SPS Johannesburg - Governance from the Trenches
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A look into one organization's journey to a successful collaborative governance implementation. Step through what worked and what didn't for a major consumer electronics company along with a recommended approach for your own implementation.
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SPS Johannesburg - Governance from the Trenches
- 1. SharePoint Governance from the Trenches Melinda Morales 3 October 2015 Johannesburg, SA
- 2. Sponsors @sps_events #SPSPlus, #SPSJHB, #SPSCPT, #SPSDBN Platinum Gold Silver
- 3. http @TrulyMelinda /in/melindamorales TrulyMelinda.com About Me Position: Business Analyst, GTconsult Responsibility: Make collaboration productive Experience: SP since 2007, 10 years at Sony Love: Business/IT Mediation, Governance Interests: Music, crazy shoes, all things art
- 4. Imagine an environment where… solutions always fit requirements strengthened relationship between IT and Business exponentially increased support staff ability to automate processes and build systems for low to no cost employee empowerment at an all time high fast and easy access to critical solutions
- 5. The practical approach #1. Partner IT with business & Hash it out. #2. Make it Official & Lay the fence. #3. Communicate & Empower. #4. Monitor & Refine.
- 6. 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
- 7. 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
- 8. 2. Make it official & Lay the Fence. 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
- 9. 3. Communicate & Empower. • 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
- 10. 4. Monitor. & Refine • 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
- 11. Case Study Adventures in SharePoint Governance
- 12. 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 Git R Done User Empowerment Spring Cleaning We see the light! The Perfect Storm The “G” Word O-M-G Things just got real 2010 Upgrade MOSS 2007 soft launch
- 13. Upgrade to 2010 and move to shared farm 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 Git R Done User Empowerment Spring Cleaning We see the light! The Perfect Storm The “G” Word O-M-G Things just got real 2010 Upgrade MOSS 2007 soft launch
- 14. 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 Git R Done User Empowerment Spring Cleaning We see the light! The Perfect Storm The “G” Word O-M-G Things just got real 2010 Upgrade MOSS 2007 soft launch Over 6k sites
- 15. The time for governance is upon us Starts and stops initially due to personnel turnover Challenges with ownership, management buy- in, prioritization A long and winding road Governance Git R Done User Empowerment Spring Cleaning We see the light! The Perfect Storm The “G” Word O-M-G Things just got real 2010 Upgrade MOSS 2007 soft launch
- 16. 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 Git R Done User Empowerment Spring Cleaning We see the light! The Perfect Storm The “G” Word O-M-G Things just got real 2010 Upgrade MOSS 2007 soft launch
- 17. 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 Git R Done User Empowerment Spring Cleaning We see the light! The Perfect Storm The “G” Word O-M-G Things just got real 2010 Upgrade MOSS 2007 soft launch
- 18. Analysis of what 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 Our Top Chores: 1. Identify abandoned sites 2. Identify business critical sites 3. Catalog front-end customizations 4. Define ownership of every remaining sites 5. Classify information on remaining sites 6. Inform all known site owners of new policy Git R Done User Empowerment Spring Cleaning We see the light! The Perfect Storm The “G” Word O-M-G Things just got real 2010 Upgrade MOSS 2007 soft launch
- 19. Set goal to “teach them to fish” Rewards and recognition program put into place Communication is key Business owner focus on relationship building Education on best practices Git R Done User Empowerment Spring Cleaning We see the light! The Perfect Storm The “G” Word O-M-G Things just got real 2010 Upgrade MOSS 2007 soft launch
- 20. Implementation of Center of Excellence Formalized reporting on violation of policy and guidelines Monthly governance committee meetings Living, breathing governance entity Git R Done User Empowerment Spring Cleaning We see the light! The Perfect Storm The “G” Word O-M-G Things just got real 2010 Upgrade MOSS 2007 soft launch ITCorp
- 21. The practical approach #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. ReCAP
- 22. GTconsult governance offerings Thank You!! 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: 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-Team
Editor's Notes
- Here is our agenda: Tips on how to implement a practical governance model. We will pause at the end of each of these points to take questions…BUT to keep on schedule we may need to take some of these questions offline. Short break Melinda will discuss the Sony Story, really good real-world timeline of their days before governance, what it took to get there and where they are now One caveat I’d like to throw out there is after this session, please continue to get additional opinions on this vast, complex subject. This is not a ONE SIZE FITS ALL answer to all of your governance pains. BUT we are confident that a lot of the material we discuss today you will come across or are already experiencing. Hopefully we can help you to discover ways to address these or at least lead you in the right direction. I can feel my IQ rising just being in this room, there’s a lot of smart people here, so feel free to shout out if you disagree with something or if you have additional feedback to add. Because again, ours are just a few opinions of many that exist out there in the world.
- 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?