SharePoint Engage Phoenix 2017, March 14, 2017 This expanded edition of SharePoint Group Therapy incudes content from the SharePoint Governance 101 session to level-set conference attendees understanding of SharePoint Governance with new interactive exercises before deep-diving into their governance issues. What does governance mean in SharePoint? How do you get to good governance? Do you really need governance? What happens if you don’t have governance, or do it poorly? Bring your questions and Jim will bring his experience building SharePoint governance in multiple organizations. We’ll discuss governance basics and help get you going in the right direction. Do your users complain about the usability of your SharePoint? Do you suffer from site proliferation? Rights management issues? Content inaccuracy and staleness? Can you easily tell who owns the content of a particular site or list? Is your SharePoint out of control? Then you might benefit from SharePoint Therapy. At the very least, this class will give you a free hour of therapy, giving you a chance to vent about your (SharePoint) problems in a roomful of sympathetic listeners. The instructor will act as therapist and help move participants past their trauma and regain a sense of control through Governance. Since the goal of therapy is to actually make things better, you should bring your questions and be prepared to share personal experiences regarding SharePoint governance (and its absence) and aligning your business objectives with SharePoint. We will discuss: •What problems are you having in your environment? •What fears do you have about implementing governance? •What fears do you have about implementing SharePoint? We’ll talk roles and responsibilities, stakeholder involvement, when to fit your organizational culture and when to change it using both carrots and sticks – training, enforcement & business alignment. Business alignment can be seen as the marriage of IT and business objectives. Every marriage has its rocky moments, and sometimes a therapist is needed to resolve those issues. Perhaps your marriage could benefit from a little SharePoint Group Therapy?

1. SharePoint Group Therapy
A SharePoint Governance Workshop
SharePoint Engage Phoenix March 14, 2017
Jim Adcock
The SharePoint Therapist

2. Agenda
• What You Can Expect From the Session
• Who Am I
• Who Are You
• What is Governance
• Consequences
• What should be in your governance plan
• Governance Committee
• Carrots and Sticks
• Let’s Talk About Your Issues
• Final Thoughts

3. Parental Advisory Warning
There May Be
F-Bombs

4. I Hate Slides
Every Presentation Ever: Communication FAIL
http://www.youtube.com/watch?v=rIABo0d9MVE

5. Who Am I?

6. Who Am I?
http://sharepointtherapist.com/
http://dlairman.wordpress.com/

7. Who Am I?
Vice-President
Fridays
Austin, TX
http://www.launchpadjobclub.org/

8. Who Am I?
Advertising and marketing
Government
PII & PHI
(social security numbers, financial & medical info)
Multiple contractors (vendors)
Defense & HLS software
High security
Also – Real estate, manufacturing, high-tech, consumer goods
Construction
Consulting
(Variety of industries)

9. Who are You?
• IT?
• Business users?
• Management?
• Something else?
• Anyone here an accidental
SharePoint Administrator?

10. What is Governance?
A hint:
•It’s not a plan
•It’s not a tool

11. What is Governance?
My definition:
Responsible Stewardship of a
resource in order to ensure
effective utilization

12. What is Governance?
• Who is responsible
• What they are responsible for
• Best Practices – what you SHOULD be doing
• Thou Shalt Nots – what you SHOULDN’T be
doing
• Change Management

13. You Probably Already Have Some
Information Governance
IT Governance
Employee Handbook

14. You Probably Already Have Some
To comply with:
• GAAP
• SOX
• HIPPA
• Labor regulations
• Other Local, State and Federal Laws

15. What Makes SharePoint Governance
Special?

16. Marketing hype
from
Consultants
What Makes SharePoint Governance
Special?

17. • Collaboration platforms are pretty new
• Business hasn’t really figured it out yet
• SharePoint is complicated
• SharePoint is a POWERFUL tool
• “With Great Power comes Great
Responsibility”
What Makes SharePoint Governance
Special?

18. What Makes SharePoint Governance
Special?
Nothing

19. Exercise
What should be in your governance plan?

20. Let’s talk about
consequences

21. Undesirable Outcomes
• Users cannot find what they are looking for/Site
Sprawl
• Managing the system takes too much IT resources
• Content seen by the wrong people and/or can’t be
seen by the right people
• System performs poorly
• Doesn’t help users get their jobs done or even
makes their jobs more difficult
• Users use non-approved systems to get around IT

22. Desirable Outcomes
• Content is findable
• Content securely available only to
correct people
• System is manageable
• System performs well
• Serves the business’ needs
(Alignment!)

