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SharePoint Live - Steps to Effective Governance


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SharePoint Live - Steps to Effective Governance

  1. 1. The Steps To EffectiveSharePoint Governance Presented By: Richard Harbridge #SPGOV @RHarbridge
  2. 2. Who am I?
  3. 3. Our Goal Today… From Here To Here
  4. 4. Why Do I NeedEffective Governance?
  5. 5. There are big risks that are almost always realized when you don’t have it!#SPGOV @RHarbridge
  6. 6. SharePoint SprawlHe was only intending to build a two-storyhouse - larger than those of his neighbors toreflect 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 werenot periodically reviewed for accuracy andrelevance.
  7. 7. Quality Deterioration Risk: Did not ensure that content quality is maintained for the life of the portal.#SPGOV @RHarbridge
  8. 8. Frustration Failure Risk: Did not consistently provide a high quality user experience.#SPGOV @RHarbridge
  9. 9. Priority Paralysis Project Priority Fileshare Migration 1 Partner Extranet 1 Executives Kitten Picture Rotator 1 Risk: Did not establish clear decision 1 Legacy Application Integration making authority/ownership and 1 Governance Planning Put Out Server Room Fires escalation procedures so that conflicts1 and/or policy violations are resolved in a timely manner.#SPGOV @RHarbridge
  10. 10. Ineffective Use of Time/Resources Risk: Did not ensure that the portal strategy is aligned with business objectives so that it continuously delivers business value.#SPGOV @RHarbridge
  11. 11. It’s not just about insuring against or mitigating those risks!#SPGOV @RHarbridge
  12. 12. What does that mean? Without effective governance organization, performance, and capability are significantly reduced.#SPGOV @RHarbridge
  13. 13. Without Governance#SPGOV @RHarbridge
  14. 14. Executing Governance#SPGOV @RHarbridge
  15. 15. With Governance#SPGOV @RHarbridge
  16. 16. The Outcome You can now communicate whyGovernance is important/required.
  17. 17. What to watch out for… It’s not insurance. It makes your SharePointinvestments more successful.
  18. 18. Building TheGovernance Teams
  19. 19. How do we start?#SPGOV @RHarbridge
  20. 20. Recommended Governance TeamsThere 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
  21. 21. The Strategy Teams#SPGOV @RHarbridge
  22. 22. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SPGOV @RHarbridge
  23. 23. Business Strategy TeamRole: Provide strategic insight, Sample Representative Interests direction and prioritization for Executive Sponsor the portal. Knowledge Management Information/Technology Services Finance Sales and Marketing Human Resources Decentralized Business Legal and Compliance Operations IT Centralized People Development and Training Administration#SPGOV @RHarbridge
  24. 24. Define, Prioritize and Plan#SPGOV @RHarbridge
  25. 25. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SPGOV @RHarbridge
  26. 26. Solution (Technical) Strategy Team Role: Provide technical insight, direction and prioritization for the portal. Sample Representative Interests Application Development Infrastructure Enterprise Architecture Security People Development and Training Tip: If a business direction requires new Communications integration or effort with other technologies then a technical representative for that technology will be necessary.#SPGOV @RHarbridge
  27. 27. 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 and      Taxonomy Migrate File Shares     Create Dashboards      Implement Workflow     Solutions Configure Search Services      Branding     * Objectives should be more specific – Example purposes only.#SPGOV @RHarbridge
  28. 28. 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
  29. 29. 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
  30. 30. The Tactical Teams#SPGOV @RHarbridge
  31. 31. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SPGOV @RHarbridge
  32. 32. The Tactical Operations Team Role: Provide operational (IT- related) support and maintenance for the system Sample Representative Interests 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 releases and upgrades.#SPGOV @RHarbridge
  33. 33. 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
