3. A Governance Definition
What is SharePoint governance?
“Web governance uses people, policy, technology, and process to
resolve ambiguity, manage short and long-range goals, and mitigate
conflict within an organization.“
4. SharePoint Governance
People
Roles and Responsibilities
Process
How to accomplish common tasks such as creating a new site or requesting
new business requirements
Policy
Collection of principles - what site owners and developers should / should
not do
Technology
Leveraging the features to enforce policies through technology
6. Why Governance is important for SharePoint?
SharePoint often overlaps with other installed applications in particular
capabilities
Many of SharePoint’s capabilities are not “required” or “mandated”; rather,
they improve productivity
SharePoint is adaptable…
Powerful and locally configurable
The vision for SharePoint is expansive...
Intended to be a key Information Management platform
Scale of deployment is global…
7. Examples of how to create chaos
Don’t agree on a common platform for your Intranet
Give everyone full control
Duplication is the rule (Everyone will have a copy, no version control)
Backups are overrated (Why invest in a dev and test environment?)
Ensure Inconsistency (Taxonomy and navigation)
Life Cycle Management… Overrated (Disks are cheap)
Force feed your users your Intranet with no training
No site directories, No required metadata, No enterprise search
8. What contributes to a chaotic environment?
Creating new sites – sites with no ownership or responsibility and no Plan
Deploying new servers – IT doesn’t meet needs of the business
How long does it take to create a site for a project?
Does the technology IT supports fit my needs?
Let’s just spin up our own server!
Multiple similar technologies
User confusion - If an organization has File servers, Public Folders, DLs,
and SharePoint, where should a user post a discussion or document?
9. What contributes to a chaotic environment?
Lack of Control
Unreliable Service (No SLAs)
Memory leaks from bad untested, unsupported code
No strategy, no training
Lack of Growth & Usage Reporting
Lack of Communication
Security nightmare
Sites with “Junk” continue to live on and cloud search results
10. SharePoint as an Enterprise Solution
The challenge is…
To make SharePoint collaboration and content management capabilities
available to users making it flexible, easy to use, and support self-service
While at the same time, centrally manage resources, secure information,
control content access, and provide common services in a consistent user
experience
The goal is to…
Build an enterprise environment that supports distributed site ownership
that is bound to network infrastructure and policies as defined in a
SharePoint governance statement
11. Governance Stepping Stones
Models are on a continuum
Decentralization: A form of governance in which groups
in an organization are free to make their own decisions
Centralization: A form of governance in which a single,
central authority makes decisions for all sub-groups in an
organization
Federation in the middle: A form of governance in which
groups in an organization recognize a central authority’s Federated
right to set high-level policy but retain individual freedom control
Central
direction
Central
coordination
Formal To get to next step:
cooperation • Set scope
Informal • Publish standards
cooperation To get to next step: To get to next step:
To get to next step: • Coordinator • Web governance
Decentralization • Executive buy-in • Formal lines of board
• Collect best communication • Publish
To get to next step: practices • Establish program Statement of
• Inventory office Governance
• Consistent
communication
• Champions
13. Sponsorship
Executive
Management
Team
Governance Board
Corporate Communications
HR
Legal
Evangelists outside IT
14. Communication
Who communicates?
When is communication?
What is in communication?
Format of communication
Email, Web site, Newsletter, etc.
List of key communication contacts
15. Growth Plan
How many users initially? Over time?
Geo-dispersed?
Uptime requirements?
Number of sites? Docs? Pages? Searches?
Initial Workloads? Future Workloads?
16. Provisioning
Policies
Quota
Expiration
NDA
Site provisioning
Training before provisioning
Chargeback
Capture usage information
Business Impact
17. End User Experience
Define appropriate training courses
Admin, End User, Help Desk, etc.
