Richard Harbridge – Senior SharePoint Evangelist

The Steps to Effective SharePoint Governance

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Our Goal Today…

From Here To Here

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Information!

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Why Do I Need Effective Governance?

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There are big risks that are almost always realized when you

don’t have it!

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SharePoint Sprawl

“First I added three floors but then the house looked ungainly, like a mushroom," he said. "So I added another and it still didn't look right so I kept going…”

He was only intending to build a two-story house - larger than those of his neighbors to reflect his position as the city's richest man.

Risk: Un-Managed Sites and Content were not periodically reviewed for accuracy and relevance.

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Quality Deterioration

Risk: Did not ensure that content quality is maintained for the life of the portal.

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Risk: Did not consistently provide a high quality user experience.

Frustration Failure

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Priority ParalysisProject Priority

Fileshare Migration 1Partner Extranet 1Executives Kitten Picture Rotator 1Legacy Application Integration 1Governance Planning 1Put Out Server Room Fires 1

Risk: Did not establish clear decision making authority/ownership and escalation procedures so that conflicts are resolved in a timely manner.

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Ineffective Use of Time/Resources

Risk: Did not ensure that the portal strategy is aligned with clear prioritized business objectives.

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It’s not just about insuring against or mitigating those risks!

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Without effective governanceorganization, performance, and

capability are significantly reduced.

What does that mean?

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Without Governance

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Executing Governance

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With Governance

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The OutcomeYou can now communicate why

Governance is important/required.

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What to watch out for…It’s not insurance. It makes your

SharePoint investments more successful.

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Building The Governance Teams

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How do we start?

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Recommended Governance TeamsThere are typically 5 teams for SharePoint Governance:Business Strategy TeamSolutions/Technical Strategy TeamTactical Teams:

Tactical Operations Team Tactical Development Team Tactical Support Team

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The Strategy Teams

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Governance TeamsBusiness Strategy TeamSolutions/Technical Strategy TeamTactical Teams:

Tactical Operations Team Tactical Development Team Tactical Support Team

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Business

IT

Decentralized

Centralized

Business Strategy TeamSample Representative Interests

Executive Sponsor

Knowledge Management

Information/Technology Services

Finance

Sales and Marketing

Human Resources

Legal and Compliance

Operations

People Development and Training

Administration

Role: Provide strategic insight, direction and prioritization for the portal.

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Define, Prioritize and Plan

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Governance TeamsBusiness Strategy TeamSolutions/Technical Strategy TeamTactical Teams:

Tactical Operations Team Tactical Development Team Tactical Support Team

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Solution (Technical) Strategy TeamRole: Provide technical insight,

direction and prioritization for the portal. Sample Representative Interests

Application Development

Infrastructure

Enterprise Architecture

Security

People Development and Training

CommunicationsTip: If a business direction requires new integration or effort with other technologies then a technical representative for that technology will be necessary.

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Map Solutions to ObjectivesCentralize Knowledge and Resources

Enhance Collaboration

Automate and Improve Business Processes

Enhance Governance Model

Reduce Redundancy and Improve Efficiency

Adjust Site Structure

Migrate File Shares

Create Dashboards Workflow Solution Configure Search Services

Branding

Direct Relationship Indirect Relationship

* Objectives should be more specific – Example purposes only.

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Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement.

Our primary unified application delivery platform.

Our primary workflow/business process automation platform.

Our intranet and communication center for internal corporate communications.

SharePoint will be…

Our (external) web content management platform.

Our primary document management platform.

Our contact management platform.

SharePoint will not be…

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Defining Clear Objectives and Priorities High Level Solutions Definition and OwnershipHigh Level Platform ClassificationCommunication Planning and ManagementResource/Capability ManagementExpectation Management

Strategic Responsibilities

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Home Page

Functional Areas

Department Site – “Public”

Department Team Site – “Private”

Project/Initiative Team Sites

Personal Sites– My Sites

“PUBLIC” SITES: Open to all employees

TEAM SITES: Generally open to team members

Tightly controlled,

formal governance

Looser control, less formal governance

Some control, some formal governance

“PRIVATE” SITES: Open to business group members

Define Governance Control Levels

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The Tactical Teams

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Governance TeamsBusiness Strategy TeamSolutions/Technical Strategy TeamTactical Teams:

Tactical Operations Team Tactical Development Team Tactical Support Team

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The Tactical Operations TeamRole: Provide operational (IT-related)

support and maintenance for the system infrastructure

Sample Representative Interests

Infrastructure

Domain Administrators

Networking

Servers and Environments

Quality Assurance

Security

Databases

They manage the more routine maintenance of the system by performing nightly backups, performance monitoring and analysis, and keeping the environment current with security releases and upgrades.

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Objectives/Priorities Disaster Recovery Plan Storage and Quota Policies Monitoring Plans Maintenance Plans Service Level Agreements Security Policies Deployment Process, Policies, and Schedule

Operations Responsibilities

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Governance TeamsBusiness Strategy TeamSolutions/Technical Strategy TeamTactical Teams:

Tactical Operations Team Tactical Development Team Tactical Support Team

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The Tactical Development TeamRole: Customize/configure, personalize, and leverage SharePoint to achieve business objectives.

