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Steps to Effective SharePoint Governance - SPFest Chicago


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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