sharepoint governance framework 4.0 introduction

Internal © 2012 Aker Solutions Preferred partner

Practical

SharePoint

GovernanceAnders B. Skjønaa

Enterprise Architect, Partner

SharePointPeople Aps


Enterprise

Search Portal

MySite /

MyProfile

Communities of

practise

SharePoint Governance Framework

SHAREPOINT INFRASTRUCTURE

Storage Operating Systems Security Service Continuity Architecture

PLATFORM SERVICESSearch

Managed Metadata

User Profile

Office Web Apps

BCS

…

STANDARD SOLUTIONSTeamsites

Partner Collaboration site

Branding

MySite

BUSINESS APPLICATIONS Quota

Moderation

Security

Quota

Social etiquette

…

Best Bets

…

…

MANAGED PROCESSESDeployment

Application Onboarding

Branding

Information Security

Managed Metadata

…

MANAGED SYSTEMS

SharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com


Platform Services

The Service Applications that comes with the SharePoint infrastructure are

all Platform Services. The list of Platform Services can also include third

party tools, like Nintex Workflow, Backup or migration tools etc.

SharePoint Service Applications

Non-SharePoint Service applications

(Microsoft or Third party)

Paltform Service Roadmap

(Service Catalogue)

Examples• Managed Metadata Service

• Search Service

• User Profile Service

• Work Management Services

• Office Web Applications

• Nintex Workflow 2013

• Netscaler Load Balancing

• Comperio Front (Enterprise Search)

• …



Managed Processes

A Managed Process is a descriptive process for important procedures that

are repeatedly used with the SharePoint platform. The purpose of Managed

Processes is to ensure that these procedures are executed in a consistent

and supportable way, and that the result of a change to the platform is not

compromising the stability or performance of the platform or its tenants.

Examples• Reporting & Communication

• Training & Adoption

• Branding

• Metadata Management

• Application On-boarding

• Development Process

• Storage Management

• Back-up & Restoration

• Infrastructure Management

• Support & Service Desk

• …

The Governance Practise

itself… maybe a managed

process?



Standard Solutions

A Standard Solution is a template for a Business Application. A Standard

Solution has an owner that not only governs the operations of the set of

solution instances running on the platform, but also drives maintenance

and development of the template; based on business requirements and

change requests. Generic standard solutions may be added to the

catalogue – like “Web Content Management Intranet Portal” as the

template for a solutions that may be highly customized using code.

Examples

• Communities

• MySite

• Web Content Management portal

• Branding

• Partner Collaboration site

• Campaign site

• Help Center

…

Implementing similar solutions

multiple times is a major cost

driver on SharePoint. Creating

a standard Solution Catalogue,

can help you turns high cost

into business productivity.



The SharePoint Governance FrameworkMaking knowledge

available

Connecting securely to

friends and partners

Everyone on the same

platform with the same

services

Making information more

valuable

Cost competitiveness &

growth ambitions

Platform

Service

Platform

Service

Platform

Service

Standard

Solution

Standard

Solution

Managed

Process

Platform

Service

Platform

Service

Standard

Solution

Standard

Solution

Managed

Process

Managed

Process

Policies

Managed Systems are

governed objects in the

Service & Solution

Catalogue.

Business Applications are

instances of standard and

custom solution in

production, running on

the SharePoint platform.

All Managed Systems are

connected to at least one

Business Driver, with an

impact weighting, that

tells how important for

this driver, the Individual

system is.

MANAGED SYSTEMS (Service and Solution Catalogue)

BUSINESS DRIVERS (DERIVED FROM IT STRATEGY)

Control

Control

Control

CONTROLS

Controls are defined to check if

we are compliant with policies.

Each control will have an owner

and a risk impact level, related to

a managed system.

POLICIESPolicies describe the guidelines

(Mandatory and Suggested) for a

specific area.

For each guideline/rule it is

defined if the guideline is

controlled or not.

CONTENT & COMPLIANCY TASKS

IT OPERATIONAL TASKS

Control

OPERATIONAL TASKS

Tasks are used for doing the oprational work that is defined by Policies and

controlled by Controls. Tasks are done by IT Operations (same as any other

operational task) or by the business unit/owner of the individual business

application. The linking between controls (governance practise) and tasks

(operations) provides line of sight from governance to management..

BUSINESS APPLICATIONS

Business App Business App





Understanding the principles of your role

To make the governance practise work, you need to have a team that not

only have the technical knowledge and business understanding, but also

understand their own responsibilities and role.

■ Governors & Citizens: You are the Governors!■ Be prepared to make decisions or escalate (10:1)

■ Define the rules, by which you make decisions■ Document and Communicate

■ If you want to be safe; Escalate approval of your ruleset

■ You are a «govenor» – not «The president»■ The SharePoint practise is a (kind of) democracy

■ You have responsibility for your area only - but have share a

common interest in everyone doing well.

■ You are priveledged to say no■ If there is a conflict, you escalate!



The Governance Organisation

SharePoint Platform Manager• Governance Practise Lead

• Service/Solution Catalogue Owner

• Communicates with IT & Business

• Drives Change Management

SharePoint Service Owner• Management level commitment

& communication

• Owns SharePoint Strategy

• Owns Business Drivers

• Escalation end-point

SharePoint System Manager• Build policies & controls

• Platform Service maintenance responsible

• Reports to SharePoint SDM (Dotted)

SP SM

Service Manager (Business Application)• Typically a business unit member

• Owns Business Application requirements

• Builds policies and controls for the relevant business application

• Sends requirements through Change Management / SharePoint SDM

SP SM SP SM

Business Application

Business Application Business Application

Service Manager Service Manager



Practical SharePoint Governance

SCENARIO: Application on-boarding

A new version of the corporate intranet is going to run on the available

SharePoint infrastructure. The application will add significant traffic and load

onto the infrastructure and the solution will be managed by the same resources

(and budget) that is managing the existing solutions on SharePoint.

