BEST PRACTICES CONFERENCE SHAREPOINT

Clarity. Direction. Confidence.

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MANAGING SHAREPOINTBUSINESS GOVERNANCE

Veronique PalmerSharePoint MVP

March 2011

BEST PRACTICES CONFERENCE SHAREPOINT

@veroniquepalmer #BPC11

E E TM M E

Business Owner

User Adoption Specialist

End User Trainer

Team Lead

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Considerations

Why Govern

Questions

What’s Important

Management Actions

Resources

Success FactorsAge

nda

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Business vs IT Team Site vs Intranet

Site vs My Site

Intranet vs Extranet

vs Internet Large vs Small

CONSIDERATIONS

New vs Establishe

dOwned vs Not

Dedicated vs Part-time

2007 vs 2010

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No One Size

5

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What’s Important … To YOU?

Portal Activities

Taxonomy

Replace file shares

Consistent branding

Integration

BPM

Global accessSocial

networking

Blocking email attachments

Mos

t

Lea

st

Etc…

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?

? ?

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Violations Compliance Deviations

ConflictsBoundaries Contributors

EB E C A U S

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500 million social tags, notes and ratings

30 million documents per library

30 million items in a list

2 million users per site collection

1 million alerts on Searches

1 million terms and terms sets

400 000 major versions per document

250 000 site and subsites per site

collection

10 000 user groups per site collection

10 000 metadata tags recognised per

item when searched

5000 documents or list items displayed

per page

5000 blogs per site

5000 groups is how many each user can

belong to

5000 users can be in one Active Directory

group

2000 site collections per content database

2000 subsites under View All Site Content

1000 comments per blog post

1500 projects deliverables per Project

Server plan

1800 documents in a SharePoint

Workspace

100 items at a time you can bulk edit

25 web parts per page / wiki

10 people editing a Word or PowerPoint

document

at the same time

100GB space per site collection

2GB per document upload size

EVERYONE?!

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or

Enablement

What’s it About?

Control

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Communicate

Educate

GovMission

Guide

Manage

Explain

BENEFITS

MISSION

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Administrati

on

Managemen

t

Usage

Policy

Instructions

SharePoint Governance or…?

RegulationsOperationsGuidance

Conduct

Rules

BEST PRACTICES CONFERENCE SHAREPOINT

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MANAGEMENTACTIONS

BEST PRACTICES CONFERENCE SHAREPOINT

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Site Owners?

BEST PRACTICES CONFERENCE SHAREPOINT

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Site Owners? Metadata not folders

Link to ‘home’ page

Minimum tag

Naming standards

Versioning and renaming docs

Try this at home!

Mother Theresa…

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O C U M E ND T

Operating manual Agreed to Can and can’t do Balancing act Roles

Understood User impact Growth and change Training plan

The Plan

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Sample Governance Plans

http://www.letscollaborate.co.za/Resource-Centre/SitePages/SharePointGovernance.aspx

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Not sure what to govern?

Internal Auditors

External Auditors

Companies Act

ISO9001

Regulatory

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Announcements

Emails

SMS’s

User groups

Printed

Roadshows

Newsletters

In training

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O M M U N IC C A T E

Successes

Tips

News

Changes

Problems

WEEKLY

!

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Acknowledgement Strrrrrike 3!

N F O R C EE

Consequences Rewards

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E E TM

10 - 12

Compliance Marketing Project Office Sales Finance

Owner

HR Ops IT KM

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Min

utes

Minutes Sample

E C O R DR

Agendas Agenda Sample

Tasks

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U B L I S HP

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Wiki!

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• Team site• Communicati

on• Training

Maintain

• Governance Plan

Review

• 2010

Adapt

A I N T A IM N

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Ownership

Understand OOB

Dedicated team

Trained users

Experienced SCA’s

29

Dependencies

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Document

Communicate

Enforce

Meet

Record

Publish

Maintain

7 Steps to Successful Governance

Sum

mary

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Worst Practices

• Do nothing

• Over engineer

• Don’t communicate

Best Practices

• Decide what’s important

• Start small

• Evolve over time

3

3

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Trade Off

DoDon’t

Free for all Clarity Direction Confidenc

e

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THING

Do Somethin

g

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Governance Bloggers

34

Bill English : http://aiimcommunities.org/users/benglish

Dux Raymond Sy : http://sp.meetdux.com/default.aspx

Jennifer Mason : http://www.sharepoint911.com/blogs/jennifer/default.aspx

Michael Sampson : http://www.michaelsampson.net/

Paul Culmsee : http://www.cleverworkarounds.com/

Richard Harbridge : http://www.rharbridge.com/

Ruven Gotz : http://spinsiders.com/ruveng

Scott Jamison : http://www.scottjamison.com/blog/

Susan Hanley : http://www.networkworld.com/community/sharepoint

Veronique Palmer : http://veroniquepalmer.wordpress.com/

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Governance Resources Lets Collaborate Governance Portal

http://www.letscollaborate.co.za/Resource-Centre/SitePages/SharePointGovernance.aspx

Lets Collaborate Governance Plans and Templates

http://www.letscollaborate.co.za/Resource-Centre/LCs%20Documents/Forms/Governance.aspx

Industry Governance Articles on Lets Collaborate

http://www.letscollaborate.co.za/Lists/Announcements/Governance.aspx

Joel Oleson’s Governance Plan

http://go.microsoft.com/fwlink/?LinkId=163922

SharePoint 2007 Governance Checklist from Microsoft

http://office.microsoft.com/download/afile.aspx?AssetID=AM102306291033

SharePoint 2010 Governance Planning from Microsoft

http://www.microsoft.com/downloads/en/details.aspx?FamilyID=D41AB7B1-385B-41F6-90A0-03CFDA4FA98F

35

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Next Sessions

Team Site Security for Site OwnersTuesday at 14:30

Effective End User TrainingWednesday at 14:30

BEST PRACTICES CONFERENCE SHAREPOINT

Clarity. Direction. Confidence.

@veroniquepalmer #BPC11

Please be sure to fill out your session evaluation!

veronique@letscollaborate.co.za

www.letscollaborate.co.za

THANK YOUFOR YOUR TIME

SAN DIEGO