Steps to Effective SharePoint Governance - SPFest Chicago


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  • My dedication to you before I begin. By the end of this you will have gained 3 things. It might be new knowledge, it might be a new method but you MUST gain 3 things by the end. If you don’t my first challenge to you is to stalk me, hunt me down and make sure you get 3 things from me. Because I owe you 3 things! This is meant to help you. 
  • Dominating the skyline of Arkhangelsk, a city in Russia's far north-west, it is believed to be the world's tallest wooden house, soaring 13 floors to reach 144ft - about half the size of the tower of Big Ben. The house that Sutyagin built is also crumbling, incomplete and under threat of demolition from city authorities determined to end the former convict's eccentric 15-year project. When Sutyagin began work on his dacha in 1992, he claims he was only intending to build a two-storey house - larger than those of his neighbours to reflect his position as the city's richest man, but certainly not a contender for the Guinness Book of Records. However, convinced by a trip to see wooden houses in Japan and Norway, he concluded that he had not used roof space efficiently enough and decided to keep building. "First I added three floors but then the house looked ungainly, like a mushroom," he said. "So I added another and it still didn't look right so I kept going. What you see today is a happy accident."There were other motives too. Having grown up in a Soviet communal flat, Sutyagin said he felt lonely living by himself.Not only would his house make a perfect love nest for his molls, it could also accommodate the 18 executives at his construction company.
  • Meaning to re-work slide – for HR onboarding example.
  • A lot of this can seem daunting and I know one of the hardest things is figuring out how to do some of the things I have shown today. If you are interested in further training or assistance please let me know. Based on the number of people who are interested and the areas of interest we can schedule further training sessions to help everyone better use the SharePoint portal.It's our commitment to you that we will continue to hear your feedback and identify the issues. I encourage you to give us feedback during the coming months, and we will continue to deliver more and more functionality, more and more guidance to help you be successful with your application of SharePoint.Thank You for Reading/Listening
  • Steps to Effective SharePoint Governance - SPFest Chicago

    1. 1. The Steps To EffectiveSharePoint Governance Presented By: Richard Harbridge #SharePointFest @RHarbridge#SharePointFest @RHarbridge
    2. 2. Who am I? Boston Washington#SharePointFest @RHarbridge
    3. 3. SPTechCon The SharePoint Technology Conference#SharePointFest @RHarbridge
    4. 4. Our Goal Today… From Here To Here#SharePointFest @RHarbridge
    5. 5. #SharePointFest @RHarbridge
    6. 6. #SharePointFest @RHarbridge
    7. 7. Why Do I Need Effective Governance?#SharePointFest @RHarbridge
    8. 8. There are big risks that are almost always realized when you don’t have it!#SharePointFest @RHarbridge
    9. 9. SharePoint Sprawl Risk: Un-Managed Sites and Content were not periodically reviewed for accuracy and relevance.#SharePointFest @RHarbridge
    10. 10. Quality Deterioration Risk: Did not ensure that content quality is maintained for the life of the portal.#SharePointFest @RHarbridge
    11. 11. Frustration Failure Risk: Did not consistently provide a high quality user experience.#SharePointFest @RHarbridge
    12. 12. 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.#SharePointFest @RHarbridge
    13. 13. 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.#SharePointFest @RHarbridge
    14. 14. It’s not just about insuring against or mitigating those risks!#SharePointFest @RHarbridge
    15. 15. What does that mean? Without effective governance organization, performance, and capability are significantly reduced.#SharePointFest @RHarbridge
    16. 16. Without Governance#SharePointFest @RHarbridge
    17. 17. Executing Governance#SharePointFest @RHarbridge
    18. 18. With Governance#SharePointFest @RHarbridge
    19. 19. The Outcome You can now communicate why Governance is important/required.#SharePointFest @RHarbridge
    20. 20. What to watch out for… It’s not insurance. It makes your SharePoint investments more successful.#SharePointFest @RHarbridge
    21. 21. Building The Governance Teams#SharePointFest @RHarbridge
    22. 22. How do we start?#SharePointFest @RHarbridge
    23. 23. 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#SharePointFest @RHarbridge
    24. 24. The Strategy Teams#SharePointFest @RHarbridge
    25. 25. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SharePointFest @RHarbridge
    26. 26. 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#SharePointFest @RHarbridge
    27. 27. Define, Prioritize and Plan#SharePointFest @RHarbridge
    28. 28. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SharePointFest @RHarbridge
    29. 29. 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.#SharePointFest @RHarbridge
    30. 30. HR Onboarding Solutions • Onboarding Workflow • Onboarding Electronic Forms • Integration with HRIS • New Employee Site#SharePointFest @RHarbridge
    31. 31. Map Solutions to Objectives  Direct Relationship  Indirect Relationship Automate and Automate and Automate and Centralize Improve HR Improve Provide HR Self Improve HR Knowledge and Employee File Absence Service Onboarding Resources Management Management Adjust Site Structure     Onboarding Workflow   Onboarding Electronic Forms    Integration With HRIS      New Employee Site      Document Capture    Automation * Objectives/solutions should be more specific – Example purposes only.#SharePointFest @RHarbridge
