Why are we still talking about SharePoint Governance?

Transcription

1 Why are we still talking about SharePoint Governance? A practical approach to governing SharePoint in your business Anders B. Skjønaa Partner Anders@SharePointPeople.dk

2 About Partner, SharePointPeole.dk 16 year in the it industry 10 years with SharePoint 6 years with Microsoft Primary focus on Governance and Adoption in mid-sized and large corporations across Europe Worked on SharePoint Governance Framework and publishes articles and blogpost on SharePoint BDM subjects, as well as speaks at conferences and events. Trainer and content editor: SharePoint Governance and adoption Master Classes and certification.

3 This session Principles of Governance SharePoint Platform Governance Organization and Drivers SharePoint Governance Framework Operational Governance or Management? Practical Implementation Guide Let s do more

4 Setting a few things straight Understanding Governance is hard Governance is NOT operations management It is not ONLY about who can do what Governance is there from DAY 1 Governance is a practice not a task It IS expensive NOT to do it

5 Governance Principles The foundation of proactive

6 Principles of a Governance practice Compliance People Productivity Goals Process Driving Governance as a practise Culture Quality Technology Realizing your business Defining goals and building plans Stay in control and turn challenges

7 SharePoint Governance Principles The goal is to ensure that SharePoint investments deliver on business goals! Governance is effectively conducted through a solid framework. Preferably a framework that is adopted to the technology in question. Reference frameworks for

8 SharePoint Platform Governance A practical approach to get going :16

9 SharePoint Platform Strategy Blue Governance Green Governance Document Management Intranet Extranet Contract Management SharePoint Service (Providing a common platform for applications) Storage Operating system Directory Green Governance relates to applications and has a business focus. Examples: Regulatory Compliance Update frequency Branding Taxonomi (Metadata and tagging) Workflow / proces latency Training / Adoption Blue Governance relates to the SharePoint infrastructure. Focus on driving the platform to meet changing requirements, including maintaining the Service Catalogue. Examples: Application on-boarding Backup / Restore procedures Change Request procedures Security Etc.

10 Organization and Drivers Value to Business Platform Governance Board Productivity & Quality Service Compliance & Security

11 Role definitions from SharePoint Governance Framework Master classes Application C Application E Application B Application D Application A Service Service Service Service Service

12 SharePoint Governance Framework Creating your governance plan :28

13 S H A R E P O I N T V I S I O N Business Driver A Business Driver B Business Driver C System 1 System 2 System 3 System 4 System 5 System 6 O P E R A T I O N A L S T A F F G O V E R N A N C E B O A R D RISK MANAGEMENT will help to control operations to enable you to proactively steer towards your business goals Procedures/Guides Procedures/Guides Procedures/Guides

14 S H A R E P O I N T V I S I O N QUALITY PRODUCTIVITY COST System 1 System 2 Customer Portal System 5 System 6 Service Security Content Branding Availability Logins Retention Masterpages O P E R A T I O N A L S T A F F G O V E R N A N C E B O A R D RISK MANAGEMENT will help to control operations to enable you to proactively steer towards your business goals Procedures/Guides Procedures/Guides Procedures/Guides

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16 Are we doing Operational Governance or Management? :32

17 Governance in relation to Management Governance Practise GOVERNANCE FRAMEWORK Systems Policies s Procedures s MANAGEMENT TOOLS Usage Statistics Reporting Backup and Recovery Service Monitoring PowerShell S H A R E P O I N T F A R M S W E B A P P L I C AT I O N S S I T E C O L L E C T I O N S S I T E S L I S T S & L I B R A R I

18 Governance and Management Governance Practise s S H A R E P O I N T F A R M S Code deployment (Dev/Test/Staging/Production) User Access Internet, Partner site, Internal Performance in different regions of the world Redundancy Security

19 Governance and Management Governance Practise s W E B A P P L I C AT I O N S Upgrading individual apps. Service applications URL acces Security Authentication Mode (Classic or Claims) Application isolation Blocked File Types Maximum Upload size SharePoint Designer support Self Service Site Creation

20 Governance and Management Governance Practise s S I T E C O L L E C T I O N S Ownership Administration Locks & Quotas SharePoint Designer (Again!) Features (Also multiple places) Sandboxed Solutions Search Auditing User Management

21 A high-level, but yet practical Implementation Guide to SharePoint Governance :38

22 Governance Practise implementation phases 1. Planning & Organizing 2. Aquisition & Implementation 4. Monitoring and Evaluating 3. Delivery

23 SharePoint Governance Implementation Guide PLANNING AND ORGANIZING Planning and Organizing Aquisition and Implementation Monitoring and Evaluating Delivery and Support 1. Establish Governance Board Use the governance organization model 2. Identify business goals (Business Impact Areas) Get inspiration from the governance principles; Business impact, Security, Productivity, Compliance 3. Update your business plan If you dont have one, build it now include strong and clear platform vision 4. Get the management committed Ensure funding for the lifetime of the platform. This includes a reasonably calculated yearly governance and development cost. 5. Build the Platform Service Catalogue Limit the catalogue to the services you need now, and make a service roadmap for the rest 6. Define Change Management procedures How, what, who? 7. Create communication plan Strong communication is required to get people to act in compliance

24 SharePoint Governance Implementation Guide AQUISITION AND IMPLEMENTATION Planning and Organization Aquisition and Implementation Monitoring and Evaluating Delivery and Support 1. Identify existing relevant policies Corporate policies may have impact on platform design You must design your SharePoint services to comply with these policies 2. Aquisition of solutions running on the platform Start easy and create a pipeline 3. Identify what systems should be controlled A system is ANYTHING that has a policy attached All systems MUST have a reasonable business impact! 4. Build policies for all systems A describe how a system supports specific business impact 5. Create the operational team for each service and system This team will change during the lifetime of the platform. 6. Run relevant training activities It is important to create a shared vision for the platform top to bottom. Introducing the framework help people understand their role and resposibilties

25 SharePoint Governance Implementation Guide DELIVERY AND SUPPORT Planning and Organization Aquisition and Implementation Delivery and Support 1. Create your Governance Center Dont let your hard work end up in a document 2. Create meeting schedule Make sure the governance board meets often and quickly gets into the proces of driving this organization 3. Master Change Management from day one Make sure you manage expectations and gain trust among business users Dont launch ANYTHING before you are READY 4. Communicate broadly Use business impact areas and solutions to give examples of what value SharePoint will bring to the organization Engage the management team on a regular basis Monitoring and Evaluating

26 SharePoint Governance Implementation Guide MONITORING AND EVALUATING Planning and Organization Aquisition and Implementation Delivery and Support 1. Monitor business impact status daily The SharePoint governance lead should spend about 20% of time on this perhaps more in the early endavours 2. Keep a high communication level Governance must be visible and procedures transparent 3. Drive Change Management hard Things will change as the platform gets adopted and they should! 4. Cash in... By maintaining a fixed focus on the business impact of SharePoint, using The SharePoint Governance Framework will continue to help you drive value from your investment. Monitoring and Evaluating

27 =SUM(Slide1:Slide25) Principles of Governance Business Impact, Security, Compliance & Productivity SharePoint Platform Governance Organization and Drivers Use a Framework Operational Governance is related to Management, but they are NOT the same!

28 Anders B. Skjoenaa Updated slides: sharepointpeople.wordpress.com Let s do more