Establish Proper Portal Management Standards with a ...

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Establish Proper Portal Management Standards with a Winning Governance Strategy

Adolf AlleschCap Gemini Ernst & Young

2

What We’ll Cover …

• Setting the stage for portal governance ! The why! The what! The how

• Developing your portal governance framework:Three key steps

• Fourteen tactical governing areas and deployment• Benchmarking your governance model• 7 key points to take home

3





4

Governance: Ensures Certain Behaviors

• Governance:! In its

simplest form, is “who” is responsible for “what,”and the definition of the decision-making processes around the “what”

5

Portal in Particular Needs Governance

Portals

are

complex

Portals’

need for

uniformity

IT

program

track

record

Components: Search, BI, unifiers, Web servers, iViews, security

Audience: Employees, suppliers, customers, retirees, etc.

Process: Portal-enabled reengineering

IT program’s success rate?

Business perception of IT investment?

Federated portals, multidivisional access

Intranet, extranet, www.mycompany.com

Portal pinch points (ability to achieve results)

6

How Critical Is a Portal Governance Plan?

• User roles• Consistent taxonomy• Content publishing• User experience • Community development• etc.

• No application/content access

• Poor search results• Low readership/knowledge• Low usage• Low collaboration

If you cannot govern: Then:

7

Typical R/3 project environment:Same functionality, different users may use

different parts of the system

“Scope of Differences” Within Portals Is Great

HW/SW/DB Instance

Users

HW/SW/DB Instance

Functionality Functionality

8

Role-based users

Portal project environment:Must manage multiple service and content providers with

multiple and potentially duplicating/conflicting requirements

HW Infrastructure

SW Licenses

Dev Environment

Portal infrastructure

Portal EPS*

SearchFoundation

servicesInfo

Model Security Collaboration SSO

Pgm Mgmt

T/E Dash Board

Value-added portal services Commty

MgtCorp

CommIntranet

External Access

Corp CommContent

Emp Svces Content

Content …

“Scope of Differences” Within Portals Is Great (cont.)

Roles

*Enterprise Portal Services

9

Technical Portal Services

User Mngmt .Service

Audit, Log,Monitoring

Personaliz .Service

SOAP

CachingService

Portal Content Catalog

WorksetsRolesPages LayoutiViews SystemLandscape

NotificationService

RenderingService

LDAP

XML

HTTP/HTTPS

Unification

Database Unifier

Database Unifier

ApplicationUnifiers

Knowledge Management

Real -timeCollaboration

Retrieval&Classif .

ContentMngmt .

WebDAV

ICE

JDBC

FTP

Portal Framework

Browser,Devices

Applications / RepositoriesApplications / Repositories

Role Based Users

Portal Infrastructure

Foundation Services

Value-added Portal Services

Content

What Can Be Governed? At What Level?

10





11

A Portal Governance Framework

Business strategies

Business operating

model

Portal governing principles

Portal roles and responsibilities

Policies and procedures

Portal governing frameworks are derived to enable pursuit of business strategies in the context of an operating model

Organizations are mapped to roles and responsibilities for managing and providing portal systems and services

The necessary rules for the portal are defined in terms of policies and procedures

Portal Governance Framework

• A set of principles is defined in the context of a company’s business strategies and operating model, and is then translated into specific roles, responsibilities, and reporting relationships

12

A Portal Governance Framework (cont.)

Businessstrategies

Businessoperating

model

Portal governingprinciples

Portal roles andresponsibilities



…We are a technology leader for product

innovation

…We are autonomous

divisions

…We will govern only common

elements of the portal between

divisions

…Content Management and Taxonomy will be

managed by communities of interest

…Only community stewards

can create indexes

13

EnterpriseSteering

Committee

Operations

Corp Business Function

Cross-Business

andFunctionalCouncils

Communities

• Assigned by business leadership• Rotational leadership• Allocate resources• Approve common portal elements:

• Look-and-feel/information model• Technology architecture• Policies/standards/guidelines• Taxonomy of communities

• Content management• Ownership, audience, category of data• Approval

• Modify taxonomy of communities

• Day-to-day operations of portal• Facilitate use and development• Identify nonconforming and duplicated content• Deploy portal access

• Allocate resources• Develop/modify:

• Technology architecture• Look-and-feel/information model• Policies/standards/guidelines • Taxonomy of communities

Portal Governance Organization Hierarchy

14

Governance Framework – Sample

Portalgoverning principles

Portal roles andresponsibilities



Only govern

common areas…

Cross BU Council will….

