Sps toronto lcbo uncorks share point governance

LCBO Uncorks
SharePoint Governance
A Case Study into Governance
Ivor Davies – Systems Analyst, LCBO

www.sharepointsummit.org
About the LCBO
 Established in1927 by Lieutenant Governor William Donald Ross.
 It is the single largest purchaser of beverage alcohol in the world.
 Has over 634 stores in the province of Ontario with 219 Agency
Stores in smaller communities.
 LCBO’s net sales in 2012-2013 was $4.89 Billion.
 Transferred over $13.7 Billion to the Ontario Treasury during the
last 10 fiscal years.
 Returned $1.7 Billion in profit to the Ontario Government in the last
fiscal year.
 Total number of products available in 2012 to 2013 was 17,615.
 www.lcbo.com and www.vintages.com are the main websites.

My Biography….
 10 Years of SharePoint experience
 23 Years of IT work with the LCBO
- Ontario (32 years with company)
 Seasoned IT Professional in SharePoint / Project Server /
Microsoft Office / Virtualization
 Classified as a SharePoint "Specialist" on Klout with over 1300
Twitter followers,10,000 Pinterest followers and 2,750 LinkedIn
connections.
 Introduced SharePoint and Project Server to the LCBO back in
2003.
 Has been identified as one of the Top 100 SharePoint Influencers
(out of 15,000) according to
http://www.scratchmm.com/sharepoint/community-vote

Agenda:
• Project Background
• Portal Upgrade Project Objectives
• Opportunities for Clients
• Why do we care?
• What is Governance?
• Governance based on “reach”
• Governance Process
• Governance Teams
• The Result?

Project Background

Project Background
One of LCBO’s corporate goals is driving efficiency in the workplace.
Issues with the old legacy portal was:
• Unable to deliver document management capabilities
• Lacks searching of structured and unstructured data
• Lacks dashboards and self-service business intelligence
• The majority of the work needed to be vetted and performed by IT
(EUC Web Services) staff, this caused a major bottleneck due to
limited staff and other projects.

Portal Upgrade
Project Objectives

LCBO Corporate Portal (Top)
10

LCBO Corporate Portal (Bottom)
11

Opportunities
for Clients

Opportunities for Clients
• Improved functionality to enable clients to find
information, request information, collaborate and
communicate with colleagues
• More tool sets for Content Managers to be more self-
sufficient in the update and maintenance of portal design
and content.
• Increase the number of content managers from 30 to ?
• SELF-SERVICE! Client will now be able to create sites /
sub-sites / pages / folders / document libraries
themselves –
• NO IT INTERVENTION REQUIRED.
13

Why Do We
Care?

It’s easy to make mistakes …
15

… so it’s especially important to plan!
• Avoid sprawl
• Ensure quality
• Deliver a great user experience
• Clear decision making authority
• Align with business objectives
• Comply with record retention policies
• Communicate best practices
16
“From Susan Hanley www.susanhanley.com”

Why do we care?
17

What is Governance?

Governance is about taking action
to help your organization organize,
optimize, and manage your systems
and resources.

A governance strategy is never static – it is
a living, breathing process and a set of rules
that you should live by, not die by!
Your governance strategy needs
to be adaptable to meet the growing, changing
needs of your business.

Governance is based
on reach

Governance is based on “reach”
Home
Page
Functional
Areas
Divisions –
“Public”
Departments – “Public”
Team Sites
Personal Sites – My Sites / My Store
“PUBLIC” SITES:
Open to all employees
TEAM SITES:
Generally open to
team members
Tightly controlled,
formal governance
Looser control, less
formal governance
Some control,
some formal
governance
“PRIVATE” SITES:
Open to business
group members
22

Governance Process

Governance planning starts at the beginning
Business goals – what are we trying to accomplish?
 Because that will drive how strict you need to enforce your rules
Existing policies – information assurance/records management
 Because you shouldn’t have to invent everything new and you
may need to “design it in”
Existing teams and roles
 Because people already have jobs and you want to be sure that
your solution is going to be successful if you are going to need to
define new roles or relationships
25

Governance Teams
Small team to frame (under 10) – Working Team
 Team must be able to make decisions!
 Reach out where appropriate
Then, engage a larger
governance committee
to review decisions –
Executive Team
IT
Finance
HR
Executive Office
Sales, Merchandising &
Insights
Logistics
Retail Operations
26“From Susan Hanley www.susanhanley.com”

Governance Plan Must Have a Clear Vision
Business Goals
 Improve collaboration
 Share best practices
 Replace shared drives & email attachments
Business Outcomes, such as:
 Easier information access
 Move work between business entities
 “One stop shop" for authoritative information
 Improve the "time to talent"
 Capture knowledge of retiring employees
27

Governance Plan should define decisions
1. Who creates new sites?
2. Who manages navigation?
3. Can site owners re-design? How much?
4. Who controls branding?
5. Who manages metadata?
6. Who controls security?
7. What is the default access?
8. What happens with non-compliance?
9. Who maintains the Governance Plan?
28

Roles and Responsibilities
• It takes a village!
• Put the right team together… early
• Gain consensus – communicate!!
• Don’t assume existing resources
• Not all “net new”
29

Governance Teams

• SharePoint out of the box is a powerful platform
• But many organizations don’t think they have the time,
money, people to spend on planning
• The same can be said for governance
• The result?
 Site sprawl
 Unfettered content
 Process lawlessness
Why are we talking about governance?

