IT Governance Portals

Establish Proper Portal
Management Standards with
a Winning Governance
Strategy
Adolf Allesch
Cap Gemini Ernst & Young

© 2004 Wellesley Information Services. All rights reserved.

What We’ll Cover …

• Setting the stage for portal governance
! The why
! The what
! The how
• Developing your portal governance framework:
Three key steps
• Fourteen tactical governing areas and deployment
• Benchmarking your governance model
• 7 key points to take home

2


! The why
! The what
! The how
Three key steps

3

Governance: Ensures Certain Behaviors

• Governance:
! In its
simplest
form, is
“who” is
responsible
for “what,”
and the
definition of
the decision-
making
processes
around the
“what”

4

Portal in Particular Needs Governance

Components: Search, BI, unifiers, Web servers, iViews, security
ls
rta
Po are ex Audience: Employees, suppliers, customers, retirees, etc.
l
mp
co

Process: Portal-enabled reengineering

IT a m IT program’s success rate?
r
og ck
pr tra rd
co
re
Business perception of IT investment?

Federated portals, multidivisional access
’
rt als or
Po ed f ity Intranet, extranet, www.mycompany.com
ne iform
un
Portal pinch points (ability to achieve results)

5

How Critical Is a Portal Governance Plan?

If you cannot govern: Then:
• User roles • No application/content
• Consistent taxonomy access
• Content publishing • Poor search results
• User experience • Low readership/knowledge
• Community development • Low usage
• etc. • Low collaboration

6

“Scope of Differences” Within Portals Is Great

Typical R/3 project environment:
Same functionality, different users may use
different parts of the system

Users

Functionality Functionality

HW/SW/DB Instance HW/SW/DB Instance

7

“Scope of Differences” Within Portals Is Great (cont.)
Portal project environment:
Must manage multiple service and content providers with
multiple and potentially duplicating/conflicting requirements

Role-based users

Content Corp Comm Emp Svces … *Enterprise Portal Services
Content Content
Value-added
Pgm T/E Corp Dash Intranet Commty
portal services
Mgmt Comm Board Mgt
Foundation
Search Info Security Collaboration SSO Roles
services Model

Portal HW SW Dev External
infrastructure Infrastructure Licenses Environment Access

Portal EPS*
8

What Can Be Governed? At What Level?

Role Based Users

Content

Value-added Portal Services Browser,
Devices
Foundation Services

Portal Infrastructure
Portal Framework
ICE Knowledge Management Unification LDAP

Retrieval&
Content Database Real -time Database Application
Mngmt . Unifier Classif . Collaboration Unifier Unifiers
WebDAV SOAP

Portal Content Catalog

JDBC System XML
iViews Pages Roles Worksets Layout
Landscape

Technical Portal Services
HTTP/
FTP
HTTPS
Audit, Log, User Mngmt . Personaliz . Caching Notification Rendering
Monitoring Service Service Service Service Service

Applications
Applications // Repositories
Repositories

9


! The why
! The what
! The how
Three key steps

10

A Portal Governance Framework

• A set of principles is defined in the context of a company’s
business strategies and operating model, and is then
translated into specific roles, responsibilities, and
reporting relationships
Business Portal Governance Framework
strategies
Portal
Portal roles and Policies and
governing
responsibilities procedures
principles
Business
operating
model

Portal governing Organizations are The necessary
frameworks are derived mapped to roles and rules for the portal
to enable pursuit of responsibilities for are defined in
business strategies in managing and terms of policies
the context of an providing portal and procedures
operating model systems and services 11

A Portal Governance Framework (cont.)

