Steps to Effective SharePoint Governance - SPFest Chicago

The Steps To Effective
SharePoint Governance

Presented By: Richard Harbridge
#SharePointFest @RHarbridge


Who am I?

Boston
Washington


SPTechCon
The SharePoint
Technology Conference


Our Goal Today…

From Here To Here


Why Do I Need
Effective Governance?


There are big risks that are
almost always realized when you
don’t have it!


SharePoint Sprawl

Risk: Un-Managed Sites and Content were
not periodically reviewed for accuracy and
relevance.

Quality Deterioration

Risk: Did not ensure that content quality
is maintained for the life of the portal.


Frustration Failure

Risk: Did not consistently provide a high
quality user experience.


Priority Paralysis
Project Priority
Fileshare Migration 1
Partner Extranet 1
Executives Kitten Picture Rotator 1
Risk: Did not establish clear decision 1
Legacy Application Integration
making authority/ownership and 1
Governance Planning
Put Out Server Room Fires
escalation procedures so that conflicts1
and/or policy violations are resolved in a
timely manner.

Ineffective Use of Time/Resources

Risk: Did not ensure that the portal
strategy is aligned with business
objectives so that it continuously delivers
business value.

It’s not just about insuring
against or mitigating those risks!


What does
that mean?

Without effective governance
organization, performance, and
capability are significantly
reduced.

Without Governance


Executing Governance


With Governance


The Outcome
You can now communicate why
Governance is important/required.


What to watch out for…
It’s not insurance.
It makes your SharePoint
investments more successful.


Building The
Governance Teams


How do we start?


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


The Strategy Teams


Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team


Business Strategy Team
Role: Provide strategic insight, Sample Representative Interests
direction and prioritization for Executive Sponsor
the portal. Knowledge Management
Information/Technology Services
Finance
Sales and Marketing
Human Resources
Decentralized Business Legal and Compliance
Operations
IT Centralized People Development and Training
Administration


Define, Prioritize and Plan


Solution (Technical) Strategy Team
Role: Provide technical insight,
direction and prioritization for
the portal. Sample Representative Interests
Application Development
Infrastructure
Enterprise Architecture
Security
People Development and Training
Tip: If a business direction requires new
Communications
integration or effort with other technologies
then a technical representative for that
technology will be necessary.


HR Onboarding Solutions
• Onboarding Workflow
• Onboarding Electronic Forms
• Integration with HRIS
• New Employee Site


Map Solutions to Objectives
 Direct Relationship  Indirect Relationship

Automate and Automate and
Automate and Centralize
Improve HR Improve Provide HR Self
Improve HR Knowledge and
Employee File Absence Service
Onboarding Resources
Management Management
Adjust Site
Structure
   
Onboarding
Workflow
 
Onboarding
Electronic Forms
  
Integration With
HRIS
    
New Employee
Site
    
Document
Capture   
Automation
* Objectives/solutions should be more specific – Example purposes only.

SharePoint will be…
 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 not be…
 Our (external) web content management platform.
 Our primary document management platform.
 Our contact management platform.


Strategic Responsibilities
 Defining Clear Objectives and Priorities
 High Level Solutions Definition and Ownership
 High Level Platform Classification
 Communication Planning and Management
 Resource/Capability Management
 Expectation Management


The Tactical Teams


The Tactical Operations Team
Role: Provide operational (IT-
related) support and
maintenance for the system
Sample Representative Interests
infrastructure Infrastructure
Domain Administrators
Networking
Servers and Environments
Quality Assurance
They manage the more routine maintenance of
Security
the system by performing nightly backups,
Databases
performance monitoring and analysis, and
keeping the environment current with security
releases and upgrades.

Operations Responsibilities
 Objectives/Priorities
 Disaster Recovery Plan
 Storage and Quota Policies
 Monitoring Plans
 Maintenance Plans
 Service Level Agreements
 Security Policies
 Deployment Process, Policies, and Schedule


The Tactical Development Team
Role: Customize/configure,
personalize, and leverage
SharePoint to achieve business
Sample Representative Interests
objectives. SharePoint Designer
Visual Studio
Source Control
Quality Assurance
Webparts
This team is a loosely-knit community who's
Templates
membership ranges from highly skilled
programmers to technically savvy end users in
charge of personalizing departmental team sites.


