Over the years I’ve seen SharePoint used for many different reasons (Internet, intranet, collaboration, custom application infrastructure to name a brief few) and have been asked to apply Governance for all these scenarios. In this session I will provide you with the 5 things SharePoint governance is not. It sounds negative, but by taking these things into consideration you will have a starting point to more easily apply decision making rules and process/ procedures to support your specific implementation of SharePoint.
3. 33
Adam Levithan
Senior Consultant
Portal Solutions
alevithan@portalsolutions.net
@portalsolutions
@collabadam
Also:
www.Learnnowonline.com trainings
• User
• SharePoint 2013 User: Navigation &
Communications
• SharePoint 2013 User: Libraries and Personal
Site
• Power User
• SharePoint 2013 Power User: Introduction
• SharePoint 2013 Power User: Metadata and
Libraries
• SharePoint 2013 Power User: Pages and
Solutions
• Site Owner
• Coming in March
11. 11
A Large
Document
Technical
A Technology
Is
A Technology
• “Automatically enforcing permissions, storage
configurations, auditing, branding, and
lifecycle management options upon request
execution”
• Administration of multiple farms, site
collections and/or sites from a single location
• Content auditing, classification and reporting
• Usage Metrics
Governance?
12. 12
A Large
Document
Universal
Technical
A Technology
Universal
Public website migration to MOSS 2007 for non-profit 900
employees working in more than 30 countries on four
continents, plus 1,000+ partners around the world.
16 websites that deliver more than 100 million page views
per month … rebuilding the site using the Windows Azure
cloud development environment and Microsoft SharePoint
2013.
Cambridgeshire Constabulary with 1,100 contables used
SharePoint 2013 to replace Lotus Notes and explore how
it could better help its employees discover
information, share documents, and organize data.
17. 17
A Large
Document
Technical
Policies & Procedures
Procedure Title
Procedure Description
Role(s)
Responsible
Document Upload
How documents are uploaded
directly to libraries
Trainer
Users
Document
Categorization
How to classify documents with
metadata
Trainer
Users
New site creation
How to request new sites are
created
Support
How to request support.
User Training
Onboarding Procedure
Project Manager
Administrator
Site Owner
Portal
Project Manager
Administrator
Users
Trainer
Deployment
Procedure
How to request new features, web Project Manager
part, applications
IT Dev Team
People
Policies &
Procedures
19. 19
19
A Large
Document
People
Flexible
Technical
A Technology
Universal
Policies &
Procedures
• Controlled
• Tightly
Governed
• Push Content
Corporate
Portal
Departmental
Portal
• Ad Hoc
• Loosely governed
• Push/ Pull
content
Department & Team
Sites
Project Team Sites
Personal My Sites
Original
• Permanent
• Dashboards
• Business Intelligence
• Business Process
management
• Applications
• Permanent
• Knowledge
Management
• Information Sharing
• Short Lived
• Collaboration
Priorities
Flexible
• Permanent
• Personal Information
• Public/ Private Viewed
20. 20
A Large
Document
Flexible
Instant Message
Type of Content
Policies &
Procedures
E-Mail
Priorities
Social
Online Storage
Team Sites/ Extranet
Flexible
Intranet
Record
Universal
Temporary
Technical
A Technology
People
Records Management
Individual
Team
Audience
Enterprise
Over the years I’ve seen SharePoint used for many different reasons (Internet, intranet, collaboration, custom application infrastructure to name a brief few) and have been asked to apply Governance for all these scenarios. In this session I will provide you with the 5 things SharePoint governance is not. It sounds negative, but by taking these things into consideration you will have a starting point to more easily apply decision making rules and process/ procedures to support your specific implementation of SharePoint.
Shared Service ModelOne User’s actions Impacts EveryoneNew Applications/Web Parts
Context is KingCollaboration means something different to everyoneThe tool is used differently by a wide group of people
Increased User Responsibility Different from every other IT SystemDe-Centralized Control of Security
Removes Unspoken RulesOutline Clear Decision Making Authority & AssumptionsDesign & Information ArchitectureEmpower Users but Prevent Wild, Wild WestOptimizes SharePoint for the OrganizationPre-Decides who wins an Argument
A great introductory "Collaboration Governance" document was created when MOSS was released in 2007. This was a great starting point to encourage organizations to understand what they've just purchased, and all of the different aspects of management that go into building, growing and nurturing SharePoint as a collaboration platform. It contained "everything, and the kitchen sink", and needs to because the complexity of SharePoint is underestimated. A document, however, is not actually governance - it is the recording of governance decisions.
There a many technical factors that affect how SharePoint will be managed within your environment. In some cases the technical policies and procedures already exist, and a SharePoint implementation will fit within the active structure. While the back-up schedule is a critical element of your deployment to give users confidence in the system, what’s truly important is “How Important is the system to the organization?”
As SharePoint usage has exponentially grown over the last 6 years, organizations have realized the areas within content tracking, permissions, back-up/recovery that they would feel more comfortable having more information and control. As a response, several technology vendors have responded with "governance" products that fill the gaps in SharePoint. These are awesome and powerful tools that support governance.http://acceleratio.net/products/governance-toolkit-for-sharepoint/MetavisDocaveMetalogixhighsoftware
Templates and structure are very good starting points for governance, but no company has the same exact technical or political footprint to allow for “best practices” to work within each organization. Use the great information that exists to start, but time and effort must be taken to tailor your governance strategy to your own organization.
SharePoint governance is none of the above things, so what it’s left? Gather a group of people and create a vision for your implementation, a strategy for supporting that vision, a team to support requests, and outline the decision making process to change everything above. Still not the simplest thing in the world, but without these starting concepts it is hard to focus on the pieces of SharePoint that will most appropriately support your goals for this expansive tool/platform/infrastructure.
SharePoint governance is none of the above things, so what it’s left? Gather a group of people and create a vision for your implementation, a strategy for supporting that vision, a team to support requests, and outline the decision making process to change everything above. Still not the simplest thing in the world, but without these starting concepts it is hard to focus on the pieces of SharePoint that will most appropriately support your goals for this expansive tool/platform/infrastructure.
Constantly changingDriven by PeopleGrouping of Sites and Focused documentation aimed at specific user groupsGovern through communication