…We will govern
only common …Only
…We are a
elements of the community
technology
portal between stewards
leader for
divisions can create
product
innovation indexes
Portal Governance Framework
Business
strategies
Portal Portal roles and Policies and
governing responsibilities procedures
principles
Business
operating
model

…We are …Content Management
autonomous and Taxonomy will be
divisions managed by
communities of interest

12

Portal Governance Organization Hierarchy

• Assigned by business leadership
• Rotational leadership
Enterprise • Allocate resources
Steering • Approve common portal elements:
• Look-and-feel/information model
Committee
• Technology architecture
• Policies/standards/guidelines
• Taxonomy of communities

Cross- • Allocate resources
Business • Develop/modify:
and • Technology architecture
Functional • Policies/standards/guidelines
Councils • Taxonomy of communities

Operations • Day-to-day operations of portal
• Facilitate use and development
Corp Business Function • Identify nonconforming and duplicated content
• Deploy portal access

• Content management
Communities • Ownership, audience, category of data
• Approval
• Modify taxonomy of communities

13

Governance Framework – Sample

Only
govern Cross BU Our policy
common Council
Portal Governance Framework is….
areas… will….
Portal • Assigned by business leadership
Portal roles and Policies and
governing responsibilities
• Rotational leadership
procedures
principles • Allocate resources
Enterprise • Approve common portal elements:
Steering • Look-and-feel/information model
Committee • Technology architecture
• Policies/standards/guidelines
• Taxonomy of communities

• Allocate resources
Cross - • Develop/modify:
Business • Technology architecture
and • Policies/standards/guidelines
Functional
Councils • Taxonomy of communities

• Day-to-day operations of portal
Operations • Facilitate use and development
• Identify nonconforming and duplicated
- content
Corp Business Function • Deploy portal access

• Content management
• Ownership, audience, category of data
Communities • Approval
• Modify taxonomy of communities

14

Establishing Your Governance Framework

• Three key qualification areas that will drive your framework
! Support: centralized or decentralized?
! Ownership: insource, outsourcing, co-source?
! Portal type: standalone portals, corporate portals, federated
portals?

Business 1 Business 1 Business 1

Standalone
Portal Corporate
Portal Federated
Function
Portal
Business 2 Function Function
Business 2 Business 2

15

Approach to Define Operational Governance

Apply it! 3


1 Define it!
Stand Alone Corporate
Federated
Portal Portal
Function Function Function Portal

AREAS
Portal content
2 Map it!
Portal roles
Workset design
Application integration SSO/authentication

B
Desktop strategy and loadsets
Web content management
Collaboration tools Oracle Portal SAP Portal
A
Search and taxonomies
Communities
Portal layout D
Portal infrastructure
Portal security External Oracle e-Business suite
e- SAP applications

Portal training Benefits) Other content & services
services,

C
16

Where Can it Be Governed?

Infrastructure
governance
SSO/authentication

B
Portal layer
Oracle Portal SAP Portal
A
governance
D
External Oracle e-Business suite
e- SAP applications
Benefits) Other content & services
services,

C
Full application
governance

Single application
governance

17

How Will it Be Governed?

2 Map it!
SSO/authentication

B
Oracle Portal SAP Portal
A

D Current State Future State
e- SAP applications
services,
Portal content D A
C Portal roles D A
Workset design C A
Application integration D A
Desktop strategy and loadsets C A
Web content managementKM A A
1 Define it! Collaboration tools A A
AREAS Search and taxonomies C B
Portal content Communities of interest C A
Portal roles Portal layout D B
Workset design
Portal infrastructure B B
Application integration
Desktop strategy and loadsets Portal security A B
Web content management Portal training A B
Collaboration tools
Communities
Portal layout
Portal security
Portal training 18


! The why
! The what
! The how
Three key steps

19

Fourteen Key Areas That Require Governance

1. Portal content WORKING EXAMPLE
2. Portal roles
3. Workset design
4. Application integration
5. Desktop strategy and loadsets
6. Web content management
7. Knowledge management
8. Collaboration tools
9. Search and taxonomies
10. Communities
11. Portal layout
12. Portal infrastructure
13. Portal security
14. Portal training
20

Portal Content – Definition

AREAS Portal Content Types
O riginal Source
Portal content
Portal roles Application
Transactional
Transactional
S ystem s&&
Internet
Internet
Internet

Workset design Access
S ystem s & Content &
Legac y D B
Legac y D B
Integration Services
Desktop strategy and loadsets UEser rise Po rtal
E n terp
User rise Po rtal
n terp

Unstructured
Structured
Collaboration tools R o le - B ased
U n ificatio n
Search and taxonomies S o lu tio n s

