AIIM Ottawa June 15/11 - StoneShare Governance for SharePoint 2010

Governance

• Nick KellettChief Technical Officer

Some slide content provided courtesy of Microsoft Canada. All Rights Reserved

SharePoint Evolution - 2001

SharePoint Evolution - 2003

SharePoint Evolution - 2007

SharePoint Evolution - 2010

How do I achieve success with SharePoint?

Success is Not Just About Technology

20%Support

Training

CommunicationPolicies

Technology

DocumentationDeployme

nt

I Want To Successfully Deploy SharePoint 2010?Governance

Planning

Best Practices

Dedicated Resources

Proper Training

Taking Small Steps

Customization vs Configuration

Partners

Discussion Topics

• Governance With SharePoint 2010− What is Governance and Why Should I Care?− What Should Be Governed?− Who Should Determine Governance?− How Should Governance Be Implemented?− What are the Tools for Governance in SP2010?

• In-depth Look At a Sample Governance Plan− Individual Team Roles and Responsibilities− Best Practice VS Real Life

What is Governance and Why Should I Care?People, Process, Technology, Policy

What Is SharePoint Governance?• Governance uses people, policy,

technology, and process to guide, direct and control how the organization uses technologies to accomplish business goals.

• Structured approach to building and managing SharePoint

• Provides staff with appropriate tools, training, support, and information

• Characteristics:− Organization-specific− Team-driven: Governance Team, Tactical

Teams− Disciplined and results-oriented approach

Governance Stepping Stones

Informalcooperation

Decentralization

Formalcooperation

Centralcoordination

Centraldirection

Federatedcontrol

To get to next step:

• Inventory• Consistent

communication• champions

To get to next step:• Executive buy-in• Collect best

practices

To get to next step:

• coordinator• Formal lines of

communication• Establish

program office

To get to next step:

• Set scope• Publish

standardsTo get to next

step:• Web

governance board

• Publish Statement of Governance

Models are on a continuum:Decentralization: A form of governance in which groups in an organization are free to make their own decisionsCentralization: A form of governance in which a single, central authority makes decisions for all sub-groups in an organization Federation in the middle: A form of governance in which groups in an organization recognize a central authority’s right to set high-level policy but retain individual freedom

* Burton Group

Why Should I Care?• Even the best planned intranet can eventually become out of control

and lead to chaos• Deployment can become unmanageable• Disorganized collection of sites• Projects bubble up from various departments, resulting in multiple

separate deployments, each with its own server farm• As more departments add content, the intranet grows organically

across the company and the user experience grows more and more inconsistent

• If users are unable to find the content they need, for instance, due to poor information architecture (IA) or a lack of an enterprise search strategy, the value to intranet users is almost entirely lost

• Brand consistency across their SharePoint Server 2010 implementations, resulting in confusion about whether they are still on the enterprise’s intranet or somewhere external

• Brand inconsistency results in confusion about enterprise’s Intranet, Extranet and Internet or somewhere external

• And more...

Ok I Get It, What’s Next?

Why Use Governance?

• In SharePoint there are many ways to do something

• Some ways are better than others• Maximize SharePoint’s value to your

organization• Avoid risk to your business• Provide clarity on how to use

SharePoint• Helps define a SharePoint Roadmap

What Should Be Governed?A Balance For Your Requirements

What Should Be Governed?

Information Architecture

• Taxonomy• Navigation• Branding• Search• Meta Data• Content Types• Content

Storage

People

• Roles and Responsibilities

• Training• Communicati

on Plan

Process

• How to accomplish common tasks such as creating a new site or requesting new business requirements

• Regular maintenance activities

Technology

• Leveraging the features to enforce policies through technology

Policy

• Collection of principles - What site owners and developers should / should not do

• Customization tools that are allowed

• Method for handling source code

• Development standards

What SharePoint Governance is not?

• It’s not end user manual• It’s not an operational manual• It’s not a Customization guideline• It’s not a one time operation

SharePoint 2010 Governance FeaturesHow can technology help build a strong governance

IT Services

• Site Templates• Quotas• Locks• Workflows• Features• Self-service Site Creation• Web Applications Permissions and Policies• SharePoint Designer• Sandboxing• Site Collection auto deletion• Policies for user profiles and My Site Web

sites

Information ManagementOrganizing, retrieving, acquiring, and maintaining information

• Document Management Lifecycle• Content Approval• Versioning• Records Management• Digital Asset Management• eDiscovery• Policies• Content Types and Site Columns• Information Rights Management

How Should Governance Be Implemented?

Primary Goals

• Create the people infrastructure to govern and support the SharePoint environments

• Document initial governing policies and procedures of the SharePoint environments

• Communicate the need for the business to provide support via people resources.

Suggested Governance Stages Implementation 1.Determine initial principles and goals

• Vision• Policies• Standards

2.Classify the business information/content• Taxonomy creation/organisation• Design an information architecture • Determine appropriate IT services

Suggested Governance Stages Implementation 3.Develop an education strategy

• Publicize policies to the enterprise • Ongoing and training plans

4.Develop an ongoing plan• Iterative: revaluate, resolve conflicts• New Requirements• Regular reports• ROI

Sample Table of Contents

• Resources− Team Roles & Responsibilities− Individual Roles & Responsibilities− People− Equipment− Locations

• Governance Hierarchy /RACI• Operation Policies• Application Usage Policies• Communication & Training

− Communication Plan− Training Plan− Support Plan

Governance Teams

• Central Governance Team− Responsible for overall direction− Acts like a Board of Directors− Ensures SharePoint evolves with the

business

• Tactical Teams− Responsible for specific area(s)− Provide technical knowledge and support− Carry out Proof of Concepts (POCs)− Provide feedback to Central Governance

Team

Strategic Team

• Provides strategic vision and insight• Responsible for overall direction• Acts like a Board of Directors• Ensures SharePoint evolves with the

business• Ideally has budget authority

Tactical Team

• Consists of 3 sub-teams− Operations− Support− Developers

• All sub teams in charge of supporting the directives of the strategy team

Who Should Get Involved?Best Practices

• Executive Stakeholders• Financial Stakeholders• IT Leaders• Business Division Leaders• Compliance Officers• Development Leaders• Information Workers• Trainers

SharePoint Infrastructure Specialist

SharePoint Architect

SharePoint Creative Designer

(on demand)

SharePoint Business Analyst

SharePoint Developer(s)(on demand)

SharePoint Trainer

(on demand)

Business

IT & Dev

SharePoint – The “Typical” Team

Final Thoughts

Governance Top Ten1. Clear Vision2. Key Roles and Responsibilities3. Deployment Model4. One Size Does Not Fit All5. Policies 6. Guiding Principles7. Launch and Roll-out (Adoption)

Strategy8. Content Management Plan9. Training Plan10.Governance Site (in SharePoint)

Discussion

• What might your Governance structure look like?

• What are your Governance challenges?

More Information?

• www.stoneshare.com• nkellett@stoneshare.com• Planet MOSS:

http://planetmoss.blogspot.com