Governance and User Adoption continue to be hot topics in the SharePoint community and are still adapting as the community matures. So, what do these buzzwords mean to you and your organization? In this session we'll explain what they mean, why they shouldn't be something to fear or over-think, and how to approach these topics as a part of your SharePoint planning, implementations and ongoing management.
2. Outline
Governance and User Adoption continue to be
hot topics in the SharePoint community and
are still adapting as the community matures.
So, what do these buzzwords mean to you
and your organization? In this session we'll
explain what they mean, why they shouldn't
be something to fear or over-think, and how to
approach these topics as a part of your
SharePoint planning, implementations and
ongoing management.
3. Wes Preston
Owner / Principal Consultant - TrecStone
Based in Minneapolis, MN
MVP – SharePoint Server
MCITP – SharePoint Administration 2010
MCTS - SharePoint 2010, Configuration
MCTS - WSS 3.0 and MOSS Configuration
http://www.idubbs.com/blog
Twitter: @idubbs
4. Before we get started…
Why are we here?
Whydo we need one more session on
governance and user adoption topics?
Governance is necessary, but doesn’t have
to be daunting
6. Business and User Needs
by Dux‟s keynote and his
Illustrated
Feature Mapping Assessment
Deploying SharePoint doesn‟t mean turning
on and implementing everything on the
platform. Business priorities will define
what gets implemented and during which
phase of deployment
This is often referred to as a…
7. “SharePoint Roadmap”
New SharePoint implementation: Where do
you start and where are you going?
Should be defined and guided with an
approach like Dux’s Feature Mapping
Assessment
Scope may vary…
Building on an existing deployment: What is
the current situation and what comes next?
Review readiness of existing environment
8. Crawl, Walk, Run…
Don‟t forget to take the Crawl, Walk, Run
approach into mind when reviewing your
feature mapping assessment
When looking at a feature assessment type of
document, it‟s easy to get overwhelmed with
everything that needs to get done
Once you have business needs and priorities
identified you can start to talk about…
10. Keep in Mind:
Governance is something that will evolve
and be refined over time as the
organization and staff resources go through
the SharePoint „maturity model‟ and as
more features and solutions are
implemented
11. Ground Rules
Howare you documenting your
governance decisions and documentation?
Who are you sharing the information with
and how are you communicating it?
…Using a SharePoint site I hope…
12. Different focus for each stage…
Different stages have different governance
needs:
Pre-implementation – More planning, less
operational focus
Operational – Less planning, more day-to-
day needs
Effective communication throughout…
13. Governance = Planning
The strategic component
Planning: Really, it‟s that simple
HOWEVER… SharePoint is big and
complex, so there are a lot of angles to
address
Lotsof sessions, tools, and approaches
available for guidance
14. Reference Resources
There are a few „old‟ tools that
are useful for getting you
thinking about topics
Yep, it‟s from 2007
Project Plan template
Lotsof other community
resources out there
15. Some Decisions will be easy
Compliance may be dictated by regulatory
rules (SOX, HIPAA, etc…) or existing
internal policies
Infrastructuremethodology may already be
defined in your organization (SQL
management, AD, etc…)
SharePoint is just another app/platform that
needs to follow the rules
16. Others will take time…
What will you name your environment?
On Premises, in the cloud, or hybrid?
Virtual, physical, or both?
Is AD ready?
Profile imports
Security groups
Search?
Just the beginning…
17. Governance = Operations
The tactical/operational component
Dependenciesare derived from your
SharePoint Roadmap and planning
outcome
space has a number of 3rd party
This
vendors addressing the management
needs
18. Operational Tasks
Server health and maintenance
Day-to-day requests and support
(New) Project work vs. Support efforts
Staffing and resource management
Clarity and transparency in communication
19. Operational Policy Examples
Site request and provisioning
Templates
Permissions
Who to contact for questions
Resources for assistance with solution
development.
Out of box
SharePoint Designer
.NET Development
20. Staffing and Committees
Assigning roles and responsibilities
SteeringCommittee, Governance
Committee, etc.
Server support, User support,
Development, etc.
Defining new roles and required skills
21. Staff and Resource Skill Sets
SharePoint teams are commonly built from internal
resources that are new to SharePoint
Server admins
Business Analysts
Support techs
Site Admins
Even users…
Must have a plan to ramp up the skills they will
need to support the features and solutions specific
to your organization
22. Are you Ready?
Ifyou‟ve defined the business priorities and
user needs…
Ifyou‟ve addressed the necessary
governance topics for your initial
solutions…
Ifyou‟ve established communication
channels with the users…
… then user adoption should be fairly
straight-forward
24. User Adoption
Itcomes down to meeting user needs. If
you aren‟t doing something to meet a need,
they won‟t be driven to use it.
IfIT is just handing over a solution that the
business has not been involved in
developing, they may be more resistant to
the change – even if it benefits them
25. Requirements Gathering, Prioritizing
Involve the users, not just management
Ifyou build something users want –
something they‟ve been asking for, they‟ll
be waiting for implementation and eager to
use it.
