Governance

Gouvernance

From Chaos to Corporate Governance: 10 Steps for Success

What is Chaos? What is Governance?

• Site Proliferation – sites with no ownership or responsibility and No Plan or Vision with “junk” in them

• Server Proliferation – IT doesn’t meet needs of my dept.– How long does it take to create a site for a project?

• Technology proliferation – User confusion - If an organization has File servers, Public Folders, DLs, 3 other storage solutions and SharePoint, where should a user post a discussion or document?

What is Chaos?

Governance uses people, process, technology, and policies to define a service, resolve ambiguity, and mitigate conflict within an organization

SharePoint Governance5

Source: The Burton Group

SharePoint Governance• People

– Roles and responsibilities

• Process– How to accomplish common tasks such as creating a

new site or requesting new business requirements

• Technology– Leveraging the features to enforce policies through

technology

• Policy:– Collection of principles - What site owners,

designers, developers should / shouldn’t do

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Source: The Burton Group

1) Exec Sponsor 2) Governance Plan: Clear Goals, Vision, Mission and

Metrics3) Skilled Team(s)4) Training5) Service Definition & Service Model6) Easy to search and discover: Information Architecture7) Standards and Policies8) (ITIL/MOF) Configuration and Release Management

Processes9) Culture and Adoption10) K.I.S.S.

10 Steps to Ensure Success

Exec Sponsor

Governance Plan: Clear Goals, Vision and Mission Statement

Governance Goals and Vision

Skilled Team(s)& Training

SharePoint Specialist Skills

BusinessIntelligence

BusinessForms

SearchContent

Management

Collaboration

PortalPlatformServices

SharePoint Infrastructure

Specialist

SharePoint Architect

SharePoint Creative Designer

SharePoint Business Analyst

SharePoint Developer(s)

SharePoint Trainer

Data Governance Roles And ResponsibilitiesSeptember 2007 “Data Governance: What Works And What Doesn’t”

Must Have Training & Resources• IW/KW Site Collection Administrator Training * – Most

Important (Champs, Gurus, Pros) 1 day• Train key IT Pros, developers, designers –

(1 week typical, add incentive for certification)• Brown Bags and Informal Internal end-user training for

business processes• Service Offering Site: Online Resources

– Training CBTs, Videos, FAQs– Policy References, Education site with tutorials and

manuals– End User Training Kit

Service Definition & Service Model

Containment Hierarchy

Tiered Service Offerings/Hosting

Two Types of Service Models

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Cu

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Commodity Hosting ExamplesServiceServiceOfferingOffering

Adhoc Structured

Short term Long term

10 Steps to Ensure Success

Easy to search and discover: Information Architecture

Portal Information Arch exampleBuild initial site architecture and delegate

HomeHome

PayrollPayroll

SupportSupportT & E T & E

R & DR & D TrainingTraining

ExecutiveExecutive SalesSalesFinanceFinance ProductionProduction ITIT Customer Support

Customer Support

BODBOD

Site Contributors = Board of DirectorsSite Designers = SharePoint DesignersSite Managers = SharePoint Administrators

Site Contributors = Board of DirectorsSite Designers = SharePoint DesignersSite Managers = SharePoint Administrators

Site Visitors = EveryoneSite Contributors = EveryoneSite Designers = SharePoint DesignersSite Managers = SharePoint Administrators

Site Visitors = EveryoneSite Contributors = EveryoneSite Designers = SharePoint DesignersSite Managers = SharePoint Administrators

Site Visitors = Production TeamSite Contributors = Research and Development TeamSite Designers = SharePoint DesignersSite Managers = SharePoint Administrators

Site Visitors = Production TeamSite Contributors = Research and Development TeamSite Designers = SharePoint DesignersSite Managers = SharePoint Administrators

Site Visitors = Registered CustomersSite Contributors = Customer Support TeamSite Designers = SharePoint DesignersSite Managers = SharePoint Administrators

Site Visitors = Registered CustomersSite Contributors = Customer Support TeamSite Designers = SharePoint DesignersSite Managers = SharePoint Administrators

