Practical Guide to Governing SharePoint
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When implementing SharePoint you might think that you are adding just another technology to your heterogeneous IT environment. But after a while you realize, that users are doing things with SharePoint that you did not expect them to do. This talk dives into the dynamics of adopting SharePoint as a platform, and shows you a how to setup an operational governance practice using a structured governance framework.
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Practical Guide to Governing SharePoint
- 1. Why are we still talking about SharePoint Governance? A practical approach to governing SharePoint in your business Anders B. Skjønaa Partner Anders@SharePointPeople.dk
- 2. About me… • Founder and Owner of SharePointPeople • 16 year in the it industry • 10 years with SharePoint • 5 years with Microsoft • Primary focus on Governance and Adoption in mid-sized and large corporations across Europe • Built ”SharePoint Governance Framework” and publishes articles and blogpost on the subject frequently, as well as speaks at conferences and events. • Run ”SharePoint Governance Master Classes”
- 3. This session • Principles of Governance • SharePoint Platform Governance – Organization and Drivers • SharePoint Governance Framework • Operational Governance or Management? • Practical Implementation Guide
- 4. Setting a few things straight… • Understanding Governance is hard… • Governance is NOT operations management • Governance is there from DAY 1 • Governance is a practice – not a task • It IS expensive NOT to do it…
- 6. Principles of a Governance practice Compliance People Productivity Driving Goals Process Governance as a practise Culture Quality Realizing your business Technology Defining goals and building plans Stay in control and turn challenges into opportunities
- 7. SharePoint Governance Principles The goal is to ensure that SharePoint investments deliver on business goals! Governance is effectively conducted through a solid framework Reference frameworks for governance: www.isaca.org
- 9. Blue Governance ”Green Governance” relates to applications and has a business focus. Contract Management Extranet Intranet Document Management Green Governance SharePoint Platform Governance Examples: • Regulatory Compliance • Update frequency • Branding • Taxonomi (Metadata and tagging) • Workflow / proces latency • Training / Adoption ”Blue Governance” relates to the SharePoint infrastructure. Focus on driving the platform to meet changing requirements, including maintaining the Service Catalogue. SharePoint Service (Providing a common platform for applications) Storage Operating system Directory Examples: • Application ”on-boarding” • Backup / Restore procedures • Change Request procedures • Security • Etc.
- 10. Organization and Drivers Value to Business Platform Governance Board User Adoption Productivity & Quality Service Compliance & Security
- 11. Application C Application B Application E Application D Application A Service Service Service Service Service Role definitions from SharePoint Governance Framework Master classes
- 13. SHAREPOINT VISION Business Driver B Driver A System1 System2 System3 System4 System5 Policy Control Control Procedures/Guides O P E R AT I O N A L S TA F F Policy Control Control Policy Control Procedures/Guides System6 Policy Policy Control Control Policy Policy Control Control Policy Control Policy Policy Control Control Policy Policy Procedures/Guides Business Driver C GOVERNANCE BOARD Business RISK MANAGEMENT will help to control operations to enable you to proactively steer towards your business goals
- 14. SHAREPOINT VISION System1 System2 CustomerPortal System5 Policy Control Control Procedures/Guides O P E R AT I O N A L S TA F F Policy Control Control Policy Availability Procedures/Guides System6 Policy Service Logins Masterpages Security Branding Control Retention Policy Control Content Policy Control Control Policy Policy Procedures/Guides COST GOVERNANCE BOARD PRODUCTIVITY QUALITY RISK MANAGEMENT will help to control operations to enable you to proactively steer towards your business goals
- 16. Governance in relation to Management S H A R E P O I N T FA R M S Governance Practise GOVERNANCE FRAMEWORK • Systems • Policies • Controls • Procedures Controls Controls Controls MANAGEMENT TOOLS • Usage Statistics • Reporting • Backup and Recovery • Service Monitoring • PowerShell W E B A P P L I C AT I O N S SITE COLLECTIONS SITES LISTS & LIBRARIES
