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Richard Harbridge – Senior SharePoint Architect/Evangelist
The Steps To Effective SharePoint Governance
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Our Goal Today…
From Here To Here
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Why Do I Need Effective Governance?
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There are big risks that are almost always realized when you
don’t have it!
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SharePoint Sprawl
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 Paralysis
Project Priority
Fileshare Migration 1
Partner Extranet 1
Executives Kitten Picture Rotator 1
Legacy Application Integration 1
Governance Planning 1
Put Out Server Room Fires 1
Risk: Did not establish clear decision making authority/ownership and escalation procedures so that conflicts 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 clear prioritized business objectives.
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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
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The Outcome
You can now communicate whyGovernance is important/required.
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What to watch out for…
It’s not insurance. It makes your SharePoint investments more successful.
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Building The Governance Teams
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How do we start?
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Recommended Governance Teams
There are typically 5 teams for SharePoint Governance:
Business Strategy Team
Solutions/Technical Strategy Team
Tactical Teams:
Tactical Operations Team
Tactical Development Team
Tactical Support Team
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The Strategy Teams
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Governance Teams
Business Strategy Team
Solutions/Technical Strategy Team
Tactical Teams:
Tactical Operations Team
Tactical Development Team
Tactical Support Team
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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
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Governance Teams
Business Strategy Team
Solutions/Technical Strategy Team
Tactical Teams:
Tactical Operations Team
Tactical Development Team
Tactical Support Team
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Solution (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
Communications
Tip: If a business direction requires new integration or effort with other technologiesthen a technical representative for that technology will be necessary.
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HR Onboarding Solutions
• Onboarding Workflow• Onboarding Electronic Forms• Integration with HRIS• New Employee Site
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Map Solutions to Objectives
Automate and
Improve HR
Employee File
Management
Automate and
Improve HR
Onboarding
Automate and
Improve Absence
Management
Centralize
Knowledge and
Resources
Provide HR Self
Service
Adjust Site Structure
Onboarding
Workflow
Onboarding
Electronic Forms
Integration With HRIS
New Employee Site
Document Capture
Automation
Direct Relationship Indirect Relationship
* Objectives/solutions 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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Defining Clear Objectives and Priorities
High Level Solutions Definition and Ownership
High Level Platform Classification
Communication Planning and Management
Resource/Capability Management
Expectation Management
Strategic Responsibilities
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The Tactical Teams
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Governance Teams
Business Strategy Team
Solutions/Technical Strategy Team
Tactical Teams:
Tactical Operations Team
Tactical Development Team
Tactical Support Team
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The Tactical Operations Team
Role: Provide operational (IT-related) support and maintenance for the system infrastructure
Sample Representative Interests
Infrastructure
Domain Administrators
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 securityreleases 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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Governance Teams
Business Strategy Team
Solutions/Technical Strategy Team
Tactical Teams:
Tactical Operations Team
Tactical Development Team
Tactical Support Team
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The Tactical Development TeamRole: Customize/configure,
personalize, and leverageSharePoint 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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Governance Teams
Business Strategy Team
Solutions/Technical Strategy Team
Tactical Teams:
Tactical Operations Team
Tactical Development Team
Tactical Support Team
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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 Plan
Social Policies
Content Standards
Legal and Compliance Policy
Search Management Plan
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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Measure SupportLearn and use data to be proactive.
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Deployment Process/Policies
Extremely Important! Ensure you have clear schedules and ownership.
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Governance Tip
If possible have one member in all of the Governance teams or some members across multiple teams!
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Governance Tip
Create a “Business Solutions Team”. This team allows you to find business users who want to be involved.
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The Outcome
Everyone Achieves a Shared Understanding of SharePoint Related Processes.
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What to watch out for…
Not just documents, policies, and procedures. It is an active and ongoing
process.
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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 Solutions Listing
In addition you can also create a ‘Roadmap’ or basically a Gantt Chart or visual indicator of solutions 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 throughoutthe sites!
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Self Help and Support Resources
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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.
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The Outcome
Using the SharePoint Platform we can more effectively manage SharePoint Governance.
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What to watch out for…
Just having the Governance site isn’t enough. Content must remain fresh.
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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.
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No Single “Approach”
Projects
Tasks
Communities
Practices
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Home Page
Functional Areas
Department Site –“Public”
Department Team Site – “Private”
Project/Initiative Team Sites
Personal Sites– My Sites
“PUBLIC” SITES: Opento all employees
TEAM SITES: Generally open to team members
Tightly controlled,
formal governance
Looser control, less formal governance
Some control, some formal governance
“PRIVATE” SITES: Opento business group members
Governance Control Levels
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ITIL Framework
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COBIT Framework
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SharePoint Deployment and Governance using COBIT 4.1Chennault & Strain
http://www.amazon.com/SharePoint-Deployment-Governance-Using-COBIT/dp/1604201177
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Microsoft Operations Framework (MOF)
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SharePoint Maturity ModelSadalit van Buren
http://sharepointmaturity.com
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The Outcome
There is a ton of excellent material out there to support you.
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What to watch out for…
External best practices, policies, standards, and ideas may or may not be the right fit.
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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.
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Questions? Ideas? Feedback? Contact me: Twitter: @RHarbridge Blog: http://www.RHarbridge.com Email: [email protected] Resources:
700+ SharePoint IA Slides at PracticalIntranet.com130+ SharePoint Standards at SPStandards.com15 Pages of Important Questions at SharePointDiagnostics.com
Thank You
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