23. Here’s the thing about governance:
It’s as unique as your
organization

24. Exercise
• Who is responsible?

25. How Do Your Ingredients Measure Up?

26. Governance Plan
• It’s Just Documentation
• Documentation isn’t Governance
• But you still need documentation!

27. Governance Planning Is…
(All you have to do is think of everything)

28. Actual Governance?
That’s HARD.
Because people.

29. What Should Be in Your Plan?
Your first decision:
What is your
SharePoint for?

30. What Should Be in Your Plan?
What do we need SharePoint to accomplish
in order to meet our business objectives?
• What are our business objectives?
• What SharePoint features enable
achievement of business objectives or
enhance efficiency toward reaching those
objectives?

31. What Should Be in Your Plan?
A Training Plan!

32. What Should Be in Your Plan?
WHY
Rationale for the design choices you have
made

33. What Should Be in Your Plan?
• Physical Architecture
• Logical Architecture
• Who is responsible for what
• Backup & Disaster Recovery
• Maintenance
• Administration

34. What Should Be in Your Plan?
• Administration
• System
• Farm
• Site Collections
• Sites
• Does Site/SC Administration include
User Management?

35. What Should Be in Your Plan?
Sprawl Management
• Who can authorize site creation
• Duplication Prevention
• Chain of custody
• Expiration
• Department sites/Team sites/Project sites
• Decision tree

36. Do You Really Need That Site?
• What is a site?
– A site is a collection of lists, libraries and pages with similar ownership, access rights,
and intent.
• When should a site be created?
– Consider creating a site when:
1. Content access controls are different
2. Content ownership is different from that of existing sites
3. Intent of the content is significantly different from existing sites
4. Content is of significant complexity and volume (for example, if a group needs its
own calendar, document library and lists with multiple content types and tags
specific to that group)
• When should you consider other options?
– If the content is minimal (only a few documents)
– If the ownership or purpose matches an existing site
• Other Considerations
– Sites should have clear ownership (both a sponsor and a content manager).

37. What Should Be in Your Plan?
Customization Management
• Who can authorize customization
• Who is responsible for requirements gathering
• Dev/Test/Production Plan
•If you don’t have dev/Test environment(s), you
actually don’t have a PRODUCTION environment!
• Testing and deployment of customizations

38. What Should Be in Your Plan?
• SLA – Service Level Agreement
• Performance Monitoring
• Disaster Recovery
• Issue Resolution
• Customization
• Change Management Plan
• For SharePoint
• For your governance plan

39. What Should Be in Your Plan?
• Content Management
• Duplication Prevention
• Content Ownership
• Content Expiration
• Retention Plan
• Content Auditing
• Content Approval
• Content types and Metadata

40. What Should Be in Your Plan?
• Presentation Management
• Branding
• Page layout and organization
• Governance Committee
• Composition
• Frequency
• Responsibilities

41. Governance Committee
Business Users
IT
Management
HR, Legal

42. Governance Committee
• Business Alignment!
• SLA Compliance
• Change Requests
– Governance Plan changes
– Major Changes
• How minor the decisions made at this
level determines frequency of meetings!

43. Exercise
• How can you encourage compliance?

44. Carrots and Sticks
• HR Discipline procedures
• PIP
• Annual Review metrics (for bonuses
and pay raises)
• Gamification
• Recognition
• Prizes (requires a budget, but doesn’t
have to be big!)

45. What Governance Issues Are
You Facing?

46. Final Thoughts
• Governance Plan <> Governance
• Include a Training Plan in your
Governance plan!
• Buy-in is critical!
• Your goals: Content Findability & Security,
System Performance & Manageability, and
Business Alignment

47. Resources
• http://technet.microsoft.com/en-
us/library/ff848257(v=office.14).aspx
• http://www.rharbridge.com/?page_id=726
• http://kjellsj.blogspot.com/2010/05/sharepo
int-governance-part-i-eating.html
• http://sharepointtherapist.com/

48. Stay in touch!
Feel free to contact me or connect with me:
– @dlairman and @SPointTherapist
– jim@adcock.net
– http://www.linkedin.com/in/jimadcock
– http://SharePointTherapist.com
– http://dlairman.wordpress.com

49. Governance Philosophy
Control vs. Adoption
More control
Less adoption
More chaos
Greater adoption