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Why are we still talking about
SharePoint Governance?
A practical approach to governing SharePoint in your
business

Anders B. Skjønaa
Partner

Anders@SharePointPeople.dk
About me…
• Founder and Owner of SharePointPeople
• 16 year in the it industry
• 10 years with SharePoint
• 5 years with Microsoft
• Primary focus on Governance and Adoption in
mid-sized and large corporations across Europe
• Built ”SharePoint Governance Framework” and
publishes articles and blogpost on the subject
frequently, as well as speaks at conferences and
events.
• Run ”SharePoint Governance Master Classes”
This session
• Principles of Governance
• SharePoint Platform Governance
– Organization and Drivers

• SharePoint Governance Framework
• Operational Governance or Management?
• Practical Implementation Guide
Setting a few things straight…
• Understanding Governance is hard…
• Governance is NOT operations
management
• Governance is there from DAY 1
• Governance is a practice – not a task
• It IS expensive NOT to do it…
Governance Principles
Principles of a Governance practice
Compliance

People
Productivity

Driving
Goals

Process

Governance

as a practise
Culture

Quality

Realizing your business

Technology

Defining goals and building
plans

Stay in control and turn
challenges into opportunities
SharePoint Governance Principles
The goal is to ensure that
SharePoint investments
deliver on business goals!
Governance is effectively conducted
through a solid framework

Reference frameworks for governance: www.isaca.org
SharePoint
Platform Governance
Blue Governance

”Green Governance” relates to applications
and has a business focus.

Contract
Management

Extranet

Intranet

Document
Management

Green Governance

SharePoint Platform Governance
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.

SharePoint Service
(Providing a common platform for applications)

Storage

Operating system

Directory

Examples:
• Application ”on-boarding”
• Backup / Restore procedures
• Change Request procedures
• Security
• Etc.
Organization and Drivers
Value to
Business

Platform
Governance
Board

User
Adoption

Productivity
& Quality

Service
Compliance
& Security
Application
C

Application
B

Application
E

Application
D

Application A

Service

Service

Service

Service

Service

Role definitions from SharePoint Governance Framework Master classes
SharePoint
Governance
Framework
SHAREPOINT VISION
Business
Driver B

Driver A

System1

System2

System3

System4

System5

Policy

Control

Control

Procedures/Guides

O P E R AT I O N A L S TA F F

Policy

Control

Control

Policy

Control

Procedures/Guides

System6

Policy

Policy

Control

Control

Policy

Policy

Control

Control

Policy

Control

Policy

Policy

Control

Control

Policy

Policy

Procedures/Guides

Business
Driver C

GOVERNANCE BOARD

Business

RISK MANAGEMENT
will help to control
operations to enable
you to proactively
steer towards your
business goals
SHAREPOINT VISION

System1

System2

CustomerPortal

System5

Policy

Control

Control

Procedures/Guides

O P E R AT I O N A L S TA F F

Policy

Control

Control

Policy

Availability

Procedures/Guides

System6

Policy

Service

Logins

Masterpages

Security

Branding

Control

Retention

Policy

Control

Content

Policy

Control

Control

Policy

Policy

Procedures/Guides

COST

GOVERNANCE BOARD

PRODUCTIVITY

QUALITY

RISK MANAGEMENT
will help to control
operations to enable
you to proactively
steer towards your
business goals
Operational Governance
or Management?
Governance in relation to Management
S H A R E P O I N T FA R M S

Governance Practise
GOVERNANCE FRAMEWORK
• Systems
• Policies
• Controls
• Procedures

Controls
Controls
Controls

MANAGEMENT TOOLS
• Usage Statistics
• Reporting
• Backup and Recovery
• Service Monitoring
• PowerShell

W E B A P P L I C AT I O N S
SITE COLLECTIONS
SITES

LISTS & LIBRARIES
Governance and Management
Governance Practise

S H A R E P O I N T FA R M S

• Code deployment
(Dev/Test/Staging/Production)

• User Access
•

Controls
Controls
Controls

Internet, Partner site, Internal…

• Performance in different
regions of the world
• Redundancy
• Security
Governance and Management
W E B A P P L I C AT I O N S

Governance Practise

•
•
•
•

Upgrading individual apps.
Service applications
URL acces
Security
•
•

Controls
Controls
Controls

•
•
•
•

Authentication Mode (Classic or Claims)
Application isolation

Blocked File Types
Maximum Upload size
SharePoint Designer support
Self Service Site Creation
Governance and Management
SITE COLLECTIONS

Governance Practise

Controls
Controls
Controls

•
•
•
•
•
•
•
•
•

Ownership
Administration
Locks & Quotas
SharePoint Designer (Again!)
Features (Also multiple places)
Sandboxed Solutions
Search
Auditing
User Management
A high-level, but practical
Implementation Guide to
SharePoint Governance
Governance Practise implementation phases
1. Planning & Organizing

2. Aquisition &
Implementation

3. Delivery & Support

4. Monitoring
and Evaluating
SharePoint Governance Implementation Guide
PLANNING AND ORGANIZING

1.
Planning and
Organizing

Establish Governance Board
•

2.

