Governance Teams There are typically 5 teams for SharePoint Governance:  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SPGov @RHarbridge
  23. 23. The Strategy Teams#SPGov @RHarbridge
  24. 24. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SPGov @RHarbridge
  25. 25. Business Strategy TeamRole: Provide strategic insight, Sample Representative Interests Executive Sponsor direction and prioritization for Knowledge Management the portal. Information/Technology Services Finance Sales and Marketing Human Resources Legal and Compliance Decentralized Business Operations People Development and Training IT Centralized Administration#SPGov @RHarbridge
  26. 26. Define, Prioritize and Plan#SPGov @RHarbridge
  27. 27. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SPGov @RHarbridge
  28. 28. Solution (Technical) Strategy Team Role: Provide technical insight, direction and prioritization for the portal. Sample Representative Interests Application Development Infrastructure Enterprise Architecture Security Tip: If a business direction requires new People Development and Training integration or effort with other technologies Communications then a technical representative for that technology will be necessary.#SPGov @RHarbridge
  29. 29. Map Solutions to Objectives  Direct Relationship  Indirect Relationship Centralize Automate and Enhance Reduce Enhance Knowledge and Improve Business Governance Redundancy and Collaboration Resources Processes Model Improve Efficiency Adjust Site Structure      Migrate File Shares     Create Dashboards      Workflow Solution     Configure Search Services      Branding     * Objectives should be more specific – Example purposes only.#SPGov @RHarbridge
  30. 30. SharePoint will be…  Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement.  Our primary unified application delivery platform.  Our primary workflow/business process automation platform.  Our intranet and communication center for internal corporate communications. SharePoint will not be…  Our (external) web content management platform.  Our primary document management platform.  Our contact management platform.#SPGov @RHarbridge
  31. 31. Strategic Responsibilities  Defining Clear Objectives and Priorities  High Level Solutions Definition and Ownership  High Level Platform Classification  Communication Planning and Management  Resource/Capability Management  Expectation Management#SPGov @RHarbridge
  32. 32. Define Governance Control Levels Home Page“PUBLIC” SITES: Open Tightlyto all employees controlled, Functional Areas formal governance Department Site – “Public”“PRIVATE” SITES: Open Some control, someto business group Department Team Site – “Private” formal governancemembers Looser control, Project/Initiative Team SitesTEAM SITES: Generally open less formalto team members governance Personal Sites– My Sites#SPGov @RHarbridge
  33. 33. The Tactical Teams#SPGov @RHarbridge
  34. 34. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SPGov @RHarbridge
  35. 35. The Tactical Operations Team Role: Provide operational (IT-related) support and maintenance for Sample Representative Interests the system infrastructure Infrastructure Domain Administrators Networking Servers and Environments Quality Assurance They manage the more routine maintenance of Security the system by performing nightly backups, Databases performance monitoring and analysis, and keeping the environment current with security#SPGov @RHarbridge releases and upgrades.
  36. 36. Operations Responsibilities  Objectives/Priorities  Disaster Recovery Plan  Storage and Quota Policies  Monitoring Plans  Maintenance Plans  Service Level Agreements  Security Policies  Deployment Process, Policies, and Schedule#SPGov @RHarbridge
  37. 37. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SPGov @RHarbridge
  38. 38. The Tactical Development Team Role: Customize/configure, personalize, and leverage Sample Representative Interests SharePoint to achieve business SharePoint Designer objectives. Visual Studio Source Control Quality Assurance Webparts Templates This team is a loosely-knit community whos membership ranges from highly skilled programmers to technically savvy end users in#SPGov @RHarbridge of personalizing departmental team sites. charge
  39. 39. Development Responsibilities  Objectives/Priorities  Branding Guide  SharePoint Designer Policy  Workflow Policy  Development Standards (Including OOTB vs Custom)  Development Environment Policy  Testing Requirements  Deployment Process, Policies, and Schedule#SPGov @RHarbridge SharePoint Standards Online
  40. 40. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SPGov @RHarbridge
  41. 41. The Tactical Support Team Role: Provide support of the Sample Representative Interests SharePoint applications and Support and HelpDesk platform. People Development and Training Knowledge Management Taxonomy and Ontology Navigation and Organization Coaching Creates and manages a support system with effective training and proper channels of question or issue escalation and resolution. This team should also include influential users and#SPGov @RHarbridge leaders.
