The Steps to Effective SharePoint Governance
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The document outlines the steps to effective SharePoint governance. It recommends starting with 5 governance teams: a business strategy team, initiatives/technical strategy team, and tactical teams for operations, development, and support. The roles and responsibilities of each team are described. It also recommends establishing a governance site to house governance policies, standards, guidelines, team rosters, and other resources to facilitate collaboration and management of the governance process. Effective governance is an ongoing process that requires regularly returning to steps like developing guidance, building the teams, and understanding how the system should be used.
The Steps to Effective SharePoint Governance
- 1. The Steps To Effective SharePoint GovernancePresented By: Richard Harbridge@rharbridge
- 2. Who am I?I
- 3. Our Goal Today…From Here To Here
- 4. Why Do I Need Effective Governance?
- 5. There are big risks that are almost always realized when you don’t have it!
- 6. SharePoint SprawlHe was only intending to build a two-storyhouse - larger than those of his neighbors to reflect his position as the city's richest man.“First I added three floors but then the house looked ungainly, like a mushroom," he said. "So I added another and it still didn't look right so I kept going…”Risk: Un-Managed Sites and Content were not periodically reviewed for accuracy and relevance.
- 7. Quality DeteriorationRisk: Did not ensure that content quality is maintained for the life of the portal.
- 8. Frustration FailureRisk: Did not consistently provide a high quality user experience.
- 9. Priority ParalysisRisk: Did not establish clear decision making authority/ownership and escalation procedures so that conflicts and/or policy violations are resolved in a timely manner.
- 10. Ineffective Use of Time/ResourcesRisk: Did not ensure that the portal strategy is aligned with business objectives so that it continuously delivers business value.
- 11. It’s not just about insuring against or mitigating those risks!
- 12. What does that mean?Without effective governanceorganization, performance, andcapability are significantly reduced.
- 15. With Governance
- 16. The OutcomeYou can now communicate why Governance is important/required.
- 17. What to watch out for…It’s not insurance. It makes your SharePoint investments more successful.
- 18. Building The Governance Teams
- 19. How do we start?
- 20. Most people recommend starting with a Governance Committee…I prefer a focus on the teams instead and never really have a single representative Governance Committee.
- 21. RecommendedGovernance TeamsThere are typically 5 teams for SharePoint Governance:Business Strategy Team
- 23. Tactical Teams:
- 26. Tactical Support TeamAlternative TeamsIf the organization or implementation is small enough you might only need to start with two and break them apart as you mature/grow.Tactical Team
- 27. Operations
- 28. Development
- 29. Support
- 30. Strategy Team
- 31. Business
- 33. Business Strategy TeamRole: Provide strategic insight, direction and prioritization for the portal.DecentralizedBusinessCentralizedIT
- 36. Initiative (Technical)Strategy TeamRole: Provide technical insight, direction and prioritization for the portal.If a business direction requires new integration or effort with other technologies then a technical representative for that technology will be necessary.
- 37. Map Initiatives to Objectives Direct Relationship Indirect Relationship* Objectives should be more specific – Example purposes only.
- 38. SharePoint will be…Utilized by Business Users to develop and implement business solutions that use technology without IT’s direct involvement.
- 39. Our primary unified application delivery platform.
- 40. Our primary workflow/business process automation platform.
- 41. Our intranet and communication center for internal corporate communications.
- 42. …SharePoint will not be…Our (external) web content management platform.
- 43. Our primary document management platform.
- 44. Our contact management platform.Define a Governance Pyramid
- 45. Strategic ResponsibilitiesDefining Clear Objectives and Priorities
- 46. High Level Initiative Definition and Ownership
- 47. High Level Platform Classification
- 48. Communication Planning and Management
- 50. Expectation ManagementThe Tactical Teams
- 51. The Tactical Operations TeamRole: Provide operational (IT- related) support and maintenance for the system infrastructureThey manage the more routine maintenance of the system by performing nightly backups, performance monitoring and analysis, and keeping the environment current with security releases and upgrades.