Our policy is….

EnterpriseSteering

Committee

OperationsCorp Business Function

Cross -Business

andFunctionalCouncils

Communities

• Assigned by business leadership• Rotational leadership• Allocate resources• Approve common portal elements:

• Look-and-feel/information model• Technology architecture• Policies/standards/guidelines• Taxonomy of communities

• Content management• Ownership, audience, category of data• Approval

• Modify taxonomy of communities

• Day-to-day operations of portal• Facilitate use and development• Identify non-conforming and duplicated content• Deploy portal access

• Allocate resources• Develop/modify:

• Technology architecture• Look-and-feel/information model• Policies/standards/guidelines• Taxonomy of communities

15

Establishing Your Governance Framework

• Three key qualification areas that will drive your framework! Support: centralized or decentralized?! Ownership: insource, outsourcing, co-source?! Portal type: standalone portals, corporate portals, federated

portals?

CorporatePortal

Business 1

Business 2Function

FederatedPortal

Business 1

Business 2Function

Business 1

Business 2Function

StandalonePortal

16

Approach to Define Operational Governance

Define it!

AREASPortal contentPortal rolesWorkset designApplication integrationDesktop strategy and loadsetsWeb content managementCollaboration toolsSearch and taxonomiesCommunitiesPortal layoutPortal infrastructurePortal securityPortal training

Oracle eOracle e--Business suiteBusiness suite SAP applicationsOther content & services, Other content & services

SAP Portal

SSO/authentication

External External

Benefits)Benefits)

Oracle PortalOracle Portal


SAP Portal

SSO/authentication

External External

Benefits)Benefits)


1

A

C

D

B

CorporatePortal

Business 1

Business 2Function

FederatedPortal

Business 1

Business 2Function

Business 1

Business 2Function

Stand AlonePortal

Map it!2

Apply it! 3

17


SAP Portal

SSO/authentication

External External

Benefits)Benefits)



SAP Portal

SSO/authentication

External External

Benefits)Benefits)

Oracle PortalOracle Portal AA

CC

DD

BB

Where Can it Be Governed?

Portal layer governance

Infrastructure governance

Single application governance

Full application governance

18

How Will it Be Governed?

Current State Future State

Portal content D APortal roles D AWorkset design C AApplication integration D ADesktop strategy and loadsets C AWeb content management\KM A ACollaboration tools A ASearch and taxonomies C BCommunities of interest C APortal layout D BPortal infrastructure B BPortal security A BPortal training A B

Define it!


SAP Portal

SSO/authentication

External External

Benefits)Benefits)



SAP Portal

SSO/authentication

External External

Benefits)Benefits)

Oracle PortalOracle Portal AA

CC

DD

BB

Map it!2


1

19





20

Fourteen Key Areas That Require Governance

1. Portal content2. Portal roles3. Workset design4. Application integration5. Desktop strategy and loadsets6. Web content management7. Knowledge management8. Collaboration tools9. Search and taxonomies10. Communities11. Portal layout12. Portal infrastructure13. Portal security14. Portal training

WORKING EXAMPLE

21

Portal Content – Definition

# of applications# of Web sources# of intranet sources

Portal Content Types

TransactionalSystem s & Legacy DB

TransactionalSystem s & Legacy DB

InternetInternet

Data W arehouse& DSSData W arehouse& DSS Content &

Docum entsContent &

Docum ents

Original Source

Extracted & M anipulatedSt

ructu

red

Unst

ruct

ured

ApplicationAccess &Integration

Internet Content &

Services

KnowledgeManagem ent

BusinessIntelligence

UserUserEnterprise PortalEnterprise Portal

UnificationUnificationRoleRole --BasedBasedSolutionsSolutions

# of data marts/warehouses# of reporting tools# of KM tools# of services

Drivers:


22

Portal Content – Governance Areas

Integration approach • iViews• External services • Web services• Structure • Pages • Worksets

Content Integration

Content Structure

Portal Data Model


TransactionalSystems & Legacy DB


InternetInternet

Data Warehouse& DSSData Warehouse& DSS Content &

DocumentsContent &

Documents

Original Source

Extracted & Manipulated

Stru

ctur

ed

Uns

truc

ture

d


Internet Content &

Services

KnowledgeManagement



UnificationUnificationRoleRole--BasedBasedSolutionsSolutions

Drivers: # of integration approaches, # structure design

23

Portal Tactical Governance Planning Template

Operational Area:

Definition of Tactical Scope Elements:a)b)c)

Tactical Element Support Detail:•••

Suggested Governance Organizational Model:

Governance Model Impact Assessment :• Policy / Procedural

Resource Definition to Operationalize:• Skill sets• Tools

Timing to Operationalize:

Geographical Impact:

“WHAT”

“HOWand

HOW MUCH”“WHO”

“WHEN”

“WHERE”

24

Portal Tactical Governance/Scope

Portal training management

Portal Layout

Taxonomy Mgt

Search & classification mgt

Web content mgmt servicesWeb content administration

Loadset management

iView developmentWorkset management

Role management

Portal security managementPortal infrastructure mgt

Portal layoutCommunity management

Taxonomy management

Collaboration administration

Content distribution

Content administrationPortal data model Operational area: Portal data model

Definition of tactical scope elements:a) Which content sources are available?b) For whom are the content sources available?c) How is access to content organized? By which roles? Worksets? Pages? iViews?d) What is the assignment structure for content? User – Role Assignment, Role – Workset/Pages/

iView Assignmente) Which kind of navigation is used in the portal?f) Are entry points defined within the roles? Workset or folder? g) Glossary of terms

Tactical element support detail:•

Suggested governance organizational model: Governance model impact assessment :

• Policy/proceduralResource definition to operationalize:

• Skill sets• Tools

Timing to operationalize: Geographical impact: TEAM/STAFFING:

iView management

25

Example: 1 – Define it, 2 – Map it, 3 – Apply itD

efin

e it!

1


Portal Content D APortal Roles D AWorkset Design C AApplication Integration D ADesktop Strategy and Loadsets C AWeb Content Management \ KM A ACollaboration Tools A ASearch and Taxonomies C BCommunities of Interest C APortal Layout D BPortal Infrastructure B BPortal Security A BPortal Training A B

Business 1

Business 2FunctionCPSBusiness 1Business 1

Business Business FunctionFunctionBusiness 1

Business FunctionCPS

-Business Portal Services

Interoperability Integration

Portal Content

Portal Content D A

SAP applications

D

-Corporate Portal Services+


-Corporate Portal Services

Apply it!

3A

pply it!3

Map

it!

2




InternetInternet


DocumentsContent &

Documents

Original Source


Stru

ctur

ed

Uns

truc

ture

d


Internet Content &

Services

KnowledgeManagement




Oracle eOracle e--Business suiteBusiness suite SAP applications

Other content & services, Other content & services

SAP Portal

External External

Benefits)Benefits)


Oracle eOracle e--Business suiteBusiness suite

11A


Portal Content D APortal Roles D AWorkset Design C AApplication Integration D ADesktop Strategy and Loadsets C AWeb Content Management \ KM A ACollaboration Tools A ASearch and Taxonomies C BCommunities of Interest C APortal Layout D BPortal Infrastructure B BPortal Security A BPortal Training A B

Business 1






Portal Content

Portal Content D A

SAP applications

DD




Apply it!

3A

pply it!3

Map

it!

2




InternetInternet


DocumentsContent &

Documents

Original Source


Stru

ctur

ed

Uns

truc

ture

d


Internet Content &

Services

KnowledgeManagement






SAP Portal

External External

Benefits)Benefits)



11A

26

Content Distribution and Assignment

• Which roles get which content?• How will they navigate to the content?• How is the content presented?

Roles

Portal Data Model

iViews

Pages

FoldersWorksets

Externalservices

Contentadminanddistribution

Drivers: # roles, # navigation approaches




InternetInternet


DocumentsContent &

Documents

Original Source


Stru

ctur

ed

Uns

truc

ture

d


Internet Content &

Services

KnowledgeManagement




.

AREAS

Portal contentPortal rolesWorkset designApplication integrationDesktop strategy and loadsetsWeb content managementCollaboration toolsSearch and taxonomiesCommunitiesPortal layoutPortal infrastructurePortal securityPortal training

27

Portal Role Management – Governance Areas

• User management! LDAP! Hierarchy! Migration! Maintenance

• Role design! Unique content! # of roles per user ! Composite vs. nested! Assignments

• Role language! Default language! Maintenance

Drivers: # role sources, # role types, # languages

Role ManagementPortal Content Types



InternetInternet


DocumentsContent &

Documents

Original Source


Stru

ctur

ed

Uns

truc

ture

d


Internet Content &

Services

KnowledgeManagement




.

