2012 MN Gov IT Symposium - Get Away from SharPoint Nightmares with Governance
1. Session # 14
Get Away from SharePoint Nightmares with
Governance
Donald Donais, Avtex Consulting
TM
31st Annual
2012 Minnesota Government IT Symposium
For State Agencies, Counties, Cities, Higher Education and
Nonprofits
December 4-6, 2012 RiverCentre, St. Paul, MN www.mngts.org/itsym
(Presented by GTS Educational Events)
Wednesday, December 5th, 2012
11:30 a.m.-12:30 p.m.
2. SharePoint Governance
• General Overview
• Enterprise Search
• Informational Architecture
• Education and Training
• Operational Concerns
• Testing & Provisioning
• Infrastructure
• Deployment and Configuration
• Project & Operational Management
• Governance Plans
3. Donald Donais
Avtex IT Pro Consultant
ddonais@avtex.com
Blog – Tales from IT Side
http://talesfromitside.wordpress.com
Twitter
@dondonais
5. • TechNet:
Governance is the set of roles, responsibilities, and processes that you
put in place in an enterprise to guide the development and use of a
solution based on SharePoint Products and Technologies.
• Robert Bogue:
Governance is managing the deployment of information technologies.
Managing, like project management, is concerned with the risks,
the costs, and the usefulness of the solution once it has been
created. Thus when we define governance we are attempting to
manage risk, cost, and adoption
What is ‘Governance’ ?
6. Governance
• There must be a connection between
Governance, Risk and Compliance
Risk
• What is the risk
if certain actions
are taken or not
taken?
Compliance
• What do we
need to do to
ensure right
actions are
taken?
Governance
• Set of policies,
process and
procedures to
ensure
recommended
actions are
followed
7. • Not Rocket Science
• SharePoint is both Broad and Deep
There are a LOT of Details to Consider
• A lot of Governance is Common Knowledge
• What does it mean to bring SharePoint into the environment
Who will support it?
What is technology impact?
• Adoption – More than an Afterthought
Plan For It
Get Acceptance and Feedback from Users
Governance…
8. • Site Proliferation – Grassroots/Sprawl
• Server Proliferation
• No Quotas, No Blocked File Types, No Policies
• Unreliable Service (No SLAs)
Unreliable Support
No Strategy, No Training
Lack of Growth & Usage Reporting
• No Communication
• No Security Audits or Policies (a.k.a Information Leaks)
• No Lifecycle Management
What Contributes to a Chaotic Deployment
9. • CXO Sponsored Strategy (Exec Stakeholder)
• Well Communicated Strategy & Service Offering
• Consolidated, Well Managed Server Farms
• Consistency, Standards, Branding, Usage Policies
• Security Policies and Enforcement, Information
Management Policies
• Easy to Use and Powerful Search
• On Demand/Accessible Training and Support
What Contributes to a Successful
Deployment
11. • What do users search for today? How do they search today?
• What search functionality is available to you?
WSS, MOSS, Search Server, Express, FAST Search
• Integrate Information architecture with Search Planning –
Managed Properties
• Search Strategy, Taxonomy, Geography
• Key Words, Best Bets, Thesaurus
Search
14. • Consistent Understanding of Content Structure
How information is Organized
How information is Presented to Users
• Consistency Throughout Site (navigational elements)
Global and Local
• Wireframes and Storyboards
• Content Types
• Content Query Web Parts/Content Search Web Parts
Information Architecture
15. • What is being used to segment information?
Site Collections vs. Webs
Libraries vs. Sites
Folders?
• SharePoint Terminology
Understand relationship between objects (site collections,
webs, lists, etc…)
• Taxonomy vs. Folksonomy
• Managed Metadata Service and Term Store
• Branding Considerations
Using Colors to Identify Location within a Portal
Information Architecture
17. • Plan For Training Part of Roll Out
• Budget for Implementation and Adoption
• User Training and Resources
• Help Desk Training, Knowledge Articles, etc…
• Training for all SharePoint Roles
• Internal User Groups, Lab Sessions, Support Sites
• Local Resources
Training partners, User Groups, SharePoint Saturday
• Identify and Communicate Best Practices
• SharePoint Server Training: Office.com or Productivity Hub
Education & Training
21. • Content Owners and Editors
How Content is Created, Approved and Disposed Of
• User testing
Navigation
Search
• Feedback Method
• Repeatable Test Plans
• Lifecycles and Processes
• Security Guidelines
Testing & Provisioning
25. • Identify Appropriate Tools
SharePoint Designer, PowerShell, InfoPath, Visual Studio
• Site Definitions and Templates, List templates
• Source Code and Build Control – Team Foundation Server (TFS)
• Support
• Standards and Best Practices
Features and Solutions
• Branding, Themes, Master Page and Layout Page Development
Consistency with existing corporate branding
• Data View Web Parts
Development & Configuration
27. • Communication Planning: Who, What, When, How
• Deployment Process
Coded and No-Code Solutions
• Change Management
OS Patches vs. SharePoint & SQL Updates
• Service Level Agreements (SLAs)
• Roles and Responsibilities
• Charge back service?
