Jump Start Your SharePoint Governance: Then take it Home!

Stacy Deere-StroleLiz Sundet

SPFest-Seattle 2016

sdeere@focalpointsolutions.co

http://spmindmelt.focalpointsolutions.co

http://www.focalpointsolutions.co

What is Governance?

The Building Blocks of how all companies should run.

It’s the policies and procedures that make up the administrative and governing body of your organization.

Governance Team QuestionsWho is the leader?

How Often will the Committee Meet?

What is the Mission/Vision of the Governance Team?

What are the roles and responsibilities?

Are there sub-committees for things like user adoption, content strategy?

Workshop/Demo Time

Environment Structure

Environment Structure Questions• Environment Structure• QA/Dev/Prod – uses for each, when are sync'd, 3rd party tools,

management policies/processes, performance issues• Back up, recovery plans, storage quotas• Account controls• Authentication—SSO, Kerberos, NTLM, Forms based, etc• Processes and Procedures for enhancements, development of

enhancements, 3rd party support• External Structure – if any• Site Structure/Provisioning—what are the steps to create a new site

collection and how to manage, site decommissioning policies

Workshop/Demo Time

Information Architecture

Information ArchitectureWho is responsible for overall management of Information Architecture?Will the effectiveness be evaluated, how often, measurement?Will the system use the Content Type Hub? Who has ownership?Can Site Owners Create/Modify Site Level Content Types? How to request changes if notCan Site Owners Create/Modify Site columns? Request change process if notEnterprise-wide mandatory core Metadata (records retention codes, classifications, locations of business)? Who is managing the Term Store and how often?How is information about Enterprise terms communicated? Request process for Global or Department specific taxonomy.Who can add new items to a site (apps, list, libraries)

Workshop/Demo Time

Content Management

Content Management/Site Owner (two site owners per site collection/department)Must have site owner trainingAccess to intranet, social media policy, electronic communications policies, use of IT resources, accessibility standards compliance, protection of PI, all those other HR jail policies people have to avoidCompliance

SoxISOHIPAASafe HarborOther

AuditingRecords RetentionInformation Architecture – content type hub, global taxonomy, enterprise metadataSecurity – who needs access to the content and at what levelBranding—who is responsible for it, management of it, can Infopath be used?

Corporate Policies and Procedures

Workshop/Demo Time

Compliance

Compliance and enforcement rules for existing policies and procedures can be leveraged to govern SharePoint. The Governance Committee should identify any gaps and include specific rules in the Governance Plan. Any third-party tools used to manage governance of the site should be described.What regulatory compliance obligations are in other system?How is compliance enforced?Which departments are responsible for compliance/enforcement?What standards are relevant to the organization? What information is affected by those standards? Is there a need for special security?

Compliance Questions

Workshop/Demo Time

Security

• AD/SharePoint Groups/Permissions Levels--List these• Who will manage• Is there a process for determining the difference between business

sensitive content?How is sensitive content secured or kept separate ? Must it be in it's own database? What content is included?Must content databases with sensitive content be encryptedAre there different information management or security policies for different types of content? What are those policies?What 3rd party tools or workflows are being used to enforce security policies? What are the policies, workflows or tools

Security Questions

Workshop/Demo Time

Training

Training Questions• What levels of training are offered, topics, requirements? • Is there training required before a user can be a Site Owner?• Who is responsible for the training? Creation, scheduling,

providing• How will new employees be trained?• Training never ends. Is there a "recertification" in place?• Communications/user adoption, strategy and executable

tactics• Change management-ADKAR• Events--IT Share Fair, Test Lounge

Workshop/Demo Time

Governance Training and Communication

How will the information governance plan be socialized with staff?Will staff be responsible for ‘confirming’ that they have read and understand the policies?Who is responsible for communicating key changes of the information governance policy to key stakeholders and end users?What are the consequences for non-compliance with information governance policies?

Wrap Up—Transfer To Flash Drives

Questions?