SHAREPOINT GOVERNANCE T H E B A S I C S

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1 SHAREPOINT GOVERNANCE T H E B A S I C S Claudia Frank, 17 Sept 2014

2 AGENDA What is SharePoint governance? Why governance? Governance needs vary Principles to governance success Key take aways

3 What is SharePoint Governance?

4 SHAREPOINT GOVERNANCE Set of policies, roles, responsibilities and processes that guide, direct, and control how an organization s business divisions and IT teams cooperate to achieve business goals. What is SharePoint Governance?

5 Why Governance?

6 Digital content doubles every months SOURCE: IDC, SURVEY 2011

7 Gartner s CIO survey in 2012 indicates an increasing push in analytics, collaboration and cloud computing. Presumably by 2016, 20% of CIO s in regulated industries might loose their jobs due to failure to implement the discipline of information governance properly. Why governance?

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9 Lawlessness (Records, ediscovery) Site sprawl Dramatic storage spread Business threat The result of no SharePoint governance Why governance? Failing to plan is planning to fail

10 The worst things you can do No rules for SharePoint usage No risk management for SharePoint No security and permission guidelines No user training and guidance Why governance? Failing to plan is planning to fail

11 GOOD GOVERNANCE ENSURES

12 Establishes clear processes for new features and policies Ensures content quality Good governance Establishes escalations procedures Avoids content sprawl Why governance? Governance helps achieving business goals

13 Governance needs vary

14 Increasing rigidity of Governance Few authors/many readers Portal Corporate communication Central taxonomy Central navigation Enterprise search Many authors Divisions Departments Teams Project groups internal blogs My sites (bios, blogs, social) Division news Business processes Resources Team and project collaboration personal Governance needs vary

15 Increasing rigidity of Governance Central published site Divisional published site Group and team sites Projects and workspaces Source: Jornata Essential Sharepoint 2013 My sites Governance needs vary

16 Steps to governance success

17 Define your vision Create a vision statement Platform for document Management Collaboration platform for teams... Principles to governance success First: Define your vision

18 Security Permissions Password policies Site sprawl Entitlement to create sites, libraries, lists etc. Compliance and Auditing Records Management Principles to governance success Second: Identify risks

19 A governance team should consist of: IT PROFESSIONALS & BUSINESS PROFESSIONALS Principles to governance success Third: Put the right time together - early

20 Excecutive Sponser Governance board IT Specialists Site Owner Users Principles to governance success Third: Put the right team together

21 Usage policies How and when SharePoint to be used Help policies Manuals and tutorials How to keep the information secure Training and support Request new functionality Principles to governance success Fourth: Define Policies

22 Who can change and approve content? How often content needs to be reviewed? Who will manage content security? Do you need a file plan for records management? Publishing pages: Map all site content to owner, content, update schedule How do want to secure that old, unnessary files are destroyed? Principles to governance success Fifth: Define Content Management Plan

23 People don t like change Create pilot groups Have a clear training plan Show benefits Get as many people involved as possible Start small Show living examples Use social features Create incentives Train the trainer Training specific to role Training is an ongoing issue Principles to governance success Sixth: Plan and execute user adoption

24 Key take aways

25 Keep your governance plan simple Train your employees according to role Failing to plan = Planning to fail A good governance plan is not a constraint, it is a help You don t need every fancy feature True governance handles compliance in order to manage risk Key take aways

26 FURTHER RESSOURCES ABOUT SHAREPOINT GOVERNANCE: SharePoint 2013 Governance (TechnNet) Key take aways

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28 services knowledge management SharePoint Please contact or visit