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The Steps to Effective SharePoint Governance
The document outlines the steps to effective SharePoint governance. It recommends starting with 5 governance teams: a business strategy team, initiatives/technical strategy team, and tactical teams for operations, development, and support. The roles and responsibilities of each team are described. It also recommends establishing a governance site to house governance policies, standards, guidelines, team rosters, and other resources to facilitate collaboration and management of the governance process. Effective governance is an ongoing process that requires regularly returning to steps like developing guidance, building the teams, and understanding how the system should be used.
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The Steps to Effective SharePoint Governance
- 1. The Steps ToEffective SharePoint GovernancePresented By: Richard Harbridge@rharbridge
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- 3. Our GoalToday…From Here To Here
- 4. Why Do INeed Effective Governance?
- 5. There are bigrisks that are almost always realized when you don’t have it!
- 6. SharePoint SprawlHe wasonly intending to build a two-storyhouse - larger than those of his neighbors to reflect his position as the city's richest man.“First I added three floors but then the house looked ungainly, like a mushroom," he said. "So I added another and it still didn't look right so I kept going…”Risk: Un-Managed Sites and Content were not periodically reviewed for accuracy and relevance.
- 7. Quality DeteriorationRisk: Didnot ensure that content quality is maintained for the life of the portal.
- 8. Frustration FailureRisk: Didnot consistently provide a high quality user experience.
- 9. Priority ParalysisRisk: Didnot establish clear decision making authority/ownership and escalation procedures so that conflicts and/or policy violations are resolved in a timely manner.
- 10. Ineffective Use ofTime/ResourcesRisk: Did not ensure that the portal strategy is aligned with business objectives so that it continuously delivers business value.
- 11. It’s not justabout insuring against or mitigating those risks!
- 12. What does thatmean?Without effective governanceorganization, performance, andcapability are significantly reduced.
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- 16. The OutcomeYou cannow communicate why Governance is important/required.
- 17. What to watchout for…It’s not insurance. It makes your SharePoint investments more successful.
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- 19. How do westart?
- 20. Most people recommendstarting with a Governance Committee…I prefer a focus on the teams instead and never really have a single representative Governance Committee.
- 21. RecommendedGovernance TeamsThere aretypically 5 teams for SharePoint Governance:Business Strategy Team
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- 26. Tactical Support TeamAlternativeTeamsIf the organization or implementation is small enough you might only need to start with two and break them apart as you mature/grow.Tactical Team
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- 33. Business Strategy TeamRole:Provide strategic insight, direction and prioritization for the portal.DecentralizedBusinessCentralizedIT
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- 36. Initiative (Technical)Strategy TeamRole:Provide technical insight, direction and prioritization for the portal.If a business direction requires new integration or effort with other technologies then a technical representative for that technology will be necessary.
- 37. Map Initiatives toObjectives Direct Relationship Indirect Relationship* Objectives should be more specific – Example purposes only.
- 38. SharePoint will be…Utilizedby Business Users to develop and implement business solutions that use technology without IT’s direct involvement.
- 39. Our primary unifiedapplication delivery platform.
- 40. Our primary workflow/businessprocess automation platform.
- 41. Our intranet andcommunication center for internal corporate communications.
- 42. …SharePoint will notbe…Our (external) web content management platform.
- 43. Our primary documentmanagement platform.
- 44. Our contact managementplatform.Define a Governance Pyramid
- 45. Strategic ResponsibilitiesDefining ClearObjectives and Priorities
- 46. High Level InitiativeDefinition and Ownership
- 47. High Level PlatformClassification
- 48. Communication Planning andManagement
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- 51. The Tactical OperationsTeamRole: Provide operational (IT- related) support and maintenance for the system infrastructureThey manage the more routine maintenance of the system by performing nightly backups, performance monitoring and analysis, and keeping the environment current with security releases and upgrades.
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- 54. Storage and QuotaPolicies
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- 59. Deployment Process, Policies,and ScheduleThe Tactical Development TeamRole: Customize/configure, personalize, and leverageSharePointto achieve business objectives.This team is a loosely-knit community who's membership ranges from highly skilled programmers to technically savvy end users in charge of personalizing departmental team sites.
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- 64. Development Standards (IncludingOOTB vs Custom)
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- 67. Deployment Process, Policies,and ScheduleSharePoint Standards Online
- 68. Deployment Process/PoliciesExtremely Important!Ensure you have clear schedules and ownership.
- 69. The Tactical SupportTeamRole: Provide support of the SharePoint applications and platform.Creates and manages a support system with effective training and proper channels of question or issue escalation and resolution. This team should also include influential users and leaders.
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- 71. Site Classification andPlatform Classification
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