SharePoint Governance from the Trenches: Sony Electronics Case Study
Governance from the Trenches -- Sony Electronics Case Study
Jul 15, 2015
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SharePoint Governance from
the Trenches: Sony Electronics Case Study
INTRODUCTION TO PRESENTERS
Christian Buckley
Position: Managing Director, Americas
Responsibility: Head of Marketing and Business Dev
Experience: Since 2005, 4-time MVP
Love: Solving business problems, governance
Interests: Family, road trips, 80’s new wave music
Contact:
t: +1 425 246 2823
Melinda Morales
Position: Systems Analyst, Sony Electronics
Responsibility: Queen of SharePoint
Experience: SP since 2007, 10 years at Sony
Love: Problem Solving, Governance
Interests: Music, Gaming, All things Art
Contact:
t: +1 619 623 1587
About GTconsult
AGENDA
• Why governance continues to spark interest
• The Sony Story
• Next steps
Why Governance?Why haven’t we figured this out yet?
SharePoint Growth & Evolution
SharePoint ReleasesMetadata
Content
The CIO Dilemma:
Balancing end user requests with compliance and governance constraints, weighing costs and flexibility
The Sony StoryAdventures in SharePoint Governance
Quiet launch of SharePoint 2007
Relied upon word of mouth for adoption
User excitement generated quickly due to the change from tightly controlled intranet pages and file shares to a user-managed open platform
Git R Done
User Empowerment
Spring Cleaning
We see the light!
The Perfect Storm
The “G” Word
O-M-G Things just got real
2010 Upgrade
MOSS 2007 soft launch
Upgrade to 2010 and move to shared farm
Management encourages users to share documents through platform
The move from file shares to SharePoint begins
Users begin to explore build of solutions instead of just file shares
Intranet pages being re-built by business users
Git R Done
User Empowerment
Spring Cleaning
We see the light!
The Perfect Storm
The “G” Word
O-M-G Things just got real
2010 Upgrade
MOSS 2007 soft launch
Site-a-palooza, skyrocketed to over 6k sites
The amount of growth following upgrade was unexpected
Administration teams were struggling to keep pace
User frustration on the rise due to the sea of sites
Git R Done
User Empowerment
Spring Cleaning
We see the light!
The Perfect Storm
The “G” Word
O-M-G Things just got real
2010 Upgrade
MOSS 2007 soft launch
The time for governance is upon us
Starts and stops initially due to personnel turnover
Challenges with ownership, management buy-in, prioritization
A long and winding road
Governance
Git R Done
User Empowerment
Spring Cleaning
We see the light!
The Perfect Storm
The “G” Word
O-M-G Things just got real
2010 Upgrade
MOSS 2007 soft launch
Business Stakeholders began to build the case for business ownership
Internal audit results again pushed for governance
Mandatory upgrade to 2013 aided the call for shared ownership of the platform
Git R Done
User Empowerment
Spring Cleaning
We see the light!
The Perfect Storm
The “G” Word
O-M-G Things just got real
2010 Upgrade
MOSS 2007 soft launch
Business ownership of the platform is officially established
Full speed ahead on governance best practices
Begin the switch from file shares to solutioning
Governance Committee established
Git R Done
User Empowerment
Spring Cleaning
We see the light!
The Perfect Storm
The “G” Word
O-M-G Things just got real
2010 Upgrade
MOSS 2007 soft launch
Analysis of what business needs and what corporate mandates exist to create policy
Began a deep dive into content for clean-up and identification
Set mandates for eligibility to migrate to new platform in order to force compliance
Our Top Chores:
1. Identify abandoned sites2. Identify business critical sites3. Catalog front-end customizations4. Define ownership of every remaining sites5. Classify information on remaining sites6. Inform all known site owners of new policy
Git R Done
User Empowerment
Spring Cleaning
We see the light!
The Perfect Storm
The “G” Word
O-M-G Things just got real
2010 Upgrade
MOSS 2007 soft launch
Set goal to “teach them to fish”
Rewards and recognition program put into place
Communication is key
Business owner focus on relationship building
Education on best practices
Git R Done
User Empowerment
Spring Cleaning
We see the light!
The Perfect Storm
The “G” Word
O-M-G Things just got real
2010 Upgrade
MOSS 2007 soft launch
Implementation of Center of Excellence
Formalized reporting on violation of policy and guidelines
Monthly governance committee meetings
Living, breathing governance entity
Git R Done
User Empowerment
Spring Cleaning
We see the light!
The Perfect Storm
The “G” Word
O-M-G Things just got real
2010 Upgrade
MOSS 2007 soft launch
The practical approach
#1. Partner IT with business & Hash it out.Break down the walls of communication and share the ownership of your platform with the business. Come to agreement on what tools should be available for users and which should be locked down.
#2. Make it official & Lay the fence. Map potential risks from increased development ability for users. Create policy to direct users and stakeholders as to the intent of the tool and the proper uses. Implement parameters for users to operate in safely. Publish governance documentation.
#3. Communicate & Empower. Reach out to your Power Users and engage them on the new direction. Get feedback on the established parameters and get buy in. Define a method of empowerment that encourages users to play by the rules and want to learn the best way of building their own solutions.
#4. Monitor & Refine. Keep tabs on what the business is doing and who is doing it. Monitor for any breaches of governance or policy.
Recommendations
Q&A
Questions? Throw them at us!
Let’s get your governance party started!
Governance “Remix” Workshop
• Looking for help in assessing your current business process gaps, and developing a strategy for
making governance a more proactive and sustainable activity within your SharePoint environment?
• GTconsult is proud to offer a helping hand in getting your SharePoint governance focused and
ready for the future!
• On-site assessment of your governance needs
• Process documentation and recommendations
• Implementation assistance
• On-going support and advice
• Various package options available to fit YOUR organizational needs
Contact GTconsult
If you would like to talk to GTconsult about your
SharePoint governance strategy and how we can
help make your deployment successful, please
visit our website at www.GTconsult.com
Or send us an email with your questions:
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