Source: The Burton Group

Commodity + Application Hosting Model

Permanent Central PortalEnterprise SearchEnterprise Browse

CorporateBusiness TaxonomyWith DivisionalStakeholders

PerUser

Ad Hoc SelfServicew/ Life CycleManagement

Permanent Division PortalsBusiness Process Division News, ScorecardsGroup Reporting

Semi StructuredGroup, Team, ProjectSites and Workspaces

Blogs, bios, Social

CentralCentralPortalPortal

ServiceServiceOfferingOffering

Structured vs. Unstructured Data

Multi Deployment/Global Model

Incremental Indexingover the WAN

(Federated Search coming soon)

Building a Service Offering• At what level do I enable self service?

– Where do I want IT to Step In.

• What quota should I allow?• How will data or sites be expired?• How will I provide search or browse?• How does my support scale and support

customizations?

Adhoc Structured

Self

Serv

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Supportability Models

local local InfrastructureInfrastructure

(On premise)(On premise)

Hosted Hosted InfrastructureInfrastructure(cloud or outsourced)(cloud or outsourced)

IT IT InfrastructureInfrastructure

(On premise)(On premise)

Where are you going today?

Configuration and Release Management

Process Models for Dev Life Cycle

Release ManagementConfiguration ManagementOperations Monitoring, Security & Patch ManagementCommunications & Service ManagementCode Propagation Testing & Deployment

SharePoint Tips You Must Know• PACKAGE IT! Features & Solution Deployment

Packages will ensure basic process• Source MUST BE Packaged .wsp or DENY

– Best way to push and manage deployed code– Test, test, test - Be sure to see what happens after

you use it, then remove it– Even Configuration can be pushed via features &

solutions• http://www.codeplex.com/spconfigurator

• Consider virtual environments for Dev, Test/UAT

Reduce Confusion through Consolidation of 'like' services

Culture and Adoption

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K.I.S.S.

• Do you really need that list def, site def, or third party add on?

• Don’t start with BDC and Excel Services requirements if you’re trying to deploy a portal or search…

• Start with Search, it’s an easy win.

Keep It Simple Sharona.

Resources…

• Governance Resources on TechNethttp://technet.microsoft.com/en-us/sharepointserver/bb507202.aspx

• Codeplex.com/goverance• Joel’s Blog: http://blogs.msdn.com/joelo• SharePoint Deployment Guide & Essentials

Checklists• SharePoint Planning and Governance

Workshop – Burton Group http://www.burtongroupinstitute.com

Resources

SharePoint Deployment Essentials & Governance Checklist

Third Party Management and Governance

• Universal SharePoint Manager 2007 – Farm reporting, Central Management Console, site security analyzer, remove accounts, clone account security

• Quest Site Administrator: enforce global policies, Site Discovery – Freeware for finding servers and sites; SQL & Storage Usage reporting

• Nintex Reporting 2008 – Advanced Usage and Activity reporting for SharePoint. Roles based dashboards for business and IT, built on Silverlight.

• Bob Mixon MVP (Mixon Consulting) – Governance & Information Architecture Training

• Mindsharp.com – OnPath Training, Tools, & Workshops

Questions?

Deployment Pre-workSet up a deployment teamWrite up a statement of governanceIdentify key technical requirements

User requirementsInfrastructure and operationalPrimary business processes

Map out high-level site topologyDefine site security standardsDefine design and development standards Write up policies for usageCreate a deployment and rollout plan

– Goal: make it easy for end-users to do the right thing

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Usage Policies

Write up (HR Handbook) Usage Policies– Provide clear instruction on how and when users

should work with SharePoint• What constitutes abuse or misuse of system• How to keep information secure information • When to use SharePoint versus other alternatives

– Provide information on how users can…• Get support and training• Request design and development services• Request new functionality

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Add Servers to the Farm

• psconfig.exe -cmd configdb -connect -server app1 -database SharePoint_Config_Contoso -user contoso\mossfarm -password P@ssw0rd