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Demystifying
     SharePoint
Governance and
       Adoption
                  GTA204
        Wes Preston – MVP
Outline

 Governance   and User Adoption continue to be
 hot topics in the SharePoint community and
 are still adapting as the community matures.
 So, what do these buzzwords mean to you
 and your organization? In this session we'll
 explain what they mean, why they shouldn't
 be something to fear or over-think, and how to
 approach these topics as a part of your
 SharePoint planning, implementations and
 ongoing management.
Wes Preston

   Owner / Principal Consultant - TrecStone
     Based   in Minneapolis, MN
   MVP – SharePoint Server
   MCITP – SharePoint Administration 2010
   MCTS - SharePoint 2010, Configuration
   MCTS - WSS 3.0 and MOSS Configuration
   http://www.idubbs.com/blog
   Twitter: @idubbs
Before we get started…

 Why   are we here?
 Whydo we need one more session on
 governance and user adoption topics?


Governance is necessary, but doesn’t have
to be daunting
Before Governance and User
Adoption there were…
Business and User Needs

           by Dux‟s keynote and his
 Illustrated
  Feature Mapping Assessment
 Deploying  SharePoint doesn‟t mean turning
  on and implementing everything on the
  platform. Business priorities will define
  what gets implemented and during which
  phase of deployment

  This is often referred to as a…
“SharePoint Roadmap”

 New   SharePoint implementation: Where do
  you start and where are you going?
    Should be defined and guided with an
     approach like Dux’s Feature Mapping
     Assessment
    Scope may vary…
 Building on an existing deployment: What is
  the current situation and what comes next?
    Review readiness of existing environment
Crawl, Walk, Run…

 Don‟t forget to take the Crawl, Walk, Run
  approach into mind when reviewing your
  feature mapping assessment
 When looking at a feature assessment type of
  document, it‟s easy to get overwhelmed with
  everything that needs to get done


Once you have business needs and priorities
identified you can start to talk about…
Governance
The buzzword everyone needs to have an answer for…
Keep in Mind:

 Governance  is something that will evolve
 and be refined over time as the
 organization and staff resources go through
 the SharePoint „maturity model‟ and as
 more features and solutions are
 implemented
Ground Rules

 Howare you documenting your
 governance decisions and documentation?
 Who are you sharing the information with
 and how are you communicating it?


…Using a SharePoint site I hope…
Different focus for each stage…

Different stages have different governance
needs:
 Pre-implementation   – More planning, less
  operational focus
 Operational   – Less planning, more day-to-
  day needs
 Effective   communication throughout…
Governance = Planning

 The    strategic component
 Planning:   Really, it‟s that simple
 HOWEVER…     SharePoint is big and
 complex, so there are a lot of angles to
 address
 Lotsof sessions, tools, and approaches
 available for guidance
Reference Resources

There are a few „old‟ tools that
are useful for getting you
thinking about topics


 Yep,   it‟s from 2007
 Project   Plan template
 Lotsof other community
  resources out there
Some Decisions will be easy

 Compliance    may be dictated by regulatory
  rules (SOX, HIPAA, etc…) or existing
  internal policies
 Infrastructuremethodology may already be
  defined in your organization (SQL
  management, AD, etc…)


SharePoint is just another app/platform that
needs to follow the rules
Others will take time…

 What  will you name your environment? 
 On Premises, in the cloud, or hybrid?
 Virtual, physical, or both?
 Is AD ready?
    Profile imports
    Security groups
 Search?
 Just the beginning…
Governance = Operations

 The    tactical/operational component
 Dependenciesare derived from your
 SharePoint Roadmap and planning
 outcome
     space has a number of 3rd party
 This
 vendors addressing the management
 needs
Operational Tasks

 Server    health and maintenance
 Day-to-day     requests and support
 (New)     Project work vs. Support efforts
  Staffing     and resource management
 Clarity   and transparency in communication
Operational Policy Examples

 Site request and provisioning
    Templates
    Permissions
 Who to contact for questions
 Resources for assistance with solution
  development.
    Out of box
    SharePoint Designer
    .NET Development
Staffing and Committees

 Assigning   roles and responsibilities
  SteeringCommittee, Governance
    Committee, etc.
  Server support, User support,
    Development, etc.
 Defining   new roles and required skills
Staff and Resource Skill Sets

 SharePoint teams are commonly built from internal
  resources that are new to SharePoint
    Server admins
    Business Analysts
    Support techs
    Site Admins
    Even users…
 Must have a plan to ramp up the skills they will
  need to support the features and solutions specific
  to your organization
Are you Ready?

