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Necessary SharePoint Governance

Necessary SharePoint Governance. 6/18/2013. Deliver Solutions, Deliver Careers, Deliver Results. Agenda. What is Governance? The Case for Governance Governance Concepts Getting Started Considerations Governance with ControlPoint Review Demo. Today’s Speakers. Alicia O’Neal

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Necessary SharePoint Governance

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  1. Necessary SharePoint Governance

    6/18/2013 Deliver Solutions, Deliver Careers, Deliver Results
  2. Agenda What is Governance? The Case for Governance Governance Concepts Getting Started Considerations Governance with ControlPoint Review Demo
  3. Today’s Speakers Alicia O’Neal Technical Lead CTS aoneal@askcts.com @AliciaOCTS Kenny Gordon Analyst CTS kgordon@askcts.com @SharePointKG
  4. Company Overview Regional IT professional services firm Established in 1993 Five offices in the Southeast 200+ employees 200+ clients in various industry verticals
  5. SharePoint Experience 35 SharePoint Certifications 15 Consultants 15% of Company Revenue 80+ SharePoint Projects Across 50 Clients 10 Years of InternalUse
  6. SharePoint Offerings Infrastructure Planning & Deployment Services Support - D/R Planning - Infrastructure Advisory - Farm Administration
  7. Factory Model Factory Roles Architect Branding Developer Infrastructure Migration Power User Collapse delivery timeframes Continuous SharePoint skill improvement Highly collaborative team based delivery
  8. Technology Partners Industry Partners
  9. Satisfied Customers
  10. What is Governance?
  11. Define SharePoint Governance Difficult to define Varies by Organization Region Department Person Governance Provides Guidance, direction Controls Increased efficiency Cooperation Risk reduction The definition is unique to the organization.
  12. Clarify the Goal Think “training wheels”, not “hurdles”
  13. Landscape “Companies using 3rd party tools are more than twice as likely as those not using management tools to have a written plan.“ Axceler Survey of 1000+ Respondents 67.2% “Governance is critical” 26% “Governance is well-defined” 51% Have no governance strategy implemented 70+% do not fully understand governance HELP! CRITICAL WELL-DEFINED Source: SharePoint Governance Maturity Benchmark (January 2013)
  14. The Case for Governance
  15. Governance Necessity SharePoint should not be unleashed in a vacuum Without governance, SharePoint will run wild Uncontrolled content expansion Sites Content Permissions Process vacuum Reviews Approvals Audit User adoption suffers Search experience degrades
  16. This is What Happens www.axceler.com @buckleyPLANET Policies Templates Evaluations Requisitions Client List New Projects Presentations Newsletters Requirements Contracts
  17. Why Not? Other major systems are governed tightly ERP Data Warehouse HRIM CRM Structure, Standards, Owners, and Processes SharePoint requires a substantial investment Use it wisely
  18. Governance Concepts
  19. Governance Concepts Source: Governance – SharePoint Server 2010
  20. Concept: Areas Informational govern user generated content & info Organizational govern software & services Operational govern custom solutions Source: Governance – SharePoint Server 2010
  21. Concept: Site Types High Project Site GOVERNANCE My Site Low
  22. Concept: Stakeholders & Training Align governance policies with corporate goals Create and consistently use a Governance Team Regular policy reviews Governance success requires user adoption Train & educate users Create “good content” Properly configure search
  23. Concept: Governance Alignment SharePoint governance should compliment corporate direction The SharePoint Governance Team should be able to explain how their efforts contribute to
  24. Getting Started
  25. Evaluate Determine your position. Prioritize business objectives. Identify a destination. Identify supporters. Draft a plan. Repeat.
  26. Common Scenarios New implementation Cleaning up a mess Weak governance Regulated environment Top down organization Small operation Established IT governance Loose Cannons Fort Knox & Wild West Single Focus Technical Focus Hybrid Source: How SharePoint Governance Scenarios are Like Snowflakes
  27. Site Map Create a model of your farm Define corporate direction Evaluate for scalability Define destination Reorganize?