• Sponsorship of Implementation
• SharePoint as a Service
Ownership of SharePoint from Business vs. Product
Project & Operational Management
29. Governance Plans
• Role Matrix
• Security Plan
• Training Plan
• Communication Plan
• Information Architecture Plan
• Document Management Strategy
• Search Strategy
• Infrastructure and System Architecture Plan
• Support Plan
30. Role Matrix
• Identifies and Communicates the Roles and
Responsibilities
• Will help in definition of:
Security
Training
• Should Detail:
Role
Description
Required Skills
Person or Group Accountable
31. Example – Roles Matrix
Role Description Required Skills Person/Group
Business Owner Executive sponsor from the Business group that represents
SharePoint to the executive time.
Understanding of internal
business structure,
strategies and processes.
Executive
SharePoint
Governance
Board
Governing body with ultimate responsibility for meeting the firm’s
goals in regards to SharePoint. They will factor in internal and
external governance influences.
Understanding of the
internal and external
Governance details.
Executive
Member,
SharePoint Reps,
Site Owner Reps
SQL
Administrator
Primary role is SQL management, backups and restore. SQL administration,
monitoring, and backup
and recovery.
Janice Small
Server
Administrator
Responsible for installation and maintenance of hardware
infrastructure or virtualization platform specifically for servers
where SharePoint is installed.
Microsoft Server
knowledge, monitoring,
backup and recovery.
IT Dept
Networking
Administrator
Responsible for management of LAN and WAN for an organization
including security, installations, monitoring, licensing backups and
restoring.
Network specific
knowledge around routers,
DNS,
IT Dept
Domain
Administrator
Responsible for ensuring the domain is administered properly
based on internal security and governance. This includes Active
Directory.
Microsoft Active Directory
knowledge.
IT Dept
SharePoint Farm
Administrator
This technical position should be involved with the
implementation and configuration of the portal solution but is
most integral to the on-going operation of the portal. They will
monitor performance, administer security rights, ensure backup
and recovery plans are set, will configure site indexing/searching,
and may be involved with end user support.
Network Infrastructure,
IIS, Active Directory
experience, and
monitoring systems that
ties into SharePoint.
IT Dept
32. Example – Roles Matrix continued
Role Description Required Skills Person/Group
SharePoint
Business Analyst
Hybrid IT/Business position that understands the
features and capabilities of SharePoint and how
they can be leveraged within the business. Will
need to gather business requirements and
translate them into business solutions. Works with
the Governance Board, IT, as well as the business
units.
Thorough understanding of
SharePoint features and
functionality. Good
understanding of business
goals wants and needs. Skilled
at needs assessment.
Bob Jones
SharePoint Site
Collection
Administrator
Primary role for ensuring that settings for the site
collection are configured properly. They will has
control all permissions and site creation within the
SharePoint site collection. This role will also work
within the guidelines of the Governance plan.
This person should be
somebody from the IT
department. They will need a
thorough understanding of
SharePoint features and
functionality.
Sarah Smiles
SharePoint Site
Owner
Primary role is for ensuring that content for a
SharePoint site is properly managed over time. The
primary focus is implementing business focused
solutions.
Site features and functionality
excluding site creation and
permissions. Will also need to
understand the business.
Department Owners
SharePoint
Contributor
This role creates, owns and maintains the content
published within SharePoint.
Business processes and
documentation.
Specified Department
Contributors
SharePoint
Viewer
This role consumes content that is found within
SharePoint.
Users within the Organization
33. Security Plan
• Layouts how Security is Handled
Best Practice – when possible use AD groups
• Details Security for Each of Zones
Intranet/Internet/Extranet
• Specify how Handling Permissions
• Specify Security Requests
• Should base off of Role Matrix
34. Example – Security Roles
Role Permission Set
SharePoint Farm
Administrator
SharePoint Farm Administrators (Full Control for all servers within the server farm) – These permissions
allow the member to permission administrative tasks in Central Administration or on the server. This group
does not have access to individual sites or content.
SharePoint Site Collection
Administrator
Site Collection Administrator (Full Control within the Site Collection) – The permission set will allow
members of this group to create and configure sites, lists, libraries; configure site and site collection
features and maintain permissions within the Site Collection..
