Governance Drill Down: Don't Forget About SharePoint WCM/Publishing! Todd Ray, August 2014

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1 Briefing: Gvernance Drill-Dwn Dn t Frget Abut WCM/Publishing Gvernance Drill Dwn: Dn't Frget Abut SharePint WCM/Publishing! Tdd Ray, August 2014 tddray@alumni.stanfrd.edu Executive Summary In my May 2014 blg "Critically Re-thinking Gvernance, Again: Mdernizing Hw Yu Manage SharePint", I presented a framewrk fr re-assessing SharePint gvernance and adjusting it t new versins, delivery mdels (e.g. clud) and ther factrs. Taking this a step further, this paper prvides additinal tls t assess yur SharePint gvernance in general and then addresses a particular fcus area f interest t many f ur cre custmers - that f hw t gvern intranet prtal sites and the cntent that is published t them, including cverage f the new WCM/Publishing features in SharePint 13. Cntents Key Cncept... Errr! Bkmark nt defined. SharePint Gvernance - The Basics... 2 Simple Gvernance Taxnmy... 2 Getting Started (r Re-Started) - Pltting a Curse... 3 Key Questins - Starter List... 4 Gvernance Maturity... 4 Develping a Strategy... 5 Gvernance f SharePint WCM/Publishing... 5 What is SharePint WCM/Publishing? Overview... 5 Where Des Gvernance f SharePint WCM/Publishing Cme In?... 6 Overview... 6 Implementatin Mechanisms... 6 Rles, Respnsibilities and Staffing (typical)... 7 Traditinal gvernance tpic areas t be defined fr WCM/Publishing... 8 List f SharePint features t be cnsidered in WCM/publishing gvernance plans (prir t SharePint 13)... 8 SharePint 13 WCM Cnsideratins... 9 Hw we can help P a g e

2 Briefing: Gvernance Drill-Dwn Dn t Frget Abut WCM/Publishing SharePint Gvernance - The Basics Gvernance is a very brad, deep and integrated subject area when it cmes t initiatives related t SharePint. Depending n yur rle and bjectives, "SharePint gvernance" (SPG) can mean anything frm platfrm gvernance - t cntent gvernance - t service management - t hw infrmatin is published and cnsumed. SPG can als include things such as training, adptin, value realizatin, etc. At a basic level, hwever, prper SharePint gvernance typically cnsists f: Establishing the right functining gvernance units, including rles, respnsibilities and "perating mdels" Develpment f Gvernance Principles Significant gvernance planning (integrated with verall design planning) and dcumentatin/specificatins Establishment f standards/guidelines, plicies and prcedures Understanding f key gvernance prcesses integrated int the perating mdel that utilize the abve Develpment f a Gvernance Plan Implementatin thrugh technical cntrls, cmmunicatins, rle-based training, mnitring and plicy enfrcement. Appraches, f curse, vary depending n scale f platfrm, slutin type and gvernance mandate/culture. Simple Gvernance Taxnmy In terms f making sense f the brader gvernance dmain, sme peple simply divide things up int cntent vs. technlgy gvernance (ther analgus frms include business vs. peratinal ) and then talk abut what s needed in each f thse areas. This is a gd start. In fact, if yu lk at a cmmn set f gvernance fcus areas, they ll each live mre r less in a business/cntent r technical/ps wrld, as shwn in the diagram belw. 2 P a g e

3 Briefing: Gvernance Drill-Dwn Dn t Frget Abut WCM/Publishing (The blg: "Critically Re-thinking Gvernance, Again: Mdernizing Hw Yu Manage SharePint" ges int mre detail n items 1-9 in the abve graphic) Getting Started (r Re-Started) - Pltting a Curse When lking at yur wn verall SharePint gvernance, hw d yu assess where yu are and where yu want t g? T help yu get started, a basic set f questins is prvided belw. Additinal infrmatin can be fund in the many excellent treatments f this subject published nline and in bks, articles, etc. 3 P a g e

4 Briefing: Gvernance Drill-Dwn Dn t Frget Abut WCM/Publishing Key Questins - Starter List 1. Des a gvernance strategy exist? 2. Is there a gvernance bard, cmmittee? Otherwise wnership? 3. Des a gvernance plan exist? (e.g. fr previus versins) 4. Overall gvernance mandate/culture (impacts principles) 5. Desired gvernance maturity (vs. current state) see the "Gvernance Maturity Mdel" belw 6. System elements f interest (see "Gvernance Taxnmy", abve) 7. Which gvernance drivers exist? Crp standards? Principles? Guidelines? Overarching Plicies? (E.g. HR, Legal, etc.) 8. Fcus areas f interest Platfrm (IT), Slutin (e.g. CrpCmms Prtal) and/r Service (e.g. Cllabratin) Management Publishing/WCM Business usage (user-generated cntent) 9. Clud, n-premises r hybrid? 10. Infrastructure, applicatin and end-user supprt - in-huse r utsurced? 11. What needs wrk? Principles and guidelines Strategy/apprach/radmap Operating mdel, rg. structure and rles and respnsibilities Adptin, measurement and reprting Plicies, Prcesses and Prcedures Technlgy, slutins, services, publishing and cntent Etc. Gvernance Maturity A "SharePint Gvernance Maturity Mdel" is presented belw fr reference. This can be used t benchmark yur current state vs. desired future state(s), typically achieved ver time thrugh a phased gvernance planning and implementatin apprach. 4 P a g e