  42. 42. Support Responsibilities  Objectives/Priorities  Site Classification and Platform Classification  Site Provisioning Process/Questionnaire  User Expectations Agreement  Roles and Responsibilities  Support Agreement(s)  Training and Communication Plans  MySite Policies (Pictures)…#SPGov @RHarbridge
  43. 43. Support Responsibilities  User Lifecycle Policy  Taxonomy Management  Social Policies  Content Standards  Legal and Compliance Policy  Search Management#SPGov @RHarbridge SharePoint Standards Online
  44. 44. Multiple Tiers everything) (You can’t know for Escalation Tactical Support Team Help Desk Site Administrators End Users Learning Libraries/Online/Help#SPGov @RHarbridge
  45. 45. Measure to be proactive. Learn and use data Support#SPGov @RHarbridge
  46. 46. Deployment Process/Policies Extremely Important! Ensure you have clear schedules and ownership.#SPGov @RHarbridge
  47. 47. Governance Tip If possible have one member in all of the Governance teams or some members across multiple teams!#SPGov @RHarbridge
  48. 48. Governance Tip Create a “Business Solution Governance Team”. This team allows you to find business users who want to be involved.#SPGov @RHarbridge
  49. 49. The Outcome Everyone Achieves a Shared Understanding of SharePoint Related Processes.#SPGov @RHarbridge
  50. 50. What to watch out for… Not just documents, policies, and procedures. It is an active and ongoing process.#SPGov @RHarbridge
  51. 51. Setting Up A Governance Site#SPGov @RHarbridge
  52. 52. Why a Governance Site? 1. It’s a lot of content. 2. It’s a collaborative process. 3. It’s an ongoing process. 4. Each piece of content should have a clear owner. 5. Content will need to be shared.#SPGov @RHarbridge
  53. 53. Governance Announcements#SPGov @RHarbridge
  54. 54. SharePoint Solutions Listing In addition you can also create a ‘Roadmap’ or basically a Gantt Chart or visual indicator of solutions to show what you have achieved and where you#SPGov @RHarbridge are going with SharePoint.
  55. 55. Team Rosters and Definitions#SPGov @RHarbridge
  56. 56. Policies, Standards and Guidelines Use Search, Metadata, and Approval Workflows to help improve management and user experience. For living documents/standards that require many authors try a Wiki!#SPGov @RHarbridge SharePoint Standards Online
  57. 57. FAQs and a Glossary#SPGov @RHarbridge SharePoint Glossary Online
  58. 58. Patterns and Practices#SPGov @RHarbridge
  59. 59. Team Resources and Minutes#SPGov @RHarbridge
  60. 60. Feedback and Surveys Embed feedback options throughout the sites! Don’t forget to share stories!#SPGov @RHarbridge
  61. 61. Self Help and Support Resources#SPGov @RHarbridge
  62. 62. Self Help and Support Resources#SPGov @RHarbridge
  63. 63. Complete Site Listing Include things like: • The owner and secondary owner of the site. • The purpose of the site. • The URL, Size, and Usage Level of the site. • The last time the site was engaged by the support team.#SPGov @RHarbridge
  64. 64. The Outcome Using the SharePoint Platform we can more effectively manage SharePoint Governance.#SPGov @RHarbridge
  65. 65. What to watch out for… Just having the Governance site isn’t enough. Content must remain fresh.#SPGov @RHarbridge
  66. 66. Governance Resources#SPGov @RHarbridge
  67. 67. IS Use them.#SPGov @RHarbridge
  68. 68. Governance Checklist#SPGov @RHarbridge
  69. 69. TechNet, Community and More..#SPGov @RHarbridge
  70. 70. are Use them.#SPGov @RHarbridge
  71. 71. No Single “Approach” Projects Communities Tasks Practices#SPGov @RHarbridge
  72. 72. Governance Control Levels Home Page“PUBLIC” SITES: Open Tightlyto all employees controlled, Functional Areas formal governance Department Site – “Public”“PRIVATE” SITES: Open Some control, someto business group Department Team Site – “Private” formal governancemembers Looser control, Project/Initiative Team SitesTEAM SITES: Generally open less formalto team members governance Personal Sites– My Sites#SPGov @RHarbridge
  73. 73. ITIL Framework#SPGov @RHarbridge
  74. 74. COBIT Framework#SPGov @RHarbridge
  75. 75. SharePoint Deployment and Governance using COBIT 4.1 Chennault & Strain#SPGov @RHarbridge http://www.amazon.com/SharePoint-Deployment-Governance-Using-COBIT/dp/1604201177
  76. 76. Microsoft Operations Framework (MOF)#SPGov @RHarbridge
  77. 77. SharePoint Maturity Model Sadalit van Buren#SPGov @RHarbridge http://sharepointmaturity.com
  78. 78. The Outcome There is a ton of excellent material out there to support you.#SPGov @RHarbridge
  79. 79. What to watch out for… External best practices, policies, standards, and ideas may or may not be the right fit.#SPGov @RHarbridge
  80. 80. Steps to Effective Governance… 1. Understand The Need For Governance 2. Build Your Governance Teams 3. Understand How SharePoint Is/Should Be Used 4. Develop/Practice Guidance and Policies 5. Return to Step 2 and Repeat Steps 2 through 4 You Can Never Truly Achieve Perfect Governance. 6. You Have Perfect Governance So long as you are performing the steps#SPGov @RHarbridge you are achieving Effective Governance.
  81. 81. Thank You Questions? Ideas? Feedback? Contact me:  Twitter: @RHarbridge  Blog: http://www.RHarbridge.com  Email: Richard@RHarbridge.com  Resources: 700+ SharePoint IA Slides at PracticalIntranet.com 130+ SharePoint Standards at SPStandards.com 15 Pages of Important Questions at SharePointDiagnostics.com#SPGov @RHarbridge

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