 Ifyou‟ve defined the business priorities and
  user needs…
 Ifyou‟ve addressed the necessary
  governance topics for your initial
  solutions…
 Ifyou‟ve established communication
  channels with the users…

  … then user adoption should be fairly
  straight-forward
User Adoption
In other words – getting users to actually use the
solution you’ve built…
User Adoption

 Itcomes down to meeting user needs. If
  you aren‟t doing something to meet a need,
  they won‟t be driven to use it.
 IfIT is just handing over a solution that the
  business has not been involved in
  developing, they may be more resistant to
  the change – even if it benefits them
Requirements Gathering, Prioritizing

 Involve   the users, not just management
 Ifyou build something users want –
  something they‟ve been asking for, they‟ll
  be waiting for implementation and eager to
  use it.
Tips, Tools and Effective Practices

 Document,   deliver and train
  Where  can users find documentation
   and help?
  What  training options have been made
   available to users to enable them to be
   successful with the solution?
 Communicate    clear timelines and
 expectations
SharePoint „Center of Excellence‟

 Create  a site that is established as the go-to
  place for SharePoint (or a specific solution).
 Provide information and resources that are
  kept fresh
    FAQs
    Instructions and documentation
    System status and update schedules
    Contact names and/or methods to provide
     feedback and ask questions
Identify and Leverage Advocates

 Findpeople on the business side that are
 excited about the solution
  Bring   them up to speed
  Give    them a chance to provide feedback
  Havethem sell the solution to their
   teammates
Review

 User adoption comes down to delivering a
 solution that meets user needs,
 communicating clearly and ensuring users
 have the tools they need to be successful.
 These are not a one-time shot, but need to
 be fed and nurtured over time even after
 the solution has been deployed
Questions?




Good luck !!
References

 @meetdux   Resources from the SPFest
 Chicago Keynote (yes, the link is from an
 earlier post…)
 http://sp.meetdux.com/archive/2012/06/30/sharepointfest-denver-2012.aspx

 Richard     Harbridge
 http://www.rharbridge.com/?page_id=726

 Oldie
      but a goodie: SharePoint (2007)
 Governance Checklist Guide
 http://office.microsoft.com/download/afile.aspx?AssetID=AM102306291033

        Oldie – MS Sample Project Plan for
 Another
 SP Deployment
 http://technet.microsoft.com/en-us/library/cc262825(v=office.12).aspx
Housekeeping

   Check slides out on http://www.idubbs.com/blog
     Provide   session feedback with comments


   SharePoint Saturday – Twin Cities – November 3,
    2012


   Minnesota SharePoint User Group – MNSPUG
     Live   meetings, lots of historical content available
     www.sharepointmn.com
Demystifying SharePoint Governance and User Adoption

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Demystifying SharePoint Governance and User Adoption