SharePoint Site Owner SiteName Owner group (Full Control with exceptions) – The permission set will allow members of this
group to create and configure lists, libraries and site features. This group’s permission set will be modified
to exclude the ability to create new sites and administer permissions within the site.
SharePoint Contributor SiteName Members group (Contributor) – This group will have permissions to create, modify, and approve
content within a specific site.
SharePoint Viewer SiteName Visitors group (Read only) – This group will have out of the box permissions to read content
within the site.
35. Example – Security Request Flow
Initiate Request for
Access
Request goes to Site
Collection Administrator
Permission is Granted
and user gains access to
site
Yes
Permission is rejected
based on Governance
Standards
No
Does the request
meet Governance
Standards
Email sent with
details.
Confirmation e-mail
sent with details.
End Request for
Access
36. Training Plan
• Specify Training Examples for Roles
• Training Options
Instructor Led, Self-Serve, Learning Bites, Lunch and
Learns, etc.
• Look at Training from Different Levels:
1. General Training – Overall on SharePoint
2. Organizational Level Training – Specifics for
Organization
3. Departmental/Project Level Training – Specifics on
Processes when using SharePoint
• List all Possible Training Resources
37. Example – Training Matrix
Role Description Training Format
SharePoint Farm
Administrator
Base documentation from Microsoft
Microsoft Official Curriculum training course
Knowledge transfer sessions
Operations documentation
Classroom Hand On Training
Online
SharePoint Business Analyst SharePoint Site Owner/Power User course from Microsoft training
provider
Classroom Hand On Training
SharePoint Site Collection
Administrator
SharePoint Site Owner/Power User course from Microsoft training
provider
Knowledge transfer sessions
Operations documentation
Classroom Hand On Training
On Line
SharePoint Site Owner SharePoint Site Owner/Power User course from Microsoft training
provider
Knowledge transfer sessions
Operations documentation
Classroom Hand On Training
On Line
SharePoint Contributor SharePoint end user training from Microsoft training provider
Internal knowledge transfer sessions
Classroom Hand On Training
On Demand Video
On Line
SharePoint Viewer SharePoint end user training from Microsoft training provider
Internal knowledge transfer sessions
Classroom Hand On Training
On Demand Video
On Line
SharePoint Approver SharePoint end user training from Microsoft training provider
Internal knowledge transfer sessions
Classroom Hand On Training
On Demand Video
On Line
38. Example – Training Resources
Resource Description Training Format
Center of Excellence Site Build a SharePoint platform web/site that will be the single point of
reference for anything related to the SharePoint platform. Links to
training resources, materials, tips and tricks, user feedback, team
members, etc…
Online
Online Microsoft Tools,
Materials and Resources
End-user documentation
End-user blogs
Technical Administrator resources
Online
Linked from COE
Office SharePoint Server
2007 & 2010 Training –
Productivity Hub
A training solution built on the SharePoint platform that comes with
SharePoint training materials and demos and allows administrators to
develop specific task or role-based curriculums
Online
Sub-web of COE site
Solution and Scenario
Training
Targeted training for specific your organization Classroom
Hands-on
Microsoft Training Partners Classroom training from Microsoft Certified trainers using MS or custom
curriculums
Classroom
Hands-on
Internal User Group Internal group of SharePoint users who share knowledge on how
SharePoint has been improved or used within the business
Online
Sub-web of COE site
39. Communication Plan
• Enlist the Help of Internal Marketing
• Detail the Target Audience and How/When
Communicated to
• What is being Communicated?
New Release of Intranet/Internet/Extranet?
New Business Intelligence Tools
Updated Features
• How Often is Target Audience being
Communicated with?
40. Example – Audiences and Goals
Target Audience Goal Target
Completion Date
And Updates
Delivery Mode and
Responsibility
IT Steering
Committee / Key
Stakeholders
Final Plan
Key Decisions
Target: 6/31/2009
Updated: Monthly
Initial Meeting / Ongoing updates via
Project Site
By: Executive Sponsor
Corporate Leadership
Team
Plan Approval Target: July
Updated: Quarterly
Special Meeting
By: Executive Sponsor
Business Users Informational:
Status
Delivery Timeline
What to Expect
Target: July
Updated: Monthly
Email
By: Project Manager
Corporate Users Informational:
Downtime
Dates
Contact Info
Target: July
Updated: Monthly
Intranet Broadcast
By: Project Manager
Business Application
Users
Testing / Training Target: July
Updated: Monthly
Email
By: Project Manager
Help Desk Informational Target: August
Updated: Monthly
Email
By: Project Manager
Project Team Issues, Risks, Status Target: Ongoing
Updated: Weekly
Regular Meeting
By: Project Manager
Project Team Obstacles, Issues Target: Ongoing
Updated: Daily
Regular Meeting
By: Project Manager
41. Information Architecture Plan
• Plan refers to Overall Hierarchy and Structure
of SharePoint
Call Out Differentiation of Publishing versus
Collaboration
• Detail first 2-3 levels of the Overall Hierarchy
• Detail 2-3 Department/Project sites and type
of Information Displayed
42. Example – HR Department Site
Content SharePoint Feature / Construct
Department Mission
Statement
Content Editor Web part used to display Human Resource missions
statement principals
Human Resource
Announcements
List view web part pulling data from an announcement list
Various link sections Content Editor web parts; display content specific information from
the HR site including Benefits, Training, New Hire, etc.
