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Steps to Effective Governance - SharePoint Saturday The Conference

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Steps to Effective Governance - SharePoint Saturday The Conference

  1. 1. The Steps To EffectiveSharePoint Governance<br />Presented By: Richard Harbridge<br />#SPSTCDC @RHarbridge<br />
  2. 2. Please turn off all electronic devices or set them to vibrate.<br />If you must take a phone call, please do so in the hall so as not to disturb others.<br />Open wireless access is available at SSID: SPSTCDC2011<br />Feel free to “tweet and blog” during the session<br />Thanks to our Diamond and Platinum Sponsors:<br />
  3. 3. Who am I?<br />I<br />
  4. 4. Our Goal Today…<br />From Here To Here<br />
  5. 5. Why Do I Need Effective Governance?<br />
  6. 6. There are big risks that are almost always realized when you don’t have it!<br />
  7. 7. SharePoint Sprawl<br />He was only intending to build a two-storyhouse - larger than those of his neighbors to reflect his position as the city's richest man.<br />“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…”<br />Risk: Un-Managed Sites and Content were not periodically reviewed for accuracy and relevance.<br />
  8. 8. Quality Deterioration<br />Risk: Did not ensure that content quality is maintained for the life of the portal.<br />
  9. 9. Frustration Failure<br />Risk: Did not consistently provide a high quality user experience.<br />
  10. 10. Priority Paralysis<br />Risk: Did not establish clear decision making authority/ownership and escalation procedures so that conflicts and/or policy violations are resolved in a timely manner.<br />
  11. 11. Ineffective Use of Time/Resources<br />Risk: Did not ensure that the portal strategy is aligned with business objectives so that it continuously delivers business value.<br />
  12. 12. It’s not just about insuring against or mitigating those risks!<br />
  13. 13. What does that mean?<br />Without effective governanceorganization, performance, andcapability are significantly reduced.<br />
  14. 14. Without Governance<br />
  15. 15. Executing Governance<br />
  16. 16. With Governance<br />
  17. 17. The Outcome<br />You can now communicate why Governance is important/required.<br />
  18. 18. What to watch out for…<br />It’s not insurance. It makes your SharePoint investments more successful.<br />
  19. 19. Building The Governance Teams<br />
  20. 20. How do we start?<br />
  21. 21. RecommendedGovernance Teams<br />There are typically 5 teams for SharePoint Governance:<br /><ul><li>Business Strategy Team
  22. 22. Solutions/Technical Strategy Team
  23. 23. Tactical Teams:
  24. 24. Tactical Operations Team
  25. 25. Tactical Development Team
  26. 26. Tactical Support Team</li></li></ul><li>Alternative Teams<br />If the organization or implementation is small enough you might only need to start with two and break them apart as you mature/grow.<br /><ul><li>Tactical Team
  27. 27. Operations
  28. 28. Development
  29. 29. Support
  30. 30. Strategy Team
  31. 31. Business
  32. 32. Technical</li></li></ul><li>The Strategy Teams<br />
  33. 33. Governance Teams<br /><ul><li>Business Strategy Team
  34. 34. Solutions/Technical Strategy Team
  35. 35. Tactical Teams:
  36. 36. Tactical Operations Team
  37. 37. Tactical Development Team
  38. 38. Tactical Support Team</li></li></ul><li>Business Strategy Team<br />Role: Provide strategic insight, direction and prioritization for the portal.<br />Decentralized<br />Business<br />Centralized<br />IT<br />
  39. 39. Define,Prioritize and Plan<br />
  40. 40. Ensure Clear Priorities<br />
  41. 41. Governance Teams<br /><ul><li>Business Strategy Team
  42. 42. Solutions/Technical Strategy Team
  43. 43. Tactical Teams:
  44. 44. Tactical Operations Team
  45. 45. Tactical Development Team
  46. 46. Tactical Support Team</li></li></ul><li>Solution (Technical)Strategy Team<br />Role: Provide technical insight, direction and prioritization for the portal.<br />Tip: If a business direction requires new integration or effort with other technologies then a technical representative for that technology will be necessary. <br />
  47. 47. Map Solutions to Objectives<br /> Direct Relationship Indirect Relationship<br />* Objectives should be more specific – Example purposes only.<br />
  48. 48. SharePoint will be…<br /><ul><li>Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement.
  49. 49. Our primary unified application delivery platform.
  50. 50. Our primary workflow/business process automation platform.
  51. 51. Our intranet and communication center for internal corporate communications.
  52. 52. …</li></ul>SharePoint will not be…<br /><ul><li>Our (external) web content management platform.
  53. 53. Our primary document management platform.
