The Steps To Effective SharePoint Governance

The Steps To Effective SharePoint Governance

#SPGOV @RHarbridge

Presented By: Richard Harbridge

Who am I?

I#SPGOV @RHarbridge

Why Do I Need Effective Governance?

There are over 3,750,000 results on Google for “SharePoint

Governance”

• SharePoint Sprawl• Quality Deterioration• User Frustration• Priority Paralysis• Poor Business Alignment• Failing To Comply With Records Retention• Failure To Meet Best Practices

SharePoint Risks

It’s not just about insuring against or mitigating risks!

Without effective governanceorganization, performance, and

capability are significantly reduced.

What does that mean?

Without Governance

Executing Governance

With Governance

Building The Governance Teams

How do we start?

Recommended Governance TeamsThere are typically 5 teams for SharePoint Governance:

Business Strategy TeamSolutions/Technical Strategy TeamTactical Teams:

Tactical Operations Team

Tactical Development Team

Tactical Support Team

The Strategy Teams

Governance Teams

Business Strategy TeamSolutions/Technical Strategy TeamTactical Teams:

Tactical Operations Team Tactical Development Team Tactical Support Team

Business

IT

Decentralized

Centralized

Business Strategy TeamSample Representative Interests

Executive Sponsor

Knowledge Management

Information/Technology Services

Finance

Sales and Marketing

Human Resources

Legal and Compliance

Operations

People Development and Training

Administration

Role: Provide strategic insight, direction and prioritization for the portal.

Define, Prioritize and Plan

Governance Teams

Business Strategy TeamSolutions/Technical Strategy TeamTactical Teams:

Tactical Operations Team Tactical Development Team Tactical Support Team

Solution (Technical) Strategy TeamRole: Provide technical insight,

direction and prioritization for the portal. Sample Representative Interests

Application Development

Infrastructure

Enterprise Architecture

Security

People Development and Training

CommunicationsTip: If a business direction requires new integration or effort with other technologies then a technical representative for that technology will be necessary.

Map Solutions to ObjectivesCentralize Knowledge and Resources

Enhance Collaboration

Automate and Improve Business Processes

Enhance Governance Model

Reduce Redundancy and Improve Efficiency

Adjust Site Structure and Taxonomy

Migrate File Shares

Create Dashboards

Implement Workflow Solutions

Configure Search Services

Branding

Direct Relationship Indirect Relationship

* Objectives should be more specific – Example purposes only.

SharePoint is not a Silver Bullet…

SharePoint is not a Silver Bullet at NothingButSharePoint.com

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 be…

Our (external) web content management platform.

Our primary document management platform.

Our contact management platform.

SharePoint will not be…

Defining Clear Objectives and Priorities High Level Solutions Definition and OwnershipHigh Level Platform ClassificationCommunication Planning and ManagementResource/Capability ManagementExpectation Management

Strategic Responsibilities

The Tactical Teams

Governance Teams

Business Strategy TeamSolutions/Technical Strategy TeamTactical Teams:

Tactical Operations Team Tactical Development Team Tactical Support Team

The Tactical Operations TeamRole: Provide operational (IT-

related) support and maintenance for the system infrastructure Sample Representative Interests

Infrastructure

Domain Administrators

Networking

Servers and Environments

Quality Assurance

Security

Databases

They 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.

Objectives/Priorities Disaster Recovery Plan Storage and Quota Policies Monitoring Plans Maintenance Plans Service Level Agreements Security Policies Deployment Process, Policies, and Schedule

Operations Responsibilities

http://www.SPStandards.com

Governance Teams

Business Strategy TeamSolutions/Technical Strategy TeamTactical Teams:

Tactical Operations Team Tactical Development Team Tactical Support Team

The Tactical Development TeamRole: Customize/configure,

personalize, and leverage SharePoint to achieve business objectives. Sample Representative Interests

SharePoint Designer

Visual Studio

Source Control

Quality Assurance

Webparts

Templates

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.

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

Development Responsibilities

http://www.SPStandards.com

Governance Teams

Business Strategy TeamSolutions/Technical Strategy TeamTactical Teams:

Tactical Operations Team Tactical Development Team Tactical Support Team

The Tactical Support TeamRole: 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

CoachingCreates 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.

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

Support Responsibilities

http://www.SPStandards.com

Deployment Process/Policies

Extremely Important! Ensure you have clear schedules and ownership.

Multiple Tiers for Escalation

Tactical Support Team

Help Desk

Site Administrators

End Users

Learning Libraries/Online/Help

(You can’t know everything)

Measure SupportLearn and use data to be proactive.

Governance TipIf possible have one member in all of the Governance teams or some members across multiple teams!

Governance TipCreate a “Business Solution Governance Team”. This team allows you to find business users who want to be involved.

You Need AGovernance PlanGovernance 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.

Why a Governance Site?

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

Don’t forget to share stories!

Embed feedback options throughout the sites!

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.

FRAMEWORKS

No Single “Approach”

Projects

Tasks

Communities

Practices

Home Page

Functional Areas

Department Site – “Public”

Department Team Site – “Private”

Project/Initiative Team Sites

Personal Sites– My Sites

“PUBLIC” SITES: Open to all employees

TEAM SITES: Generally open to team members

Tightly controlled,

formal governance

Looser control, less formal governance

Some control, some formal governance

“PRIVATE” SITES: Open to business group members

Define Governance Control Levels

SharePoint is a Platform?SharePoint is a Service.

ITIL Framework

COBIT Framework

Microsoft Operations Framework (MOF)

SharePoint Maturity ModelSadalit van Buren

http://sharepointmaturity.com

1. Understand The Need For Governance2. Build Your Governance Teams3. Understand How SharePoint Is/Should Be Used4. Develop/Practice Guidance and Policies5. Return to Step 2 and Repeat Steps 2 through 46. You Have Perfect Governance

Steps to Effective 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