Steps to Effective Governance - SharePoint Saturday The Conference


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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.
  • This is to set the conceptual sceneYou will see this diagram a lot.
  • 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 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 /><br />
    159. 159. Microsoft Operations Framework (MOF)<br />
    160. 160. SharePoint Maturity Model<br />Sadalit van Buren<br /><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 /><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:
    168. 168. Email me at:
    169. 169. Resources:,,</li>