Communities
Portal layout
Portal infrastructure D ata W arehouse
D ata W arehouse
& D SS KC ontent &
now ledge
Business
& D SS
Portal security Intelligence
C ontent &
MD ocum ents
anagem ent
D ocum ents
Portal training
Extracted & M anipulated

Drivers: # of data marts/warehouses
# of applications
# of reporting tools
# of Web sources
# of KM tools
# of intranet sources
# of services
21

Portal Content – Governance Areas

Portal Content Types
Integration approach
Original Source

Transactional
Application
Systems&
Access &
Legacy DB
Integration
DB
Internet
Internet
Internet
Content &
Services • iViews Content Integration
User Portal
Enterprise Portal
User
Enterprise

• External services
Unstructured
Structured

Role-Based
Role-
Unification
Solutions

• Web services
Data Warehouse
Data
& DSS
&
Business Knowledge
Content &
Content &
Intelligence Management
Documents
Documents

Extracted & Manipulated

• Structure Content Structure
• Pages
• Worksets Portal Data Model

Drivers: # of integration approaches, # structure design

22

Portal Tactical Governance Planning Template

Operational Area:
“WHAT”
Definition of Tactical Scope Elements:
a)
b)
c)

Tactical Element Support Detail:
•
•
•
“HOW
Suggested Governance Organizational Model:
and
Governance Model Impact Assessment : HOW MUCH”
“WHO” • Policy / Procedural

Resource Definition to Operationalize:
• Skill sets
• Tools

Timing to Operationalize: “WHEN”
Geographical Impact:
“WHERE”
23

Portal Tactical Governance/Scope

Portal data model Operational area: Portal data model
Content administration
Definition of tactical scope elements:
Content distribution a) Which content sources are available?
Role management b) For whom are the content sources available?
Workset management
c) How is access to content organized? By which roles? Worksets? Pages? iViews?
d) What is the assignment structure for content? User – Role Assignment, Role – Workset/Pages/
iView development
iView Assignment
iView management e) Which kind of navigation is used in the portal?
Loadset management f) Are entry points defined within the roles? Workset or folder?
g) Glossary of terms
Web content administration
Web content mgmt services
Tactical element support detail:
Collaboration administration •
Search & classification mgt Suggested governance organizational model:
Governance model impact assessment :
Taxonomy management
Taxonomy Mgt
• Policy/procedural
Community management Resource definition to operationalize:
Portal layout
Portal Layout • Skill sets
Portal infrastructure mgt
• Tools
Timing to operationalize:
Portal security management
Geographical impact:
Portal training management TEAM/STAFFING:

24

Example: 1 – Define it, 2 – Map it, 3 – Apply it

Portal Content Current State Future State
Define it!

Portal Content D A
Portal Roles D A

Map it!
Original Source

Transactional
Transactional
Application
Systems&
Access &
Internet
Internet
Internet
Content &
Portal Content
Workset Design C DA A
Legacy DB
Integration Services Application Integration D A
Desktop Strategy and Loadsets C A
User Portal
Enterprise Portal
User
Enterprise
Web Content Management KM A A

Unstructured
Structured

Role-Based
Role-
Unification
Solutions Collaboration Tools A A
Search and Taxonomies C B
Data Warehouse Communities of Interest C A
& DSS
Business Knowledge
Content & Portal Layout D B

2
Documents
1

Portal Infrastructure B B
Portal Security A B
Portal Training A B

D Oracle Portal SAP Portal
1
A
SAP applications

External Oracle e Business suite
- SAP applications

Apply it!
Apply it!
Apply it!
Apply it!
services,

Business
Function
Function CPS
Function
Business
Function CPS
Business 2
Business
Business Interoperability Integration

3
3
3
3
-Business Portal Services -Corporate Portal Services -Corporate Portal Services
+
-Business Portal Services

25

Content Distribution and Assignment
AREAS
Portal content
• Which roles get which content?
Portal roles
Workset design • How will they navigate to the content?
Desktop strategy and loadsets • How is the content presented?
Web content management Portal Data Model
Collaboration tools Content
Communities admin
Portal layout Roles
Portal infrastructure and
Portal security
Portal training Worksets Folders distribution
Original Source
Pages
Transactional
Application Internet
Internet
Internet
Systems&
Systems &
Access Content &
Legacy DB
Legacy DB