Allocate budget/time for training
Include end users in –
Governance Board
Design
Testing
Deployment
Community Development
Online Forums
Lunch and learns
18. Application Integration
3rd party
Business Connectivity Services
Custom Code
SharePoint Designer
22. Governance Plan
Teams
Strategy Team
Tactical Team
– Operations
– Support
– Development
Individual Roles and Responsibilities
Governance Policies
Information Policies
Development, Deployment and Support Policies
Security Policies
Operations Policies
Training Plan
26. SharePoint Deployments
Characteristics of organizations that have…
Successful SharePoint implementations
– Pre-define governance policies
– Commitment to other Microsoft technologies
– Primary needs around collaboration
– End-user empowerment desirable
– Train and communicate polices to end-users
– Understand when SharePoint is not the right solution
Unsuccessful SharePoint implementations
– Inadequate governance
– Slow company-wide adoption
– Deployed established and overlapping technologies
– Strong desire for top-down deployment over bottom-up
Some things are easy to mess upCompliance cannot always be built in Focus on collaboration and improve information management over timeA global service must be stable and secure Must evolve to meet the needs of the business as a fully supported vendor product
Common platformNotes databaser, fileshares, SharePoint side-by-sideFull controlPlatform vil hurtigt se farlig udDuplicationSamarbejde om et dokument -> hurtigt har man 5 forskellige kopier, hvem har rettet hvad...BackupsVigtigheden af at have flere miljøer... Patch testing og hurtig data recoveryLife Cycle ManagementOver tid vil der ligge rigtig meget data -> arkiveringUser with no trainingMange vil blive skræmt af det store monster og vil opgive på forhåndNo directories, metadata and SearchOpmærkning hjælper på søgeresultater og navigationsstruktur
Proliferation = HastigvækstDefinere en site owner rolle med ansvarCASE: Udsendelse af mail til site owner omkring site uden aktivitet i 6 måneder – slettes om 14 dageTager det 1 uge at få oprettet et projektsite, når man har brug for det?CASE: Intranet, hvor man ønskede at gøre det nemt for brugerne og ensrette udseende på tværs af sitesResultat: Mange standardfuktioner virkede ikke. Meget tilpasning gjorde -> turde ikke lægge opdateringer påSå sætter vi vores egen server op!Kommunikation, træning og retningslinjer
Vigtigt at aftale service levelsCASE: En kunde som oprettede alle sites i samme web applikation. En dag kom et projekt og lagde en lille ubetydelig applikation på. Ikke testet ordentligt. Resultat: Alle de forretningskritiske applikationer blev revet med ned.Tager højde for disse ting i farm design (opdeling i web applikationer efter kritikalitet)
OpsummeringSkal finde den rette balance i mellem kaos og kontrolTilfredstille brugerne og IT driften
Executive and ManagementBecause SharePoint is usually rolled out to entire organisationNeeds to be involved and understand the visionHelp sell to other executives to make SharePoint a successGovernance BoardOfficial board or a group meeting i.e. once a month in the beginning and when it matures a little less oftenCorporate CommunicationsOwn the branding and messagingHR Especially if you roll out My SitesCASE: Portal Framework
You need to have a communication planInform about when you roll out new applicationsI.e. Monthly newsletter with tips and tricks
Plan for hvordan SharePoint installationen vokser over tidWhere are we going with SharePoint?One environment in central location or multiple farms?Needs to understand how these factors impacts the architecture and governance policiesStandard License to Enterprise License?Impact of upgrading licenses on budget?
Approval processes for information policies (Example: expiration, compliance and auditing)Establish and document user policies, rights policies and security restricted areas.Publish guidelines outlining appropriate application and content typesPolicy regarding confidential data?Remote access policies to ensure security
Provide clear instruction on how and when users should work with SharePointProvide information on how users can…Get support and trainingRequest design and development servicesRequest new functionality
What types of integration is allowed?BCS præsenterer data fra andre kilder/systemer i SharePoint
Top is one-way communicationMoving down gives less control and governance
So we are doneWe have deployed SharePointWe have defined GovernanceWe have created our Governance Plan
Keep track of how SharePoint is usedMaintain the governance planYou don’t know how SharePoint is going to be used – especially with self service