  • 1. Demystifying SharePoint Governance and Adoption GTA204 Wes Preston – MVP
  • 2. Outline  Governance and User Adoption continue to be hot topics in the SharePoint community and are still adapting as the community matures. So, what do these buzzwords mean to you and your organization? In this session we'll explain what they mean, why they shouldn't be something to fear or over-think, and how to approach these topics as a part of your SharePoint planning, implementations and ongoing management.
  • 3. Wes Preston  Owner / Principal Consultant - TrecStone  Based in Minneapolis, MN  MVP – SharePoint Server  MCITP – SharePoint Administration 2010  MCTS - SharePoint 2010, Configuration  MCTS - WSS 3.0 and MOSS Configuration  http://www.idubbs.com/blog  Twitter: @idubbs
  • 4. Before we get started…  Why are we here?  Whydo we need one more session on governance and user adoption topics? Governance is necessary, but doesn’t have to be daunting
  • 5. Before Governance and User Adoption there were…
  • 6. Business and User Needs by Dux‟s keynote and his  Illustrated Feature Mapping Assessment  Deploying SharePoint doesn‟t mean turning on and implementing everything on the platform. Business priorities will define what gets implemented and during which phase of deployment This is often referred to as a…
  • 7. “SharePoint Roadmap”  New SharePoint implementation: Where do you start and where are you going?  Should be defined and guided with an approach like Dux’s Feature Mapping Assessment  Scope may vary…  Building on an existing deployment: What is the current situation and what comes next?  Review readiness of existing environment
  • 8. Crawl, Walk, Run…  Don‟t forget to take the Crawl, Walk, Run approach into mind when reviewing your feature mapping assessment  When looking at a feature assessment type of document, it‟s easy to get overwhelmed with everything that needs to get done Once you have business needs and priorities identified you can start to talk about…
  • 9. Governance The buzzword everyone needs to have an answer for…
  • 10. Keep in Mind:  Governance is something that will evolve and be refined over time as the organization and staff resources go through the SharePoint „maturity model‟ and as more features and solutions are implemented
  • 11. Ground Rules  Howare you documenting your governance decisions and documentation?  Who are you sharing the information with and how are you communicating it? …Using a SharePoint site I hope…
  • 12. Different focus for each stage… Different stages have different governance needs:  Pre-implementation – More planning, less operational focus  Operational – Less planning, more day-to- day needs  Effective communication throughout…
  • 13. Governance = Planning  The strategic component  Planning: Really, it‟s that simple  HOWEVER… SharePoint is big and complex, so there are a lot of angles to address  Lotsof sessions, tools, and approaches available for guidance
  • 14. Reference Resources There are a few „old‟ tools that are useful for getting you thinking about topics  Yep, it‟s from 2007  Project Plan template  Lotsof other community resources out there
  • 15. Some Decisions will be easy  Compliance may be dictated by regulatory rules (SOX, HIPAA, etc…) or existing internal policies  Infrastructuremethodology may already be defined in your organization (SQL management, AD, etc…) SharePoint is just another app/platform that needs to follow the rules
  • 16. Others will take time…  What will you name your environment?   On Premises, in the cloud, or hybrid?  Virtual, physical, or both?  Is AD ready?  Profile imports  Security groups  Search?  Just the beginning…
  • 17. Governance = Operations  The tactical/operational component  Dependenciesare derived from your SharePoint Roadmap and planning outcome space has a number of 3rd party  This vendors addressing the management needs
  • 18. Operational Tasks  Server health and maintenance  Day-to-day requests and support  (New) Project work vs. Support efforts Staffing and resource management  Clarity and transparency in communication
  • 19. Operational Policy Examples  Site request and provisioning  Templates  Permissions  Who to contact for questions  Resources for assistance with solution development.  Out of box  SharePoint Designer  .NET Development
  • 20. Staffing and Committees  Assigning roles and responsibilities SteeringCommittee, Governance Committee, etc. Server support, User support, Development, etc.  Defining new roles and required skills
  • 21. Staff and Resource Skill Sets  SharePoint teams are commonly built from internal resources that are new to SharePoint  Server admins  Business Analysts  Support techs  Site Admins  Even users…  Must have a plan to ramp up the skills they will need to support the features and solutions specific to your organization
  • 22. Are you Ready?  Ifyou‟ve defined the business priorities and user needs…  Ifyou‟ve addressed the necessary governance topics for your initial solutions…  Ifyou‟ve established communication channels with the users… … then user adoption should be fairly straight-forward
  • 23. User Adoption In other words – getting users to actually use the solution you’ve built…
  • 24. User Adoption  Itcomes down to meeting user needs. If you aren‟t doing something to meet a need, they won‟t be driven to use it.  IfIT is just handing over a solution that the business has not been involved in developing, they may be more resistant to the change – even if it benefits them
  • 25. Requirements Gathering, Prioritizing  Involve the users, not just management  Ifyou build something users want – something they‟ve been asking for, they‟ll be waiting for implementation and eager to use it.
  • 26. Tips, Tools and Effective Practices  Document, deliver and train Where can users find documentation and help? What training options have been made available to users to enable them to be successful with the solution?  Communicate clear timelines and expectations
  • 27. SharePoint „Center of Excellence‟  Create a site that is established as the go-to place for SharePoint (or a specific solution).  Provide information and resources that are kept fresh  FAQs  Instructions and documentation  System status and update schedules  Contact names and/or methods to provide feedback and ask questions
  • 28. Identify and Leverage Advocates  Findpeople on the business side that are excited about the solution Bring them up to speed Give them a chance to provide feedback Havethem sell the solution to their teammates
  • 29. Review  User adoption comes down to delivering a solution that meets user needs, communicating clearly and ensuring users have the tools they need to be successful.  These are not a one-time shot, but need to be fed and nurtured over time even after the solution has been deployed
  • 31. References  @meetdux Resources from the SPFest Chicago Keynote (yes, the link is from an earlier post…) http://sp.meetdux.com/archive/2012/06/30/sharepointfest-denver-2012.aspx  Richard Harbridge http://www.rharbridge.com/?page_id=726  Oldie but a goodie: SharePoint (2007) Governance Checklist Guide http://office.microsoft.com/download/afile.aspx?AssetID=AM102306291033 Oldie – MS Sample Project Plan for  Another SP Deployment http://technet.microsoft.com/en-us/library/cc262825(v=office.12).aspx
  • 32. Housekeeping  Check slides out on http://www.idubbs.com/blog  Provide session feedback with comments  SharePoint Saturday – Twin Cities – November 3, 2012  Minnesota SharePoint User Group – MNSPUG  Live meetings, lots of historical content available  www.sharepointmn.com

