Microsoft Office SharePoint Server 2007 Governance: From Chaos to Success in Ten Steps

Joel Oleson – SharePoint Technical Evangelist www.sharepointjoel.comwww.twitter.com/joeloleson

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7+ Year SharePoint Veteran5 Years in MS IT2 Years in Product TeamSharePoint Consultant and Trainer5 yrs TechEd US & EuropeGlobe TrotterAte crickets last week

Who is SharePoint Joel?

Let’s Dive in!

1) Confront Reality2) Create a Governance Plan3) Get an Exec Sponsor4) Create the Dream Team5) Build Services not Stuff6) Define Clear Policies and Standards7) Invest in Scalable Information Architecture8) Don’t forget Change Management9) Adoption is What Counts10)Keep it Simple Stupid.

10 Steps To Ensure Success

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Confront Reality

IT Control

User Empowerment

88

99

Have a Governance Plan

Through 2010, less than 35% of sites turning on Windows

SharePoint Services will put effective governance techniques in place.

Gartner

Governance uses people, process, technology, and policies to define a service, resolve ambiguity, and mitigate conflict within an organization

SharePoint Governance 11

Source: The Burton Group

1212

SharePoint Governance Plan

PeopleRoles and responsibilities

ProcessHow to accomplish common tasks such as creating a new site or requesting new business requirements

TechnologyLeveraging features and tools to enforce policies through technology

PolicyCollection of principles - What site owners, designers, developers should/shouldn’t do

1313

Clear Vision, Mission and Goals

TCO

Optimize

Remove legacy

Drive Efficiency

1414

Get a Passionate Executive Sponsor

1515

Exec Sponsor with $$$$$$

Get me SharePoint or You’re FIRED!

1616

Data Governance Roles And ResponsibilitiesSeptember 2007 “Data Governance: What Works And What Doesn’t”

1717

Build Services NOT Stuff

1818

SharePoint is Plastic. What is your Creation?

1919 Cleverworkarounds.com

2020

Two Types of Service Models

Commodity

Hosting

Application

Hosting

Out of the box (Standard)

Custom (D

edicated)

2121

Containment Hierarchy

2222

Joel's Cheat Sheet for HostingSite Collection •Support 100s-100K+ sites

•Ideal for Blogs & Collaborative environments

Sites •Information and aggregation portals such as Intranets•Internet sites with page libraries

Web App •Ideal for point solutions, departments, and groups of site collections•Namespace and relationship autonomy

DedicatedFarm(s)

•Ideal for applications built on SharePoint•Great for staged deployments i.e. authoring to production

Commodity Hosting Examples

Meetings and Workspaces

• /workspaces• 500MB• Self Service• 6 months confirm

then archive• Excluded from

search

Mysites

• /mysites• 100MB• Self Service• 1 year if not used• No confidential IP• User Quotas

Team & Group

• /teams• 5GB-15GB• Help Desk

provisioned• Listed in Site

directory• Archived on

Demand

Adhoc Structured

Short term Long term

Collaborati on ServiceOff ering

2424

SharePoint Shared Services PlatformWell Managed, High Availability, DR

Team Sites My SitesCorporate Portal App 1 App 2

2525

SharePoint Governance Model

Division Portals

Groups & Teams

Projects & Workspaces

My Sites

CentralPortal

Portal/Web

Collaboration

2626

SharePoint Governance Model

Permanent Central PortalEnterprise SearchEnterprise Browse

Division Portals

Groups & Teams

Projects & Workspaces

My Sites

CorporateBusiness TaxonomyWith DivisionalStakeholders

PerUser

Ad Hoc SelfServicew/ Life CycleManagement

Permanent Division PortalsBusiness Process Division News, ScorecardsGroup Reporting

Semi StructuredGroup, Team, ProjectSites and Workspaces

Blogs, bios, Social

CentralPortal

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Multi Deployment/Global Model

RegionalPortal

Team Workspaces

My Sites

RegionalPortal

Team Workspaces

My Sites

Central Portal

Team Workspaces

My Sites

Incremental Indexingover the WAN

(Federated Search)

2828

Create the Dream Team

3030

SharePoint Operational Roles

Infrastructure Support

SharePoint Administrator

Content Administrator SharePoint

Developer(s)

BusinessIntelligence

BusinessForms

SearchContent

Management

Collaboration

PortalPlatformServices

3131

SharePoint Deployments are you ready?Forming

Who is at the table?Get use to the platform OOB, what does it do, how does it work.. Vision, Mission, Project Plans, etc...

Storming

Work it out... OLAs, SLAs and various kinks watch your requirements for follies take on challenges your deployment and team.

Norming

Be Proactive...As people get use to the processes, procedures, and agreements now is the time to shine be *proactive* and ensure monitoring and effective reporting.

Performing

We’re doing it!Now that teams and your deployment is reaching it’s potential now you are ready to take on big challenges.

