SharePoint Governance at BMO. How we took action to curb the sprawl of sites

Transcription

1 SharePoint Governance at BMO How we took action to curb the sprawl of sites

2 Who is Jed? Director, Business Technology Strategy & KM for Legal Corporate Compliance Group Ex-Consultant Long time member of AIIM Develops and teaches Info Mgmt / Governance course for University of Toronto Medieval Man-at-Arms (but only on weekends)

3 Bank of Montreal #3 in Canada In the Top 10 in North America Personal, Commercial, Wealth Management, Capital Markets 45,000 employees in Canada, U.S., Europe, China, Singapore BMO Harris U.S. Markets: Chicago Milwaukee Phoenix Indianapolis Minneapolis

4 1. Background and Context 2. High Level Governance Structure 3. Steering Committee 4. Strategy Team 5. Intake and Solutions Team 6. Operations and Support Team 7. Standards and Policy Team 8. Compliance Team 9. Deliverables by SharePoint Workload 10. Next Steps SharePoint 2013 Governance Program Table of Contents 1

5 Overall SharePoint Context Microsoft Office SharePoint Portal Server 2007 Enterprise intranet portals 600 plus intranet publishing sites 12,000 plus Team Sites Governance work part of migration to SP2013

6 BACKGROUND BMO is looking to consolidate the numerous SharePoint instances that are currently deployed into production, which are at varying release and support levels, into a single shared collaboration platform based on SharePoint Effective governance of the SharePoint 2013 platform will be key to delivering key productivity tools cost effectively. Governance is the set of policies, roles, responsibilities, and processes that will guide, direct, and control how BMO will use SharePoint- based solutions to accomplish business goals. There are three primary areas that comprise SharePoint governance: IT governance of the software itself, the operations processes around it, and the services provided Application governance of the custom solutions and customizations developed on top of SharePoint Information Management governance of the content and information that users store in those services. What SharePoint Workloads are covered under the new governance structure? SharePoint 2013 Governance Background Portal Search Social Team / Collaboration App/Dev BI 2

7 SharePoint Steering Committee CIO Corporate Executive Sponsor (Representation from Corporate Communications, Digital Workplace Services, HR T&O Integration, Enterprise Architecture, LOBs as required) SharePoint 2013 Governance High Level Governance Structure Strategy Team Application Support Manager (Representation from Corporate Communications, DWS, TD) Governance: Discuss and confirm key technology decisions, govern all development activities Integration: Ensure cross-stream alignment and coordination Communication: Review Sharepoint roadmap and activities and share updates to broader team Leadership Team Head of Corporate Intranet, Director DWS, STO Corporate Technology Development Dispute resolution Represent executive interest Advise on broader initiatives potentially impacting SharePoint Supporting Teams Team Chair Attendees Focus Cadence Intake and solutions ASM Representatives based on SharePoint workload Solution development and estimation Weekly Operations and support ASM Representatives from Corporate Intranet, TD and DWS engineering Platform stability and SLA Weekly Standards and policy Rotating Representatives based on SharePoint Workload Standard and policy creation Weekly Compliance Rotating Representatives based on SharePoint Workload Standard and policy creation Monthly 15

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9 SharePoint 2013 Governance SharePoint Steering Committee SP13 Governance Steering Committee Mandate Team 12 Provide executive sponsorship and strategic direction for the SharePoint platform Drive related initiatives into their respective organizations Approve major projects and initiatives, monitor progress against deployment plans and review adoption Executive sponsor chair: CIO Corporate Technology Development Executive representing infrastructure: VP Digital Workplace Services Executive representing Corporate Intranet and Social Business: VP Strategy Communications Delegated SharePoint platform owner: Application Support Manager, Corporate Development VP T&O Integration Managing Director, Employee Experience and Performance Lead Technology Officer (Director) Corporate Technology Development Head of Corporate Intranet, Strategic Communication Senior Manager Intranet Initiatives, Strategic Communications Director, Collaboration, Digital Workplace Services Head, T&O Strategies & Initiatives Enterprise Architecture SharePoint Solution Architect SharePoint Infrastructure Architect

10 SP13 Governance Strategy Team SharePoint 2013 Governance Strategy Team Objectives Mandate Outcomes Develop a core competency around SharePoint Achieve synergies around SharePoint through proper reuse and sharing Consistent branding, navigation and user experience Ensure stakeholders are informed of initiatives right from inception Establish and maintain the platform vision and strategy, core purpose and technology roadmap Govern the platform as a horizontal BMO shared service by synthesizing requirements from various LOBs Oversight around how capabilities and customizations are used Decision making body that sets the direction for SharePoint, develops standards and policies and ensures compliance Escalation path for SharePoint governance sub teams and SharePoint initiatives Prioritize initiatives going on at the same time that are competing for budget and resources Governance teams review and proactively act based on usage data and business needs Business users are assured of protected data, and the security model is known and enforced Service-level agreements (SLAs) are in place, platform performance is good, and any custom code is well tested Sites are systematically introduced using site templates and created by designated authorities The growth of the server farms, servers, and storage is predictable Compatibility and portability with future releases of SharePoint and Office 365 is maintained 12

11 SharePoint 2013 Governance Intake & Solutions Team SP13 Governance Intake & Solutions Team Objectives Responsibilities Team Standard and efficient intake process Adherence to architectural and design standards and policies during solution development Improved communication & visibility of demand Increased adoption of standard templates and limited customization Manage intake for new initiatives Initiate and prepare business cases for new workload or usage scenarios Implement, enforce and monitor architectural and design standards and policies Assess initiatives for customization needs, required information architecture, infrastructure, Operational and support requirements, etc. Deliver order of magnitude or level 0 estimates Rotating Chair: Digital Workplace Services and Corporate Technology Development CTD: DWS: Corporate Intranet: 12

12 SharePoint 2013 Governance Operations & Support Team SP13 Governance Operations & Support Team Objectives Responsibilities Maintain and optimize overall performance and experience for SharePoint users Ensure the stability and reliability of the SharePoint platform Foster collaboration and heighten awareness of incident and change amongst the various teams that support the SharePoint platform Build and maintain an efficient, knowledgeable platform operation support team Increase end user awareness on procedures to obtain assistance when issues are encountered Establish, communicate, and measure delivery of service level agreements Identify, manage and respond to issues, deficiencies, productivity opportunities Create, define, prioritize, fund, execute and track actions Track and report status: weekly for team member, monthly to Strategy Team and Quarterly health check for Steering Committee Identify platform improvement suggestions to raise to Strategy Team Team Rotating Chair: Digital Workplace Services and Corporate Technology Development CTD: DWS: Corporate Intranet: 12

13 The Governance Document Prepared with Microsoft Professional Services 36 pages From storage quotas, to site templates, to permission management, to SQL operations, to branding.

14 SP13 Migration Governance in Practice Legal, Corporate & Compliance Group (600+ employees) 6 SP2007 Portals consolidated onto 1 SP13 Portal 60 old SP2007 team sites deleted / consolidated 80 (ish) SP2007 team sites being migrated to on premise SP2013 OR Office365 SP Online

15 Snippet from an InfoGraphic created by my team to show some of the very varied work undertaken in 2016, Including approx. 70 SP team sites deleted or consolidated as part of SharePoint migration. Governance in Action

16 Old versus New

17 BMO Central and LCCG Enterprise Intranet

18 SP Social Communities & Yammer

19 Summary & Questions Is this a useful model? Would this governance structure fit in your workplace? What might you do differently?

20 Or if you want to follow the exploits of my Historical alter-ego

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