External
.
User Portal
Enterprise Portal
User
Enterprise
iViews
Unstructured
Structured

Role-Based
Role-
Unification
services
Solutions

Data Warehouse
Data
& DSS
&
Business Knowledge
Content &
Content
Documents

Drivers: # roles, # navigation approaches
Documents


26

Portal Role Management – Governance Areas
AREAS • User management
Portal content
Portal roles
! LDAP
Workset design
! Hierarchy
! Migration
Collaboration tools
! Maintenance
Communities
Portal layout
• Role design
Portal infrastructure ! Unique content
Portal security
Portal training Role
! # of roles per user
Original Source
! Composite vs. nested Management
Assignments
Transactional
Internet
Internet
Systems&
Systems &
Access
Legacy DB
Legacy DB
Integration
Content &
Services !
. • Role language
User Portal
Enterprise Portal
User
Enterprise
Unstructured
Structured

Role-Based
Role-
Unification
Solutions

Data Warehouse
Data
& DSS
&
! Default language
Business Knowledge
Content &

Maintenance
Content

!
Documents
Documents


Drivers: # role sources, # role types, # languages
27

Workset Design Overview/Definition

AREAS • Worksets comprised of task-related items
Portal content that can be accessed directly or through
Portal roles
Workset design
a folder structure
Collaboration tools
Search and taxonomies Roles
Communities
Portal layout
Portal infrastructure Worksets Folders
Portal security
Portal training Pages Workset
Management
External
iViews
Services

Drivers: # access points needed, # names, # languages
28

Role > Workset > Services

29

Application Integration via iViews

• iView Types
AREAS ! .Net
Portal content ! Master iView
Portal roles ! Java
Workset design
Application integration ! Inherited
Desktop strategy and loadsets ! Enhanced
Web content management ! Unifier iViews
Collaboration tools
Search and taxonomies ! Eventing iViews iView Development
Communities • iView Catcher
Portal layout
Portal infrastructure • iView Development
Portal security ! PDK
Portal training
! iView Editor
• Development process
• iView management
! Import/export
! Personalization iView Management
! Migrations

Drivers: # iView types, # development tools
31

Desktop Strategy and Loadset/Definition

AREAS
DeployableWorkstationComponents

Portal content Functional
Applications
Portal roles Sof tware Layer
Business UnitCUEs Peregrine
AssetCenter
Access Visio
Technical
SAP Thick
Client
FINS
Thick
Remedy

Workset design Distribution Client Client
Shortcut

Desktop strategy and loadsets Core Workstation Components

Web content management Core
Applications
Collaboration tools Layer Office SharePoint SAP myExtra! Citrix Visio Remote

Standard WebClient Portal WebClient Client Standard Access
Shortcut Client

Communities Utilities
Portal layout and Tools

Layer Norton Tivoli Acrobat Macromedia Macromedia Macromedia TenCORE SmartForce Java2 Java Microsoft MDAC
Disk AntiVirus Client Reader Shockwave FlashPlayer Authorware Player Player Platform WebStart JVM
Imaging CE Player Player

Portal security
Portal training
Operating
System
Windows * currentgenerationOS as indicatedby
Layer XP* migrationprocess.

PhysicalWorkstationComponents
Hardw areLayer

Laptop Desktop
Hardware Hardware
Standards Standards

Common user environment (CUE) – applets, plug-ins

32

Desktop Loadset – Governance Areas

• Loadset standards
! User-based definition(s)
! Ownership
! Coordination
! Asset inventory coordination/reporting Loadset
! Timing/scheduling Management
! Confirmation of S/W push
! Service level agreements (SLAs)

Drivers: # BUs, # user profiles, IT standards

33

Governing the Enterprise Information World

AREA

Portal content
Portal roles
Workset design
Web contentmanagement administration
Collaboration tools
Communities Original Source
Portal layout
Transactional
Transactional
iViews Internet
Internet
Yahoo!
Portal security Systems &
Systems
Portal training Legacy DB
Legacy DB
Unification
Platform
UserPortal
UserPortal