AREAS


28

Workset Design Overview/Definition

• Worksets comprised of task-related items that can be accessed directly or through a folder structure

Roles

iViews

Pages

FoldersWorksets

ExternalServices

Drivers: # access points needed, # names, # languages

Workset Management

AREAS


29

Role > Workset > Services

30

Content Layout

31

Application Integration via iViews

• iView Types! .Net ! Master iView

! Java! Inherited ! Enhanced! Unifier iViews! Eventing iViews

• iView Catcher• iView Development

! PDK! iView Editor

• Development process• iView management

! Import/export! Personalization! Migrations

iView Development

iView Management

Drivers: # iView types, # development tools

AREAS


32

Desktop Strategy and Loadset/Definition

Core Workstation Components

Deployable Workstation ComponentsFunctional

ApplicationsLayer

CoreApplications

Layer

Utilitiesand Tools

Layer

OperatingSystemLayer Windows

XP*

OfficeStandard

PeregrineAsset Center

Client

RemoteAccessClient

NortonAntiVirus

CE

SharePointWeb Client

AcrobatReader

myExtra!Web Client

SAP ThickClient

MacromediaShockwave

Player

MacromediaFlash Player

CitrixClient

FINSThickClient

Shortcut

MacromediaAuthorware

Player

SmartForcePlayer

Business Unit CUEs Remedy

Java 2Platform

MDACJavaWebStart

TenCOREPlayer

SAPPortal

Shortcut

Sof twareDistribution

DiskImaging

VisioStandard

Physical Workstation ComponentsHardw are Layer

LaptopHardwareStandards

DesktopHardwareStandards

TivoliClient

Access

* current generation OS as indicated bymigration process.

VisioTechnical

MicrosoftJVM

Common user environment (CUE) – applets, plug-ins

AREAS


33

Desktop Loadset – Governance Areas

• Loadset standards! User-based definition(s)! Ownership! Coordination! Asset inventory coordination/reporting! Timing/scheduling! Confirmation of S/W push! Service level agreements (SLAs)

Drivers: # BUs, # user profiles, IT standards

Loadset Management

34

Governing the Enterprise Information World



InternetInternet

Data Warehouse& AnalyticsData Warehouse& Analytics

UnstructuredDocuments

UnstructuredDocuments

Original Source


Stru

ctur

ed

Uns

truc

ture

d

iViewsiViews

UnificationUnificationPlatformPlatform

iViewsiViews

UnificationUnificationPlatformPlatform

Yahoo!Yahoo!Yahoo!Yahoo!

UserUserPortalPortal

Role basedRole basedSolutionsSolutions

BusinessBusinessWarehouseWarehouseBusinessBusinessWarehouseWarehouse

KnowledgeKnowledgeManagementManagement

KnowledgeKnowledgeManagementManagement

External Content

My Professions

My Location

My LineOrganizations

My Project(s)

My ApplicationsMy Support Services Rest of the

World

Info

External Content

My Professions

My Location


My Project(s)


World

Info

AREA

Portal contentPortal rolesWorkset designApplication integrationDesktop strategy and loadsetsWeb content\management administrationCollaboration toolsSearch and taxonomiesCommunitiesPortal layout

Portal infrastructurePortal securityPortal training

35

Web Content Management (WCM) and KM

• Content Management! Authoring! Publishing! Workflow

• Permissions! Read, write, delete, full

• Repositories! Creation, maintenance, archive! Folders structures, naming

• Access! Receivers! Providers

• Services! Subscribe! Feedback! Rate! Vote! Send to

Web Content Management Administration

Web ContentManagement Services

AREAS


36Drivers: # forms/style sheets, # approvals

• Content Management• Authoring• Publishing• Workflow

• Permissions• Read, write, delete, full

Web Content Management Administration

AuthoringAuthoring PublishingPublishingForm creationForm creation notification sent

User: Author Author Approver

Document: Created Final Edit Approved Published

Status: In Progress Awaiting Approval Released

notification sent

Web Content Management (WCM) and KM (cont.)

37

Web Content Management (WCM) and KM (cont.)• Repositories

• Creation, maintenance, archive• Folders structures, naming

• Access• Receivers• Providers

• Services• Subscribe• Feedback• Rate• Vote• Send to

Web Content Management Services Repository Manager

ResourceCollection

Namespace Manager Property Manager Content Manager Lock Manager

Versioning Manager Security Manager Delta Manager

Drivers: # services, repository scope

38

SAP Collaboration Overview

PortalCollaboration Services

Portal ContentFramework

PortalCollaboration Services

Portal ContentFramework

LotusSametime*

..........

