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The Steps To Effective
SharePoint Governance



                         Presented By: Richard Harbridge
                                 #SPGOV @RHarbridge
Who am I?




#SPGOV @RHarbridge
Why Do I Need
Effective Governance?
There are over 3,750,000 results
   on Google for “SharePoint
         Governance”
SharePoint Risks
• SharePoint Sprawl
• Quality Deterioration
• User Frustration
• Priority Paralysis
• Poor Business Alignment
• Failing To Comply With Records Retention
• Failure To Meet Best Practices
It’s not just about insuring
against or mitigating risks!
What does
        that mean?




 Without effective governance
organization, performance, and
  capability are significantly
           reduced.
Without Governance
Executing Governance
With Governance
Building The
Governance Teams
How do we start?
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
The Strategy Teams
Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
   Tactical Operations Team
   Tactical Development Team
   Tactical Support Team
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
Define, Prioritize and Plan
Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
   Tactical Operations Team
   Tactical Development Team
   Tactical Support Team
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.
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.
SharePoint is not a Silver Bullet…




   SharePoint is not a Silver Bullet at NothingButSharePoint.com
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.
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
The Tactical Teams
Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
   Tactical Operations Team
   Tactical Development Team
   Tactical Support Team
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.
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
Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
   Tactical Operations Team
   Tactical Development Team
   Tactical Support Team
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.
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
Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
   Tactical Operations Team
   Tactical Development Team
   Tactical Support Team
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.
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)…
Support Responsibilities
 User Lifecycle Policy
 Taxonomy Management
 Social Policies
 Content Standards
 Legal and Compliance Policy
 Search Management



               http://www.SPStandards.com
Deployment Process/Policies




                 Extremely Important! Ensure
                 you have clear schedules and
                 ownership.
Multiple Tiers for Escalation
       (You can’t know everything)



                         Tactical Support Team


                               Help Desk


                          Site Administrators


                               End Users


                     Learning Libraries/Online/Help
Measure Support
Learn and use data to be proactive.
Governance Tip
If possible have one member in all
of the Governance teams or some
members across multiple teams!
Governance Tip
Create a “Business Solution
Governance Team”. This team
allows you to find business users
who want to be involved.
You Need A
Governance Plan
Governance Site
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.
Governance Announcements
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.
Team Rosters and Definitions
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
FAQs and a Glossary




  SharePoint Glossary Online
Patterns and Practices
Team Resources and Minutes
Feedback and Surveys

                    Embed feedback
                    options throughout
                    the sites!
Don’t forget to
share stories!
Self Help and Support Resources
Self Help and Support Resources
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.
are



Use them.
No Single “Approach”

Projects       Communities




Tasks             Practices
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
SharePoint is a Platform?
 SharePoint is a Service.
ITIL Framework
COBIT Framework
Microsoft Operations Framework (MOF)
SharePoint Maturity Model
     Sadalit van Buren




     http://sharepointmaturity.com
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.
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

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SharePoint Symposium - Governance

  • 1. The Steps To Effective SharePoint Governance Presented By: Richard Harbridge #SPGOV @RHarbridge
  • 2. Who am I? #SPGOV @RHarbridge
  • 3. Why Do I Need Effective Governance?
  • 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.
  • 12. How do we start?
  • 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
  • 35. Deployment Process/Policies Extremely Important! Ensure you have clear schedules and ownership.
  • 36. Multiple Tiers for Escalation (You can’t know everything) Tactical Support Team Help Desk Site Administrators End Users Learning Libraries/Online/Help
  • 37. Measure Support Learn and use data to be proactive.
  • 38. Governance Tip If possible have one member in all of the Governance teams or some members across multiple teams!
  • 39. Governance Tip Create a “Business Solution Governance Team”. This team allows you to find business users who want to be involved.
  • 40. You Need A Governance Plan Governance Site
  • 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.
  • 44. Team Rosters and Definitions
  • 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
  • 49. Feedback and Surveys Embed feedback options throughout the sites! Don’t forget to share stories!
  • 50. Self Help and Support Resources
  • 51. Self Help and Support Resources
  • 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.
  • 54. No Single “Approach” Projects Communities Tasks Practices
  • 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
  • 56. SharePoint is a Platform? SharePoint is a Service.
  • 60. SharePoint Maturity Model Sadalit van Buren http://sharepointmaturity.com
  • 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

  1. 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. 