Slides from a GTconsult / Sony webinar on 4-28-2015 with Office 365 MVP Christian Buckley and SharePoint governance expert Melinda Morales from Sony Electronics, walking through Melinda's almost 10-year experience helping roll out and manage SharePoint inside of one of the most recognized companies in the world.

1. SharePoint Governance from
the Trenches: Sony Electronics 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: Systems Analyst, Sony Electronics
Responsibility: Queen of SharePoint
Experience: SP since 2007, 10 years at Sony
Love: Problem Solving, Governance
Interests: Music, Gaming, All things Art
Contact:
e: Melinda.morales@am.sony.com
t: +1 619 623 1587

3. About GTconsult

4. AGENDA
• Why governance continues to spark interest
• The Sony Story
• Next steps

5. WhyGovernance?
Why haven’t we figured this out yet?

6. SharePointGrowth & Evolution
SharePoint Releases
Metadata
Content

7. The CIO Dilemma:
Balancing end user requests
with compliance and
governance constraints,
weighing costs and flexibility

8. TheSonyStory
Adventures in SharePoint Governance

9.  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

10.  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

11.  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-GThings just got real
2010 Upgrade
MOSS 2007 soft launch

12.  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

13.  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

14.  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

15.  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
OurTop 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

16.  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

17.  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

18. 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.
Recommendations

19. Q&A
Questions? Throw them at us!

20. Let’s get your governance party started!
Governance “Remix” Workshop
• Looking for help in assessing your current business process gaps, and developing a strategy for
making governance a more proactive and sustainable activity within your SharePoint environment?
• GTconsult is proud to offer a helping hand in getting your SharePoint governance focused and
ready for the future!
• On-site assessment of your governance needs
• Process documentation and recommendations
• Implementation assistance
• On-going support and advice
• Various package options available to fit YOUR organizational needs

21. 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