4. There are over 3,750,000 results
on Google for “SharePoint
Governance”
5. SharePoint Risks
• SharePoint Sprawl
• Quality Deterioration
• User Frustration
• Priority Paralysis
• Poor Business Alignment
• Failing To Comply With Records Retention
• Failure To Meet Best Practices
6. It’s not just about insuring
against or mitigating risks!
7. What does
that mean?
Without effective governance
organization, performance, and
capability are significantly
reduced.
13. Recommended Governance Teams
There are typically 5 teams for SharePoint Governance:
Business Strategy Team
Solutions/Technical Strategy Team
Tactical Teams:
Tactical Operations Team
Tactical Development Team
Tactical Support Team
15. Governance Teams
Business Strategy Team
Solutions/Technical Strategy Team
Tactical Teams:
Tactical Operations Team
Tactical Development Team
Tactical Support Team
16. Business Strategy Team
Role: Provide strategic insight, Sample Representative Interests
direction and prioritization for Executive Sponsor
the portal. Knowledge Management
Information/Technology Services
Finance
Sales and Marketing
Human Resources
Decentralized Business Legal and Compliance
Operations
IT Centralized People Development and Training
Administration
18. Governance Teams
Business Strategy Team
Solutions/Technical Strategy Team
Tactical Teams:
Tactical Operations Team
Tactical Development Team
Tactical Support Team
19. Solution (Technical) Strategy Team
Role: Provide technical insight,
direction and prioritization for
the portal. Sample Representative Interests
Application Development
Infrastructure
Enterprise Architecture
Security
People Development and Training
Tip: If a business direction requires new
Communications
integration or effort with other technologies
then a technical representative for that
technology will be necessary.
20. Map Solutions to Objectives
Direct Relationship Indirect Relationship
Centralize Automate and Enhance Reduce
Enhance
Knowledge and Improve Business Governance Redundancy and
Collaboration
Resources Processes Model Improve Efficiency
Adjust Site
Structure and
Taxonomy
Migrate File
Shares
Create Dashboards
Implement
Workflow
Solutions
Configure Search
Services
Branding
* Objectives should be more specific – Example purposes only.
21. SharePoint is not a Silver Bullet…
SharePoint is not a Silver Bullet at NothingButSharePoint.com
22. SharePoint will be…
Utilized by Business Users to develop and implement business solutions that use
technology without IT’s direct involvement.
Our primary unified application delivery platform.
Our primary workflow/business process automation platform.
Our intranet and communication center for internal corporate communications.
…
SharePoint will not be…
Our (external) web content management platform.
Our primary document management platform.
Our contact management platform.
23. Strategic Responsibilities
Defining Clear Objectives and Priorities
High Level Solutions Definition and Ownership
High Level Platform Classification
Communication Planning and Management
Resource/Capability Management
Expectation Management
25. Governance Teams
Business Strategy Team
Solutions/Technical Strategy Team
Tactical Teams:
Tactical Operations Team
Tactical Development Team
Tactical Support Team
26. The Tactical Operations Team
Role: Provide operational (IT-
related) support and
maintenance for the system
infrastructure Sample Representative Interests
Infrastructure
Domain Administrators
Networking
Servers and Environments
They manage the more routine maintenance of
Quality Assurance
the system by performing nightly backups,
Security
performance monitoring andDatabases and
analysis,
keeping the environment current with security
releases and upgrades.
27. Operations Responsibilities
Objectives/Priorities
Disaster Recovery Plan
Storage and Quota Policies
Monitoring Plans
Maintenance Plans
Service Level Agreements
Security Policies
Deployment Process, Policies, and Schedule
http://www.SPStandards.com
28. Governance Teams
Business Strategy Team
Solutions/Technical Strategy Team
Tactical Teams:
Tactical Operations Team
Tactical Development Team
Tactical Support Team
29. The Tactical Development Team
Role: Customize/configure,
personalize, and leverage
SharePoint to achieve business
objectives. Sample Representative Interests
SharePoint Designer
Visual Studio
Source Control
Quality Assurance
This team is a loosely-knit community who's
Webparts
membership ranges from highly skilled
Templates
programmers to technically savvy end users in
charge of personalizing departmental team sites.