26. Tips, Tools and Effective Practices
Document, deliver and train
Where can users find documentation
and help?
What training options have been made
available to users to enable them to be
successful with the solution?
Communicate clear timelines and
expectations
27. SharePoint „Center of Excellence‟
Create a site that is established as the go-to
place for SharePoint (or a specific solution).
Provide information and resources that are
kept fresh
FAQs
Instructions and documentation
System status and update schedules
Contact names and/or methods to provide
feedback and ask questions
28. Identify and Leverage Advocates
Findpeople on the business side that are
excited about the solution
Bring them up to speed
Give them a chance to provide feedback
Havethem sell the solution to their
teammates
29. Review
User adoption comes down to delivering a
solution that meets user needs,
communicating clearly and ensuring users
have the tools they need to be successful.
These are not a one-time shot, but need to
be fed and nurtured over time even after
the solution has been deployed
31. References
@meetdux Resources from the SPFest
Chicago Keynote (yes, the link is from an
earlier post…)
http://sp.meetdux.com/archive/2012/06/30/sharepointfest-denver-2012.aspx
Richard Harbridge
http://www.rharbridge.com/?page_id=726
Oldie
but a goodie: SharePoint (2007)
Governance Checklist Guide
http://office.microsoft.com/download/afile.aspx?AssetID=AM102306291033
Oldie – MS Sample Project Plan for
Another
SP Deployment
http://technet.microsoft.com/en-us/library/cc262825(v=office.12).aspx
32. Housekeeping
Check slides out on http://www.idubbs.com/blog
Provide session feedback with comments
SharePoint Saturday – Twin Cities – November 3,
2012
Minnesota SharePoint User Group – MNSPUG
Live meetings, lots of historical content available
www.sharepointmn.com
Notas del editor
We’re essentially doing a 1 hr primer on SharePoint governance and user adoption
Background: Started with development, moved into IT Pro roles and now working primarily with the business side and helping organizations map their business needs to the SharePoint platform and specific SharePoint capabilities/features - Aligning with out of box capabilities when appropriate
Defining the ground rules for providing a stable, manageable and sustainable platform and business solution Stability, supportability, consistency… Preventing ‘sprawl’…I’m treating this hour as if I was having a meeting with your organization for the first time to talk about governance and user adoption… Idon’t want to read to you, but I do want the slide deck to be as self standing as possible so you can review it later…
Previous employer’s approach was called ‘ABC’: Access to information, Business process and Communication and Collaboration. In other words, where do you get your information, what do you do with it, and who do you share your information with. Investigating these things leads to the list of business needs and priority/ranking – which can be interpreted or translated into specific feature areas…
Dux described his approach with an enterprise-wide scope. “What all do we want to use SharePoint for”: intranet, extranet, Internet, collaboration, search, etc… Scope may be defined when organizations have decided what their entry point is. The same approach can and should still be used within those smaller scopes to define specific user needs and priorities.
Crawl, Walk and Run is the approach to start simple and build on that to make more robust solutions over time. This allows organizations to not get dragged down by trying to do too much in too little time. It generally also allows solutions to get in users’ hands sooner – maybe not the full solution, but progress. It’s better than waiting longer for everything – it also gives users a glimpse into the solution before it’s fully baked, allowing tweaks and corrections sooner in the development cycle.
Don’t let the planning get you bogged down. You could spend all day and all night going through all the ‘what ifs’. Use the Feature Assessment deliverable as guidance to stay on target. Not saying this to be obvious – just that you should focus on what’s relevant when its needed rather than getting distracted with the other topics… easy to happen…
Because SharePoint is so big and complex – this is why we see so many people talking about it. It’s why you’ll hear vendors talking about it – they have products to help you manage SharePoint – addressing these governance issuesThis is where SharePoint ‘Architect’ type resources can assist… (but what does ‘architect’ mean? – understand the background and perspective your resources are coming from: IT Pro strengths, Dev-centric, etc… Personal biases will play a part and be evident – everyone has the ‘hammer’ they are comfortable with…
These provide more ‘make you think’ lists than definitive ‘must do everything’ lists.Listed in references here…
Still review any existing infrastructure policies. SharePoint may have unique needs that may lead to updating existing policies or creating exceptions for SharePoint.
The ‘name’ topic is funny – it seems so minor, but everyone has an opinion and wants to contribute. Depending on the company and culture, determining this could take weeks or months.
A lot of the operational topics tend to get thrown to IT to define and manage, but just like creating solutions they should be defined by the business. For example, what is an ‘acceptable’ down time for outages? If the system goes down, what is acceptable data loss – within the last business day? Up to the minute? Idera, AvePoint, Quest,Axcelar, etc…
Intake forms!
If the user need has been pent up for some time, this can create its own challenges – getting the solution in place as fast as possible with the users and potentially management hanging over your shoulder…
Timelines and expectations – these are especially important when using the Crawl, Walk, Run approach so that users are on the same page if they are getting less functionality initially so that they can get it faster – but that the more robust/complete solution is in the works…