SPS Johannesburg - Governance from the Trenches

SharePoint Governance from the TrenchesMelinda Morales3 October 2015Johannesburg, SA

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About MePosition: Business Analyst, GTconsultResponsibility: Make collaboration productiveExperience: SP since 2007, 10 years at SonyLove: Business/IT Mediation, GovernanceInterests: Music, crazy shoes, all things art

Imagine an environment where…

solutions always fit requirements

strengthened relationship between IT and Business

exponentially increased support staff

ability to automate processes and build systems for low to

no cost

employee empowerment at an all time high

fast and easy access to critical solutions

The practical approach

#1. Partner IT with business & Hash it out. #2. Make it Official & Lay the fence. #3. Communicate & Empower. #4. Monitor & Refine.

Governancevs. Policy Policy: rules of how you expect users to engage in the platform. This should include

any : IT security parameters what users are and are not allowed to do in the tool any information as to expectations for specific roles

Governance: outline the ways in which you intend to uphold policy and ensure your platform is performing optimally. process related information details on any controls enforced and how the user is expected to work within the bounds you

have set readily available and easily browsed living document

1. Partner IT with business & Hash it out.

Branch out, share the burden with areas of

business where there is a vested interest.

Brainstorm and DREAM BIG!

Take the time to map out clear areas of

responsibilities.

Stay optimistic and objective.

• Business wants to use the platform in all its glory

• IT wants to control the use of the platform

• Passionate teams can mean high emotions during discussions

• Balancing the give and take

• High expectations on IT to take on all that comes with SharePoint

• Avoiding the land of file shares

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2. Make it official & Lay the Fence.

Define policy and begin governance documentation

Implement controls and monitoring practicesGovernance Board initiation Prepare to inform and

engage users

• Very clear outline of roles and responsibilities with agreement from key parties

• Keeping it real – don’t sign yourself up for something that you cannot support

• Facilitating presentation and approval from key execs can be a big job

• Maintain the balance between locked down and wide open

• Trying to avoid customizations

• How to clearly communicate implemented controls without scaring your users

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3. Communicate & Empower.

• Finding the right channels for your audience

• Managing the flow of incoming communications

• Soft skills are key

• Buy-in from management

• Sticking to your promises of recognition or engagement

• Garnering excitement

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Empower your end users with access to information

Establish trusted channels of communication

Foster two way communications Reward good behavior

4. Monitor. & Refine

• Gaining user trust

• Becoming a critical part of business solutioning

• Formation of a cohesive team

• Keep it agnostic

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Maintain structureStay involved Get to know your users Actively monitor

Case StudyAdventures in SharePoint Governance

Quiet launch of SharePoint 2007 Relied upon word of mouth for adoption User excitement generated quickly due to the change

from tightly controlled intranet pages and file shares to a user-managed open platform

Git R Done

User Empowerment

Spring Cleaning

We see the light!

The Perfect Storm

The “G” Word

O-M-G Things just got real

2010 Upgrade

MOSS 2007 soft launch

Upgrade to 2010 and move to shared farm Management encourages users to share documents through platform The move from file shares to SharePoint begins Users begin to explore build of solutions instead of just file shares Intranet pages being re-built by business users

Git R Done

User Empowerment

Spring Cleaning

We see the light!

The Perfect Storm

The “G” Word


2010 Upgrade


Site-a-palooza, skyrocketed to over 6k sites The amount of growth following upgrade was unexpected Administration teams were struggling to keep pace User frustration on the rise due to the sea of sites

Git R Done

User Empowerment

Spring Cleaning

We see the light!

The Perfect Storm

The “G” Word


2010 Upgrade


Over 6k sites

The time for governance is upon us Starts and stops initially due to personnel

turnover Challenges with ownership, management buy-

in, prioritization A long and winding road

Governance

Git R Done

User Empowerment

Spring Cleaning

We see the light!

The Perfect Storm

The “G” Word


2010 Upgrade


Business Stakeholders began to build the case for business ownership

Internal audit results again pushed for governance

Mandatory upgrade to 2013 aided the call for shared ownership of the platform

Git R Done

User Empowerment

Spring Cleaning

We see the light!

The Perfect Storm

The “G” Word


2010 Upgrade


Business ownership of the platform is officially established

Full speed ahead on governance best practices

Begin the switch from file shares to solutioning

Governance Committee established

Git R Done

User Empowerment

Spring Cleaning

We see the light!

The Perfect Storm

The “G” Word


2010 Upgrade


Analysis of what business needs and what corporate mandates exist to create policy

Began a deep dive into content for clean-up and identification

Set mandates for eligibility to migrate to new platform in order to force compliance

Our Top Chores:

1. Identify abandoned sites2. Identify business critical sites3. Catalog front-end customizations4. Define ownership of every remaining sites5. Classify information on remaining sites6. Inform all known site owners of new policy

Git R Done

User Empowerment

Spring Cleaning

We see the light!

The Perfect Storm

The “G” Word


2010 Upgrade


Set goal to “teach them to fish” Rewards and recognition program put into place Communication is key Business owner focus on relationship building Education on best practices

Git R Done

User Empowerment

Spring Cleaning

We see the light!

The Perfect Storm

The “G” Word


2010 Upgrade


Implementation of Center of Excellence Formalized reporting on violation of policy and guidelines Monthly governance committee meetings Living, breathing governance entity

Git R Done

User Empowerment

Spring Cleaning

We see the light!

The Perfect Storm

The “G” Word


2010 Upgrade


ITCorp

The practical approach

#1. Partner IT with business & Hash it out.Break down the walls of communication and share the ownership of your platform with the business. Come to agreement on what tools should be available for users and which should be locked down.

#2. Make it official & Lay the fence. Map potential risks from increased development ability for users. Create policy to direct users and stakeholders as to the intent of the tool and the proper uses. Implement parameters for users to operate in safely. Publish governance documentation.

#3. Communicate & Empower. Reach out to your Power Users and engage them on the new direction. Get feedback on the established parameters and get buy in. Define a method of empowerment that encourages users to play by the rules and want to learn the best way of building their own solutions.

#4. Monitor & Refine. Keep tabs on what the business is doing and who is doing it. Monitor for any breaches of governance or policy.

ReCAP

GTconsult governance offerings

Thank You!!

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Onsite deep dive offering to analyze, plan and implement your governance.Packaged offerings including:

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your discretion.Some of our covered areas include:

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A-Team

Technology

SPS Johannesburg - Governance from the Trenches