Steps to Effective SharePoint Governance - SPFest Chicago

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The Steps To Effective SharePoint Governance


Presented By: Richard Harbridge


Who am I?

BostonWe Washington

http://www.packtpub.com/microsoft-sharepoint-for-business-executives-guide/book


SPTechConThe SharePoint Technology Conference

SPTechConThe SharePoint Technology Conference


Our Goal Today…

From Here To Here



Information!


Why Do I Need Effective Governance?


There are big risks that are almost always realized when you

don’t have it!


SharePoint Sprawl

Risk: Un-Managed Sites and Content were not periodically reviewed for accuracy and relevance.


Quality Deterioration

Risk: Did not ensure that content quality is maintained for the life of the portal.

http://www.imdb.com/media/rm1367186432/tt0114781


Risk: Did not consistently provide a high quality user experience.

Frustration Failure


Priority ParalysisProject Priority

Fileshare Migration 1Partner Extranet 1Executives Kitten Picture Rotator 1Legacy Application Integration 1Governance Planning 1Put Out Server Room Fires 1

Risk: Did not establish clear decision making authority/ownership and escalation procedures so that conflicts and/or policy violations are resolved in a timely manner.


Ineffective Use of Time/Resources

Risk: Did not ensure that the portal strategy is aligned with business objectives so that it continuously delivers business value.


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


Without effective governanceorganization, performance, and

capability are significantly reduced.

What does that mean?


Without Governance


Executing Governance


With Governance


The Outcome

You can now communicate why Governance is important/required.


What to watch out for…It’s not insurance.

It makes your SharePoint investments more successful.


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


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




Solution (Technical) Strategy TeamRole: Provide technical insight,

direction and prioritization for the portal.

Sample Representative Interests

Application Development

Infrastructure

Enterprise Architecture

Security


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


HR Onboarding Solutions

• Onboarding Workflow• Onboarding Electronic Forms• Integration with HRIS• New Employee Site


Map Solutions to Objectives

Automate and Improve HR

Employee File Management

Automate and Improve HR Onboarding

Automate and Improve Absence

Management

Centralize Knowledge and

Resources

Provide HR Self Service

Adjust Site Structure

Onboarding Workflow Onboarding Electronic Forms

Integration With HRIS

New Employee Site Document Capture Automation

Direct Relationship Indirect Relationship

* Objectives/solutions should be more specific – Example purposes only.


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…

https://www.nothingbutsharepoint.com/sites/eusp/Pages/SharePoint-is-not-a-Silver-Bullet.aspx


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




The Tactical Operations TeamRole: Provide operational (IT-

related) support and maintenance for the system

infrastructure


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


Governance Teams




The Tactical Development TeamRole: Customize/configure,

personalize, and leverage SharePoint to achieve business

objectives.


SharePoint Designer

Visual Studio

Source Control

Quality Assurance

Webparts

TemplatesThis 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

SharePoint Standards Online

http://www.spstandards.com/


Governance Teams




The Tactical Support TeamRole: Provide support of the

SharePoint applications and platform.


Support and HelpDesk


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




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.


Deployment Process/Policies

Extremely Important! Ensure you have clear schedules and ownership.


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.


The Outcome

Everyone Achieves a Shared Understanding of SharePoint Related

Processes.


What to watch out for…Not just documents, policies, and

procedures. It is an active and ongoing process.


Setting Up 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.

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!




FAQs and a Glossary

SharePoint Glossary Online

http://www.rharbridge.com/?page_id=60


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.


The OutcomeUsing the SharePoint Platform we can

effectively manage SharePoint Governance.


What to watch out for…Just having the Governance site isn’t enough. Content must remain fresh.


Governance Resources


IS

Use them.


Governance Checklist


TechNet, Community and More..


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


ITIL Framework


COBIT Framework


SharePoint Deployment and Governance using COBIT 4.1

Chennault & Strain

http://www.amazon.com/SharePoint-Deployment-Governance-Using-COBIT/dp/1604201177

http://www.amazon.com/SharePoint-Deployment-Governance-Using-COBIT/dp/1604201177


Microsoft Operations Framework (MOF)


SharePoint Maturity ModelSadalit van Buren

http://sharepointmaturity.com

http://sharepointmaturity.com/


The Outcome

There is a ton of material out there to support you.


What to watch out for…External best practices, policies,

standards, and ideas may or may not be the right fit.


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.


Questions? Ideas? Feedback? Contact me:Twitter: @RHarbridge Blog: http://www.RHarbridge.comEmail: [email protected]:

700+ SharePoint IA Slides at..PracticalIntranet.com

130+ SharePoint Standards at.. SPStandards.com

15 Pages of Important Questions at.. SharePointDiagnostics.com

Thank You Organizers, Sponsors and You for Making this Possible.

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