- 17. Governance and Management Governance Practise S H A R E P O I N T FA R M S • Code deployment (Dev/Test/Staging/Production) • User Access • Controls Controls Controls Internet, Partner site, Internal… • Performance in different regions of the world • Redundancy • Security
- 18. Governance and Management W E B A P P L I C AT I O N S Governance Practise • • • • Upgrading individual apps. Service applications URL acces Security • • Controls Controls Controls • • • • Authentication Mode (Classic or Claims) Application isolation Blocked File Types Maximum Upload size SharePoint Designer support Self Service Site Creation
- 19. Governance and Management SITE COLLECTIONS Governance Practise Controls Controls Controls • • • • • • • • • Ownership Administration Locks & Quotas SharePoint Designer (Again!) Features (Also multiple places) Sandboxed Solutions Search Auditing User Management
- 20. A high-level, but practical Implementation Guide to SharePoint Governance
- 21. Governance Practise implementation phases 1. Planning & Organizing 2. Aquisition & Implementation 3. Delivery & Support 4. Monitoring and Evaluating
- 22. SharePoint Governance Implementation Guide PLANNING AND ORGANIZING 1. Planning and Organizing Establish Governance Board • 2. Identify business goals (Business Impact Areas) • Aquisition and Implementation 3. 5. Monitoring and Evaluating Ensure funding for the lifetime of the platform. This includes a reasonably calculated yearly governance and development cost. Build the Platform Service Catalogue • 6. If you dont have one, build it now – include strong and clear platform vision Get the management committed • Delivery and Support Get inspiration from the governance principles; Business impact, Security, Productivity, Compliance Update your business plan • 4. Use the governance organization model Limit the catalogue to the services you need now, and make a service roadmap for the rest Define Change Management procedures How, what, who? 7. Create communication plan • Strong communication is required to get people to act in compliance
- 23. SharePoint Governance Implementation Guide AQUISITION AND IMPLEMENTATION Planning and Organization 1. Identify existing relevant policies • • Corporate policies may have impact on platform design You must design your SharePoint services to comply with these policies 2. ”Aquisition” of solutions running on the platform Aquisition and Implementation • 3. Identify what systems should be controlled • 4. Delivery and Support 6. A Policy describe how a system supports specific business impact Create the operational team for each service and system • Monitoring and Evaluating A system is ANYTHING that has a policy attached All systems MUST have a reasonable business impact! Build policies for all systems • 5. Start easy and create a ”pipeline” This team will change during the lifetime of the platform. Run relevant training activities • • It is important to create a shared vision for the platform – top to bottom. Introducing the framework help people understand their role and resposibilties
- 24. SharePoint Governance Implementation Guide DELIVERY AND SUPPORT Planning and Organization 1. Create your ”Governance Center” • 2. Create meeting schedule • Aquisition and Implementation 3. • 4. Make sure you manage expectations and gain trust among business users Dont launch ANYTHING before you are READY Communicate broadly • • Monitoring and Evaluating Make sure the governance board meets often and quickly gets into the proces of driving this organization Master Change Management from day one • Delivery and Support Dont let your hard work end up in a document Use business impact areas and solutions to give examples of what value SharePoint will bring to the organization Engage the management team on a regular basis
- 25. SharePoint Governance Implementation Guide MONITORING AND EVALUATING Planning and Organization 1. • 2. Aquisition and Implementation Monitor business impact status daily Keep a high communication level • 3. Delivery and Support Monitoring and Evaluating Governance must be visible and procedures transparent Drive Change Management hard • 4. The SharePoint governance lead should spend about 20% of time on this – perhaps more in the early endavours Things will change as the platform gets adopted – and they should! Cash in... • By maintaining a fixed focus on the business impact of SharePoint, using The SharePoint Governance Framework will continue to help you drive value from your investment.
- 26. =SUM(Slide1:Slide25) • Principles of Governance – Business Impact, Security, Compliance & Productivity • SharePoint Platform Governance – Organization and Drivers • Use a Framework • Operational Governance is related to Management, but they are NOT the same!