w hy s hare p oint g overnance is e verybody ’ s r esponsibility … and p roblem
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WHY SHAREPOINT GOVERNANCE IS
EVERYBODY’S RESPONSIBILITY …AND PROBLEM
ABOUT MIND OVER MACHINES
• SharePoint Specialists Since 2002• Handle Small To Large SharePoint/Office 365 Customers• In-house SharePoint Expertise With Over 200
SharePoint Projects• Deep Experience In Non-profit, Healthcare, Financial
And Life Sciences
RECOGNITION• Top 100 Workplaces• US Chamber of Commerce Small Business of the Year - Eastern Region• NIH Merit Awards• CTOs at Work: Best Technical Minds in Business• Inc. 5000 Fastest-Growing Private Companies• Top 50 Influential Marylander• Innovator of the Year• Maryland's 25 CEOs You Need to Know• Maryland Power Player• Top 25 IT Consulting Firm• Top 5 Software Development Firm• SmartCEO Smart100
Aegis MobileAgora, Inc.AllegisAmerican College of Veterinary SurgeonsAOLArbitronArch Insurance GroupAssociation for Manufacturing TechnologyAvesisBecton DickinsonBluestone Financial AdvisorsBowie State UniversityBoxwood TechnologiesBroadridge Financial ServicesBrown AdvisoryCalvert EducationCatholic Relief ServicesCiena CorporationCIO ForumCole RoofingCongoleumConnections EducationCoppin State UniversityCT CorporationCystic Fibrosis FoundationDunbar Armored
Element FleetFederal Home Loan BanksFidelity & Guaranty LifeFounders FinancialFOX BroadcastingGE CapitalHanger OrthopedicsHotel Jobs NetworkIKEAIntuitJohns Hopkins MedicineJohns Hopkins UniversityKayden Premier ContractingKearney O'Doherty Public AffairsLaw Offices of Peter AngelosLearnWareLenderkingLifebridge HealthLion BrothersLong FenceMedifastMotorola, Inc.MRO CorporationNational Association of RealtorsNational Committee for Quality AssuranceNational Institutes of Health
National Registered Agents, Inc.New Enterprise AssociatesNMS HealthcareNortheast FoodsOPPNARealTermRME360RoadsmithSaval FoodsSentient Medical SystemsShelter GroupSoftrekTBB Global LogisticsTesscoUS ArmyUS Chamber of CommerceUS Dept. of Health and Human ServicesUnisearchUniversity of Maryland Medical SystemVibrant Commercial Technologies VisionMarkWhiting-Turner Contracting Wolters KluwerWords & Numbers, Inc.Young LifeZanninos
SOME OF OUR CLIENTS
WHAT IS SHAREPOINT GOVERNANCE?SEARCH SHAREPOINT GOVERNANCE IN GOOGLE:
“Governance is the set of policies, roles, responsibilities, and processes that control how an organization's business divisions and IT teams work together to achieve its goals. ”
WHAT IS CORPORATE GOVERNANCE?
“Describes the framework of rules, relationships, systems and processes within and by which authority is exercised and controlled in corporations.”
SHAREPOINT GONE ROGUE
STAY AWAY FROM COOKIE CUTTER GOVERNANCE
SOME STATISTICS• 65% of the companies said they were moderately to
extremely challenged in integrating SharePoint for electronic content management
• 69% of the companies indicated that SharePoint was customized to fit organizational needs before deploying
• 78% of respondents reported that SharePoint "user experience was inadequate"
• 17.6% stated that SharePoint was "great and adequately met their needs“
• 79% of the companies primarily rely on their internal staff to resolve SharePoint issues
• 56% of the companies stated that they adopted an “in-house or informal” training methodology to deploy SharePoint
STARTING FROM THE TOP
• If ALL the C-Level staff are not onboard…forget about it• It’s not about technology, it’s about common sense•Start with what it CAN’T do – lower expectations•Kick the consultants and vendors out of room•Somebody has to own SharePoint!
WORKING WITH SHAREPOINT’S SHORTCOMINGS• Functional operation• Previous experience• Technical issues (performance, technical complexity)•Not enough expertise•Doesn’t work as a standalone product• LACK OF GOVERNANCE
IN THIS CASE, MEETINGS ARE A GOOD THING
Requirements Meeting
Migration Meetings
Training Meetings
Stewardship Meetings
SharePoint Installation/
Migration Begins
Requirements Meeting
Migration Meetings
Training Meetings
Stewardship Meetings
ROLES & RESPONSIBILITIESPROGRAM DRIVER
Should Be:• Great at project management• Primary point of escalation• Can communicate across all
departments
EXECUTIVE DRIVER
Should Be:• Part of 90% of meetings• An active participant• An evangelist• The final point of escalation
BUSINESS STEWARDS
Should Be:• Familiar with SharePoint• Loud voice/clear communicators• Understand all aspects of the
business
IT STEWARDS
Should Be:• Unbiased• Strong communicators• Attend all meetings
EXAMPLE GOVERNANCE MAPSharePoint Champion
CFO, CIO, CTO
Intranet OperationsManagement
Content Area Owners
LegalFinanceHuman Resources
Corporate Communications
Risk Management
SharePoint Security
SharePoint Steering
Committee
SharePoint Oversight Committee
SharePoint OwnerCommunications Department
WHAT'S INCLUDED IN A GOVERNANCE PLAN?• Realistic Vision• Realistic Mission• Training Stages• Target Audience/Segmentation• Governance Model• Organizational Goals/Mile Markers• Departmental Goals/Mile Markers• Objectives• Action Plans
CONTENT POLICY• Content Types• Style Acceptability• News Determinants• Formatting • Archiving• Content Management System Rules and Directions• Governance Roles & Responsibilities• Taxonomy (classification)• Site Provision/Registration
IN CLOSING• Create a governance plan based on your corporate plan• Someone has to be responsible for SharePoint• Training is vital at every stage• SharePoint will not work without everyone's involvement• SharePoint adoption is a very small part