Awareness

Real Time Asynchronous

ApplicationSharing

InstantMessaging

Chat

Discussions

CollaborationRoom

WebExLotus Notes

Exchange

Feedback, Rating

AREAS


39

Collaboration/Governance Areas

• Collaboration room(s)! Creation ! Roles! Templates! Worksets! iViews

• Third-party tools

CollaborationAdministration

Drivers:# templates, # of communities

AREAS


40

Search – Governance Areas• Search

! Header/iView! Repositories! Permissions! Search options/terms/index groups! Browsing taxonomies! Results (views)! Saved searches! Assigning classifications

Search andClassificationManagement

Drivers:# repositories, # search services, # classifications

AREAS


41

Taxonomies Definition

• Taxonomy ! A taxonomy is a custom-

defined hierarchy of categories that provides the user with an easy and intuitive way of navigating to the relevant information

! A category in a taxonomy corresponds to one class; it groups together similar documents

Concept : Example Based Taxonomy (EBT)

BusinessBusinessPoliticsPolitics

NewsNews

EuropeEurope USUS SAPSAP MicrosoftMicrosoftFootballFootball BasketballBasketball

SportsSports

IBMIBM

Assigned documents

Categories

Trainingdocuments

42

Taxonomy – Governance Area

• Taxonomies! Index definitions! Classification rules! Classification workflow! Metadata

Drivers: # indexes, classification scope

Taxonomy Management

43

Communities of Interest – Definition

External Content

My Professions

My Location


My Project(s)


World

Info

External Content

My Professions

My Location


My Project(s)


World

Info

Drivers: functional scope, membership, life cycle, deployments, frequency

AREAS


44

Portal Layout – Definition

C

Business 1

Business 2Functions

A

BDCPS

Portal Environment C

Drivers: audience, # of federated portals, deployment maturity

AREAS


45

Portal Infrastructure – Governance Areas

• Solution architecture! S/W and H/W definitions

• Migrations! Patch and upgrade paths

• Load testing• Logical system names• Technical support

! Vendor support (OSS)! On-site support! Remote support

• Backup/restore

PortalInfrastructureManagement

AREAS


46

Portal Security – Definition

• LDAP design! User maintenance

• Single or dual mode portals • Organizational context

! HR org, contractors, extranet• Security context

! Digital certs, PKI, VPN, SSO• Topological context

! Centralized, decentralized! SLAs

• Devices

Portal Security Management

AREAS


47

Portal Training Governance Areas

• Team training! Technical! Functional! Upgrade

• End user! Internal! External

• Training methods• Training tools• Training support

Portal Training Management

AREAS


48





49

What Is the Right Level of Portal Governance?

• CobiT is a general framework aimed at IT governance with scales that are easy to apply

• The maturity model focuses on the management aspects of an actual process

www.ITGovernance.orgReference: IT Governance Institute

50

How Far Should We Go?

The WHAT

The H

OW The HOW MUCH

51

7 Key Points to Take Home

• Portal governance is critical for growth/stability/value …discuss with your IT leadership

• Your governance framework is driven by the type of support organization, the ownership, and portal type(s) …identify your current state framework

• There are 3 steps to governance: a) Define it!

Business Strategies

Business Operating

Model

Portal GoverningPrinciples

Portal Roles & Responsibilities

Policies & Procedures





InternetInternet


DocumentsContent &

Documents

Original Source


Stru

ctur

ed

Uns

truc

ture

d


Internet Content &

Services

KnowledgeManagement




52

7 Key Points to Take Home (cont.)

• Map it! Where you are today or need to be tomorrow

• 5. Apply it! Try it on your portal or intranet project

• 6. There are 14 tactical elements to govern in portals, each with key drivers; assess your readiness for the 14 areas

• 7. Maturity models exists; gauge your progress with CoBIT



SAP Portal

SSO/authentication

External External

Benefits)Benefits)



Business 1









Business 1









AREAS

Portal ContentPortal RolesWorkset DesignApplication IntegrationDesktop Strategy and LoadsetsWeb Content ManagementCollaboration ToolsSearch and TaxonomiesCommunitiesPortal LayoutPortal InfrastructurePortal SecurityPortal Training

53

Your Turn!

Questions?

Adolf AlleschVP, SAP NetWeaver

TechnologySAP Portals Practice Leader

Cincinnati, OHMobile: 513-295-4362

[email protected]