SharePoint Governance Case Study
•Download as PPTX, PDF•
1 like•350 views
A look into the foundation of a practical governance strategy with examples from a real-world experience at a global Consumer Electronics giant.
Recommended
Recommended
More Related Content
What's hot
What's hot (20)
Similar to SharePoint Governance Case Study
Similar to SharePoint Governance Case Study (20)
Recently uploaded
Recently uploaded (20)
SharePoint Governance Case Study
- 1. SharePoint Governance from the Trenches: Case Study
- 2. INTRODUCTION TO PRESENTERS Christian Buckley Position: Managing Director, Americas Responsibility: Head of Marketing and Business Dev Experience: Since 2005, 4-time MVP Love: Solving business problems, governance Interests: Family, road trips, 80’s new wave music Contact: e: cbuck@GTconsult.com t: +1 425 246 2823 Melinda Morales Position: Business Analyst, A-Team Responsibility: Make collaboration productive Experience: SP since 2007, 10 years at Sony Love: Business/IT Mediation, Governance Interests: Music, Gaming, All things Art Contact: e: Melinda@gtconsult.com t: +1 619 623 1587
- 4. AGENDA • Why governance continues to spark interest • Adventures in Governance • Next steps
- 5. Why Governance? Why haven’t we figured this out yet?
- 6. SharePoint Growth & Evolution
- 7. The CIO Dilemma: Balancing end user requests with compliance and governance constraints, weighing costs and flexibility
- 8. The practical approach #1. Partner IT with business & Hash it out. #2. Make it Official & Lay the fence. #3. Communicate & Empower. #4. Monitor & Refine.
- 9. Governance vs. Policy Policy: rules of how you expect users to engage in the platform. This should include any : • IT security parameters • what users are and are not allowed to do in the tool • any information as to expectations for specific roles Governance: outline the ways in which you intend to uphold policy and ensure your platform is performing optimally. • process related information • details on any controls enforced and how the user is expected to work within the bounds you have set • readily available and easily browsed • living document
- 10. 1. Partner IT with business & Hash it out. Branch out, share the burden with areas of business where there is a vested interest. Brainstorm and DREAM BIG! Take the time to map out clear areas of responsibilities. Stay optimistic and objective. • Business wants to use the platform in all its glory • IT wants to control the use of the platform • Passionate teams can mean high emotions during discussions • Balancing the give and take • High expectations on IT to take on all that comes with SharePoint • Avoiding the land of file shares CHALLENGES
- 11. Define policy and begin governance documentation Implement controls and monitoring practices Governance Board initiation Prepare to inform and engage users • Very clear outline of roles and responsibilities with agreement from key parties • Keeping it real – don’t sign yourself up for something that you cannot support • Facilitating presentation and approval from key execs can be a big job • Maintain the balance between locked down and wide open • Trying to avoid customizations • How to clearly communicate implemented controls without scaring your users CHALLENGES 2. Make it official & Lay the Fence.
- 12. • Finding the right channels for your audience • Managing the flow of incoming communications • Soft skills are key • Buy-in from management • Sticking to your promises of recognition or engagement • Garnering excitement CHALLENGES Empower your end users with access to information Establish trusted channels of communication Foster two way communications Reward good behavior 3. Communicate & Empower.
- 13. • Gaining user trust • Becoming a critical part of business solutioning • Formation of a cohesive team • Keep it agnostic CHALLENGES Maintain structureStay involved Get to know your users Actively monitor 4. Monitor. & Refine
- 14. Recommendations #1. Partner IT with business & Hash it out. Break down the walls of communication and share the ownership of your platform with the business. Come to agreement on what tools should be available for users and which should be locked down. #2. Make it official & Lay the fence. Map potential risks from increased development ability for users. Create policy to direct users and stakeholders as to the intent of the tool and the proper uses. Implement parameters for users to operate in safely. Publish governance documentation. #3. Communicate & Empower. Reach out to your Power Users and engage them on the new direction. Get feedback on the established parameters and get buy in. Define a method of empowerment that encourages users to play by the rules and want to learn the best way of building their own solutions. #4. Monitor & Refine. Keep tabs on what the business is doing and who is doing it. Monitor for any breaches of governance or policy.
