A Guide to Scalable SharePoint Governance

Editor's Notes

• #2: Intros - 5 minsContent - 30 minsDemo - 10 minsQ&A - 10Closing - next steps 5 mins
• #3: SW
• #4: SW? or MG
• #5: SW? or MG
• #6: SW
• #7: MG
• #8: MG:
• #9: MG: A successful SharePoint deployment relies on an enterprise's ability to govern the service and ensure that it meets customers' business needs in a secure, manageable, and cost-effective way.Proper SharePoint governance assigns responsibilities and access levels to various members of your organization to ensure SharePoint runs smoothly. We'll review together some governance best practices, some common "gotchas", and some tools to make the management process easier.
• #10: CB
• #11: CB
• #13: CB: Once you understand biz value and scope, you next need to understand how to manage what you have (governance) to maximize performance and value.
• #14: MG: Questions to challenge stated business case “We need a reporting center.” Is goal speed? Accuracy? Efficiency (more with less)? Scale? Compliance?Also, is it the right process? Investment firm: daily reporting is a sacred process. We’re a PSO firm where daily reporting is overkill, but if you improve your time and billing process, you’re creating real value in our most sacred process.
• #15: CB
• #16: CB: (give them an idea of what is out there, setup for our ending pitch)
• #17: MG: ex 1 – you may already have structures built that support permissions you want in SP (AD, other LOB)Ex 2 – (e.g., me + directs, “show me what they see”) you may have very specific use cases that require custom permissions (although CBA may mitigate)Ex 3 – level of effort here may be subject to lifespan of solution (KMA projects not same as Bechtel/Parsons Brinckerhoff projects)Last note: Not static (Jeffersonian wisdom)
• #18: MG
• #19: MG
• #20: CB
• #21: MG: Construction extranets for large (>$2B) construction management firmOriginal State: only one content DB, ~600GB, content up to 200GB for a single project, due to lots of BIM projectsPhase 1: re-architect content DBs into ~20 for ease of admin, archiving, backup/restorePhase 2: (future) implement RBS to get large binary files out of SP DB – be aware of prevalence of rich media in engineering, video, audio, photo usageSecondary theme: assigning and living by quotas – nothing by T. Jefferson, but requires monitoring and adaptation based on usage patterns
• #22: CB
• #23: MG visibility into what gets used via “view all site content”, other tools, but don’t forget just using SP PM and ALM tools to manage SP
• #25: MG – Boston-based firm of ~500 employees, dozens of web apps, hundreds of site Tools: “view all site content”, search logs and feedback mechanisms (home page, in-line, logging/reporting), ControlPointProcess: who owns? What frequency are reports run? What actions are taken?Image – from PowerView. New SQL2012 component for reporting.
• #26: CB
• #28: CB: Now that you understand some of the more tactical aspects of SP governance, let's broaden the topics and help you understand some of the more strategic implications of poor governance
• #29: CB
• #30: CB lead, MG color
• #31: CB lead, MG color (MG: raw materials are existing IT processes/frameworks, like ITIL, MOF, etc. – no need to cut from whole cloth)
• #32: CB lead, MG color
• #33: CB lead, MG colorMG Q to CB: how do we mean this differently from the reporting and analytics earlier at tactical level? (A: tactical is contextual – strategy is ROI-based of whole initiative, a level up)
• #34: CB lead, MG colorHelpful tools: compliance control checklists, document/forms-based workflows, alerts to prompt owners/users for action.
• #35: Create an outline of 10 to 12 questions they can ask themselvesProvide a bit of narrative around each one, explaining the impact, examplesAllow them to self rate, 1-5 scaleCreate a key that states where they areExcellent governance capability, with strong policies in placeGood governance process and capability, but room for some improvementFair governance capability, but lacking in several areas which introduces unnecessary risk to the orgPoor governance process and capability, lacking in most areas, wild west
• #38: One Q: “Where do I start?” reprise CB blog post/discussion about “highest value” and MG will add in consideration of “audience readiness” as ROI and/or risk component.
• #39: 1. Some good content from MSFT point of view, incl C. Bortlik’s deck from SPSBOS