Human Resources Contact Contact Details or Content Editor web part displaying information
about the HR site’s contact
IT Help Desk Content Editor web part displaying contact information
44. Document Management Strategy
• Detail Out Document Storage Locations
Within SharePoint:
• Publishing Sites
• Collaboration Sites
• My Sites
Outside SharePoint
• Exchange Public Folders
• File SharePoint
• Vendor Applications – Document Management
• Usage of Content Types within Environment
• Document Content Management Features to be used
45. Example – Content Management
FEATURE DESCRIPTION USE WITH
Content Approval Before content can be made available to members of
the SharePoint Visitors group it has to go through a
quick workflow for basic approval.
All content include documents and SharePoint
pages.
Versioning Documented historical look at changes made to
content. This includes major and minor versioning.
All content include documents and SharePoint
pages, best practices to use with SharePoint
pages. Need to see history of content.
Check Out Checking out content (pages or documents) so that no
one else can make changes. This content remains
checked out until user finishes and checks information
into SharePoint
All content include documents and SharePoint
pages. Need to have only one person work on
content at a time.
Document ID (Standard
and Enterprise versions)
SharePoint automatically assigns a unique number
(within the Site Collection) to content within
SharePoint (documents). This is used for referencing
information.
All content include documents and SharePoint
pages. Especially useful when linking directly to
a document or searching for a records within
SharePoint.
Content Rating (Standard
and Enterprise versions)
Users can rate content within SharePoint on a scale of
1 to 5. This can show how useful information is within
SharePoint.
All content include documents and SharePoint
pages. Useful for surfacing useful information
from SharePoint.
Workflow Automation of a business process within SharePoint.
This allows automatic routing for Approval or
Feedback on content entered into SharePoint
All content include documents and SharePoint
pages.
46. Search Strategy
• Define the following within SharePoint
Scopes
People Search
Search Customizations
Content Sources
iFilters
Keywords & Best Bets
• Use the Crawl – Walk – Run Approach
47. Infrastructure & System Architecture
Plan
• More Technical in nature
• Documenting:
Physical Architecture of SharePoint Environment
Hardware & Software Requirements
Use of Virtualization
Capacity Planning Scenarios
Use of Quotas
Backup/Recovery and Disaster Recovery
Service Accounts being used by SharePoint
48. Example – SharePoint Service
Accounts
Login Role Description Permissions
domainspfarm Farm service account This account is the main farm
account that runs all
administration services, such
as Timer jobs and the SQL
service. Also runs the
application pools for
administrative web
applications
Create a domain user account, and add it to the local
Administrators group of each SharePoint server in the
farm. Requires dbcreator and securityadmin SQL
server roles.
Note: You must manually add spfarm to the local
Administrators group on a server before installing
SharePoint on that server.
domainspcontent Content service
account
This account runs the
application pool for the non-
administrative web
applications.
Domain account
domainspsearch Search service
account
This account runs all search
services.
Domain account
domainspcrawl Content access
account
This account is used when
indexing content.
Domain account
domainspservice SharePoint Service
Application Account
Default account for the
different service applications
and will be the identity of the
service applications app pool
account.
Domain account
domainspuserprofile SharePoint User
Profile Service
Domain account
49. Support Plan
• Documentation on Service Level Agreements
between Users and IT/SharePoint Support
• Detail the Overall Support for SharePoint
Coverage by
• Site Owners
• Site Collection Administrators
• SharePoint Farm Administrators
• Network Administrators
• Database Administrators
50. Governance Resources
• SharePoint 2007 Governance Center
http://technet.microsoft.com/en-us/office/sharepointserver/bb507202.aspx
• SharePoint 2010 Governance Center
http://technet.microsoft.com/en-us/sharepoint/ff800826
• Joel Oleson Governance Plan
http://www.sharepointjoel.com/Lists/Posts/Post.aspx?ID=194