- 15. The journey to practical governance A case study
- 16. • Quiet launch of SharePoint 2007 • Relied upon word of mouth for adoption • User excitement generated quickly due to the change from tightly controlled intranet pages and file shares to a user-managed open platform • Upgrade to 2010 and move to shared farm PRACTICAL-ly Perfect in Every Way A Step in the Right Direction Cause and Effect Whisperings of the “G” Word Content Explosion The Starting Point The Starting Point
- 17. • Management encourages users to share documents through platform • The move from file shares to SharePoint begins • Users begin to explore build of solutions instead of just file shares • Intranet pages being re-built by business users • Site-a-palooza, skyrocketed to over 6k sites • The amount of growth following upgrade was unexpected • Administration teams were struggling to keep pace • User frustration on the rise due to the sea of sites Content Explosion PRACTICAL-ly Perfect in Every Way A Step in the Right Direction Cause and Effect Whisperings of the “G” Word Content Explosion The Starting Point
- 18. Governance • The time for governance is upon us • Starts and stops initially • Challenges with ownership, management buy-in, prioritization • A long and winding road Whisperings of the “G” Word PRACTICAL-ly Perfect in Every Way A Step in the Right Direction Cause and Effect Whisperings of the “G” Word Content Explosion The Starting Point
- 19. • Business Stakeholders began to build the case for business ownership • Internal audit results again pushed for governance • Mandatory upgrade to 2013 aided the call for shared ownership of the platform Cause and Effect PRACTICAL-ly Perfect in Every Way A Step in the Right Direction Cause and Effect Whisperings of the “G” Word Content Explosion The Starting Point
- 20. • Business ownership of the platform is officially established • Full speed ahead on governance best practices • Begin the switch from file shares to solutioning • Governance Committee established • Focus on Clean-up • Analysis of what the business needs and what corporate mandates exist to create policy • Began a deep dive into content for clean-up and identification • Set mandates for eligibility to migrate to new platform in order to force compliance A Step in the Right Direction Key Focus Areas 1. Identify abandoned sites 2. Identify business critical sites 3. Catalog front-end customizations 4. Define ownership of every remaining site 5. Classify information on remaining sites 6. Inform all known site owners of new policy PRACTICAL-ly Perfect in Every Way A Step in the Right Direction Cause and Effect Whisperings of the “G” Word Content Explosion The Starting Point
- 21. Practical Approach • “Teach them to fish” approach • Rewards and recognition program put into place • Communication is key • Leveraging business-side ownership for building relationships with users Practical Implementation • Implementation of Center of Excellence • Formalized reporting on violation of policy and guidelines • Regular governance committee meetings • Living, breathing governance entity PRACTICAL-ly Perfect in Every Way PRACTICAL-ly Perfect in Every Way A Step in the Right Direction Cause and Effect Whisperings of the “G” Word Content Explosion The Starting Point
- 22. Q&A Questions? Throw them at us!
- 23. Let’s get your governance party started! Jump on the governance train with this classroom based workshop Offsite location based workshop to jump start governance. Full day curriculum to understand your current roadblocks, plan future state and identify next steps. Come away with tools and resources in- hand to help guide your way. Workshop Tailored deep dive into your org’s technology culture Onsite deep dive offering to analyze, plan and implement your governance. Packaged offerings including: Up to 4 day discovery and observation with recommendations Implementation project work Coaching Flex Packages Consultant in your pocket. Pre-paid dedicated support hours to be used at your discretion. Some of our covered areas include: Branding & Implementation Business Intelligence Collaboration & Social Document Management Security & Governance Workflow & BPA A-TeamAt GTconsult, we recognize the importance of practical governance and the challenges that come along with building a solid framework. We have several governance focused offerings to help you along the way to an environment that is PRACTICAL-ly perfect in every way!