Sample Representative Interests

SharePoint Designer

Visual Studio

Source Control

Quality Assurance

Webparts

TemplatesThis team is a loosely-knit community who's membership ranges from highly skilled programmers to technically savvy end users in charge of personalizing departmental team sites.

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Objectives/Priorities Branding Guide SharePoint Designer Policy Workflow Policy Development Standards (Including OOTB vs Custom) Development Environment Policy Testing Requirements Deployment Process, Policies, and Schedule

Development Responsibilities

SharePoint Standards Online

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Governance TeamsBusiness Strategy TeamSolutions/Technical Strategy TeamTactical Teams:

Tactical Operations Team Tactical Development Team Tactical Support Team

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The Tactical Support TeamRole: Provide support of the

SharePoint applications and platform.

Sample Representative Interests

Support and HelpDesk

People Development and Training

Knowledge Management

Taxonomy and Ontology

Navigation and Organization

CoachingCreates and manages a support system with effective training and proper channels of question or issue escalation and resolution. This team should also include influential users and leaders.

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Objectives/Priorities Site Classification and Platform Classification Site Provisioning Process/Questionnaire User Expectations Agreement Roles and Responsibilities Support Agreement(s) Training and Communication Plans MySite Policies (Pictures)…

Support Responsibilities

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User Lifecycle Policy Taxonomy Management Social Policies Content Standards Legal and Compliance Policy Search Management

Support Responsibilities

SharePoint Standards Online

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Multiple Tiers for Escalation

Tactical Support Team

Help Desk

Site Administrators

End Users

Learning Libraries/Online/Help

(You can’t know everything)

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Measure SupportLearn and use data to be proactive.

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Deployment Process/Policies

Extremely Important! Ensure you have clear schedules and ownership.

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Governance TipIf possible have one member in all of the Governance teams or some members across multiple teams!

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Governance TipCreate a “Business Solution Governance Team”. This team allows you to find business users who want to be involved.

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The OutcomeEveryone Achieves a Shared Understanding

of SharePoint Related Processes.

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What to watch out for…Not just documents, policies, and

procedures. It is an active and ongoing process.

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Setting Up A Governance Site

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1. It’s a lot of content.2. It’s a collaborative process.3. It’s an ongoing process.4. Each piece of content should

have a clear owner.5. Content will need to

be shared.

Why a Governance Site?

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Governance Announcements

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SharePoint Solutions Listing

In addition you can also create a ‘Roadmap’ or basically a Gantt Chart or visual indicator of solutions to show what you have achieved and where you are going with SharePoint.

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Team Rosters and Definitions

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Policies, Standards and Guidelines

Use Search, Metadata, and Approval Workflows to help improve management and user experience.

For living documents/standards that require many authors try a Wiki!

SharePoint Standards Online

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FAQs and a Glossary

SharePoint Glossary Online

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Patterns and Practices

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Team Resources and Minutes

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Feedback and Surveys

Don’t forget to share stories!

Embed feedback options throughout the sites!

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Self Help and Support Resources

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Self Help and Support Resources

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Complete Site Listing

Include things like:• The owner and secondary owner of the site.• The purpose of the site.• The URL, Size, and Usage Level of the site.• The last time the site was engaged by the

support team.

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The OutcomeUsing the SharePoint Platform we can more effectively manage SharePoint Governance.

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What to watch out for…Just having the Governance site isn’t enough. Content must remain fresh.

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Governance Resources

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IS

Use them.

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Governance Checklist

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TechNet, Community and More..

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are

Use them.

FRAMEWORKS

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No Single “Approach”

Projects

Tasks

Communities

Practices

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Home Page

Functional Areas

Department Site – “Public”

Department Team Site – “Private”

Project/Initiative Team Sites

Personal Sites– My Sites

“PUBLIC” SITES: Open to all employees

TEAM SITES: Generally open to team members

Tightly controlled,

formal governance

Looser control, less formal governance

Some control, some formal governance

“PRIVATE” SITES: Open to business group members

Governance Control Levels

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ITIL Framework

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COBIT Framework

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SharePoint Deployment and Governance using COBIT 4.1Chennault & Strain

http://www.amazon.com/SharePoint-Deployment-Governance-Using-COBIT/dp/1604201177

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Microsoft Operations Framework (MOF)

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SharePoint Maturity ModelSadalit van Buren

http://sharepointmaturity.com

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The OutcomeThere is a ton of excellent material out

there to support you.

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What to watch out for…External best practices, policies, standards, and ideas may or may not be the right fit.

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1. Understand The Need For Governance2. Build Your Governance Teams3. Understand How SharePoint Is/Should Be Used4. Develop/Practice Guidance and Policies5. Return to Step 2 and Repeat Steps 2 through 46. You Have Perfect Governance

Steps to Effective Governance…

You Can Never Truly Achieve Perfect Governance.

So long as you are performing the steps you are achieving Effective Governance.

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Questions? Ideas? Feedback? Contact me:Twitter: @RHarbridge Blog: http://www.RHarbridge.comEmail: Richard@RHarbridge.comResources:

700+ SharePoint IA Slides at PracticalIntranet.com 130+ SharePoint Standards at SPStandards.com15 Pages of Important Questions at SharePointDiagnostics.com

Thank You