sharepoint governance success getting started with governance calspug edition presented by sag...

SharePoint Governance SuccessGetting Started with Governance

CalSPUG Edition

Presented by Sag Baruss

Published January.2014

Version 1.7

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IntroductionSection 1

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Saguenay ( ‘Sag’ ) BarussSenior Solutions Architect, AvePoint Client Services

Speaker Introduction

Introduction

sag.baruss@avepoint.com / sb@sapling.ca@sbarussca.linkedin.com/in/sbarusssapling.sharepoint.com/blog

Based in Calgary, AB

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Session Overview

Introduction

This is a 200-level session intended for the IT Managers and Senior IT Professionals responsible for the governance and long-term management of SharePoint.

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Session Objectives

Introduction

To examine the key elements of an effective governance strategy.

To provide a roadmap of practical steps for developing and implementing SharePoint governance.

To demonstrate the design, creation, and implementation of a governance policy.

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‘The Plan’

Introduction

http://www.phdcomics.com/comics/archive.php?comicid=1553

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Session Agenda

Introduction

Introduction 5 min

Governance in Small Steps

A Governance Scenario

Closing Thoughts

Why Governance

5 min

15 min

20 min

5 min

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Why GovernanceSection 2

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Definition

Why Governance

“Governance is the set of policies, roles, responsibilities, and processes that guides, directs, and controls how an organization’s business divisions and I.T. teams cooperate to achieve business goals.”

- Microsoft -governance-sharepointserver-2010.vsd

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Analogy

Why Governance

Consider security and customs at an airport.

Who goes first?

What information needs to be provided?

What items are allowed through and what items are not?

How do you know what the rules are?

What happens if the rules aren’t followed?

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Governance in Small StepsSection 3

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Governance Prerequisites

Governance in Small Steps

SharePoint vision and direction

What SharePoint will be used for and how it will fit into the overall services landscape must be understood.

Leadership

Technical, strategic, and operational leadership are all required.

Business commitment

The business must be prepared to commit the resources and support to take on this project.

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Governance Requirements

Governance in Small Steps

Business and technical requirements

Service Level Agreement(s)

Governance boards

Governance policies

Documentation

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Creating Governance Policies

Governance in Small Steps

Individual governance policies should be:

a) Tied to a business and / or technical requirement.

b) Contain a concise, specific statement of the actual policy.

c) Identify responsibility, key implications, and how success will be measured but without being specific about how the result is achieved.

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What a Governance Policy Looks Like

Governance in Small Steps

Implementation

Policy Statement

Objective

Business Requirement

Technical Requirement

Implications

Responsibility

Measurement

Governance Policy

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The Governance Journey

Governance in Small Steps

Governance is an on-going activity, not one with a finite end point.

This creates an interesting challenge since governance is a prerequisite for other activities.

To be successful, governance needs to be considered in two phases – initial governance and iterative ( or on-going ) governance.

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‘Initial’ Governance

Governance in Small Steps

Provides the framework for on-going governance.

Implements the initial set of governance policies.

Defines and tests governance processes.

Addresses key items which are prerequisites for other SharePoint activities.

Plans for the transition of governance activities to the iterative governance team ( if appropriate ).

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‘Iterative’ Governance

Governance in Small Steps

Iterative governance is iterative in nature.

Responsibilities include both strategic decisions and tactical ones.

On-going governance will interface with the various operational teams.

On-going governance must be closely aligned with enterprise architecture

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Initial vs Iterative Governance

Governance in Small Steps

The governance work that occurs here is initial

governance only.

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A Governance ExampleSection 4

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Scenario

A Governance Example

Global energy company with centralized SharePoint and geographically distributed operations.

Distributed ownership and responsibility.

Had commissioned a governance plan but didn’t know how to implement it.

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How to Manage Governance

A Governance Example

Manage it electronically and make it accessible.

Slice it up and publish it in portions.

Encourage collaboration. Allow comments and the exchange of ideas … and track the and discussion.

Keep it as simple as possible.

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Policies to Consider First

A Governance Example

Content ownership.

Site / site collection creation.

Permissions management.

Release management.

Information lifecycle.

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Sample Content Ownership Policy

A Governance Example

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Sample Site / Site Collection Creation Policy

A Governance Example

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Sample Permissions Management Policy

A Governance Example

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Sample Release Management Policy

A Governance Example

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Sample Information Lifecycle Management Policy

A Governance Example

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Closing ThoughtsSection 5

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Session Objectives Revisited

Closing Thoughts

To examine the key elements of an effective governance strategy.

To provide a roadmap of practical steps for developing and implementing SharePoint governance.

To demonstrate the design, creation, and implementation of a governance policy.

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Common Pitfalls

Closing Thoughts

Underestimating the complexity of SharePoint governance or becoming overwhelmed.

Missing prerequisites.

Thinking of governance as a technology problem.

Inability to focus on the ‘real’ targets or picking the biggest, toughest one first.

Not involving the right groups and individuals.

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Keys to Success

Closing Thoughts

Focus on the process of governance first.

Use the first set of policies to work through the process.

Plan for iteration, and for SharePoint ‘erosion’.

Avoid getting caught in the organizational ‘weeds’.

Look for and leverage the governance experience you already have.

Bring in external resources as you need them.

Celebrate your success.

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Recommended Next Steps

Closing Thoughts

1) Go back to basics. Start with the prerequisites and get those in place first.

2) Determine what you have in place already.

3) Keep it simple and effective.

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Questions

Closing Thoughts