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The Steps To Effective SharePoint Governance. Presented By: Richard Harbridge. #SPGOV @RHarbridge. 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 Risks. SharePoint Sprawl - PowerPoint PPT Presentation
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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
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: [email protected]
Resources: PracticalIntranet.com, SPStandards.com, SharePointDiagnostics.com
