Building a successful governance plan for SharePoint

1. Getting Specific about Governance
The What and Who for SharePoint
Mary Ann Lorkowski
Sr. SharePoint Business Analyst

2. SharePoint Saturday Virginia Beach Sponsors January 7, 2012

3. About Me
 Expertise: Collaboration Strategy, User
Adoptions, Governance, Enterprise Content
Management, Roadmaps.
 Have guided various companies through SharePoint Planning and
Implementation
 Blog: http://sp.itbizblog.com – A blog dedicated to uncovering
business solutions using SharePoint
 @mdlorkowski

4. Agenda
What is SharePoint governance and why it is
important
Which facets of SharePoint planning and
implementation need governance
Steps for developing effective governance
Bringing it all together
Q&A

5. What is Governance?
“If management is about running the business, governance is
about seeing that it is run properly”
-R. Tricker

6. According to Cooper and Edgett…
“ Governance is about the processes through which a company
implements strategy, allocates resources and makes
decisions at various organizational levels, across functional
areas, and among individual business areas within the
company.”
According to Microsoft…
“Governance is a set of policies, roles and
responsibilities, and processes that guide, direct, and
control how an organization’s business and IT teams
cooperate to achieve business goals.”

7. SharePoint Server 2010: Governance Model
 Software
 Customization Policy  Services
 Sandboxed Solutions IT
Application
 Branding Management Governance
 Lifecycle Management
Information
Management
 Information Architecture

8. Benefits of having a Comprehensive
SharePoint Governance Plan
 SharePoint governance plays a vital role in ensuring that all of the
components of your planning and implementation strategy work
together.
 Helps ensure the best return of your SharePoint investment
 Helps protect your organization from security threats and non-
compliance liability
 Stream-lines the deployment of your SharePoint Server 2010
 Helps ensure that resource deployments are clearly aligned
 Helps ensure that business decisions are clear and timely

9. When designing SharePoint governance
always remember “The first step on the
major journey is the longest one”….

10. Steps for Developing Effective Governance
Get Support
Define Goals and Objectives
Identify Processes
Define Policies
Define Roles and Responsibilities
Develop an Education Strategy
Document the Governance Plan
Form an Ongoing Plan

11. Get Support
Information Technology Human Resources
Corporate Training
Communications
Knowledge Manager
Associates/Employees

12. Define Goals and Objectives
Business goals and objectives for example:
GOALS OBJECTIVES
Improve employees’ learning and Provide better site navigation,
efficiency document search, and people
search
Improve information sharing Create project sites that provide
a platform for collaboration
between employees and external
partners
Provide better content Leverage enterprise content
management for the organization management features to support
entire life cycle of the document

13. Identify Processes
 How users will request a new site
 What trainings they need before they can
use or request the site
 When to introduce new features
Site
Request
Waiting
for
Approval
Site Turn Over

14. Sample Site Building Process

15. Define Policies
Every organization’s policies are unique. Be sure to include:
Wireframe and Site Search and
Map Navigation Customization Policy
Sandboxed Solutions
Information Architecture
Branding
Managed Metadata Content Types

16. Different Types of Site Require Different Governance Policies
 Controlled
 Tightly governed  Permanent
 Site Owners  Knowledge Management
accountable for all Corporate  Applications
content Site
Divisional Sites
 Ad hoc
 Loosely governed  Permanent
 Shared  Knowledge Management
accountability Group and Team Sites  Information Sharing
 Temporary
 Collaboration
Projects and Workspaces
 Permanent
 Personal
Information
 Public/
My Sites Private
Views

17. Define Roles and Responsibilities
Trainers Executive
Stakeholders
Information Financial
Workers Stakeholders
Development IT Leaders
Leaders
Compliance Business Division
Officers Leaders
Information Architects or
Taxonomists

18. Site Roles:
Site Sponsor Site Steward Site Designer Site Users

19. They are the Gatekeepers

20. Develop an Education Strategy
Adoption is one of your
keys to success
 Develop a comprehensive training
plan
 Build your own SharePoint user
group
 Communicate regularly

21. Document the Governance Plan
 Gives you a tangible reference
 Serves as your guide to make
clear and timely decisions.
Governance Plans should Include:
 Goals and Objectives
 Roles and Responsibilities
 Processes
 Policies
 Training
 Ongoing Plan

22. Develop an Ongoing Plan
Keep moving forward
 Governance committee should
meet regularly
 Adjust your governance base on the
changing environment of your
organization
 Keep it visible!

23. Bringing it All Together
 When it comes to designing SharePoint
governance, one size does not fit all
 SharePoint governance should match your
company’s needs
 Key decision-makers must be a part of your
governance
 Governance must be visible
 Governance must be flexible and adaptable

24. Important Governance Resources
 SharePoint Server 2010 Governance Model:
http://go.microsoft.com/fwlink/?LinkId=200533
 SharePoint 2010 Governance Planning:
http://go.microsoft.com/fwlink/?LinkId=197150
 Implementing Governance on SharePoint 2010:
http://go.microsoft.com/fwlink/?LinkId=201195
 SharePoint Server 2010 Governance Resources:
http://go.microsoft.com/fwlink/?LinkId=197150
 Good Books about Governance
(quoted above):

26. SharePoint Saturday Virginia Beach Sponsors January 7, 2012