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The Steps To Effective SharePoint Governance
Richard Harbridge – Senior SharePoint Architect/Evangelist



#Share2012   @RHarbridge
#Share2012 @RHarbridge
Our Goal Today…
                         From Here   To Here




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#Share2012 @RHarbridge
#Share2012 @RHarbridge
Why Do I Need
                         Effective Governance?


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The Steps To Effective SharePoint Governance - Share Atlanta

  • 1. The Steps To Effective SharePoint Governance Richard Harbridge – Senior SharePoint Architect/Evangelist #Share2012 @RHarbridge
  • 3. Our Goal Today… From Here To Here #Share2012 @RHarbridge
  • 6. Why Do I Need Effective Governance? #Share2012 @RHarbridge
  • 7. There are big risks that are almost always realized when you don’t have it! #Share2012 @RHarbridge
  • 8. SharePoint Sprawl Risk: Un-Managed Sites and Content were not periodically reviewed for accuracy and relevance. #Share2012 @RHarbridge
  • 9. Quality Deterioration Risk: Did not ensure that content quality is maintained for the life of the portal. #Share2012 @RHarbridge
  • 10. Frustration Failure Risk: Did not consistently provide a high quality user experience. #Share2012 @RHarbridge
  • 11. Priority Paralysis Project Priority Fileshare Migration 1 Partner Extranet 1 Executives Kitten Picture Rotator 1 Risk: Did not establish clear decision Legacy Application Integration 1 Governance Planning 1 making authority/ownership and Put Out Server Room Fires 1 escalation procedures so that conflicts are resolved in a timely manner. #Share2012 @RHarbridge
  • 12. Ineffective Use of Time/Resources Risk: Did not ensure that the portal strategy is aligned with clear prioritized business objectives. #Share2012 @RHarbridge
  • 13. It’s not just about insuring against or mitigating those risks! #Share2012 @RHarbridge
  • 14. What does that mean? Without effective governance organization, performance, and capability are significantly reduced. #Share2012 @RHarbridge
  • 18. The Outcome You can now communicate why Governance is important/required. #Share2012 @RHarbridge
  • 19. What to watch out for… It’s not insurance. It makes your SharePoint investments more successful. #Share2012 @RHarbridge
  • 20. Building The Governance Teams #Share2012 @RHarbridge
  • 21. How do we start? #Share2012 @RHarbridge
  • 22. Recommended Governance Teams There 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 #Share2012 @RHarbridge
  • 24. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team #Share2012 @RHarbridge
  • 25. Business Strategy Team Role: Provide strategic insight, Sample Representative Interests Executive Sponsor direction and prioritization for Knowledge Management the portal. Information/Technology Services Finance Sales and Marketing Human Resources Legal and Compliance Decentralized Business Operations People Development and Training IT Centralized Administration #Share2012 @RHarbridge
  • 26. Define, Prioritize and Plan #Share2012 @RHarbridge
  • 27. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team #Share2012 @RHarbridge
  • 28. Solution (Technical) Strategy Team Role: Provide technical insight, direction and prioritization for the portal. Sample Representative Interests Application Development Infrastructure Enterprise Architecture Security Tip: If a business direction requires new People Development and Training integration or effort with other technologies Communications then a technical representative for that technology will be necessary. #Share2012 @RHarbridge
  • 29. HR Onboarding Solutions • Onboarding Workflow • Onboarding Electronic Forms • Integration with HRIS • New Employee Site #Share2012 @RHarbridge
  • 30. Map Solutions to Objectives  Direct Relationship  Indirect Relationship Automate and Automate and Automate and Centralize Improve HR Provide HR Self Improve HR Improve Absence Knowledge and Employee File Service Onboarding Management Resources 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. #Share2012 @RHarbridge
  • 31. 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. #Share2012 @RHarbridge
  • 32. 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 #Share2012 @RHarbridge
  • 34. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team #Share2012 @RHarbridge
  • 35. The Tactical Operations Team Role: Provide operational (IT-related) support and maintenance for Sample Representative Interests the system 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 #Share2012 releases and upgrades. @RHarbridge
  • 36. 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 #Share2012 @RHarbridge
  • 37. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team #Share2012 @RHarbridge
  • 38. The Tactical Development Team Role: Customize/configure, personalize, and leverage Sample Representative Interests SharePoint to achieve business SharePoint Designer objectives. Visual Studio Source Control Quality Assurance Webparts Templates 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. #Share2012 @RHarbridge
