SharePoint Governance Success
Getting Started with Governance
CalSPUG Edition
Presented by Sag Baruss
Published January.2014
Version 1.7
Introduction
Section 1
Slide 2
Introduction
Speaker Introduction
Saguenay ( ‘Sag’ ) Baruss
Senior Solutions Architect, AvePoint Client Services
Based in Calgary, AB
[email protected] / [email protected]
@sbaruss
ca.linkedin.com/in/sbaruss
sapling.sharepoint.com/blog
Slide 3
Introduction
Session Overview
This is a 200-level session intended for the IT Managers and
Senior IT Professionals responsible for the governance and
long-term management of SharePoint.
Slide 4
Introduction
Session Objectives
To examine the key elements of an effective governance
strategy.
To provide a roadmap of practical steps for developing and
implementing SharePoint governance.
To demonstrate the design, creation, and implementation of
a governance policy.
Slide 5
Introduction
‘The Plan’
http://www.phdcomics.com/comics/archive.php?comicid=1553
Slide 6
Introduction
Session Agenda
Slide 7
Introduction
5 min
Why Governance
5 min
Governance in Small Steps
20 min
A Governance Scenario
15 min
Closing Thoughts
5 min
Why Governance
Section 2
Slide 8
Why Governance
Definition
“Governance is the set of policies, roles, responsibilities, and
processes that guides, directs, and controls how an
organization’s business divisions and I.T. teams cooperate to
achieve business goals.”
- Microsoft -
governance-sharepointserver-2010.vsd
Slide 9
Why Governance
Analogy
Consider security and customs at an airport.
Who goes first?
What information needs to be provided?
What items are allowed through and what items are not?
How do you know what the rules are?
What happens if the rules aren’t followed?
Slide 10
Governance in Small Steps
Section 3
Slide 11
Governance in Small Steps
Governance Prerequisites
SharePoint vision and direction
What SharePoint will be used for and how it will fit into the overall
services landscape must be understood.
Business commitment
The business must be prepared to commit the resources and
support to take on this project.
Leadership
Technical, strategic, and operational leadership are all required.
Slide 12
Governance in Small Steps
Governance Requirements
Business and technical requirements
Service Level Agreement(s)
Governance boards
Governance policies
Documentation
Slide 13
Governance in Small Steps
Creating Governance Policies
Individual governance policies should be:
a)
Tied to a business and / or technical requirement.
b) Contain a concise, specific statement of the actual
policy.
c)
Slide 14
Identify responsibility, key implications, and how
success will be measured but without being specific
about how the result is achieved.
Governance in Small Steps
What a Governance Policy Looks Like
Business
Requirement
Technical
Requirement
Governance Policy
Objective
Policy Statement
Implications
Implementation
Responsibility
Measurement
Slide 15
Governance in Small Steps
The Governance Journey
Governance is an on-going activity, not one with a finite end
point.
This creates an interesting challenge since governance is a
prerequisite for other activities.
To be successful, governance needs to be considered in two
phases – initial governance and iterative ( or on-going )
governance.
Slide 16
Governance in Small Steps
‘Initial’ Governance
Provides the framework for on-going governance.
Implements the initial set of governance policies.
Defines and tests governance processes.
Addresses key items which are prerequisites for other
SharePoint activities.
Plans for the transition of governance activities to the
iterative governance team ( if appropriate ).
Slide 17
Governance in Small Steps
‘Iterative’ Governance
Iterative governance is iterative in nature.
Responsibilities include both strategic decisions and tactical
ones.
On-going governance will interface with the various
operational teams.
On-going governance must be closely aligned with
enterprise architecture
Slide 18
Governance in Small Steps
Initial vs Iterative Governance
The governance work that
occurs here is initial
governance only.
Slide 19
A Governance Example
Section 4
Slide 20
A Governance Example
Scenario
Global energy company with centralized SharePoint and
geographically distributed operations.
Distributed ownership and responsibility.
Had commissioned a governance plan but didn’t know how
to implement it.
Slide 21
A Governance Example
How to Manage Governance
Manage it electronically and make it accessible.
Slice it up and publish it in portions.
Encourage collaboration. Allow comments and the exchange
of ideas … and track the and discussion.
Keep it as simple as possible.
Slide 22
A Governance Example
Policies to Consider First
Content ownership.
Site / site collection creation.
Permissions management.
Release management.
Information lifecycle.
Slide 23
A Governance Example
Sample Content Ownership Policy
Slide 24
A Governance Example
Sample Site / Site Collection Creation Policy
Slide 25
A Governance Example
Sample Permissions Management Policy
Slide 26
A Governance Example
Sample Release Management Policy
Slide 27
A Governance Example
Sample Information Lifecycle Management Policy
Slide 28
Closing Thoughts
Section 5
Slide 29
Closing Thoughts
Session Objectives Revisited
To examine the key elements of an effective governance strategy.
To provide a roadmap of practical steps for developing and
implementing SharePoint governance.
To demonstrate the design, creation, and implementation of a
governance policy.
Slide 30
Closing Thoughts
Common Pitfalls
Underestimating the complexity of SharePoint governance
or becoming overwhelmed.
Missing prerequisites.
Thinking of governance as a technology problem.
Inability to focus on the ‘real’ targets or picking the biggest,
toughest one first.
Not involving the right groups and individuals.
Slide 31
Closing Thoughts
Keys to Success
Focus on the process of governance first.
Use the first set of policies to work through the process.
Plan for iteration, and for SharePoint ‘erosion’.
Avoid getting caught in the organizational ‘weeds’.
Look for and leverage the governance experience you already have.
Bring in external resources as you need them.
Celebrate your success.
Slide 32
Closing Thoughts
Recommended Next Steps
1) Go back to basics. Start with the prerequisites and get those in
place first.
2) Determine what you have in place already.
3) Keep it simple and effective.
Slide 33
Closing Thoughts
Questions
Slide 34