managing sharepoint business governance - bpc11 - march 2011
DESCRIPTION
New additions to the slides. Presented at Best Practices Conference in LaJollaTRANSCRIPT
BEST PRACTICES CONFERENCE SHAREPOINT
Clarity. Direction. Confidence.
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MANAGING SHAREPOINTBUSINESS GOVERNANCE
Veronique PalmerSharePoint MVP
March 2011
BEST PRACTICES CONFERENCE SHAREPOINT
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E E TM M E
Business Owner
User Adoption Specialist
End User Trainer
Team Lead
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Considerations
Why Govern
Questions
What’s Important
Management Actions
Resources
Success FactorsAge
nda
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Business vs IT Team Site vs Intranet
Site vs My Site
Intranet vs Extranet
vs Internet Large vs Small
CONSIDERATIONS
New vs Establishe
dOwned vs Not
Dedicated vs Part-time
2007 vs 2010
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No One Size
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What’s Important … To YOU?
Portal Activities
Taxonomy
Replace file shares
Consistent branding
Integration
BPM
Global accessSocial
networking
Blocking email attachments
Mos
t
Lea
st
Etc…
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?
? ?
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Violations Compliance Deviations
ConflictsBoundaries Contributors
EB E C A U S
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500 million social tags, notes and ratings
30 million documents per library
30 million items in a list
2 million users per site collection
1 million alerts on Searches
1 million terms and terms sets
400 000 major versions per document
250 000 site and subsites per site
collection
10 000 user groups per site collection
10 000 metadata tags recognised per
item when searched
5000 documents or list items displayed
per page
5000 blogs per site
5000 groups is how many each user can
belong to
5000 users can be in one Active Directory
group
2000 site collections per content database
2000 subsites under View All Site Content
1000 comments per blog post
1500 projects deliverables per Project
Server plan
1800 documents in a SharePoint
Workspace
100 items at a time you can bulk edit
25 web parts per page / wiki
10 people editing a Word or PowerPoint
document
at the same time
100GB space per site collection
2GB per document upload size
EVERYONE?!
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or
Enablement
What’s it About?
Control
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Communicate
Educate
GovMission
Guide
Manage
Explain
BENEFITS
MISSION
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Administrati
on
Managemen
t
Usage
Policy
Instructions
SharePoint Governance or…?
RegulationsOperationsGuidance
Conduct
Rules
BEST PRACTICES CONFERENCE SHAREPOINT
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MANAGEMENTACTIONS
BEST PRACTICES CONFERENCE SHAREPOINT
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Site Owners?
BEST PRACTICES CONFERENCE SHAREPOINT
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Site Owners? Metadata not folders
Link to ‘home’ page
Minimum tag
Naming standards
Versioning and renaming docs
Try this at home!
Mother Theresa…
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O C U M E ND T
Operating manual Agreed to Can and can’t do Balancing act Roles
Understood User impact Growth and change Training plan
The Plan
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Sample Governance Plans
http://www.letscollaborate.co.za/Resource-Centre/SitePages/SharePointGovernance.aspx
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Not sure what to govern?
Internal Auditors
External Auditors
Companies Act
ISO9001
Regulatory
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Announcements
Emails
SMS’s
User groups
Printed
Roadshows
Newsletters
In training
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O M M U N IC C A T E
Successes
Tips
News
Changes
Problems
WEEKLY
!
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Acknowledgement Strrrrrike 3!
N F O R C EE
Consequences Rewards
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E E TM
10 - 12
Compliance Marketing Project Office Sales Finance
Owner
HR Ops IT KM
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Min
utes
Minutes Sample
E C O R DR
Agendas Agenda Sample
Tasks
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U B L I S HP
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Wiki!
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• Team site• Communicati
on• Training
Maintain
• Governance Plan
Review
• 2010
Adapt
A I N T A IM N
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Ownership
Understand OOB
Dedicated team
Trained users
Experienced SCA’s
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Dependencies
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Document
Communicate
Enforce
Meet
Record
Publish
Maintain
7 Steps to Successful Governance
Sum
mary
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Worst Practices
• Do nothing
• Over engineer
• Don’t communicate
Best Practices
• Decide what’s important
• Start small
• Evolve over time
3
3
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Trade Off
DoDon’t
Free for all Clarity Direction Confidenc
e
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THING
Do Somethin
g
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Governance Bloggers
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Bill English : http://aiimcommunities.org/users/benglish
Dux Raymond Sy : http://sp.meetdux.com/default.aspx
Jennifer Mason : http://www.sharepoint911.com/blogs/jennifer/default.aspx
Michael Sampson : http://www.michaelsampson.net/
Paul Culmsee : http://www.cleverworkarounds.com/
Richard Harbridge : http://www.rharbridge.com/
Ruven Gotz : http://spinsiders.com/ruveng
Scott Jamison : http://www.scottjamison.com/blog/
Susan Hanley : http://www.networkworld.com/community/sharepoint
Veronique Palmer : http://veroniquepalmer.wordpress.com/
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Governance Resources Lets Collaborate Governance Portal
http://www.letscollaborate.co.za/Resource-Centre/SitePages/SharePointGovernance.aspx
Lets Collaborate Governance Plans and Templates
http://www.letscollaborate.co.za/Resource-Centre/LCs%20Documents/Forms/Governance.aspx
Industry Governance Articles on Lets Collaborate
http://www.letscollaborate.co.za/Lists/Announcements/Governance.aspx
Joel Oleson’s Governance Plan
http://go.microsoft.com/fwlink/?LinkId=163922
SharePoint 2007 Governance Checklist from Microsoft
http://office.microsoft.com/download/afile.aspx?AssetID=AM102306291033
SharePoint 2010 Governance Planning from Microsoft
http://www.microsoft.com/downloads/en/details.aspx?FamilyID=D41AB7B1-385B-41F6-90A0-03CFDA4FA98F
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Next Sessions
Team Site Security for Site OwnersTuesday at 14:30
Effective End User TrainingWednesday at 14:30
BEST PRACTICES CONFERENCE SHAREPOINT
Clarity. Direction. Confidence.
@veroniquepalmer #BPC11
Please be sure to fill out your session evaluation!
www.letscollaborate.co.za
THANK YOUFOR YOUR TIME
SAN DIEGO