Beyond Governance Planning. It s the Execution that Matters!

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2 Beyond Governance Planning It s the Execution that Matters!

3 What We re All About DYNAMIC OWL dynamicowl.com We combine the best business and technical skills to provide pragmatic SharePoint advice to our clients. We build beautiful and functional Intranets based on business needs and create useful collaboration solutions driven by how our clients work and what they do. BONZAI INTRANET - bonzai-intranet.com Dynamic Owl is also the creators of the Bonzai Intranet for SharePoint product. A pre-built intranet solution for SharePoint 2013 with 80% of the core intranet capabilities organizations need. 20% is all it takes to get 100% of the way there. SERVICES SharePoint Strategy SharePoint Governance SharePoint Analysis, Information Architecture SharePoint Infrastructure SharePoint Development SharePoint Training PRODUCT Proud owners of Bonzai Intranet! 3

4 Rosa Jamal SharePoint Analyst Business Analysis, End User Support, Trainer Overall helpful person on all things SharePoint Blog: SharePointAnalystHQ 4

5 Today s Agenda 01 High Level Definition of Governance 02 5 Steps to Execute a Plan 03 Stories and Examples 04 Q&A 5

6 What is Governance? What? SharePoint Governance is the set of policies, roles, responsibilities, and processes that you establish in an enterprise to guide, how the organization makes decisions about the operation of SharePoint. When? Before, during and after project implementation Why? Governance is about risk mitigation and realization/execution of your SharePoint vision. Identify the risks of SharePoint within your organization and what your vision for SharePoint is. How? Establish policies and procedures Identify the risks or areas most important to your organization Who? Steering Committee makes decisions Working Committee executes 6

7 What s the Most Important to You? Security (inadvertently exposing info) Compliance (not properly managing content) Training (people not using it because they don t know how) Using SharePoint for personal matters Making sure sites don t grow out of control Alignment with corporate strategies and goals 7

8 Roles & Responsibilities Example: Infrastructure Security / Permissions New Site Request Development & Configuration Governance Support Processes Information Architecture & Taxonomy Training & Education Roles Site Quota Reqs Dev & Config Training Security Search 8

9 Step 1: Define the Purpose What / Who is it for? Why does it exist?

10 What is the purpose of your SharePoint? Intranet To become a seamless part of the employee s work day. Connecting all teams, departments and locations with company-wide communication, useful information and work tools. Team Sites Spend less time managing and looking for documents and more time doing work Remove the reliance on file shares and s to collaborate on deliverables Enhance employee productivity by providing easy access to trusted information such as policies, forms and templates 10

11 Step 2: Build a Team Creating an Effective Governance Team

12 Two Distinct Governance Teams Steering Committee Working Group Governance Project Teams 12

13 Steering Committee Cross-Section of Decision Makers Charged with maintaining the mandate of SharePoint Defines the following: Establish guiding principles; Define and enforce the mandate and vision; Create guidelines and standardization; and Project prioritization and budgeting Requires a regular meeting schedule (ie: quarterly) 13

14 Working Group Cross-Section of Representatives Meet regularly to discuss areas of improvement and new requests Liaise between steering committee and tactical teams Present overall value of initiatives Assign ranks to potential projects Take new requests to the steering committee for funding approval 14

15 Example of a Project Team Executive Sponsor Lead Subject Matter Expert Subject Matter Experts Technical Team ultimately responsible & is the communication lead during rollout higher authority to qualify information collected and decision maker a cross-section of people that can contribute knowledge to the development of the initiative appropriate to the project (devs, BI, architects) Testers Power Users Trainer Project Manager QA and UAT continue to support postrollout, cheerleaders to aid in adoption appropriate to the project - smaller ones may be BA or Power Users appropriate to the project - smaller ones may be BA 15

16 Coming together is a beginning. Keeping together is progress. Working together is success. Henry Ford 16

17 Stages of Team Development 4. Performing 3. Norming 1. Forming 2. Storming Path that most teams follow on their way to high performance Always start at #1, but the goal is to get to #4 as fast as possible How effective a team is in executing is a direct relationship to where they are in this process 17 Stages of Team Development Dr. Bruce Tuckman -

18 Working Group Development 1. Forming Ensure everyone knows the purpose of the group. Establish roles and responsibilities. 2. Storming Set the boundaries and learn each other s work-style. Establish process and structure. Temper conflicts. Resolve issues. Build relationships. 3. Norming Work together to complete the necessary tasks of the group. Build norms. 4. Performing Group performs at an optimal level. Aligns the project requests from the employees with the overall needs set out by the Steering Committee. Can speak to the value of the projects. Open, trusting, supportive environment. 18

19 Step 3: Decide How you Make Decisions An Example of a Governance Committee s Decision Making Process

20 4 Steps to Project Selection Request Ranking Screening Prioritization 20

21 Project Request Purpose Collect enough information to determine scope and deliverables Completed By Company Employees Examples Business Case, SharePoint Form including basic details (ie: project name, requested by, timing constraints, scope and deliverables) 21

22 Project Ranking Purpose Rank projects on pre-determined criteria and ranking system to assist with prioritization Completed By Working Group Examples Criteria: Business Alignment, Impact, Benefit, Resources, Cost Ranking: Impact: 1 = less than 10% of staff 2 = 11 to 50 % and 3 = greater than 50% 22

23 Project Screening Purpose To promote or demote projects that have overriding business or adoption needs that have not been reflected in the ranking process Completed By Steering Committee Examples Feel-good project that would drive engagement and adoption but does not rank high on other criteria 23

24 Project Prioritization Purpose To assist in determining which projects get approved when there are time/budget constraints Completed By Steering Committee Examples 5 projects on the list, but there is only enough time/budget for 3 24

25 Step 4: Make it Easy to Understand and Maintain Example of a Governance Centre

26 Example of a Governance Centre 26

27 Example of a Governance Centre IA 27

28 Example of a Support Process Content Recovery Request General Information Request Security or Access Request New Site Request Quota Increase 28

29 Example of Site Onboarding Process Continued 29

30 Step 5: Continually Evolve Learn and Evolve!

31 Continually Evolve Integrate Feedback+ Learnings Review / Report 31

32 5 Steps Re-Cap 1. Define the Purpose 2. Build a Team 3. Decide How You Make Decisions 4. Make it Easy to Understand and Maintain 5. Continually Evolve 32

33 Questions and Answers PICK OUR BRAINS

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