2. Governance in SharePoint 2010
Hans Pierre
SharePoint Architect - Trainer / Senior ECM Consultant
Hans.Pierre@Devoteam.be
3. Agenda
0. Introduction to governance
1. What is SharePoint Governance?
2. Why you need SharePoint Governance?
3. How to implement Governance
4. SharePoint Governance plan Topics
5. SharePoint Information mgt guidelines
5. What ?
0. Introduction to governance
Analogy – Apartment building
Apartment building
• Owners
• Owners committee
• Tenants / Renters
• Syndic
6. What ?
0. Introduction to governance
Analogy – Apartment building
Apartment building
• Foundation / Roof
• Exterior
• Entrance door / hall
• Elevator
• Utilities (plumbing, Sewerage
pipes, electricity, water, gaz)
• Individual appartments
7. What ?
0. Introduction to governance
Analogy – Apartment building
Apartment building
• Owners need to agree on certain
things
• Cleaning and maintenance
• Exterior (same curtains, No
Satelite dishes, laundry … )
• Block Insurance
• Trash
8. What ?
0. Introduction to governance
Analogy – Apartment building
Apartment building
People
Policies
Procedures
Common Infrastructure / Services
10. What ? is SharePoint Governance ?
1. What
SharePoint Governance defines people,
policies, processes and infrastructure to
technology
resolve ambiguity and manage your short and
long term goals
11. What ? is SharePoint Governance ?
1. What
PEOPLE
the vision
Business requirements
Roles and responsibilities
12. What ? is SharePoint Governance ?
1. What
Policies
Content principles
Security principles
Design principles
Best Practices and formal policies
13. What ? is SharePoint Governance ?
1. What
Processes
Procedures for common tasks
Site request
New Feature request
Other Service requests
14. What ? is SharePoint Governance ?
1. What
Technology
Service levels
The framework / Architecure
Appropriate use
15. What ? is SharePoint Governance ?
1. What
Governance is not a project it’s a process
• Governance steers your project.
• Governance continues also after the
project phase.
17. What ? SharePoint Governance
2. Why
Analogy – Apartment building
Apartment building
18. 2. Why SharePoint Governance?
Without SharePoint Governance
Anarchy!
• No control of growth Higher costs
• No consistency Poor UX
• Poor content quality Lack of business value
and findability
Instability
• Badly developped
solutions
19. 2. Why SharePoint Governance?
To secure your SharePoint investment!
• Serve the business
• Content / Solution quality
• It has to be used.
o User adoption
o User friendliness (UX, navigation, findability)
20. 2. Why SharePoint Governance?
To create synergy and cost reduction!
• SharePoint as a platform
• Framework for lots of solutions
Custom Solutions
Collaboration
Meeting Mgt
Extranet
Internet
Intranet
...
SharePoint Services
22. What ? to implement Governance
2. How
Analogy – Apartment building
Apartment building
• Idea / concept
• Type of appartments (lofts,
studio’s, duplex, one, two,
more bedrooms)
• Stability study
• Construction plans
23. 3. How
How ? to implement governance ?
Green Field
Governance should have a prominent place in
your overall project approach !
• Closely related with planning and
architecture
• Not a one time shot!
• REMEMBER It’s a process not a project
• Involve the business as early as possible
24. 3. How
How ? to implement governance ?
Green Field
There is not such a thing as A SharePoint
project
• Foundation project (Common
Infrastructure and services)
• You built solution on this
infrastructure.
• Don’t call them SharePoint
projects
25. 3. How
How ? to implement governance ?
Green Field
Project ….
Project ….
Project 3
Vision Strategy and Roadmap
Project 2
Project 1
Phase 1 Phase 2 Phase 3
Business Roadmap 2. Design
Project Rollouts
Assessment Definition
Stakeholder Identification / 1. Process and content 3. Built
Governance committee analysis
Development
Requirements elicitation /
Use Case definition Roadmap Test
activities Deploy
Information Strategy
Improve
Governance principles
Begin Next 4. Update
Logical / Physical Increment Governance Plan
Architecture
ONGOING GOVERNANCE
Based on mike 2.0 methodology
26. 3. How
How ? to implement governance ?
Green Field
1. Establish Governance committee
2. Identify Use cases / High level Requirements
3. Vision / Strategy / Roadmap
4. Start with general principles / Policies
5. Train the governance board members
6. Gradually identify additional policies
27. 3. How
How ? to implement governance ?