Development Responsibilities
 Branding Guide
 SharePoint Designer Policy
 Workflow Policy
 Development Standards (Including OOTB vs Custom)
 Development Environment Policy
 Testing Requirements
 Deployment Process, Policies, and Schedule
SharePoint Standards Online

The Tactical Support Team
Role: 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
Creates and manages a support system with
Coaching
effective training and proper channels of
question or issue escalation and resolution. This
team should also include influential users and
leaders.

Support Responsibilities
 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
 User Lifecycle Policy
 Taxonomy Management
 Social Policies
 Content Standards
 Legal and Compliance Policy
 Search Management


Multiple Tiers for Escalation
(You can’t know everything)

Tactical Support Team

Help Desk

Site Administrators

End Users

Learning Libraries/Online/Help


Measure Support
Learn and use data to be proactive.


Deployment Process/Policies

Extremely Important! Ensure
you have clear schedules and
ownership.


Governance Tip
If possible have one member in all
of the Governance teams or some
members across multiple teams!


Governance Tip
Create a “Business Solution
Governance Team”. This team
allows you to find business users
who want to be involved.


The Outcome
Everyone Achieves a Shared
Understanding of SharePoint Related
Processes.


Not just documents, policies, and
procedures. It is an active and ongoing
process.


Setting Up A
Governance Site


Why a Governance Site?
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.


Governance Announcements


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.

Team Rosters and Definitions


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!


FAQs and a Glossary

SharePoint Glossary Online

Patterns and Practices


Team Resources and Minutes


Feedback and Surveys

Embed feedback
options throughout
the sites!
Don’t forget to
share stories!


Self Help and Support Resources


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
#SharePointFest @RHarbridge the support team.
engaged by

The Outcome
Using the SharePoint Platform we can
effectively manage SharePoint
Governance.


Just having the Governance site isn’t
enough. Content must remain fresh.


Governance Resources


IS

Use them.

Governance Checklist


TechNet, Community and More..


are

Use them.

No Single “Approach”

Projects Communities

Tasks Practices


Define Governance Control Levels
Home Page
“PUBLIC” SITES: Open Tightly
to all employees controlled,
formal
Functional Areas governance

Department Site –
“Public”
“PRIVATE” SITES: Open Some control,
to business group Department Team Site – “Private” some formal
members governance

TEAM SITES: Generally open Looser control,
Project/Initiative Team Sites less formal
to team members
governance

Personal Sites– My Sites


ITIL Framework


COBIT Framework


SharePoint Deployment and Governance
using COBIT 4.1
Chennault & Strain

http://www.amazon.com/SharePoint-Deployment-Governance-Using-COBIT/dp/1604201177

Microsoft Operations Framework (MOF)


SharePoint Maturity Model
Sadalit van Buren

#SharePointFest @RHarbridgehttp://sharepointmaturity.com

The Outcome
There is a ton of material out there to
support you.


External best practices, policies,
standards, and ideas may or may not be
the right fit.


Steps to Effective Governance…
1. Understand The Need For Governance
2. Build Your Governance Teams
3. Understand How SharePoint Is/Should Be Used
4. Develop/Practice Guidance and Policies
5. Return to Step 2 and Repeat Steps 2 through 4
6. You Have Perfect Governance
You Can Never Truly Achieve Perfect Governance.
So long as you are performing the steps
you are achieving Effective Governance.

Thank You
Organizers, Sponsors and You for Making this Possible.
Questions? Ideas? Feedback? Contact me:
 Twitter: @RHarbridge
 Blog: http://www.RHarbridge.com
 Email: Richard@RHarbridge.com
 Resources:
700+ SharePoint IA Slides at.. PracticalIntranet.com
130+ SharePoint Standards at.. SPStandards.com
15 Pages of Important Questions at.. SharePointDiagnostics.com


Steps to Effective SharePoint Governance - SPFest Chicago

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