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Unlocking the Value of Information in SharePoint - in a Manageable Way Intergen Twilight 28 July 2010 Steve Lapwood Senior Management Consultant
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Unlocking the Value of Information in SharePoint - in a ... · Intergen Twilight SharePoint Governance Scope Acknowledgements: Oleson, Jamison, Cardarelli, Hanley Enterprise Sites

May 20, 2018

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Page 1: Unlocking the Value of Information in SharePoint - in a ... · Intergen Twilight SharePoint Governance Scope Acknowledgements: Oleson, Jamison, Cardarelli, Hanley Enterprise Sites

Unlocking the Value of Information in SharePoint - in a Manageable Way Intergen Twilight 28 July 2010

Steve Lapwood Senior Management Consultant

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Intergen Twilight

SharePoint use – a QUIZ!

What is your experience of

finding information?

How many sites are there? And how many in frequent use? How are

sites set up? What happens when sites

“fade”?

Who decides and sets up libraries? Who decides and sets up content

types?

Who in the room uses SharePoint? What for?

Who administers the sites? What guidelines are there for storing

content in sites?

How widespread is SharePoint in your

organisation?

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50% of SharePoint implementation had a business case half required financial justification

Most have no management plan on features to be used

25% of organisations have no experience of ECM/DMs

22% provide guidance on content types and classification

15% have retention/disposal policies

“… risking content chaos within SharePoint as well as outside of it”

In a recent AIIM’s study:

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Governance in a SharePoint Context

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The case for governance

The correct balance

Levels of governance

Governance structure

Guiding Principles

Governance Framework

Roles and responsibilities

Q&A

Topics

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SharePoint Governance Principles

The goal is to ensure that

SharePoint investments deliver on

expected business goals

Governance is effectively conducted

through a solid framework

Reference frameworks for governance: www.isaca.org

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It’s in the Balance

IT Control

User Empowerment

Acknowledgements: Joel Oleson

Standardization Flexibility

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SharePoint Governance Scope

Acknowledgements: Oleson, Jamison, Cardarelli, Hanley

Enterprise Sites

Business Area Sites

Department & Team Sites

Project Team, Meeting and Document Workspace Sites

Personal My Sites

Permanent Knowledge Management

Applications Information Sharing

Temporary Collaboration

Ad Hoc Loosely Governed Push/pull content

Controlled Tightly Governed

Push content Accountability

Permanent Information

Views

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Role guidelines Executive Stakeholders: SharePoint vision and setting the business impact. Has an interest in following ROI on SharePoint. Business (Content Owners): Own individual business applications. Will drive related governance policies for these applications and bridge applications to business impact. End Users: Will actively drive governance controls and tasks in the daily work. A very important group to have on board in governance to optimize adoption. IT: Owners of the tech platform and related policies and controls. A very important role in the governance board in relation to service level maintenance and scoping of the platform.

Governance Structure (example)

Acknowledgements: Netmedia

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Intergen’s Governance Framework

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Vision Purpose, objectives, desired future-state and value to the enterprise

People Roles and responsibilities

Processes How to accomplish tasks

Technology Leverage features to enforce policies through technology

Policy Guiding principles – what people should/shouldn’t do Policies and standards

Governance Framework covers …

Acknowledgements: Joel Oleson

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SHAREPOINT GOVERNANCE PLAN (OLESON)

Sample Frameworks

Executive Summary Introduction

Objectives, Scope, Audience, Risks

Resources Roles and Responsibilities,

People,

Governance Hierarchy Governance Model

Operations Policies Application Usage Policies Communications and Training

Comms, Training, Support Plans

ESSENTIAL SHAREPOINT 2010 (JAMISON, CARDARELLI, HANLEY)

Vision Statement Roles and Responsibilities

Overall, Site/Site Collections Guiding Principles

General, Security, Design, Content

Policy and Standards Content Design

Sites, Layout, Content Types and Metadata, Social tags, Content Specific, Security, Branding

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Intergen’s Governance Framework Elements Framework Element Policy Role &

Responsibility

Process Framework Element Policy Role &

Responsibility

Process

Ownership Profiles

Vision and Goals Compliance

Roadmap Retention/disposal

Budget Security

Projects Access

Site Ownership Permissions

Site Admin Deployment

Functions/Features Documentation

Document Management Education

Search Adoption

Forms Management SharePoint Admin

Workflow Provisioning

Feedback Monitoring

Business Intelligence Site Lifecycle

Site Topology IT Service Delivery

Information Architecture Infrastructure

Branding Modifications

Templates Integration

Content/Information

Management

Transition

Classification Applications

Support

Taxonomy Service Delivery

Links

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Governing Principles (examples)

General Principles Levels of governance of sites

SP is another system to which IT policies apply

Site Design Principles Consistent user experience

Minimize training needs

Find-ability

Understand objectives

Pages have content owners

Content Principles Content posted in one place

Edit in place

Site Owners are accountable

Links instead of attachments

Copyrighted material requires approval

Security Principles Access to information

Role-based security

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Governance Structure (example)

Governance Board

Operations Group

Site Owners

Site Admin Contributors/

Visitors

IM/KM IS/IT

SP Architect Applications Operations

SP Admin Helpdesk

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Roles and Responsibilities - Business Role Responsibility Type of Persons

Governance Board

Vision, strategy, roadmap, KPI’s Approves recommendations

Senior business managers IS senior managers User reps

Operations Group Delivery management Recommendations, standards Approve requests Adoption

Governance Board rep Site collections owners IS application management SP Architect

Site Collection Business Owner

Leadership, purpose, structure, guidance on use Approve requests Adoption

Business managers

Site Business Owner

Leadership, define: purpose, membership, structure, lifecycle, access, permissions, workflows, quality, adoption

Business managers

Site Admin Implement: site actions, access, permissions, education, support

Administrator, power user

Contributor, Visitor

Create, review, publish View

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Roles and Responsibilities – IM/IS Services Role Responsibility Type of Persons

Information Management

IM policies, guidance, education, support Taxonomy, terms, metadata

Enterprise KM/IM team

SharePoint Architect

Evangelist, design authority, implement roadmap, review requests, recommend

IS Architect

SharePoint Admin Provisioning, templates, access requests, education, support Systems Admin

Help Desk Problem management, resolution, routing

Service Provider Architectural support, technical support Project delivery, development, business consulting Managed services

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This is a taste of what you may need …

and we can help you get there

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Questions and Answers

[email protected]

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