  • 39. 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 #Share2012 @RHarbridge
  • 40. Governance Teams  Business Strategy Team  Solutions/Technical Strategy Team  Tactical Teams:  Tactical Operations Team  Tactical Development Team  Tactical Support Team #Share2012 @RHarbridge
  • 41. The Tactical Support Team Role: Provide support of the Sample Representative Interests SharePoint applications and Support and HelpDesk platform. People Development and Training Knowledge Management Taxonomy and Ontology Navigation and Organization Coaching 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 #Share2012 leaders. @RHarbridge
  • 42. 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)… #Share2012 @RHarbridge
  • 43. Support Responsibilities  User Lifecycle Policy  Taxonomy Management Plan  Social Policies  Content Standards  Legal and Compliance Policy  Search Management Plan SharePoint Standards Online #Share2012 @RHarbridge
  • 44. Multiple Tiers for Escalation (You can’t know everything) Tactical Support Team Help Desk Site Administrators End Users Learning Libraries/Online/Help #Share2012 @RHarbridge
  • 45. Measure Support Learn and use data to be proactive. #Share2012 @RHarbridge
  • 46. Deployment Process/Policies Extremely Important! Ensure you have clear schedules and ownership. #Share2012 @RHarbridge
  • 47. Governance Tip If possible have one member in all of the Governance teams or some members across multiple teams! #Share2012 @RHarbridge
  • 48. Governance Tip Create a “Business Solutions Team”. This team allows you to find business users who want to be involved. #Share2012 @RHarbridge
  • 49. The Outcome Everyone Achieves a Shared Understanding of SharePoint Related Processes. #Share2012 @RHarbridge
  • 50. What to watch out for… Not just documents, policies, and procedures. It is an active and ongoing process. #Share2012 @RHarbridge
  • 51. Setting Up A Governance Site #Share2012 @RHarbridge
  • 52. 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. #Share2012 @RHarbridge
  • 54. 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 #Share2012 @RHarbridge are going with SharePoint.
  • 55. Team Rosters and Definitions #Share2012 @RHarbridge
  • 56. 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 #Share2012 @RHarbridge
  • 57. FAQs and a Glossary SharePoint Glossary Online #Share2012 @RHarbridge
  • 59. Team Resources and Minutes #Share2012 @RHarbridge
  • 60. Feedback and Surveys Embed feedback options throughout the sites! Don’t forget to share stories! #Share2012 @RHarbridge
  • 61. Self Help and Support Resources #Share2012 @RHarbridge
  • 62. Self Help and Support Resources #Share2012 @RHarbridge
  • 63. 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. #Share2012 @RHarbridge
  • 64. The Outcome Using the SharePoint Platform we can more effectively manage SharePoint Governance. #Share2012 @RHarbridge
  • 65. What to watch out for… Just having the Governance site isn’t enough. Content must remain fresh. #Share2012 @RHarbridge
  • 67. IS Use them. #Share2012 @RHarbridge
  • 69. TechNet, Community and More.. #Share2012 @RHarbridge
  • 70. are Use them. #Share2012 @RHarbridge
  • 71. No Single “Approach” Projects Communities Tasks Practices #Share2012 @RHarbridge
  • 72. Governance Control Levels Home Page “PUBLIC” SITES: Open Tightly to all employees controlled, Functional Areas formal governance Department Site – “Public” “PRIVATE” SITES: Open Some control, some to business group Department Team Site – “Private” formal governance members Looser control, Project/Initiative Team Sites TEAM SITES: Generally open less formal to team members governance Personal Sites– My Sites #Share2012 @RHarbridge
  • 75. SharePoint Deployment and Governance using COBIT 4.1 Chennault & Strain http://www.amazon.com/SharePoint-Deployment-Governance-Using-COBIT/dp/1604201177 #Share2012 @RHarbridge
  • 76. Microsoft Operations Framework (MOF) #Share2012 @RHarbridge
  • 77. SharePoint Maturity Model Sadalit van Buren #Share2012 @RHarbridge http://sharepointmaturity.com
  • 78. The Outcome There is a ton of excellent material out there to support you. #Share2012 @RHarbridge
  • 79. What to watch out for… External best practices, policies, standards, and ideas may or may not be the right fit. #Share2012 @RHarbridge
  • 80. 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 You Can Never Truly Achieve Perfect Governance. 6. You Have Perfect Governance So long as you are performing the steps #Share2012 @RHarbridge you are achieving Effective Governance.
  • 82. Thank You Questions? Ideas? Feedback? Contact me:  Twitter: @RHarbridge  Blog: http://www.RHarbridge.com  Email: Richard@RHarbridge.com  Resources: 700+ SharePoint IA Slides at PracticalIntranet.com 130+ SharePoint Standards at SPStandards.com 15 Pages of Important Questions at SharePointDiagnostics.com #Share2012 @RHarbridge
  • 83. Produced by: Premier Partner: Platinum Partner: Gold Partner: Supported by:

Editor's Notes

  1. 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.
  2. Meaning to re-work slide – for HR onboarding example.
  3. 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