    32. 32. 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.#SharePointFest @RHarbridge
    33. 33. 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#SharePointFest @RHarbridge
    34. 34. The Tactical Teams#SharePointFest @RHarbridge
    35. 35. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SharePointFest @RHarbridge
    36. 36. 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.#SharePointFest @RHarbridge
    37. 37. 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#SharePointFest @RHarbridge
    38. 38. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SharePointFest @RHarbridge
    39. 39. 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.#SharePointFest @RHarbridge
    40. 40. 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 SharePoint Standards Online#SharePointFest @RHarbridge
    41. 41. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team#SharePointFest @RHarbridge
    42. 42. 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.#SharePointFest @RHarbridge
    43. 43. 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)…#SharePointFest @RHarbridge
    44. 44. Support Responsibilities User Lifecycle Policy Taxonomy Management Social Policies Content Standards Legal and Compliance Policy Search Management SharePoint Standards Online#SharePointFest @RHarbridge
    45. 45. Multiple Tiers for Escalation (You can’t know everything) Tactical Support Team Help Desk Site Administrators End Users Learning Libraries/Online/Help#SharePointFest @RHarbridge
    46. 46. Measure Support Learn and use data to be proactive.#SharePointFest @RHarbridge
    47. 47. Deployment Process/Policies Extremely Important! Ensure you have clear schedules and ownership.#SharePointFest @RHarbridge
    48. 48. Governance Tip If possible have one member in all of the Governance teams or some members across multiple teams!#SharePointFest @RHarbridge
    49. 49. Governance Tip Create a “Business Solution Governance Team”. This team allows you to find business users who want to be involved.#SharePointFest @RHarbridge
    50. 50. The Outcome Everyone Achieves a Shared Understanding of SharePoint Related Processes.#SharePointFest @RHarbridge
    51. 51. What to watch out for… Not just documents, policies, and procedures. It is an active and ongoing process.#SharePointFest @RHarbridge
    52. 52. Setting Up A Governance Site#SharePointFest @RHarbridge
    53. 53. 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.#SharePointFest @RHarbridge
    54. 54. Governance Announcements#SharePointFest @RHarbridge
    55. 55. 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.#SharePointFest @RHarbridge
    56. 56. Team Rosters and Definitions#SharePointFest @RHarbridge
    57. 57. 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! SharePoint Standards Online#SharePointFest @RHarbridge
    58. 58. FAQs and a Glossary SharePoint Glossary Online#SharePointFest @RHarbridge
    59. 59. Patterns and Practices#SharePointFest @RHarbridge
    60. 60. Team Resources and Minutes#SharePointFest @RHarbridge
    61. 61. Feedback and Surveys Embed feedback options throughout the sites! Don’t forget to share stories!#SharePointFest @RHarbridge
    62. 62. Self Help and Support Resources#SharePointFest @RHarbridge
    63. 63. Self Help and Support Resources#SharePointFest @RHarbridge
    64. 64. 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#SharePointFest @RHarbridge the support team. engaged by
    65. 65. The Outcome Using the SharePoint Platform we can effectively manage SharePoint Governance.#SharePointFest @RHarbridge
    66. 66. What to watch out for… Just having the Governance site isn’t enough. Content must remain fresh.#SharePointFest @RHarbridge
    67. 67. Governance Resources#SharePointFest @RHarbridge
    68. 68. IS Use them.#SharePointFest @RHarbridge
    69. 69. Governance Checklist#SharePointFest @RHarbridge
    70. 70. TechNet, Community and More..#SharePointFest @RHarbridge
    71. 71. are Use them.#SharePointFest @RHarbridge
    72. 72. No Single “Approach” Projects Communities Tasks Practices#SharePointFest @RHarbridge
    73. 73. Define Governance Control Levels Home Page“PUBLIC” SITES: Open Tightlyto all employees controlled, formal Functional Areas governance Department Site – “Public”“PRIVATE” SITES: Open Some control,to business group Department Team Site – “Private” some formalmembers governanceTEAM SITES: Generally open Looser control, Project/Initiative Team Sites less formalto team members governance Personal Sites– My Sites#SharePointFest @RHarbridge
    74. 74. ITIL Framework#SharePointFest @RHarbridge
    75. 75. COBIT Framework#SharePointFest @RHarbridge
    76. 76. SharePoint Deployment and Governance using COBIT 4.1 Chennault & Strain #SharePointFest @RHarbridge
    77. 77. Microsoft Operations Framework (MOF)#SharePointFest @RHarbridge
    78. 78. SharePoint Maturity Model Sadalit van Buren#SharePointFest @RHarbridge
    79. 79. The Outcome There is a ton of material out there to support you.#SharePointFest @RHarbridge
    80. 80. What to watch out for… External best practices, policies, standards, and ideas may or may not be the right fit.#SharePointFest @RHarbridge
    81. 81. 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 6. You Have Perfect Governance You Can Never Truly Achieve Perfect Governance. So long as you are performing the steps you are achieving Effective Governance.#SharePointFest @RHarbridge
    82. 82. Thank YouOrganizers, Sponsors and You for Making this Possible.Questions? Ideas? Feedback? Contact me: Twitter: @RHarbridge Blog: Email: Resources: 700+ SharePoint IA Slides at.. 130+ SharePoint Standards at.. 15 Pages of Important Questions at.. @RHarbridge