A practical approach to governing SharePoint in your business
Why are we still talking about SharePoint Governance?
Anders B. Skjønaa Partner
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
:16
SharePoint Platform Strategy
Do
cum
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Intran
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Extranet
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ove
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Gre
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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
Ap
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Service
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Service
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C
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Role definitions from SharePoint Governance Framework Master classes
SharePoint Governance Framework
Creating your governance plan
:28
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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Procedures/Guides Procedures/Guides Procedures/Guides
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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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Bran
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Security
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Maste
rpages
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Login
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Procedures/Guides Procedures/Guides Procedures/Guides
OP
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AL
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AF
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GO
VE
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AN
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BO
AR
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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
@EuropeanSP @skjoenaa
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 [email protected]
Updated slides: sharepointpeople.wordpress.com
Let’s do more Q&A online @EuropeanSP @skjoenaa
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