5 Briefing: Gvernance Drill-Dwn Dn t Frget Abut WCM/Publishing Develping a Strategy Once yu've answered a few f these questins and assessed any needed prgressin, yu shuld wrk with knwledgeable resurces t determine what needs t be planned, built and implemented relative t what yu are already ding. Typically this is dne as part f a shrt "SharePint Gvernance Strategy" prject that cincides with therwise prject activities. One specialized area ften verlked by thse managing intranet prtal-related initiatives is that f SharePint WCM/Publishing Gvernance. Successful gvernance in this area requires attentin t all the fcus areas mentined abve plus additinal cnsideratins. These are highlighted in the next sectin. Gvernance f SharePint WCM/Publishing The tpic f gverning SharePint Web Cntent Management (WCM)/Publishing can be as narrw as just defining rules fr pushing cntent t branded prtal pages and/r as brad as prviding rules fr everything frm site/page templates themselves t the cntent that is published t them (and the peple and prcesses that are invlved). Here we'll take the brad view and list a few gvernance cnsideratins related t the end-t-end scenari, including key rles and respnsibilities that need t be cnsidered when using SharePint fr branded intranet/prtal sites. We'll als cver sme f the new features in SharePint 13 that need t be cnsidered when develping gvernance fr this area. What is SharePint WCM/Publishing? Overview Bradly speaking, SharePint WCM/Publishing starts with the prcess f custmizing, cnfiguring and deplying prtal site templates, cntent pages, branding artifacts, cntent, 5 P a g e

6 Briefing: Gvernance Drill-Dwn Dn t Frget Abut WCM/Publishing metadata and (OOTB r custm) wrkflws (etc.) at varius levels in a well-defined infrmatin architecture (IA) using varius tls. Once the site(s), pages and publishing mechanisms are established, cntent authring cmes in, whereby pages/cntent are edited (including applicatin f metadata and editing f prperties) and cntent is published, emplying built-in wrkflw (e.g. fr apprval), audience targeting, crss-site publishing, etc. Yu can supprt many publishing requirements with SharePint's ut-f-the-bx supprt fr check in, check ut, versining, publishing, and apprval wrkflws fr cntent and pages, but smetimes custmizatin f these same elements is emplyed, utilizing custm features (fr example) fr hw cntent is scheduled, prpagated and updated in the prductin envirnment. Security has an impact n all phases f publishing (fr example, wh can edit cntent, wh can apprve cntent, and where is cntent authred (staging r prductin). Where Des Gvernance f SharePint WCM/Publishing Cme In? Overview At a high level, Gvernance cvering this area typically invlves the fllwing elements: Plan. Overall gvernance plans (r thse specific t WCM/publishing) shuld include dcumentatin f related standards/guidelines, plicies and prcedures and rles/respnsibilities related t WCM/Publishing. Standards/Guidelines. Standards shuld specify standards fr cntent authring (including authring envirnments), cntent apprval, wrkflws, deplyment, security, audience targeting and custmizatin. Plicies. Plicies shuld be created t enfrce any standards related t publishing. Prcedures. Shuld be develped fr rles invlving farm, web applicatin, and site cllectin/site administratin related t publishing, as well as cntent authring/publishing perfrmed by varius defined rles. Implementatin Mechanisms Implementatin f stated gvernance plans, guidelines, plicies, prcedures, etc. relies n the fllwing in typical envirnments: A structured implementatin and establishment f capabilities and prcesses related t publishing Publicatin f related guidelines, plicies and prcedures n rle-based resurce/training sites Rle-based training Enfrcement thrugh vluntary (manual) plicy adherence, technical cntrls and mnitring/reprting (using OOTB r 3rd party tls) 6 P a g e

