1. The Steps To Effective SharePoint Governance Presented By: Richard Harbridge @rharbridge

2. Who am I? I

3. Our Goal Today… From Here To Here

4. Why Do I Need Effective Governance?

5. There are big risks that are almost always realized when you don’t have it!

6. SharePoint Sprawl He was only intending to build a two-storyhouse - larger than those of his neighbors to reflect his position as the city's richest man. “First I added three floors but then the house looked ungainly, like a mushroom," he said. "So I added another and it still didn't look right so I kept going…” Risk: Un-Managed Sites and Content were not periodically reviewed for accuracy and relevance.

7. Quality Deterioration Risk: Did not ensure that content quality is maintained for the life of the portal.

8. Frustration Failure Risk: Did not consistently provide a high quality user experience.

9. Priority Paralysis Risk: Did not establish clear decision making authority/ownership and escalation procedures so that conflicts and/or policy violations are resolved in a timely manner.

10. Ineffective Use of Time/Resources Risk: Did not ensure that the portal strategy is aligned with business objectives so that it continuously delivers business value.

11. It’s not just about insuring against or mitigating those risks!

12. What does that mean? Without effective governanceorganization, performance, andcapability are significantly reduced.

13. Without Governance

14. Executing Governance

15. With Governance

16. The Outcome You can now communicate why Governance is important/required.

17. What to watch out for… It’s not insurance. It makes your SharePoint investments more successful.

18. Building The Governance Teams

19. How do we start?

20. Most people recommend starting with a Governance Committee… I prefer a focus on the teams instead and never really have a single representative Governance Committee.

22. Initiatives/Technical Strategy Team

23. Tactical Teams:

24. Tactical Operations Team

25. Tactical Development Team

27. Operations

28. Development

29. Support

30. Strategy Team

31. Business

33. Business Strategy Team Role: Provide strategic insight, direction and prioritization for the portal. Decentralized Business Centralized IT

34. Define,Prioritize and Plan

35. Ensure Clear Priorities

36. Initiative (Technical)Strategy Team Role: Provide technical insight, direction and prioritization for the portal. If a business direction requires new integration or effort with other technologies then a technical representative for that technology will be necessary.

37. Map Initiatives to Objectives  Direct Relationship Indirect Relationship * Objectives should be more specific – Example purposes only.

39. Our primary unified application delivery platform.

40. Our primary workflow/business process automation platform.

41. Our intranet and communication center for internal corporate communications.

43. Our primary document management platform.

46. High Level Initiative Definition and Ownership

47. High Level Platform Classification

48. Communication Planning and Management

49. Resource/Capability Management

51. The Tactical Operations Team Role: Provide operational (IT- related) support and maintenance for the system infrastructure They manage the more routine maintenance of the system by performing nightly backups, performance monitoring and analysis, and keeping the environment current with security releases and upgrades.

53. Disaster Recovery Plan

54. Storage and Quota Policies

55. Monitoring Plans

56. Maintenance Plans

57. Service Level Agreements

58. Security Policies

61. Branding Guide

62. SharePoint Designer Policy

63. Workflow Policy

64. Development Standards (Including OOTB vs Custom)

65. Development Environment Policy

66. Testing Requirements

67. Deployment Process, Policies, and ScheduleSharePoint Standards Online

68. Deployment Process/Policies Extremely Important! Ensure you have clear schedules and ownership.

69. The Tactical Support Team Role: Provide support of the SharePoint applications and platform. Creates and manages a support system with effective training and proper channels of question or issue escalation and resolution. This team should also include influential users and leaders.

71. Site Classification and Platform Classification

72. Site Provisioning Process/Questionnaire

73. User Expectations Agreement

74. Roles and Responsibilities

75. Support Agreement(s)

76. Training and Communication Plans

78. Taxonomy Management

79. Social Policies

80. Content Standards

81. Legal and Compliance Policy

82. Search ManagementSharePoint Standards Online

83. Multiple Tiers for Escalation (You can’t know everything)

84. Sample Support Flow Consultants, MS and Vendors Consultative Support

85. Structured Approach for Navigation

86. Governance Tip If possible have one member in all of the Governance teams or some members across multiple teams!

87. The Outcome Everyone Achieves a Shared Understanding of SharePoint Related Processes

88. What to watch out for… Not just documents, policies, and procedures. It is an active and ongoing process.

89. Setting Up A Governance Site

90. Why a Governance Site? It’s a lot of content. It’s a collaborative process. It’s an ongoing process. Each piece of content should have a clear owner. Content will need tobe shared.

91. Governance Announcements

92. SharePoint Initiative Listing In addition you can also create a ‘Roadmap’ or basically a Gantt Chart or visual indicator of initiatives to show what you have achieved and where you are going with SharePoint.

93. Team Rosters and Definitions

94. Policies, Standards and Guidelines Use Search, Metadata, and Approval Workflows to help improve management and user experience. For living documents/standards that require many authors try a Wiki! SharePoint Standards Online

95. FAQs and a Glossary SharePoint Glossary Online

96. Patterns and Practices

97. TeamResources and Minutes

98. Feedback and Surveys Embed feedback options throughout the sites! Don’t forget to share stories!

99. Self Help and Support Resources

101. The purpose of the site.

102. The URL, Size, and Usage Level of the site.

104. What to watch out for… Just having the Governance site isn’t enough. Content must remain fresh.

105. Governance Resources

106. IS Use them.

107. Governance Checklist

108. TechNet, Community and More..

109. Frameworks are Use them.

110. ITIL Framework

111. COBIT Framework

112. Microsoft Operations Framework (MOF)

113. Knowledge Management Empowered Imposed Organizational Individual

114. Knowledge Management Projects Communities Tasks Practices

115. The Outcome There is a ton of material out there to support you.

116. What to watch out for… External best practices, policies, standards, and ideas may or may not be the right fit.

117. Steps to Effective Governance… Understand The Need For Governance Build Your Governance Teams Understand How SharePoint Is/Should Be Used Develop/Practice Guidance and Policies Return to Step 2 and Repeat Steps 2 through 4 You Have Perfect Governance You Can Never Truly Achieve Perfect Governance. So long as you are performing the steps you are achieving Effective Governance.

119. Blog: www.rharbridge.com

120. LinkedIn: www.linkedin.com/in/rharbridge

121. Email me at: richard@rharbridge.com

122. My company: www.Allin.com