30. Development Responsibilities
Objectives/Priorities
Branding Guide
SharePoint Designer Policy
Workflow Policy
Development Standards (Including OOTB vs Custom)
Development Environment Policy
Testing Requirements
Deployment Process, Policies, and Schedule
http://www.SPStandards.com
31. Governance Teams
Business Strategy Team
Solutions/Technical Strategy Team
Tactical Teams:
Tactical Operations Team
Tactical Development Team
Tactical Support Team
32. The Tactical Support Team
Role: Provide support of the
SharePoint applications and
platform. Sample Representative Interests
Support and HelpDesk
People Development and Training
Knowledge Management
Taxonomy and Ontology
Navigation and Organization
Creates and manages a support system with
Coaching
effective training and proper channels of
question or issue escalation and resolution. This
team should also include influential users and
leaders.
33. Support Responsibilities
Objectives/Priorities
Site Classification and Platform Classification
Site Provisioning Process/Questionnaire
User Expectations Agreement
Roles and Responsibilities
Support Agreement(s)
Training and Communication Plans
MySite Policies (Pictures)…
34. Support Responsibilities
User Lifecycle Policy
Taxonomy Management
Social Policies
Content Standards
Legal and Compliance Policy
Search Management
http://www.SPStandards.com
36. Multiple Tiers for Escalation
(You can’t know everything)
Tactical Support Team
Help Desk
Site Administrators
End Users
Learning Libraries/Online/Help
41. Why a Governance Site?
1. It’s a lot of content.
2. It’s a collaborative process.
3. It’s an ongoing process.
4. Each piece of content should
have a clear owner.
5. Content will need to
be shared.
43. SharePoint Solutions Listing
In addition you can also create a
‘Roadmap’ or basically a Gantt Chart or
visual indicator of solutions to show
what you have achieved and where you
are going with SharePoint.
45. Policies, Standards and Guidelines
Use Search, Metadata, and
Approval Workflows to help
improve management and user
experience.
For living documents/standards that
require many authors try a Wiki!
http://www.SPStandards.com
46. FAQs and a Glossary
SharePoint Glossary Online
52. Complete Site Listing
Include things like:
• The owner and secondary
owner of the site.
• The purpose of the site.
• The URL, Size, and Usage Level
of the site.
• The last time the site was
engaged by the support team.
55. Define Governance Control Levels
Home Page
“PUBLIC” SITES: Open Tightly
to all employees controlled,
formal
Functional Areas governance
Department Site –
“Public”
“PRIVATE” SITES: Open Some control,
to business group Department Team Site – “Private” some formal
members governance
TEAM SITES: Generally open Looser control,
Project/Initiative Team Sites less formal
to team members
governance
Personal Sites– My Sites
61. Steps to Effective Governance…
1. Understand The Need For Governance
2. Build Your Governance Teams
3. Understand How SharePoint Is/Should Be Used
4. Develop/Practice Guidance and Policies
5. Return to Step 2 and Repeat Steps 2 through 4
6. You Have Perfect Governance
You Can Never Truly Achieve Perfect Governance.
So long as you are performing the steps
you are achieving Effective Governance.
62. Thank You
Organizers, Sponsors and You for Making this Possible.
Questions? Ideas? Feedback? Contact me:
Twitter: @RHarbridge
Blog: www.RHarbridge.com
Email me: Richard@RHarbridge.com
Resources: PracticalIntranet.com, SPStandards.com,
SharePointDiagnostics.com
Notes de l'éditeur
My dedication to you before I begin. By the end of this you will have gained 3 things. It might be new knowledge, it might be a new method but you MUST gain 3 things by the end. If you don’t my first challenge to you is to stalk me, hunt me down and make sure you get 3 things from me. Because I owe you 3 things! This is meant to help you.