sharepoint governance success getting started with governance calspug edition presented by sag...
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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
[email protected] / [email protected]@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