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The Steps To Effective SharePoint Governance
@rharbridge
Presented By: Richard Harbridge
Who am I?
I
Our Goal Today…
From Here To Here
Why Do I Need Effective Governance?
#SPSVB @RHarbridge
There are big risks that are almost always realized when you
don’t have it!
SharePoint Sprawl
“First I added three floors but then the house looked ungainly, like a mushroom," he said. "So I added another and it still didn't look right so I kept going…”
He was only intending to build a two-story house - larger than those of his neighbors to reflect his position as the city's richest man.
Risk: Un-Managed Sites and Content were not periodically reviewed for accuracy and relevance.
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Quality Deterioration
Risk: Did not ensure that content quality is maintained for the life of the portal.
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Risk: Did not consistently provide a high quality user experience.
Frustration Failure
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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.
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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.
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It’s not just about insuring against or mitigating those risks!
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Without effective governanceorganization, performance, and
capability are significantly reduced.
What does that mean?
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Without Governance
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Executing Governance
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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
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How do we start?
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Most people recommend starting with a Governance Committee…
I prefer a focus on the teams instead and never really have a single representative Governance Committee.
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Recommended Governance TeamsThere are typically 5 teams for SharePoint Governance:
Business Strategy TeamInitiatives/Technical Strategy TeamTactical Teams:
Tactical Operations Team
Tactical Development Team
Tactical Support Team
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Alternative TeamsIf the organization or implementation is small enough you might only need to start with two and break them apart as you mature/grow.
Tactical Team Operations
Development
Support
Strategy Team Business
Technical
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The Strategy Teams
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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.
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Define, Prioritize and Plan
Centralize Knowledge and Resources
Enhance Collaboration
Automate and Improve Business Processes
Enhance Governance Model
Reduce Redundancy and Improve Efficiency
Centralize Knowledge and Resources
Centralize - 2 Centralize – 1 Centralize – 2 Centralize – 0
Enhance Collaboration Improve BP - 2 Governance – 2 Redundancy – 2
Automate and Improve Business Processes
Governance – 1 Redundancy – 1
Enhance Governance Model
Redundancy – 1
Reduce Redundancy and Improve Efficiency
Ensure Clear Priorities
Objective Weight Importance
Centralize 5 35.71%Collaboration 0 0%Improve BP 2 14.29%Governance 3 21.43%Redundancy 4 28.57%
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Initiative (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
CommunicationsIf a business direction requires new integration or effort with other technologies then a technical representative for that technology will be necessary.
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Map Initiatives 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.
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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…
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Define a Governance Pyramid
Defining Clear Objectives and Priorities High Level Initiative Definition and OwnershipHigh Level Platform ClassificationCommunication Planning and ManagementResource/Capability ManagementExpectation Management
Strategic Responsibilities
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The Tactical Teams
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The Tactical Operations TeamRole: Provide operational (IT-
related) support and maintenance for the system
infrastructure
Sample Representative Interests
Infrastructure
Active Directors
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.
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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
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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
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.
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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
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Deployment Process/Policies
Extremely Important! Ensure you have clear schedules and ownership.
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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.
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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
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User Lifecycle Policy Taxonomy Management Social Policies Content Standards Legal and Compliance Policy Search Management
Support Responsibilities
SharePoint Standards Online
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Multiple Tiers for Escalation
Tactical Support Team
Help Desk
Site Administrators
End Users
Learning Libraries/Online/Help
(You can’t know everything)
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Sample Support Flow
Consultants, MS and Vendors
Tier 5
Tier 4
Tier 3
Tier 2
Tier 1 End Users
Site Owner
Site Collection Administrator
Help Desk
Security Environment
Third Party Support
SharePoint Administrator
SharePoint Developer
SharePoint Architect
Consultative Support
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Structured Approach for Navigation
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Governance TipIf possible have one member in all of the Governance teams or some members across multiple teams!
The OutcomeEveryone 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
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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?
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Governance Announcements
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SharePoint Initiative Listing
In addition you can also create a ‘Roadmap’ or basically a Gantt Chart or visual indicator of initiatives to show what you have achieved and where you are going with SharePoint.
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Team Rosters and Definitions
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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!
SharePoint Standards Online
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FAQs and a Glossary
SharePoint Glossary Online
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Patterns and Practices
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Team Resources and Minutes
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Feedback and Surveys
Don’t forget to share stories!
Embed feedback options throughout the sites!
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Self Help and Support Resources
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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 Outcome
Using 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
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IS
Use them.
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Governance Checklist
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TechNet, Community and More..
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are
Use them.
FRAMEWORKS
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ITIL Framework
COBIT Framework
Microsoft Operations Framework (MOF)
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Knowledge Management
Projects
Tasks
Communities
Practices
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.
Thank You Organizers, Sponsors and You for Making this Possible.
Questions? Ideas? Feedback? Contact me:
Twitter: @rharbridge
Blog: www.rharbridge.com
LinkedIn: www.linkedin.com/in/rharbridge
Email me at: [email protected]
My company: www.Allin.com