Adapted from Tuckman and Jensen 1977

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Joel’s Deployment Model

Newbie• WSS, Collab,

Blogs, Wikis, Doc Mgmt

Tween• Portal,

Search, My sites, Profiles

• WCM in place with approval

Teen• Excel

Services, KPIs• Custom Web

Parts• Third Party

Business Solutions

• Variations

Rockstar• Multi Stage

Custom Development

• Custom Solutions

• BDC, Integration

• Business Applications

Are you trying to be a Rockstar with the experience of a newbie?

3333

Define Clear Policies and Standards

3434

Standardization

Flexibility

3636

Defining Policies

Do I charge back for site hosting?What quota should I allow?Should I allow SharePoint Designer?

What should I do with online web parts?Dev & Third party solutions?Solution Deployments!!! (.wsp)

Adhoc Structured

Self

Serv

ice

Sm

alle

r Q

uota

Q

uick

er E

xpira

tion

O

OB

IT P

rovi

sion

ed

La

rger

Quo

ta

P

erm

anen

t

Su

ppor

ted

Dev

env

.

$

$$ C

harg

e Ba

ck

3737

Policies Support Services

IT Hosted Services

Site Collection Hosting• Low cost to Free

(low barrier)• Self Service (w/ meta

data capture or workflow)

• Fixed Quotas• SharePoint Designer

(optional)• Out of box templates +

Application Templates

Web App Hosting• $ Charge Back• Multi Tenant • Web App/App Pool• No GAC access• Custom Site Templates• Limited LOB Integration

Premium App Hosting• $$$ Charge back• Dedicated• Virtual or Physical

Separation• Custom LOB Integration• Business Focused Dev• Dev/Test environments

3838

Build for Today Design for Tomorrow

39

4040

4141

Another SharePoint Site

Site Collection Another Site Collection

Root Site

How about another one?

Root Site

Child

Site

Child

Site

Descendent Site

Descendent Site

Descendent Site

Child

Site

Site Collection

Root Site

Child Site

Child Site

Descende

nt Site

Another SharePoint Site

Site Collection

Another Site Collection

Root Site

How about another one?

Root Site

Child Site

Child Site

Descendent Site

Descendent Site

Descendent Site

Child Site

Site Collection

Root Site

Child Site

Child Site

Descendent Site

Arlington

4242

Another SharePoint Site

Site Collection Another Site Collection

Root Site

How about another one?

Root Site

Child

Site

Child

SiteDescendent Site

Descendent Site

Descendent Site

Child

Site

Site Collection

Root Site

Child Site

Child Site

Descende

nt Site

Baltimore

4343

Portal Information Arch exampleBuild initial site architecture and delegate

Home

Payroll

SupportT & E

R & D Training

Executive SalesFinance Production IT Customer Support

BOD

Site Contributors = Board of DirectorsSite Designers = SharePoint DesignersSite Managers = SharePoint Administrators

Site Visitors = EveryoneSite Contributors = EveryoneSite Designers = SharePoint DesignersSite Managers = SharePoint Administrators

Site Visitors = Production TeamSite Contributors = Research and Development TeamSite Designers = SharePoint DesignersSite Managers = SharePoint Administrators

Site Visitors = Registered CustomersSite Contributors = Customer Support TeamSite Designers = SharePoint DesignersSite Managers = SharePoint Administrators

Source: The Burton Group

4444

Don’t Forget Change Management

4545

4646

Process Models for Dev Life Cycle

• Code• Introduction• Coexistence

Dev

• UAT• Authoring• POC• Validate

Test• Users• Workflows• BPM

Prod

Release ManagementConfiguration ManagementOperations Monitoring, Security & Patch ManagementCommunications & Service ManagementCode Propagation Testing & Deployment

Microsoft Operations Framework 4.0

http://go.microsoft.com/fwlink/?LinkId=116390

4848

Adoption is What Counts!

4949

Understanding

Design

Implementation

Adoption

5050

5151

Keep it Simple Stupid!

K.I.S.S.

Do you really need that list def, site def, or wiz bang widget?Don’t start with BDC and Excel Services requirements if you’re trying to deploy a simple portal or search solution…Start with Search, it’s an easy win.Watch for Scope Creep it is very easy in SharePoint.

Keep It Simple Stupid.

Cutting corners – “My Devs are My Admins”The SharePoint project is no longer SharePoint (it’s so custom)“Production is test and dev, and where I introduce my service packs”SharePoint is a simple install... (c’mon it’s a Microsoft app... No one will even notice it.)“Let’s just get it out there, then we’ll figure out this “governance” and “operations” stuff...”

Key takeaways today...

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Resources and PlugsJoel’s Blog – http://www.sharepointjoel.com Nintex Reporting – http://www.nintex.com/reporting/SharePoint Governance Resources

http://technet.microsoft.com/en-nz/office/sharepointserver/default(en-us).aspx

CodePlex Governance Toolshttp://www.codeplex.com/governance

Join a SharePoint User Group

SharePoint Deployment Essentials & Governance Checklist

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G-day Mates! Enjoy the Party...

Questions?

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SharePoint Global Deployment – OFC 373 – Joel Oleson and Ben Curry

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