SharePoint Governance Success

1. SharePoint Governance Success Getting Started with Governance CalSPUGEdition Presented by Sag Baruss Published January.2014 Version 1.7

2. Introduction Section 1

3. Introduction Speaker Introduction Saguenay ( ‘Sag’ ) Baruss Senior Solutions Architect, AvePoint Client Services Based in Calgary, AB sag.baruss@avepoint.com / sb@sapling.ca @sbaruss ca.linkedin.com/in/sbaruss sapling.sharepoint.com/blog

4. Introduction Session Overview This is a 200-level session intended for the IT Managers and Senior IT Professionals responsible for the governance and long-term management of SharePoint.

5. Introduction Session Objectives To examine the key elements of an effective governance strategy. To provide a roadmap of practical steps for developing and implementing SharePoint governance. To demonstrate the design, creation, and implementation of a governance policy.

6. Introduction ‘The Plan’ http://www.phdcomics.com/comics/archive.php?comicid=1553

7. Introduction Session Agenda Introduction 5 min Why Governance 5 min Governance in Small Steps 20 min 15 min A Governance Scenario Closing Thoughts 5 min

8. Why Governance Section 2

9. Why Governance Definition “Governance is the set of policies, roles,responsibilities,and processes that guides, directs, and controls how an organization’s business divisions and I.T. teams cooperate to achieve business goals.” - Microsoft - governance-sharepointserver-2010.vsd

10. Why Governance Analogy Consider security and customs at an airport. Who goes first? What information needs to be provided? What items are allowed through and what items are not? How do you know what the rules are? What happens if the rules aren’t followed?

11. Governance in Small Steps Section 3

12. Governance in Small Steps Governance Prerequisites SharePoint vision and direction What SharePoint will be used for and how it will fit into the overall services landscape must be understood. Business commitment The business must be prepared to commit the resources and support to take on this project. Leadership Technical, strategic, and operational leadership are all required.

13. Governance in Small Steps Governance Requirements Business and technical requirements Service Level Agreement(s) Governance boards Governance policies Documentation

14. Governance in Small Steps Creating Governance Policies Individual governance policies should be: Tied to a business and / or technical requirement. Contain a concise, specific statement of the actual policy. Identify responsibility, key implications, and how success will be measured but without being specific about how the result is achieved.

15. Governance in Small Steps What a Governance Policy Looks Like Business Requirement Technical Requirement Governance Policy Objective Implications Policy Statement Responsibility Implementation Measurement

16. Governance in Small Steps The Governance Journey Governance is an on-going activity, not one with a finite end point. This creates an interesting challenge since governance is a prerequisite for other activities. To be successful, governance needs to be considered in two phases – initial governance and iterative ( or on-going ) governance.

17. Governance in Small Steps ‘Initial’ Governance Provides the framework for on-going governance. Implements the initial set of governance policies. Defines and tests governance processes. Addresses key items which are prerequisites for other SharePoint activities. Plans for the transition of governance activities to the iterative governance team ( if appropriate ).

18. Governance in Small Steps ‘Iterative’ Governance Iterative governance is iterative in nature. Responsibilities include both strategic decisions and tactical ones. On-going governance will interface with the various operational teams. On-going governance must be closely aligned with enterprise architecture

19. Governance in Small Steps Initial vs Iterative Governance The governance work that occurs here is initial governance only.

20. A Governance Example Section 4

21. A Governance Example Scenario Global energy company with centralized SharePoint and geographically distributed operations. Distributed ownership and responsibility. Had commissioned a governance plan but didn’t know how to implement it.

22. A Governance Example How to Manage Governance Manage it electronically and make it accessible. Slice it up and publish it in portions. Encourage collaboration. Allow comments and the exchange of ideas … and track the and discussion. Keep it as simple as possible.

23. A Governance Example Policies to Consider First Content ownership. Site / site collection creation. Permissions management. Release management. Information lifecycle.

24. A Governance Example Sample Content Ownership Policy

25. A Governance Example Sample Site / Site Collection Creation Policy

26. A Governance Example Sample Permissions Management Policy

27. A Governance Example Sample Release Management Policy

28. A Governance Example Sample Information Lifecycle Management Policy

29. Closing Thoughts Section 5

30. Closing Thoughts Session Objectives Revisited To examine the key elements of an effective governance strategy. To provide a roadmap of practical steps for developing and implementing SharePoint governance. To demonstrate the design, creation, and implementation of a governance policy.

31. Closing Thoughts Common Pitfalls Underestimating the complexity of SharePoint governance or becoming overwhelmed. Missing prerequisites. Thinking of governance as a technology problem. Inability to focus on the ‘real’ targets or picking the biggest, toughest one first. Not involving the right groups and individuals.

32. Closing Thoughts Keys to Success Focus on the process of governance first. Use the first set of policies to work through the process. Plan for iteration, and for SharePoint ‘erosion’. Avoid getting caught in the organizational ‘weeds’. Look for and leverage the governance experience you already have. Bring in external resources as you need them. Celebrate your success.

33. Closing Thoughts Recommended Next Steps Go back to basics. Start with the prerequisites and get those in place first. Determine what you have in place already. Keep it simple and effective.

34. Closing Thoughts Questions