Unstructured
Structured
My Support My Applications
Services Rest of the
World
Role based
Solutions
My Project(s)
My Line
Organizations

My Location
My
Info Professions
Business
Data Warehouse Knowledge
Unstructured
Unstructured
Warehouse
& Analytics
Analytics Management
Documents
Documents

External
Content

34

Web Content Management (WCM) and KM

• Content Management
AREAS
! Authoring
Portal content ! Publishing Web Content
Portal roles
Workset design ! Workflow Management
Desktop strategy and loadsets • Permissions Administration
Web content management ! Read, write, delete, full
Collaboration tools
Communities
• Repositories
Portal layout ! Creation, maintenance, archive
Portal infrastructure ! Folders structures, naming
Portal security
Portal training • Access
! Receivers Web Content
! Providers
• Services Management
! Subscribe Services
! Feedback
! Rate
! Vote
! Send to
35

Web Content Management (WCM) and KM (cont.)
• Content Management
• Authoring
• Publishing Web Content Management Administration
• Workflow
• Permissions
• Read, write, delete, full

Form creation
Form creation Authoring
Authoring Publishing
Publishing
notification sent
User: Author Author Approver
Document: Created Final Edit Approved Published
Status: In Progress Awaiting Approval Released
notification sent

Drivers: # forms/style sheets, # approvals
36

Web Content Management (WCM) and KM (cont.)
• Repositories Collection Resource

• Creation, maintenance, archive Web Content
• Folders structures, naming Management
• Access Services
Repository Manager

• Receivers
• Providers
• Services
Namespace Manager Property Manager Content Manager Lock Manager

• Subscribe
Versioning Manager Security Manager Delta Manager

• Feedback
• Rate
• Vote
• Send to

Drivers: # services, repository scope
37

SAP Collaboration Overview

AREAS
Portal content
Portal roles Chat
Workset design
Application integration Awareness Collaboration
Desktop strategy and loadsets Room
Feedback,
Web content management Instant Rating
Collaboration tools
Search and taxonomies Messaging
Portal
Portal
Discussions
Communities Application
Portal layout Collaboration Services
Collaboration Services
Sharing
Portal security
Portal training Portal Content
Portal Content
WebEx Framework
Framework
Lotus Notes
Lotus
Sametime* Exchange
..... .....

Real Time Asynchronous

38

Collaboration/Governance Areas

AREAS
• Collaboration room(s)
Portal content
Portal roles ! Creation
Workset design
Desktop strategy and loadsets ! Roles
Web content management Collaboration
Collaboration tools ! Templates
Search and taxonomies Administration
Communities
Portal layout
! Worksets
Portal security ! iViews
Portal training
• Third-party tools

Drivers:# templates, # of communities
39

Search – Governance Areas

AREAS • Search
Portal content
! Header/iView
Portal roles ! Repositories
Workset design
Application integration ! Permissions Search and
Web content management ! Search options/terms/index groups
Collaboration tools Classification
Search and taxonomies ! Browsing taxonomies
Communities Management
Portal layout
! Results (views)
Portal security
! Saved searches
Portal training ! Assigning classifications

Drivers:# repositories, # search services, # classifications
40

Taxonomies Definition

• Taxonomy
! A taxonomy is a custom-
defined hierarchy of
categories that provides
the user with an easy and Concept : Example Based Taxonomy (EBT)

intuitive way of navigating
to the relevant information News
Categories
News
! A category in a taxonomy Politics
Politics Sports
Sports Business
Business
corresponds to one class;
it groups together similar Europe
Europe US
US Football
Football Basketball
Basketball SAP
SAP IBM
IBM Microsoft
Microsoft

documents

Training
documents Assigned documents

41

Taxonomy – Governance Area

• Taxonomies
! Index definitions
! Classification rules Taxonomy Management
! Classification workflow
! Metadata

Drivers: # indexes, classification scope
42

Communities of Interest – Definition

AREAS
Portal content
Portal roles
Workset design
Collaboration tools
Communities
Portal layout
Portal security My Support
Services Rest of the
My Applications