Governance Teams
Executive Working
32

Executive Team
• How do we improve business processes & how do we deliver on
that?
• What structures need to be in place to deliver this value?
• What areas of the business offer the most opportunity for growth?
• How can we align our activities with the goals of the business?
• Are there synergies that can be created between divisions and
departments?
• What ways can we reduce inefficiencies and duplication?
33

Working Team
The tactical team consists of three sub teams all charged with
supporting the directives of the strategy team:
 Operations
 Support
 Development
34

The Result?

LCBO
Governance
Document

LCBO Governance Document
Governance Document produced over
the course of one year with numerous
versions (in SharePoint of course).
Document produced was over 29 pages
and contained a lot of detail.
Document was reviewed by the
Governance Working Committee before
being published.
37

• Executive Summary
• Objectives
• Vision Statement
• Audience
• Governance Hierarchy & Model
• General Guidelines
• Roles & Responsibilities
• Processes & Procedures
• Content Management
• Application Usage Policies
38

Executive Summary
39

Processes & Procedures
40

Policies & Standards
41

LCBO
Governance Site

Governance Document produced over the course of one year with numerous
iterations and changes. Document produced was over 25 pages and contained a lot
of detail.
Dilemma – How do we get our content managers to read and agree to such a large
document?
Solution – Make it consumable.
Create an online version of the document, a living entity. Break up the document into
smaller digestible chunks (pages) and link the pages together in a singular website
that all can access.
Searchable – Entire Governance site is searchable from SharePoint.
Accessible – Link to Governance is on the footer of every page.
43

Governance Home Page
44

Application Usage Policies –
Use of Corporate Site
45

LCBO Portal
Roles & Responsibilities
46

Frequently Asked Questions
47

Wrapping
Up…

Best Practices - Service Governance
• Define your audience – Know who your users are.
• Build trust between you and the people you are providing
service for.
• Identify stakeholders and champions early.
• Operational requirements (i.e., maintenance windows)
• Communication plan – it’s crucial to have a good
communications plan!
• Service elements (scope enabled features)
• Service gaps (out of scope)
• To Sum it up…Create strong partnerships and a good
communication plan.

Lessons Learned
• It’s really about both assurance and guidance & it takes
COMMITMENT – plan, plan, plan
• No one cares about governance – until you make it all
about them!
• Less is more – avoid unnecessary bureaucracy &
documents
• Create & communicate a roadmap
• Build best practices into your site templates & automate
everything you can
• A governance plan doesn’t replace training
• … & training should include the governance plan 50

Key Points to remember…
• Establish a governance plan to ensure quality & relevance of content
• Communicate, Communicate, and then Communicate again.
• Keep the governance model SIMPLE (Don’t OVER DESIGN)
• Think about how we will ensure compliance with the plan over time
• “6 month reviews” that we holding right now with each Division’s group of
Content Managers – the portal requires continuous “care and feeding”, going
beyond the project and being part of general support.
• An EFFECTIVE governance plan does not have to constrain every move – it has
to provide guidance to users to ensure that the solution remains effective &
vibrant over time.
• Ensure a strong advocate / Executive Sponsor & Steering Committee.

Good SharePoint Resources
• SharePoint Server 2010 Plan for Sites and Solutions:
http://technet.microsoft.com/en-us/library/cc789336.aspx
• SharePoint 2010 Governance White Paper:
http://technet.microsoft.com/en-us/library/ff848257.aspx
• Planning Guide for Sites and Solutions:
http://www.microsoft.com/download/en/details.aspx?id=23613
• Good Books about SharePoint Planning and Implementation,
and Governance
(quoted above):

References:
Microsoft SharePoint Team Blog:
http://blogs.msdn.com/SharePoint/archive/2006/12/13/manage
ment-and-governance-resources.aspx
Governance overview
(SharePoint Server 2010):
http://technet.microsoft.com/en-
us/library/cc263356(office.14).aspx
Plan to share terminology & content types (SharePoint Server
2010):
us/library/ee519603(office.14).aspx

References (continued):
Managed metadata service application overview (SharePoint
Server 2010):
Managed metadata overview (SharePoint Server 2010):
Best practices for My Sites:
http://technet.microsoft.com/en-us/library/cc262706.aspx

Additional Resources on Social Media
SharePoint 2010 Group on LinkedIn:
 http://www.linkedin.com/groups/SharePoint-2010-
1869506?trk=myg_ugrp_ovr
SharePoint 2013 Group on LinkedIn:
 http://www.linkedin.com/groups?gid=3854668&trk=my
g_ugrp_ovr
Twitter Hastags for SharePoint 2010
 #sp2010 / #sharepoint / #spsummit
50 Must-Follow Tweeters for SharePoint Enthusiasts
http://www.topsharepoint.com/50-must-follow-tweeters-for-
sharepoint-enthusiasts
Follow Ivor Davies on Twitter
 @IvorDavies59

Thank You !
@IvorDavies59

Thank you for your attention!
This presentation will be available on the Toronto
SharePoint Summit web site a few days after the event.

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