Planning for Success - governance with Hamish Denston
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The Who, What, and How of governance in IT can be tricky to nail down. As IT advisors, knowing the answer to these questions and communicating them clearly to our customers are key to them adopting the right governance processes. Join Hamish Denston as he outlines issues around governance and provides some strategic guides that you can implement in your business.
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Planning for Success - governance with Hamish Denston
- 1. PROUDLY BROUGHTTOYOU BY: P R O V O K E S O L U T I O N s Planning for successEffective business governance of technology solutions Hamish Denston DUX Team Lead, Wellington
- 2. P R O V O K E S O L U T I O N s Introducing… W h o A m I ? W h y a r e w e h e r e ?
- 3. P R O V O K E S o l u t i o n s Governance W h a t d o w e m e a n b y g o v e r n a n c e i n t h i s c o n t e x t ? How do we prepare for the system? How do we use the system? How do we maintain the system? How do we improve the system? Create the framework
- 4. P R O V O K E S O L U T I O N s Prepare P l a n n i n g t o s u c c e e d
- 5. P R O V O K E S o l u t i o n s Like what? F o r e x a m p l e … Ownership & Steering Change Operation Maintenance Training & Support Plan for:
- 6. P R O V O K E S O L U T I O N s The Matrix W h o a …
- 7. P R O V O K E S o l u t i o n s Alignment E v e r y t h i n g Z e n Strategy? Culture?Policy? Do you have
- 8. P R O V O K E S O L U T I O N s Ownership W h e r e d o e s t h e b u c k s t o p ?
- 9. P R O V O K E S O L U T I O N s Steering W h o d o e s i t ? W h a t d o t h e y d o ? H o w d o t h e y d o i t ?
- 10. P R O V O K E S O L U T I O N s Business as usual W h a t n e e d s d o i n g ? W h o ’ s g o i n g t o d o i t ?
- 11. P R O V O K E S o l u t i o n s Business Rules F o r e n d u s e r s What type of files can be stored in the system What content is appropriate to upload or publish File naming conventions Publishing style guide Community and social feature guidelines for use and moderation Store all files in the EDRMS Create meaningful metadata against files Define
- 12. P R O V O K E S o l u t i o n s Tasks F o r A d m i n i s t r a t o r s Any changes to structure or navigation Adding new sites or libraries Management of centralised metadata and content types Content lifecycle management User permissions management 1st level support Training and documentation Responsible for
- 13. P R O V O K E S o l u t i o n s Tasks F o r T e c h n i c a l s t a f f Performance monitoring and management Database management Bug fixes Minor enhancements 2nd level support 3rd party products Responsible for
- 14. P R O V O K E S O L U T I O N S Thank you
- 15. P R O V O K E S O L U T I O N S Questions?
Editor's Notes
- Prepare = identifying strategic alignment, creating or aligning with policies, gaining a mandate and buy-in for change. Use = What are the business rules around using the system? What can and can’t we do with it? Maintain = What are all the tasks required for the continued smooth operation of the system, and who will carry them out? Enhance = How do we identify ways to improve the system, and how to make this happen? It can be as big or small as you need, and it is a living thing that can adapt in response to your changing understanding of your needs.
- "By failing to prepare, you are preparing to fail." - Benjamin Franklin You want to have an answer that any user, administrator or owner might have, before the system is even in place. What sort of things will you do in preparation for governance?
- Who owns the system? They will have the final say on decisions to do with the system. They may hold the budget that maintenance and changes come out of. Is a new, distinct budget required? Who steers the ship? That is, who should have input into major decisions around the system? How do matters get escalated to this group? How are smaller BAU changes managed? How can you make sure your users know how to work the system? Do you have the appropriate capability and maturity to manage the system? What are the procedures for routine maintenance?
- How? Create a governance matrix that covers these areas (detailed on previous slide). You don’t need to populate everything ahead of time, but the matrix should capture: All the decisions that need to be made Who needs to make the decision When they need to have something in place to address the item A record of the decision The matrix can then become a reference guide for users of the system of who, what, when and how.
- Strategic alignment = how will this system and related processes enable you to meet your strategic goals? If you are implementing a tool to enable certain actions to fix a problem or reach a goal, is your business in a position to realise the potential of the technology? Policy = Do you have policies in place that the system must adhere to? If not, do you need to write one? Is there legislation or regulation that apply to the system or its content? Who is responsible for maintaining policies and process documentation? Culture = Do we need to fundamentally change the way we work to derive benefit from this system?
- Ownership & decision making Who owns the system? If there are multiple distinct uses of the solution with multiple owners, who owns it? Why is ownership important? - Who can make decisions about changes and enhancements? - How are these going to be funded? Questions of funding are crucial. If there is a set budget for enhancements, whose is it? The business or IT?
- Make recommendations to the system owner on things like: Priority of bug fixes Priority of performance improvements Priority of new feature requests based on their critical evaluation of inputs like: System performance testing Usability review and testing User feedback (aggregate, formal or casual) Requests for new features Who should be involved? The owner Stakeholders (users) IT Size this to suit your organisation Processes How to identify an enhancement vs a fix What is the threshold for an enhancement to become a project? What processes does this need to interface with? E.g. business case process What’s the process for users to raise issues that aren’t bugs? E.g. performance, availability, improvements etc.
- What are the tasks required to maintain the system? From an end user perspective? = e.g. Store files in the right site/library, contribute to wikis etc. From an administrator perspective? = e.g. Manage user access to sites, add new sites in response to user requests etc. From a platform perspective? = e.g. performance reporting, storage management etc. Where are these responsibilities defined and recorded? How are they communicated to users? How are they monitored/enforced?