Identify business goals (Business Impact Areas)
•

Aquisition and
Implementation

3.

5.

Monitoring and
Evaluating

Ensure funding for the lifetime of the platform. This includes a reasonably
calculated yearly governance and development cost.

Build the Platform Service Catalogue
•

6.

If you dont have one, build it now – include strong and clear platform
vision

Get the management committed
•

Delivery and
Support

Get inspiration from the governance principles; Business impact, Security,
Productivity, Compliance

Update your business plan
•

4.

Use the governance organization model

Limit the catalogue to the services you need now, and make a service roadmap
for the rest

Define Change Management procedures
How, what, who?

7.

Create communication plan
•

Strong communication is required to get people to act in compliance
SharePoint Governance Implementation Guide
AQUISITION AND IMPLEMENTATION

Planning and
Organization

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
Aquisition and
Implementation

•

3.

Identify what systems should be controlled
•

4.
Delivery and
Support

6.

A Policy describe how a system supports specific business impact

Create the operational team for each service
and system
•

Monitoring and
Evaluating

A system is ANYTHING that has a policy attached
All systems MUST have a reasonable business impact!

Build policies for all systems
•

5.

Start easy and create a ”pipeline”

This team will change during the lifetime of the platform.

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
SharePoint Governance Implementation Guide
DELIVERY AND SUPPORT
Planning and
Organization

1.

Create your ”Governance Center”
•

2.

Create meeting schedule
•

Aquisition and
Implementation

3.

•

4.

Make sure you manage expectations and gain trust among business
users
Dont launch ANYTHING before you are READY

Communicate broadly
•
•

Monitoring and
Evaluating

Make sure the governance board meets often and quickly gets into the
proces of driving this organization

Master Change Management from day one
•

Delivery and
Support

Dont let your hard work end up in a document

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
SharePoint Governance Implementation Guide
MONITORING AND EVALUATING
Planning and
Organization

1.

•

2.
Aquisition and
Implementation

Monitor business impact status daily

Keep a high communication level
•

3.

Delivery and
Support

Monitoring and
Evaluating

Governance must be visible and procedures transparent

Drive Change Management hard
•

4.

The SharePoint governance lead should spend about
20% of time on this – perhaps more in the early endavours

Things will change as the platform gets adopted – and they should!

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.
=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!
Anders B. Skjoenaa
@skjoenaa
sharepointpeople.wordpress.com
www.sharepointpeople.dk
anders@sharepointpeople.dk

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Why Are We Still Talking About SharePoint Governance? presented by Anders Skjonaa