7 Briefing: Gvernance Drill-Dwn Dn t Frget Abut WCM/Publishing Rles, Respnsibilities and Staffing (typical) Althugh this will vary cnsiderably by rganizatin (and within rganizatins), the fllwing rganizatinal entities and respnsibilities are typically invlved in sme capacity*: *Adapted frm: Organizatinal Entity (typical) Prtal steering team (made up f leaders frm Cmmunicatins, HR, IT, Marketing, business units, etc.) Intranet Cmpnent Onging guidance and tactical decisin making Respnsibility Helps priritize enhancements based n business value and manage the rganizatinal and technical impacts f enhancements; meets mnthly. IT Internal Cmmunicatin Department Site and cntent managers (thrughut the business) Lng-term guidance and strategy Platfrm and cre service fferings Branded intranet/ crprate prtal Crprate prtal hmepage Department r business-specific sites n crprate prtal plus cllabratin sites Apprves lng-term strategy, allcates funding, and advcates fr prtal initiatives with the senir leadership team; meets quarterly r n demand. Custdian rle, prviding cnsulting n technlgy decisins and prtal supprt. Strategic directin n verall platfrm. Service management and ps. Oversees and gverns the user experience; trains new cntent wners; reviews sites t ensure cmpliance with standards; and cnsults n hw sites can add mre value, keep their cntent up t date, and implement new technlgies r scial features Manages the hmepage cntent. Respnsible fr the cntent n their sites and in the case f cllabratin, site and cntent lifecycle management End-Users Usergenerated/cntributed cntent Cmpliance with apprpriate use and ther crprate guidance per HR and therwise intranet plicies. 7 P a g e

8 Briefing: Gvernance Drill-Dwn Dn t Frget Abut WCM/Publishing Additinal ntes: Thugh crss-department prtal supprt is still cmmn, intranet wnership respnsibility is shifting twards crprate cmmunicatins, with IT maintaining a technlgy supprt rle. The mst successful prtal prjects invlve crss-functinal business wners r steering cmmittee members. Traditinal gvernance tpic areas t be defined fr WCM/Publishing Branding Asset classificatin (data security) Cntent Lifecycle management Asset/data prtectin Metadata Services Training Wrkflws Quta templates Site branding and templates Custmizatin via SharePint Designer, use f "Features", and integratin with external data List f SharePint features t be cnsidered in WCM/publishing gvernance plans (prir t SharePint 13) Audience Targeting Managed Metadata Services Audit Plicies Metadata-driven navigatin Autmated cntent ruting Mbile Access Backup and Restre Multi-stage dispsitin Blcked File Types Office Web Apps Branding Quta establishment, enfrcement and Business Cnnectivity Services change Cmpliance and Audit Reprting Recrds Management and Retentin Cntent Organizer Rich Media Management and Supprt Cntent type management Search Cntent type sharing acrss farms Self-service site creatin (cntent type syndicatin) SharePint Designer Custmizatin and/vs. cnfiguratin Site cllectin aut-deletin Data Cnnectin Libraries (cnfigurable at server, server farm and Dcument IDs web app level) Dcument Libraries Site prvisining Dcument sets Site definitin page detachment (breaks Drp-ff libraries ability t cntrl branding; master page External Lists and page layut enablement) Infrmatin Rights Management Versining ILM via Multi-stage Dispsitin Web Analytics Language Packs Web Cntent Management/Publishing Large list Thrttling Web Parts Legal Hlds Wrd Autmatin Services Lists 8 P a g e

9 Briefing: Gvernance Drill-Dwn Dn t Frget Abut WCM/Publishing SharePint 13 WCM Cnsideratins SharePint 13 prvides a number f new WCM and mbility capabilities that need t be cnsidered frm a gvernance perspective. Here s 10 f the mst prminent f these, each incrprating a number f new features as well as imprving n existing nes: 1. UX/Branding 2. Web Cntent Management and Publishing 3. Device Targeting 4. Search/SEO 5. Digital Asset Management 6. Friendly URLs 7. Analytics 8. Navigatin 9. Translatin/Multilingual Supprt 10. Mbility Getting help Firms ffering Intranet strategy and user experience (UX) services typically prvide: WCM/Publishing gvernance strategy SharePint gvernance develpment fr IT Operatinal capability develpment Business service re-rientatin and management These services include the fllwing (typical): Dcumentatin f current rganizatinal gvernance standards and existing SharePint gvernance Definitin f preferred technical and business/cntent gvernance respnsibilities Definitin f the right functining gvernance units, including rles, respnsibilities and "perating mdels Develpment f gvernance principles Establishment f standards/guidelines, plicies and prcedures Dcumentatin f key gvernance prcesses integrated int the defined perating mdel Develpment f a Gvernance Plan, including specifics related t implementatin thrugh technical cntrls, cmmunicatins, rle-based training, mnitring and plicy enfrcement Please cntact tddray@alumni.stanfrd.edu fr mre infrmatin. 9 P a g e