When implementing SharePoint you might think that you are adding just another technology to your heterogeneous IT environment. But after a while you realize, that users are doing things with SharePoint that you did not expect them to do. This talk dives into the dynamics of adopting SharePoint as a platform, and shows you a how to setup an operational governance practice using a structured governance framework.
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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
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!