  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 Development Team Role: Customize/configure, personalize, and leverage SharePoint to achieve business Sample Representative Interests objectives. SharePoint Designer Visual Studio Source Control Quality Assurance Webparts This team is a loosely-knit community whos Templates membership ranges from highly skilled programmers to technically savvy end users in charge of personalizing departmental team sites.#SPGOV @RHarbridge
  36. 36. 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
  37. 37. Deployment Process/Policies Extremely Important! Ensure you have clear schedules and ownership.#SPGOV @RHarbridge
  38. 38. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SPGOV @RHarbridge
  39. 39. The Tactical Support Team Role: Provide support of the SharePoint applications and platform. Sample Representative Interests Support and HelpDesk People Development and Training Knowledge Management Taxonomy and Ontology Navigation and Organization Creates and manages a support system with Coaching effective training and proper channels of question or issue escalation and resolution. This team should also include influential users and leaders.#SPGOV @RHarbridge
  40. 40. 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
  41. 41. Support Responsibilities User Lifecycle Policy Taxonomy Management Social Policies Content Standards Legal and Compliance Policy Search Management#SPGOV @RHarbridge SharePoint Standards Online
  42. 42. Multiple Tiers for Escalation (You can’t know everything) Tactical Support Team Help Desk Site Administrators End Users Learning Libraries/Online/Help#SPGOV @RHarbridge
  43. 43. Measure Support Learn and use data to be proactive.#SPGOV @RHarbridge
  44. 44. Governance Tip If possible have one member in all of the Governance teams or some members across multiple teams!#SPGOV @RHarbridge
  45. 45. Governance Tip Create a “Business Solution Governance Team”. This team allows you to find business users who want to be involved.#SPGOV @RHarbridge
  46. 46. The Outcome Everyone Achieves a SharedUnderstanding of SharePoint Related Processes.
  47. 47. What to watch out for… Not just documents, policies, andprocedures. It is an active and ongoing process.
  48. 48. Setting Up AGovernance Site
  49. 49. 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
  50. 50. Governance Announcements#SPGOV @RHarbridge
  51. 51. 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 are going with SharePoint.#SPGOV @RHarbridge
  52. 52. Team Rosters and Definitions#SPGOV @RHarbridge
  53. 53. 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
  54. 54. FAQs and a Glossary#SPGOV @RHarbridge SharePoint Glossary Online
  55. 55. Patterns and Practices#SPGOV @RHarbridge
  56. 56. Team Resources and Minutes#SPGOV @RHarbridge
  57. 57. Feedback and Surveys Embed feedback options throughout the sites! Don’t forget to share stories!#SPGOV @RHarbridge
  58. 58. Self Help and Support Resources#SPGOV @RHarbridge
  59. 59. Self Help and Support Resources#SPGOV @RHarbridge
  60. 60. 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
  61. 61. The OutcomeUsing the SharePoint Platform we can effectively manage SharePoint Governance.
  62. 62. What to watch out for…Just having the Governance site isn’tenough. Content must remain fresh.
  63. 63. Governance Resources
  64. 64. IS Use them.#SPGOV @RHarbridge
  65. 65. Governance Checklist#SPGOV @RHarbridge
  66. 66. TechNet, Community and More..#SPGOV @RHarbridge
  67. 67. are Use them.#SPGOV @RHarbridge
  68. 68. No Single “Approach” Projects Communities Tasks Practices#SPGOV @RHarbridge
  69. 69. ITIL Framework#SPGOV @RHarbridge
  70. 70. COBIT Framework#SPGOV @RHarbridge
  71. 71. SharePoint Deployment and Governance using COBIT 4.1 Chennault & Strain #SPGOV @RHarbridge
  72. 72. Microsoft Operations Framework (MOF)#SPGOV @RHarbridge
  73. 73. SharePoint Maturity Model Sadalit van Buren#SPGOV @RHarbridge
  74. 74. The OutcomeThere is a ton of material out there to support you.
  75. 75. What to watch out for… External best practices, policies,standards, and ideas may or may not be the right fit.
  76. 76. Steps to Effective Governance…1. Understand The Need For Governance2. Build Your Governance Teams3. Understand How SharePoint Is/Should Be Used4. Develop/Practice Guidance and Policies5. Return to Step 2 and Repeat Steps 2 through 46. You Have Perfect Governance You Can Never Truly Achieve Perfect Governance. So long as you are performing the steps you are achieving Effective Governance.
  77. 77. Thank YouOrganizers, Sponsors and You for Making this Possible. Questions? Ideas? Feedback? Contact me:  Twitter: @RHarbridge  Blog:  Email me at:  Resources:,,