  54. 54. Our contact management platform.</li></li></ul><li>Strategic Responsibilities<br /><ul><li>Defining Clear Objectives and Priorities
  55. 55. High Level Solutions Definition and Ownership
  56. 56. High Level Platform Classification
  57. 57. Communication Planning and Management
  58. 58. Resource/Capability Management
  59. 59. Expectation Management</li></li></ul><li>Define a Governance Pyramid<br />
  60. 60. The Tactical Teams<br />
  61. 61. Governance Teams<br /><ul><li>Business Strategy Team
  62. 62. Solutions/Technical Strategy Team
  63. 63. Tactical Teams:
  64. 64. Tactical Operations Team
  65. 65. Tactical Development Team
  66. 66. Tactical Support Team</li></li></ul><li>The Tactical Operations Team<br />Role: Provide operational (IT- related) support and maintenance for the system infrastructure<br />They manage the more routine maintenance of the system by performing nightly backups, performance monitoring and analysis, and keeping the environment current with security releases and upgrades.<br />
  67. 67. Operations Responsibilities<br /><ul><li>Objectives/Priorities
  68. 68. Disaster Recovery Plan
  69. 69. Storage and Quota Policies
  70. 70. Monitoring Plans
  71. 71. Maintenance Plans
  72. 72. Service Level Agreements
  73. 73. Security Policies
  74. 74. Deployment Process, Policies, and Schedule</li></li></ul><li>Governance Teams<br /><ul><li>Business Strategy Team
  75. 75. Solutions/Technical Strategy Team
  76. 76. Tactical Teams:
  77. 77. Tactical Operations Team
  78. 78. Tactical Development Team
  79. 79. Tactical Support Team</li></li></ul><li>The Tactical Development Team<br />Role: Customize/configure, personalize, and leverageSharePointto achieve business objectives.<br />This team is a loosely-knit community who's membership ranges from highly skilled programmers to technically savvy end users in charge of personalizing departmental team sites.<br />
  80. 80. Development Responsibilities<br /><ul><li>Objectives/Priorities
  81. 81. Branding Guide
  82. 82. SharePoint Designer Policy
  83. 83. Workflow Policy
  84. 84. Development Standards (Including OOTB vs Custom)
  85. 85. Development Environment Policy
  86. 86. Testing Requirements
  87. 87. Deployment Process, Policies, and Schedule</li></ul>SharePoint Standards Online<br />
  88. 88. Deployment Process/Policies<br />Extremely Important! Ensure you have clear schedules and ownership.<br />
  89. 89. Governance Teams<br /><ul><li>Business Strategy Team
  90. 90. Solutions/Technical Strategy Team
  91. 91. Tactical Teams:
  92. 92. Tactical Operations Team
  93. 93. Tactical Development Team
  94. 94. Tactical Support Team</li></li></ul><li>The Tactical Support Team<br />Role: Provide support of the SharePoint applications and platform.<br />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 leaders.<br />
  95. 95. Support Responsibilities<br /><ul><li>Objectives/Priorities
  96. 96. Site Classification and Platform Classification
  97. 97. Site Provisioning Process/Questionnaire
  98. 98. User Expectations Agreement
  99. 99. Roles and Responsibilities
  100. 100. Support Agreement(s)
  101. 101. Training and Communication Plans
  102. 102. MySite Policies (Pictures)…</li></li></ul><li>Support Responsibilities<br /><ul><li>User Lifecycle Policy
  103. 103. Taxonomy Management
  104. 104. Social Policies
  105. 105. Content Standards
  106. 106. Legal and Compliance Policy
  107. 107. Search Management</li></ul>SharePoint Standards Online<br />
  108. 108. Multiple Tiers for Escalation<br />(You can’t know everything)<br />
  109. 109. Measure Support<br />Learn and use data to be proactive.<br />
  110. 110. Diversify Support<br />resources/mediums<br /><ul><li>Books and Manuals
  111. 111. Online
  112. 112. MSDN
  113. 113. TechNet
  114. 114. Blogs
  115. 115. Cheat Sheets
  116. 116. One on One
  117. 117. Classroom Training
  118. 118. Forums
  119. 119. Help
  120. 120. Etc</li></li></ul><li>Sample Support Flow<br />Consultants, MS and Vendors<br />Consultative Support<br />
  121. 121. IS <br />Use them.<br />
  122. 122. Governance Tip<br />If possible have one member in all of the Governance teams or some members across multiple teams!<br />
  123. 123. Governance Tip<br />Create a “Business Solution Governance Team”. This team allows you to find business users who want to be involved.<br />
  124. 124. The Outcome<br />Everyone Achieves a Shared Understanding of SharePoint Related Processes.<br />
  125. 125. What to watch out for…<br />Not just documents, policies, and procedures. It is an active and ongoing process.<br />
  126. 126. Setting Up A Governance Site<br />
  127. 127. Why a Governance Site?<br />It’s a lot of content.<br />It’s a collaborative process.<br />It’s an ongoing process.<br />Each piece of content should have a clear owner.<br />Content will need tobe shared.<br />
  128. 128. Governance Announcements<br />
  129. 129. SharePoint Solutions Listing<br />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.<br />
  130. 130. Team Rosters and Definitions<br />
  131. 131. Policies, Standards and Guidelines<br />Use Search, Metadata, and Approval Workflows to help improve management and user experience.<br />For living documents/standards that require many authors try a Wiki!<br />SharePoint Standards Online<br />
  132. 132. FAQs and a Glossary<br />SharePoint Glossary Online<br />
  133. 133. Patterns and Practices<br />
  134. 134. TeamResources and Minutes<br />
  135. 135. Feedback and Surveys<br />Embed feedback options throughout the sites!<br />Don’t forget to share stories!<br />
  136. 136. Self Help and Support Resources<br />
  137. 137. Self Help and Support Resources<br />
  138. 138. Complete Site Listing<br />Include things like:<br /><ul><li>The owner and secondaryowner of the site.