  28. Governance Team Cross-functional Collaborate to create a governance plan Regular meetings Encourage feedback & involvement Diverse membership Announce achievements & innovations Transparent mission
  29. The Plan Customize for your organization Prioritize business goals Map goals to technology Consult with users Planning Financial (Allocation/Chargeback) Operational Development Coordination Review & Refine Sample Governance Plan Source: SharePoint Governance: A Definitive Guide
  30. Considerations
  31. Understanding SharePoint Establish a shared comprehension of how SharePoint works Allow stakeholders to speak the same language Demonstration may be required Use business cases Discuss capabilities & limitations Manage expectations
  32. Keys to Success User Adoption Source: Seven Steps to a Successful SharePoint Governance Plan
  33. Your Organization “Knowing yourself is the beginning of all wisdom.” -Aristotle Should governance be a priority? Is governance well defined in your org? How does your org use SharePoint? How mature is your governance model? What capabilities do you desire for your org? What does the end state look like? Is there a need to reorganize your farm? Could your org be more productive? More efficient? Are SLAs necessary?
  34. Usage Which sites are most/least visited? Which users are most active? Are sites configured & branded consistently? Which site/content is growing fastest? Which web part(s) are most/least used? Which features are most/least used? What is the plan for future growth? Find out! Generate & publicize reports Quantify & share the business value
  35. Content Is SharePoint a “dumping ground”? Do you have a content lifecycle? Do you need one? Time for “spring” cleaning? Do you have standards for content quality? (fresh data, recent documents) Do you have information management policies in place? Do you have a social media content plan?
  36. Security & Permissions Who monitors SharePoint licenses? Who can access sensitive content? Who audits and/or reassigns permissions? Who removes orphaned users? (not in AD, exists in SP) Who audits content? Who backs up permissions? Who owns and manages permissions at site & list levels? Who will enforce policies and how? How will your org deal with breaches & leaks?
  37. Service Do you have a SharePoint team? Treat all requests as client requests Timely responses Do not hinder innovation/productivity Keeps users engaged & interested Create advocates for the platform Develop future members of the Governance Team
  38. Investment Vendors Gaps OOTB? Tools Cost Automation Efficiency Capability
  39. Governance with ControlPoint
  40. Governance with ControlPoint Automate governance Understand your farm Analyze activity, users, permissions, web parts, & storage Enforce governance Audit & alerts Permissions cleanup & reassignment Global policies Copy/Move Move quickly from test environment to production
  41. ControlPoint Architecture SQL SharePoint Web Front End Object Model ControlPoint Web Application SharePoint Data/Metadata Real-time Reports Actions Discovery SQL Cached Reports ControlPoint Data Store Discovery Source: Axceler Academy
  42. Axceler Customers Aerospace & Defense Biomedical/Pharmaceutical Business Services Consumer Education Energy & Utilities Financial Services Government/Public Legal Manufacturing Media Technology
  43. More Information Email Christine Leonard christine.leonard@axceler.com Download an evaluation copy of ControlPoint http://www.axceler.com/downloads/index Axceler’s Blog http://info.axceler.com/blog Axceler on YouTube https://www.youtube.com/user/axcelercorp
  44. In Review
  45. Summary Governance should fit your organization Define it for your org Alignment Governance Team Governance Plan Apply the Keys to Success Invest
  46. Demo!
  47. Resources Governance – SharePoint Server 2010 http://is.gd/duv3ZT Governance Overview (SharePoint Server 2010) http://is.gd/ucXtW0 Seven Steps to a Successful SharePoint Governance Plan http://is.gd/escYbl How SharePoint Governance Scenarios are Like Snowflakes http://is.gd/mAA2Ck 2012 SharePoint Survey showcases governance concerns http://is.gd/xZuzaH SharePoint Governance Maturity Benchmark http://is.gd/06wsHr SharePoint 2010 Governance Plan http://is.gd/DJ4Jta
  48. ViewPoint! Free analysis and reporting tool Insight from a single dashboard Permissions levels No. of Users Origin of permissions Complete permission details report Requires full control or administrator access to SharePoint http://www.axceler.com/products/viewpoint-products/index
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