- 54. Storage and Quota Policies
- 55. Monitoring Plans
- 59. Deployment Process, Policies, and ScheduleThe Tactical Development TeamRole: Customize/configure, personalize, and leverageSharePointto achieve business objectives.This team is a loosely-knit community who's membership ranges from highly skilled programmers to technically savvy end users in charge of personalizing departmental team sites.
- 61. Branding Guide
- 63. Workflow Policy
- 64. Development Standards (Including OOTB vs Custom)
- 67. Deployment Process, Policies, and ScheduleSharePoint Standards Online
- 68. Deployment Process/PoliciesExtremely Important! Ensure you have clear schedules and ownership.
- 69. The Tactical Support TeamRole: Provide support of the SharePoint applications and platform.Creates and manages a support system with effective training and proper channels of question or issue escalation and resolution. This team should also include influential users and leaders.
- 71. Site Classification and Platform Classification
- 76. Training and Communication Plans
- 77. MySite Policies (Pictures)…Support ResponsibilitiesUser Lifecycle Policy
- 79. Social Policies
- 81. Legal and Compliance Policy
- 82. Search ManagementSharePoint Standards Online
- 83. Multiple Tiers for Escalation(You can’t know everything)
- 84. Sample Support FlowConsultants, MS and VendorsConsultative Support
- 85. Structured Approach for Navigation
- 86. Governance TipIf possible have one member in all of the Governance teams or some members across multiple teams!
- 87. The OutcomeEveryone Achieves a Shared Understanding of SharePoint Related Processes
- 88. What to watch out for…Not just documents, policies, and procedures. It is an active and ongoing process.
- 89. Setting Up A Governance Site
- 90. Why a Governance Site?It’s a lot of content.It’s a collaborative process.It’s an ongoing process.Each piece of content should have a clear owner.Content will need tobe shared.
- 92. SharePoint Initiative ListingIn addition you can also create a ‘Roadmap’ or basically a Gantt Chart or visual indicator of initiatives to show what you have achieved and where you are going with SharePoint.
- 93. Team Rosters and Definitions
- 94. Policies, Standards and GuidelinesUse Search, Metadata, and Approval Workflows to help improve management and user experience.For living documents/standards that require many authors try a Wiki!SharePoint Standards Online
- 95. FAQs and a GlossarySharePoint Glossary Online
- 98. Feedback and SurveysEmbed feedback options throughout the sites!Don’t forget to share stories!
- 99. Self Help and Support Resources
- 100. Complete Site ListingInclude things like:The owner and secondaryowner of the site.
- 101. The purpose of the site.
- 102. The URL, Size, and Usage Level of the site.
- 103. The last time the site was engaged by the support team.The OutcomeUsing the SharePoint Platform we can effectively manage SharePoint Governance.
- 104. What to watch out for…Just having the Governance site isn’t enough. Content must remain fresh.
- 105. Governance Resources
- 106. IS Use them.
- 107. Governance Checklist
- 108. TechNet, Community and More..
- 110. ITIL Framework
- 111. COBIT Framework
- 112. Microsoft Operations Framework (MOF)
- 115. The OutcomeThere is a ton of material out there to support you.
- 116. What to watch out for…External best practices, policies, standards, and ideas may or may not be the right fit.
- 117. Steps to Effective Governance…Understand The Need For GovernanceBuild Your Governance TeamsUnderstand How SharePoint Is/Should Be UsedDevelop/Practice Guidance and PoliciesReturn to Step 2 and Repeat Steps 2 through 4You Have Perfect GovernanceYou Can Never Truly Achieve Perfect Governance. So long as you are performing the steps you are achieving Effective Governance.
- 118. Thank You Organizers, Sponsors andYoufor Making this Possible.Questions? Ideas? Feedback? Contact me:Twitter: @rharbridge
- 119. Blog: www.rharbridge.com