  • 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 me… • Founder and Owner of SharePointPeople • 16 year in the it industry • 10 years with SharePoint • 5 years with Microsoft • Primary focus on Governance and Adoption in mid-sized and large corporations across Europe • Built ”SharePoint Governance Framework” and publishes articles and blogpost on the subject frequently, as well as speaks at conferences and events. • Run ”SharePoint Governance Master Classes”
  • 3. This session • Principles of Governance • SharePoint Platform Governance – Organization and Drivers • SharePoint Governance Framework • Operational Governance or Management? • Practical Implementation Guide
  • 4. Setting a few things straight… • Understanding Governance is hard… • Governance is NOT operations management • Governance is there from DAY 1 • Governance is a practice – not a task • It IS expensive NOT to do it…
  • 6. Principles of a Governance practice Compliance People Productivity Driving Goals Process Governance as a practise Culture Quality Realizing your business Technology Defining goals and building plans Stay in control and turn challenges into opportunities
  • 7. SharePoint Governance Principles The goal is to ensure that SharePoint investments deliver on business goals! Governance is effectively conducted through a solid framework Reference frameworks for governance: www.isaca.org
  • 9. Blue Governance ”Green Governance” relates to applications and has a business focus. Contract Management Extranet Intranet Document Management Green Governance SharePoint Platform Governance 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. SharePoint Service (Providing a common platform for applications) Storage Operating system Directory Examples: • Application ”on-boarding” • Backup / Restore procedures • Change Request procedures • Security • Etc.
  • 10. Organization and Drivers Value to Business Platform Governance Board User Adoption Productivity & Quality Service Compliance & Security
  • 13. SHAREPOINT VISION Business Driver B Driver A System1 System2 System3 System4 System5 Policy Control Control Procedures/Guides O P E R AT I O N A L S TA F F Policy Control Control Policy Control Procedures/Guides System6 Policy Policy Control Control Policy Policy Control Control Policy Control Policy Policy Control Control Policy Policy Procedures/Guides Business Driver C GOVERNANCE BOARD Business RISK MANAGEMENT will help to control operations to enable you to proactively steer towards your business goals
  • 14. SHAREPOINT VISION System1 System2 CustomerPortal System5 Policy Control Control Procedures/Guides O P E R AT I O N A L S TA F F Policy Control Control Policy Availability Procedures/Guides System6 Policy Service Logins Masterpages Security Branding Control Retention Policy Control Content Policy Control Control Policy Policy Procedures/Guides COST GOVERNANCE BOARD PRODUCTIVITY QUALITY RISK MANAGEMENT will help to control operations to enable you to proactively steer towards your business goals
  • 16. Governance in relation to Management S H A R E P O I N T FA R M S Governance Practise GOVERNANCE FRAMEWORK • Systems • Policies • Controls • Procedures Controls Controls Controls MANAGEMENT TOOLS • Usage Statistics • Reporting • Backup and Recovery • Service Monitoring • PowerShell W E B A P P L I C AT I O N S SITE COLLECTIONS SITES LISTS & LIBRARIES
  • 17. Governance and Management Governance Practise S H A R E P O I N T FA R M S • Code deployment (Dev/Test/Staging/Production) • User Access • Controls Controls Controls Internet, Partner site, Internal… • Performance in different regions of the world • Redundancy • Security
  • 18. Governance and Management W E B A P P L I C AT I O N S Governance Practise • • • • Upgrading individual apps. Service applications URL acces Security • • Controls Controls Controls • • • • Authentication Mode (Classic or Claims) Application isolation Blocked File Types Maximum Upload size SharePoint Designer support Self Service Site Creation
  • 19. Governance and Management SITE COLLECTIONS Governance Practise Controls Controls Controls • • • • • • • • • Ownership Administration Locks & Quotas SharePoint Designer (Again!) Features (Also multiple places) Sandboxed Solutions Search Auditing User Management
  • 20. A high-level, but practical Implementation Guide to SharePoint Governance
  • 21. Governance Practise implementation phases 1. Planning & Organizing 2. Aquisition & Implementation 3. Delivery & Support 4. Monitoring and Evaluating
  • 22. SharePoint Governance Implementation Guide PLANNING AND ORGANIZING 1. Planning and Organizing Establish Governance Board • 2. Identify business goals (Business Impact Areas) • Aquisition and Implementation 3. 5. Monitoring and Evaluating Ensure funding for the lifetime of the platform. This includes a reasonably calculated yearly governance and development cost. Build the Platform Service Catalogue • 6. If you dont have one, build it now – include strong and clear platform vision Get the management committed • Delivery and Support Get inspiration from the governance principles; Business impact, Security, Productivity, Compliance Update your business plan • 4. Use the governance organization model Limit the catalogue to the services you need now, and make a service roadmap for the rest Define Change Management procedures How, what, who? 7. Create communication plan • Strong communication is required to get people to act in compliance
  • 23. SharePoint Governance Implementation Guide AQUISITION AND IMPLEMENTATION Planning and Organization 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 Aquisition and Implementation • 3. Identify what systems should be controlled • 4. Delivery and Support 6. A Policy describe how a system supports specific business impact Create the operational team for each service and system • Monitoring and Evaluating A system is ANYTHING that has a policy attached All systems MUST have a reasonable business impact! Build policies for all systems • 5. Start easy and create a ”pipeline” This team will change during the lifetime of the platform. 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
  • 24. SharePoint Governance Implementation Guide DELIVERY AND SUPPORT Planning and Organization 1. Create your ”Governance Center” • 2. Create meeting schedule • Aquisition and Implementation 3. • 4. Make sure you manage expectations and gain trust among business users Dont launch ANYTHING before you are READY Communicate broadly • • Monitoring and Evaluating Make sure the governance board meets often and quickly gets into the proces of driving this organization Master Change Management from day one • Delivery and Support Dont let your hard work end up in a document 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
  • 25. SharePoint Governance Implementation Guide MONITORING AND EVALUATING Planning and Organization 1. • 2. Aquisition and Implementation Monitor business impact status daily Keep a high communication level • 3. Delivery and Support Monitoring and Evaluating Governance must be visible and procedures transparent Drive Change Management hard • 4. The SharePoint governance lead should spend about 20% of time on this – perhaps more in the early endavours Things will change as the platform gets adopted – and they should! 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.
  • 26. =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!