  139. 139. The purpose of the site.
  140. 140. The URL, Size, and Usage Level of the site.
  141. 141. The last time the site was engaged by the support team.</li></li></ul><li>The Outcome<br />Using the SharePoint Platform we can effectively manage SharePoint Governance.<br />
  142. 142. What to watch out for…<br />Just having the Governance site isn’t enough. Content must remain fresh.<br />
  143. 143. Governance Resources<br />
  144. 144. IS <br />Use them.<br />
  145. 145. Governance Checklist<br />
  146. 146. TechNet, Community and More..<br />
  147. 147. Frameworks<br />are <br />Use them.<br />
  148. 148. No Single “Approach”<br />Projects<br />Communities<br />Tasks<br />Practices<br />
  149. 149. Governance Triangle<br />Permanent central portal<br />- Few authors/Many readers<br />Communication Portal<br /><ul><li>Central navigation
  150. 150. Central taxonomy
  151. 151. Divisional stakeholders
  152. 152. Enterprise search</li></ul>CentralPortal<br />Departmental portlets<br /><ul><li>Departments
  153. 153. Resources
  154. 154. Business Processes</li></ul>- Few authors/Many readers<br />Increasing Strictness of Governance<br />Collaboration<br /><ul><li>Local taxonomies
  155. 155. Local search</li></ul>Semi Structured <br />Team sites<br />- Multiple authors<br />Blogs, bios, <br />Social<br />Personal<br />Above The Line versus Below The Line<br />
  156. 156. ITIL Framework<br />
  157. 157. COBIT Framework<br />
  158. 158. SharePoint Deployment and Governance using COBIT 4.1<br />Chennault & Strain<br />http://www.amazon.com/SharePoint-Deployment-Governance-Using-COBIT/dp/1604201177<br />
  159. 159. Microsoft Operations Framework (MOF)<br />
  160. 160. SharePoint Maturity Model<br />Sadalit van Buren<br />http://sharepointmaturity.com<br />
  161. 161. The Outcome<br />There is a ton of material out there to support you.<br />
  162. 162. What to watch out for…<br />External best practices, policies, standards, and ideas may or may not be the right fit.<br />
  163. 163. Steps to Effective Governance…<br />Understand The Need For Governance<br />Build Your Governance Teams<br />Understand How SharePoint Is/Should Be Used<br />Develop/Practice Guidance and Policies<br />Return to Step 2 and Repeat Steps 2 through 4<br />You Have Perfect Governance<br />You Can Never Truly Achieve Perfect Governance. So long as you are performing the steps you are achieving Effective Governance.<br />
  164. 164. Please complete and turn in your Session Evaluation Form so we can improve future events. Survey can be filled out at:<br />http://app.fluidsurveys.com/surveys/SPSTCDC2011-Sat-S2C-113<br />Presenter: Richard Harbridge<br />Session Name: Steps To Effective Governance<br />Session No.: Sat-S2C-113<br />
  165. 165.
  166. 166. Thank You Organizers, Sponsors andYoufor Making this Possible.<br />Questions? Ideas? Feedback? Contact me:<br /><ul><li>Twitter: @RHarbridge
  167. 167. Blog: www.RHarbridge.com
  168. 168. Email me at: Richard@RHarbridge.com
  169. 169. Resources: PracticalIntranet.com, SPStandards.com, SharePointDiagnostics.com</li>

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