Portal training World

My Project(s)
My Line
Organizations

My Location
My
Info Professions

External
Content

Drivers: functional scope, membership,
life cycle, deployments, frequency
43

Portal Layout – Definition

AREAS
Portal content
Portal roles
Workset design
Desktop strategy and loadsets Portal
Web content management Environment C

Collaboration tools Business 1
Search and taxonomies A
Communities
Portal layout
Portal security B CPS D
Portal training Functions C
Business 2

Drivers: audience, # of federated portals, deployment maturity
44

Portal Infrastructure – Governance Areas

AREAS • Solution architecture
Portal content
Portal roles ! S/W and H/W definitions
Workset design
• Migrations
Collaboration tools ! Patch and upgrade paths
Communities • Load testing
Portal layout Portal
Portal security • Logical system names Infrastructure
Portal training
• Technical support Management
! Vendor support (OSS)
! On-site support
! Remote support
• Backup/restore

45

Portal Security – Definition

AREAS
Portal content
• LDAP design
Portal roles
Workset design
! User maintenance
• Single or dual mode portals
Collaboration tools
Search and taxonomies • Organizational context
Communities Portal
Portal layout ! HR org, contractors, extranet
Portal infrastructure Security
Portal security
Portal training • Security context Management
! Digital certs, PKI, VPN, SSO
• Topological context
! Centralized, decentralized
! SLAs
• Devices
46

Portal Training Governance Areas

AREAS
Portal content
• Team training
Portal roles ! Technical
Workset design
Desktop strategy and loadsets ! Functional
Collaboration tools
! Upgrade Portal
Communities
Portal layout • End user Training
Portal security ! Internal Management
Portal training
! External
• Training methods
• Training tools
• Training support

47


! The why
! The what
! The how
Three key steps

48

What Is the Right Level of Portal Governance?

• CobiT is a general framework aimed at IT governance with scales that are
easy to apply
• The maturity model focuses on the management aspects of an actual process

Reference: IT Governance Institute www.ITGovernance.org
49

How Far Should We Go?

The WHAT
The HOW

The HOW
MUCH

50

7 Key Points to Take Home

• Portal governance is critical for
growth/stability/value …discuss
with your IT leadership

• Your governance framework is Portal Governance Framework

driven by the type of support Business
Strategies

organization, the ownership, and Portal
Governing
Principles
Portal Roles & Policies &
Responsibilities Procedures

portal type(s) …identify your Business
Operating

current state framework
Model

Original Source

Transactional
Transactional
Internet
Internet
Systems&
Systems &
Access Content &

• There are 3 steps to governance:
Legacy DB
Legacy DB

User Portal
Enterprise Portal
User
Enterprise

Unstructured
Structured
Role-Based
Role-
Unification

a) Define it!
Solutions

Data Warehouse
Data
& DSS
& DSS
Business Knowledge
Content &
Content &
Documents
Documents


51

7 Key Points to Take Home (cont.)

• Map it! Where you are today or need SSO/authentication

to be tomorrow Oracle Portal SAP Portal

e- SAP applications
Benefits) services
Other content & services,

• 5. Apply it! Try it on your portal or Business 11
Business
Business 1 Business 1
CPS
intranet project
Function
Function
Business
Function CPSBusiness
Function
Business 2
Business Interoperability Integration

-Business Portal Services -Corporate Portal Services -Corporate Portal Services
+
-Business Portal Services

AREAS
Portal Content
Portal Roles
Workset Design
• 6. There are 14 tactical elements to Application Integration
Desktop Strategy and Loadsets
Web Content Management
govern in portals, each with key Collaboration Tools
Search and Taxonomies
Communities
drivers; assess your readiness for the Portal Layout
Portal Infrastructure
Portal Security
14 areas Portal Training

• 7. Maturity models exists; gauge your
progress with CoBIT 52

Your Turn!

Adolf Allesch
VP, SAP NetWeaver
Technology
SAP Portals Practice Leader

Cincinnati, OH
Questions? Mobile: 513-295-4362
adolf.allesch@cgey.com

53

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