Brown Field – As Is
• Abandonned sites
• Wrong Logical architecture
• Sites serving different purposes are
managed the same way.
• WIP Documents with 300 different
versions
• End-users expectations are not met
28. 3. How
How ? to implement governance ?
Brown Field
1. Understand the company culture (IT / Business)
2. Inventarize, categorize, assign information assets
3. Establish governance committee
4. Define governance principles / Policies / roles
5. Determine new architecture
6. Plan migration approach
7. Train & Migrate
29. 3. How
How ? to implement governance ?
Brown Field
LISTEN to your users !
30. 3. How
How ? to implement governance ?
What level of Governance do you need?
“One size doesn’t fit all !”
31. 3. How
How ? to implement governance ?
What level of Governance do you need?
33. 4. SharePoint Governance plan Topics.
Policies: what others are doing …
AIIM Industry Watch: using SharePoint as ECM solution (2011)
34. 4. SharePoint Governance plan Topics.
How ?
Content
Brown Field
1. Vision statement
2. Governance Concept
3. Roles and responsibilities
4. Guiding principles
5. Governance Policies and standards
6. Training and communication
35. 4. SharePoint Governance plan Topics.
Governance Plan
Vision Statement
• What do you want to achieve?
• Should be aligned with Business goals.
Example
“The portal will be the sole entry point to reach all the information and related
collaboration work spaces. It will be accessible for all internal and selected
external staff enabling information sharing and team collaboration.
Information in the Portal will utilize an information classification system to offer
staff multiple ways to find the most up-to-date and especially most relevant
information needed to efficiently carry out their responsibilities.”
36. 4. SharePoint Governance plan Topics.
Governance Plan
Roles and Responsibilities
• Executive sponsor
• Governance board (business + IT)
• Information management owners
• Site owners
• Information management Coaches
• IT developers / administrators
• Metadata committee
37. 4. SharePoint Governance plan Topics.
Governance Plan
Guiding Principles
• Principles that support the vision
• Content principles
• Security principles
• Best practices
38. 4. SharePoint Governance plan Topics.
Governance Plan
Governance Policies and standards
1. Information management
2. IT service management
3. Apllication lifecycle management
39. 4. SharePoint Governance plan Topics.
Governance Plan
Information Management Policies
• Information architecture
• Where to create which type of information.
• Site lifecycle management
• Metadata
• Content lifecycle management
– Retention
– Expiration
• Information flow
40. 4. SharePoint Governance plan Topics.
Governance Plan
IT Service management policies
• Service level management
• Availibility / Scalability
• Backup / Recovery (RPO – RTO)
• DRP
• Incident management
• Problem management
• Capacity management
41. 4. SharePoint Governance plan Topics.
Governance Plan
Application Management Policies
• DEV / TST / ACC / PRD
• Development tools
• Sandboxed solutions
• Branding
• Application lifecycle management
42. 4. SharePoint Governance plan Topics.
Governance Plan
Training and communication
• Don’t train users in standard framework, train in
their solutions.
• Assign SharePoint coaches
• Extensive Classroom training for these coaches
• Small trainings for end-users
– Classroom 30’ trainings
– Online training / How to’s
• Communicate multi channel
• SharePoint community Site
45. 5. SharePoint Information Management guidelines.
Farm
SharePoint Information management guidelines
Consider deploying custom solutions in
separate farm / web application
• Easier upgrade
• Develop Sandboxed solutions
• Chargeback
46. Controls
5. SharePoint Information Management guidelines.
SharePoint Information management guidelines
Group site collections with similar
characteristics in same Web Applications
• Set site collection quota
• Set site expiration policies
• Self Service site creation
47. Controls
5. SharePoint Information Management guidelines.
SharePoint Information management guidelines
Host critical site collections in separate
Content DB
• RTO
48. Controls
5. SharePoint Information Management guidelines.
SharePoint Information management guidelines
Create site collections for each department /
project / team
• Ownership
• Permissions
• Much of the OOTB functionality is
scoped within site collection level!
49. Wrap
How ?Up?
1. Start Governance as early as possible
2. Governance is a process not a project
3. Get the business on board
4. One size doesn’t fit all
5. Continuous improvement
6. Understand SharePoint Architecture
7. Train
50. Controls
The end …
Thank You !
Questions ?
Hans Pierre
SharePoint Architect / Senior ECM Consultant
Hans.Pierre@Devoteam.be
@HansPierre