- 24. Contact GTconsult If you would like to talk to GTconsult about your SharePoint governance strategy and how we can help make your deployment successful, please visit our website at www.GTconsult.com Or send us an email with your questions: cbuck@GTconsult.com melinda@GTconsult.com
Editor's Notes
- Introduction to the team
- Everything SharePoint Internal products in Umlindi, Umlindi 365 and A-Team
- For all of the reasons mentioned in the intro slides, people want flexibility in their solutions, whether online or offline.
- Sal: We are going to talk to these tips. The format will be, as you’ll see as soon as I go to the next slide: Goals Challenges Tips on how to implement Real-World examples Stop for Q&A after each section, but if the Q&A is long, we may have to table it for an offline conversation to be able to get to all subjects
- Melinda: First of all, let’s just acknowledge that there are often many roadblocks when traversing this path. However, it is imperative to keep on trekking. Forming a solid partnership between IT and business is the cornerstone of successful governance. I even recommend sharing ownership of the platform altogether – not just from a governance perspective. As most of you probably know, it is very common to see instances where IT wants to keep tight control on the environment since they are ultimately accountable for the risks associated with any breaches or issues while the business wants to be able to do everything under the sun when they want and how they want. So what ends up happening? The platform is either customized and locked down to where it is nothing other than a glorified file share or the platform is wide-open and uninformed users find the easiest way to benefit – file shares. Either way, we end up in file share land – which is not where we want to be.
- Melinda: The tangible output from stage 2 is actually the beginning of your overall governance document. Make sure to keep record of any final decisions. These will all be recorded and published for users to reference as a guide as they work in the platform. Now is the time to really move that ball forward. Let’s create a policy to support where we want to go with the platform. Melinda: Now is the time to take all the hard work you have put into setting up the partnership, preparing policy and outlining governance practices and put it to the test. We will focus on the implementation of the parameters we defined in the previous activities. It is also critical at this stage to begin forming a solid communication relationship with your users.
- Melinda: Now is the time to take all the hard work you have put into setting up the partnership, preparing policy and outlining governance practices and put it to the test. We will focus on the implementation of the parameters we defined in the previous activities. It is also critical at this stage to begin forming a solid communication relationship with your users. Melinda: Keeping your users informed leads to a sense of empowerment Giving them the ability to explore the tools SharePoint has to offer on their own to solve their own business problems builds trust on both sides Be sure to let your users know when they are being good, not just when they are breaking the rules Recognition programs are fun and rewarding Along the lines of fostering the budding relationship with your Power Users, it is important to continually provide incentive for engagement and also development of new power users. Recognition and rewards programs are a great way to not only recognize the best users you have but also draw in employees with potential. By incentivizing, you also end up garnering drive from your users to spread the word and get engaged.
- Melinda: Monitoring you environment and how it is being used is a key activity. I am not talking checking the servers and making sure they are all well and good, I mean touching base with your USERS on a regular basis. Establishing a current of communication so that you can be aware of the bulk of activity and projects going on in your environment.
- First and foremost, partner IT with business. Break down the walls of communication and share the ownership of your platform with the business. Cross-functional ownership is CRITICAL. Hash it out. Come to agreement on what tools should be available for users and which should be locked down. Second, Make it official. Map potential risks from increased development ability for users. Create policy to direct users and stakeholders as to the intent of the tool and the proper uses. Lay the fence. Implement parameters for users to operate in safely. Lock down only those areas or capabilities where risk cannot be mitigated through education or monitoring. Publish governance documentation. Third, Communicate. Reach out to your Power Users and engage them on the new direction. Get feedback on the established parameters and get buy in. Empower. Define a method of empowerment that encourages users to play by the rules and want to learn the best way of building their own solutions. And last but not least, Monitor. Stay involved. Keep tabs on what the business is doing and who is doing it. Monitor for any breaches of governance or policy. Easy right?
- Everything SharePoint Internal products in Umlindi, Umlindi 365 and A-Team