A selection of solution requirements:

• The new intranet should only be available for all employees / users

• The solution should integrate with the existing Social tools and Enterprise Search platform

• The intranet must be highly available for business users across the company



Governance in SharePoint Service

SCENARIO: Application on-boardingExamples from a Governance Policy

• Any new application that will run on the SharePoint infrastructure must meet a minimum of design

requirements; including capacity plan, storage, user access, security, information architecture and

functional specification (including design). Based on the design and requirements, the

application/solution will be assigned to a standard service level.

• Any web-based application must use a common look & feel, including the common page-header with

global navigation, owned by Corporate Communication

• Any business application must have an assigned business owner, that engages in the business /

content governance for this application.

• To go into production, any application must go through the standard deployment procedure (DEV →

QA → UAT → PROD) using the standard procedures and guidelines for deployment. This includes

approval by Platform Owner (Business) and Platform Architect (Technical)

• All applications must meet minimum requirements for documentation and training; including

handover to service-desk, operational tasks, governance policies and controls, and functional design

documentation

• Any custom application running on the SharePoint platform must store custom code in the corportate

code-repository, as described in the development policy for SharePoint platform.

…what else?




SCENARIO: Issue escalation

The new Enterprise Search platform scales to 40 million documents. In

StereoWorks Corp. the document corpus is more than 3 times as big. Enterprise

Search Product Owners suggest what file shares to include in search, but Business

Area’s may have different opinions. It is evident, that the most important

documents in the business must be indexed for the Enterprise Search solution to

gain the adoption expected.

Practically…

• This issue is NOT solvable in the project. Business Areas that typically pay for the solution

(directly or indirectly), will argue that their documents must be a part of the search solution.

Therefore the issue must be escalated – but to whom?

We need an escalation path…




SCENARIO: Search Service issue escalationGood Governance Practice: Provide a clear escalation path

Technical /

Business?

Level 1: Search Service

Manager

Level 2: SharePoint

Platform Manager

Level 3: SharePoint Service

Owner

Level 1: SharePoint

Platform Service Manager

Level 2: Service Manager (Business Applicaton Owner)

Information

Security Officer

Legal

Optional

SharePoint

Platform Architect

Optional




SCENARIO: Issue escalationGood Governance Practice provides a clear escalation path

Technical /

Business?Platform Service Manager

SharePoint Platform

Manager

SharePoint Service Owner

SharePoint Platform

Manager

Service Manager(Business Application Owner)

…

…

Optional

SharePoint

Platform Architect

Optional



As a tennant on the enterprise SharePoint platform, any application must

have detailed plans for shared services, including:

• Information and Service Architecture (SharePoint infrastructure)• Webapplication

• Service Applications

• Storage and Capacity planning

• Tie-in with other applications• Navigation

• Integration end-points

• Enterprise Search

• User Access

• Security implementation

• Governance engagement• Business Application Owner

• Governance practise engagement

• Application architecture• Alignment with corporate standards and methods

• Enterprise Architecture for SharePoint

SharePoint Business Application planning



Application Onboarding

Product OwnerSharePoint Platform

Manager

INITIAL SYSTEM VALIDATION

• Required documentation

• Platform Scope & Roadmap

Escalated…

SharePoint Governance

Practise Meeting

SYSTEM VALIDATION

• Platform architecture fit

• Impact on Service Applications

• Capacity; Storage and throughput

• …

ADDED TO MANAGED SYSTEM

• Policies & Controls

• Change Management

• Operational monitoring

• Platform Governance engagement

SYSTEM IN «ESCROW»

Project Team will deliver remaining

• System documentation

• Operational documentation

• Service Desk training

• Governance Policies and controls



SharePoint Deployment

Quality Assurance (QA)

User Acceptance Test (UAT)

Production

Development Test

Developer #1 Developer #2 Developer #3

Team

Foundation

Server (TFS)

eNet Release Manager

QA: Non scaled environment, used for testing

deployment scripts and smoketesting functionality

in Aker Solutions SharePoint environments

UAT: Scaled environment (Same as production), used

for testing functionality with pilotgroups; availability and

performance.

PRODUCTION: Fully scaled environment with high

availability used for applications that have passed all

Tests in the deployment process.

PROJECT DEVELOPMENT TEAM

Any release must include:

• Solution Packages

• Scripted configuration

• Deployment script

• Release Notes

Virtual Server (Test domain) Virtual Server (Test domain) Virtual Server (Test domain)

Virtual Server (Test domain)

Virtual Server (Test domain)

SHAREPOINT SERVERS

All SharePoint Servers running on the

Production domain must be approved.

Through AD Group policies, installation

Of a new SharePoint Server is prevented.



Questions

To sum it up…

• Using a framework is the key to effective governance

• What are we going to manage?• Managed Systems: Processes, Services, Solutions

• The Governance Organization: Roles & Responsibilities

• Escalation models

Feedback & Follow-up

Anders B. Skjønaa

[email protected]

sharepointpeople.wordpress.com

@skjoenaa


mailto:[email protected]

sharepoint governance framework 4.0 introduction

Technology

managed systems service

onthe sharepoint platform

list of platform services

controls governance

standard solution catalogue

sameall managed systems

generic standard solutions

masterclasses http