Overview of SharePoint GovernanceJohn Azzolina, MCT, MCSDManaging Consultant, Blue Chip Consulting Group

January 16, 2014

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Welcome

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• Who is New Horizons?• Presentation• Q & A

Agenda

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Who is New Horizons?

New Horizons is a proven, worldwide training provider with flexible learning solutions covering a broad spectrum of topics taught by industry-leading instructors.

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Facts to ConsiderLargest International Network • 2,100 Classrooms

• 2,400 Instructors in 56 Countries

• 3 Million Student Days of Training per Year

Flexible, Integrated Learning Methods • ILT – Instructor Led Training

• OLL – Online Live Virtual Delivery

• Private Group Training customized for your

organization

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Strong Vendor Partnerships

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Introduction

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Agenda

• What Is Governance?• Architecture of a Governance Plan

• Information Technology Governance• Information Management Governance• Application Management Governance

• Managing the Governance Plan

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• What is Governance?

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Governance Defined

Governance is the set of policies, roles, responsibilities, and processes that control how an organization's business divisions and IT teams work together to achieve its goals.

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Governance Segments

SharePoint Governance encompasses three key areas:• IT Governance• Information Management• Application Management

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Why “do” Governance?

The objective of an explicit governance plan for any system is to maximize the system’s value while reducing its risks and associates costs.

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Objectives of SharePoint Governance

Specific to SharePoint, there are three key objectives for governance:• Streamline the deployment of SharePoint.• Keep the system secure and compliant.• Ensure the best return on your investment

in technology.

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Governance is Organization Specific

Governance begins with the definition of principles and goals of a specific organization and should include:• The organization’s appetite for risk• The rationale for deploying SharePoint• The resources the organization is willing

to dedicate to SharePoint• The relationship of SharePoint to other

existing or planned systems

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Governance Prerequisites

• Basic understanding of SharePoint features and functionality

• Commitment from leadership• Commitment from the business• Commitment from IT• A leader with strong facilitation skills

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Best Practices for Getting Started

• Determine initial principles and goals• Classify your business information• Develop an education and support

strategy• Develop an ongoing plan

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• Architecture of a Governance Plan

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Anatomy of a Policy

• The Governance Plan is a document composed of policies that cover various aspects of the system

• Each policy contains:• Title• Purpose• Definition of the Policy• Policy Owner

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Information Technology Governance

What will you offer and how will you offer it in terms features, availability and support?• Who will govern and oversee the

service?• How will you communicate the policies?• How will you publicize and encourage

adoption of the service and prevent rogue services?

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Information Technology Policies

• Security, Infrastructure & Web Application Policies

• Data Protection & Disaster Recovery Policies

• Site Policies• Storage Quotas• Asset Classification• Update and Patch Process

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Service Level Agreement (SLA) Policies

• Approval process for new sites• Costs or Chargebacks for departments• Problem Resolution Policies• Downtime Expectations and Service

Windows• Multilingual Support• Storage Limits• Performance Targets

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Information Management Governance

Information Management Governance answers the following questions:• How do you maximize the usability and

manageability of your organization’s information?• Who has access to what information?• How are you making information accessible

internally and externally?• How much time do your users spend looking for

information?• What information presents the most risk to your

organization?

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Information Architecture

Defines how information is organized and presented to users.Governance defines how SharePoint Information Architecture tools will be used:• Managed Metadata• Search Keywords• Content Types• Retention Policies• Record Centers

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Information Management Policies

• Personally Identifiable Information• Metadata and Document Tagging• Document Versioning• Organization and Folder Structure

Guidelines• Navigation Guidelines• Search Strategy• Publishing Strategy

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Information Management Tradeoffs

Access

Control

Easily

Available

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Information Architecture Comparison

Effective

• Effective, intuitive folder structures

• Reasonable metadata requirements

• Simple and Clear Permissions Guidelines

Ineffective

• Library Structures that are difficult to navigate

• No metadata• 20 required metadata

fields• Highly variable

permissions levels

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Application Management Governance

Defines how you will manage the applications that are developed for the environment• Customization Policy• Life Cycle Management• Branding• Development Methodology (Solution vs

App)

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What is Customization

• Site and General Configuration• Branding• Custom Code

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Customization Policies

• What are the approved tools?• For End Users?• For Developers?

• Testing and Deployment Policies• Support Policies• Using the App Catalog and the

SharePoint Store

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Life-cycle Management Policies

• How many environments will be maintained?

• What is the purpose of each environment?

• Where will testing take place?• Who has access to each environment?• How and when will the environments be

synchronized?• How will source control be handled?

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Branding

• Who is responsible for the visual design?

• What is the process for changing the design?

• How consistent must sites be?• Which types of sites will branding

guidelines apply to?

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Development Methodology

• When to build a Solution• When to build an App• When to use sandbox vs. farm solutions• When to buy vs. build• How to monitor and manage custom

solutions

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• Managing the Governance Plan

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Managing Governance

• How are new policies written?• How are policies monitored?• How are policies changed?• Who enforces the policies?

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Next Steps

• Available Classes• Blue Chip Survey

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Q & A