why are we still talking about sharepoint governance? · sharepoint platform strategy t t t t t e...

A practical approach to governing SharePoint in your business

Why are we still talking about SharePoint Governance?

Anders B. Skjønaa Partner

Anders@SharePointPeople.dk

About… • Partner, SharePointPeole.dk • 16 year in the it industry • 10 years with SharePoint • 6 years with Microsoft • Primary focus on Governance and Adoption in

mid-sized and large corporations across Europe • Worked on ”SharePoint Governance Framework” and

publishes articles and blogpost on SharePoint BDM subjects, as well as speaks at conferences and events.

• Trainer and content editor: ”SharePoint Governance and adoption Master Classes” and certification.

This session • Principles of Governance

• SharePoint Platform Governance – Organization and Drivers

• SharePoint Governance Framework

• Operational Governance or Management?

• Practical Implementation Guide

Let’s do more Q&A online @EuropeanSP @skjoenaa

Setting a few things straight… • Understanding Governance is hard…

• Governance is NOT operations management

• It is not ONLY about ”who can do what”

• Governance is there from DAY 1

• Governance is a practice – not a task

• It IS expensive NOT to do it…

Governance Principles The foundation of proactive governance

:10 @EuropeanSP @skjoenaa

Defining goals and building plans

Stay in control and turn challenges into opportunities

People

Process

Technology

Goals

Compliance

Productivity

Culture Quality

Driving

Governance

as a practise

Realizing your business

Principles of a Governance practice

@EuropeanSP @skjoenaa

The goal is to ensure that SharePoint investments deliver on business goals! Governance is effectively conducted through a solid framework. Preferably a framework that is adopted to the technology in question.

Reference frameworks for governance: www.isaca.org

SharePoint Governance Principles

@EuropeanSP @skjoenaa

SharePoint Platform Governance A practical approach

to get going

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SharePoint Platform Strategy

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SharePoint Service (Providing a common platform for applications)

”Green Governance” relates to applications and has a business focus. 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. Examples: • Application ”on-boarding” • Backup / Restore procedures • Change Request procedures • Security • Etc.

Storage Operating system Directory

Organization and Drivers

Platform Governance

Board

Value to Business

User Adoption

Service Compliance & Security

Productivity & Quality

@EuropeanSP @skjoenaa

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Role definitions from SharePoint Governance Framework Master classes

SharePoint Governance Framework

Creating your governance plan

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S H A R E P O I N T V I S I O N

Business

Driver A Business Driver B

Business Driver C

System 1 System 2 System 3 System 4 System 5 System 6

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

S H A R E P O I N T V I S I O N

QUALITY PRODUCTIVITY COST

System 1 System 2 Customer Portal System 5 System 6

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

@EuropeanSP @skjoenaa

Are we doing Operational Governance

or Management?

:32

Governance in relation to Management

Governance Practise

Controls

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

Controls Controls

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

S I T E C O L L E C T I O N S

S I T E S

L I S T S & L I B R A R I E S

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

GOVERNANCE FRAMEWORK • Systems • Policies • Controls • Procedures

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Governance and Management

Governance Practise

Controls

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

Controls Controls

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

• User Access • Internet, Partner site, Internal…

• Performance in different regions of the world

• Redundancy • Security

Governance and Management

Governance Practise

Controls

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

Controls Controls

• Upgrading individual apps. • Service applications • URL acces • Security

• Authentication Mode (Classic or Claims) • Application isolation

• Blocked File Types • Maximum Upload size • SharePoint Designer support • Self Service Site Creation

Governance and Management

Governance Practise

Controls

S I T E C O L L E C T I O N S

Controls Controls

• Ownership • Administration • Locks & Quotas • SharePoint Designer (Again!) • Features (Also multiple places) • Sandboxed Solutions • Search • Auditing • User Management

A high-level, but yet practical Implementation

Guide to SharePoint Governance

:38

Governance Practise implementation phases

4. Monitoring and Evaluating

1. Planning & Organizing

2. Aquisition & Implementation

3. Delivery & Support

@EuropeanSP @skjoenaa

Planning and Organizing

Aquisition and Implementation

Delivery and Support

Monitoring and Evaluating

SharePoint Governance Implementation Guide

PLANNING AND ORGANIZING

1. Establish Governance Board • Use the governance organization model

2. Identify business goals (Business Impact Areas)

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

3. Update your business plan • If you dont have one, build it now – include strong and clear platform

vision

4. Get the management committed • Ensure funding for the lifetime of the platform. This includes a reasonably

calculated yearly governance and development cost.

5. Build the Platform Service Catalogue • Limit the catalogue to the services you need now, and make a service roadmap

for the rest

6. 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

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 • Start easy and create a ”pipeline”

3. Identify what systems should be controlled • A system is ANYTHING that has a policy attached

All systems MUST have a reasonable business impact!

4. Build policies for all systems • A Policy describe how a system supports specific business impact

5. Create the operational team for each service and system • This team will change during the lifetime of the platform.

6. 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

Planning and Organization

Aquisition and Implementation

Delivery and Support

Monitoring and Evaluating

Planning and Organization

Aquisition and Implementation

Delivery and Support

Monitoring and Evaluating

SharePoint Governance Implementation Guide

DELIVERY AND SUPPORT 1. Create your ”Governance Center”

• Dont let your hard work end up in a document

2. Create meeting schedule • Make sure the governance board meets often and quickly gets into the

proces of driving this organization

3. Master Change Management from day one • Make sure you manage expectations and gain trust among business

users • Dont launch ANYTHING before you are READY

4. Communicate broadly • 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

Planning and Organization

Aquisition and Implementation

Delivery and Support

Monitoring and Evaluating

SharePoint Governance Implementation Guide

MONITORING AND EVALUATING 1. Monitor business impact status daily

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

2. Keep a high communication level • Governance must be visible and procedures transparent

3. Drive Change Management hard • Things will change as the platform gets adopted – and they should!

4. 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 www.sharepointpeople.dk anders@sharepointpeople.dk

Updated slides: sharepointpeople.wordpress.com

Let’s do more Q&A online @EuropeanSP @skjoenaa