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GOVERNANCE IN THE CONTEXT OF SHAREPOINT 2010
Kuba Njie ([email protected])
Bennett Adelson . Microsoft Solution Center . Independence OH February 4, 2010
B E N N E T T A D E L S O N M i c r o s o f t ® S o l u t i o n C e n t e r
WHY DO YOU NEED A
GOVERNANCE PLAN?
CHALLENGES WITH
SHAREPOINT GOVERNANCE
QUESTIONS
GOVERNANCE IN THE CONTEXT
OF SHAREPOINT
COMMON MISTAKES AND OVERCOMING CHALLENGES
SHAREPOINT 2010
GOVERNANCE DETAILS
AGENDA
SharePoint governance covers usage and design
SharePoint governance is the set of roles, responsibilities, and processes that you put in place in an enterprise to guide the development , implementation and use of a solution based on SharePoint products and technologies
Needs structure and a framework to measure success
SHAREPOINT GOVERNANCE
Governance
Design Support
Operate
Optimize Change Use
SHAREPOINT GOVERNANCE
Clarifies your plan for SharePoint design and usageCreates a structure and a framework to measure the success of your solution over time
Help reduce the TCO of your SharePoint solution
Establishes clear decision making authority and escalation procedures
Ensures that your portal strategy is aligned with business objectives so it can deliver the expected business valueYou’re entrusting your users with a lot of power – help them use it responsibly
WHY A GOVERNANCE PLAN?
CHALLENGES WITH SHAREPOINT GOVERNANCE
Most people do 3 things in regards to SharePoint governance:
Using random governance templates or processes & Implementing them without taking into account the organizational cultureThinking that a series of policies is actually going to be effective for a SharePoint governance strategy or framework Using the word ‘governance’ to characterize a gazillion things because it sounds nifty and is ambiguous enough to apply to everything
CHALLENGES WITH SHAREPOINT GOVERNANCE
I found this online, it should do for our governance plan SharePoint governance is not solely policy
definition and implementation
Standard, bare-bones policy management by definition is composed of three things:
Definition
Auditing
Enforcement
Most people start and stop with the first one, Definition!
CHALLENGES WITH SHAREPOINT GOVERNANCE
Proper governance requires vertical tooling in the same way that applications are developed with industry understanding in mind
Assuming that the same series of governance steps will provide the same governance results is FALSEGovernance deployments are unique and individual to organizations
Broad governance concepts do have applicability but lack the granular components required for a holistic closed loop governance solution
CHALLENGES WITH SHAREPOINT GOVERNANCE
Lack of Support Guidance and limited standardization fragments delivery capabilitiesNot weaving SharePoint performance and scalability methodologies into your engineering cultureGaps in operational readiness with regards to organizational capability as to people, roles and uniform processes and standards needed to optimally support and manage SharePointLoosely defined solution infrastructure ownership and accountability
CHALLENGES WITH SHAREPOINT GOVERNANCE
Governance means everything. Huh?
Organizations that are serious about governance need to inspect their current business state and develop the governance strategy around it
Not clearly defining policies on acceptable SharePoint use
Ignoring capacity planning
Empowering users without appropriate training and guidance
Inadequate resources to manage and support your environments
Letting users manage security without proper trainingLack of proper documentation
The best technology cannot prevent mistakes
Lack of a well defined strategic roadmap for your platform
COMMON MISTAKES
OVERCOMING THE CHALLENGES
Pre-define governance policies
.NET development skills
Empower your end-users
Train and communicate polices to end-users
SharePoint is not a silver bullet and if used wrongly no governance plan can save youUnderstand when SharePoint is not the right solution
SHAREPOINT 2010 CONSIDERATIONS
Social Computing
Governance planning is going to be important in SharePoint 2010 due to the increased emphasis and availability of social computing features; means there are more types of content to manage and govern“Social data” usage such as tags, bookmarks ,ratings and overall metadata will increase and should be encouraged. You should provide your users both guidance and encouragement for their use.
SHAREPOINT 2010 CONSIDERATIONS
Managed Metadata (Taxonomy)
Consistent terminologyBetter search resultsEnhanced end-user experienceBetter taxonomy
Managed Metadata definition from Microsoft TechNet:
“Managed metadata is a hierarchical collection of centrally managed terms that you can define, and then use as attributes for items in Microsoft SharePoint Server 2010.”
The management of Enterprise Corporate Taxonomy in SharePoint 2010 will need to have an owner
SHAREPOINT 2010 CONSIDERATIONS
Managed Metadata
Managed Keyword or Managed Term – Allow users to key in phrases or key words
These two terms can be confusing to users - make sure you help them understand it and it’s benefits
SHAREPOINT 2010 CONSIDERATIONS
Records Management
2010 offers a more comprehensive records management capabilities to give record keepers a more traditional set of functionality
eDiscovery controls have been expanded dramatically for 2010, making it possible to declare any piece of content as a record with all of the record keeping control that goes with that
This gives enterprise administrators more control of the environment
SHAREPOINT 2010 CONSIDERATIONS
Records Management
In-Place Record vs. Record Archive
Might need both – decide which and when
SHAREPOINT 2010 CONSIDERATIONS
Resource Governor
SharePoint services will run more efficiently as SharePoint resource consumption is managed with the ability to have well defined thresholdsWill help database performance as blocking in SharePoint databases will be reducedHave conversations with your stakeholders and users about thresholds
SHAREPOINT 2010 CONSIDERATIONS
Content Organizer
Used to route documents based on metadata
Partition mechanism - Where did my document go?
Educate and encourage your users to be accountable for their content
SHAREPOINT 2010 CONSIDERATIONS
Governance Plan Document
Break documents into sections Vision
Roles and ResponsibilitiesGuiding PrinciplesPoliciesGuidelines/Best PracticesProceduresDo not include
Implementation DetailsNetwork RequirementsFeature Requirements
CONCLUSION
Measure how well you are doing and keep refining your governance documentsContinuously engage your stakeholders and users about future plans or changes in your environmentAssess solutions before deploying into the environment
•Lack of End-to-End support processing which is critical for the success of Upstream Foundation and the User Experience Team (Common Dashboard Framework).
End-to-End support processing will be critical for the success of SharePoint environments and USER EXPERIENCE
•Lack of End-to-End support processing which is critical for the success of Upstream Foundation and the User Experience Team (Common Dashboard Framework).
Do post deployment assessments to identify gaps in your delivery capabilities
Remember…..