Editor's Notes

  1. We’re essentially doing a 1 hr primer on SharePoint governance and user adoption
  2. Background: Started with development, moved into IT Pro roles and now working primarily with the business side and helping organizations map their business needs to the SharePoint platform and specific SharePoint capabilities/features - Aligning with out of box capabilities when appropriate
  3. Defining the ground rules for providing a stable, manageable and sustainable platform and business solution Stability, supportability, consistency… Preventing ‘sprawl’…I’m treating this hour as if I was having a meeting with your organization for the first time to talk about governance and user adoption… Idon’t want to read to you, but I do want the slide deck to be as self standing as possible so you can review it later…
  4. Previous employer’s approach was called ‘ABC’: Access to information, Business process and Communication and Collaboration. In other words, where do you get your information, what do you do with it, and who do you share your information with. Investigating these things leads to the list of business needs and priority/ranking – which can be interpreted or translated into specific feature areas…
  5. Dux described his approach with an enterprise-wide scope. “What all do we want to use SharePoint for”: intranet, extranet, Internet, collaboration, search, etc… Scope may be defined when organizations have decided what their entry point is. The same approach can and should still be used within those smaller scopes to define specific user needs and priorities.
  6. Crawl, Walk and Run is the approach to start simple and build on that to make more robust solutions over time. This allows organizations to not get dragged down by trying to do too much in too little time. It generally also allows solutions to get in users’ hands sooner – maybe not the full solution, but progress. It’s better than waiting longer for everything – it also gives users a glimpse into the solution before it’s fully baked, allowing tweaks and corrections sooner in the development cycle.
  7. Don’t let the planning get you bogged down. You could spend all day and all night going through all the ‘what ifs’. Use the Feature Assessment deliverable as guidance to stay on target. Not saying this to be obvious – just that you should focus on what’s relevant when its needed rather than getting distracted with the other topics… easy to happen…
  8. Because SharePoint is so big and complex – this is why we see so many people talking about it. It’s why you’ll hear vendors talking about it – they have products to help you manage SharePoint – addressing these governance issuesThis is where SharePoint ‘Architect’ type resources can assist… (but what does ‘architect’ mean? – understand the background and perspective your resources are coming from: IT Pro strengths, Dev-centric, etc… Personal biases will play a part and be evident – everyone has the ‘hammer’ they are comfortable with…
  9. These provide more ‘make you think’ lists than definitive ‘must do everything’ lists.Listed in references here…
  10. Still review any existing infrastructure policies. SharePoint may have unique needs that may lead to updating existing policies or creating exceptions for SharePoint.
  11. The ‘name’ topic is funny – it seems so minor, but everyone has an opinion and wants to contribute. Depending on the company and culture, determining this could take weeks or months.
  12. A lot of the operational topics tend to get thrown to IT to define and manage, but just like creating solutions they should be defined by the business. For example, what is an ‘acceptable’ down time for outages? If the system goes down, what is acceptable data loss – within the last business day? Up to the minute? Idera, AvePoint, Quest,Axcelar, etc…
  13. Intake forms!
  14. If the user need has been pent up for some time, this can create its own challenges – getting the solution in place as fast as possible with the users and potentially management hanging over your shoulder…
  15. Timelines and expectations – these are especially important when using the Crawl, Walk, Run approach so that users are on the same page if they are getting less functionality initially so that they can get it faster – but that the more robust/complete solution is in the works…
  16. And so much more…
  17. Enthusiasmis c