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Capturing and D ocumenting Governance

Capturing and D ocumenting Governance. Alan Marshall @ pomealan. I expect you've heard the horror stories. Pictures here of horror films. Project Site. Sites under control. Report Hub. Project Site. Project Site. Report Hub. Report Hub. Business Intelligence Hub. Community Site.

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Capturing and D ocumenting Governance

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  1. Capturing and Documenting Governance Alan Marshall @pomealan

  2. I expect you've heard the horror stories • Pictures here of horror films

  3. Project Site Sites under control Report Hub Project Site Project Site Report Hub Report Hub Business Intelligence Hub Community Site Community Site Project Site Project Site Report Hub Report Hub Community Site Community Site Project Site Project Site Intranetsite Project Site Project Site MySite Communities MySite Intranetsite MySite MySite MySite Project Site MySite MySite MySite MySite Intranetsite MySite Company CVs MySite MySite MySite ProjectCentre Corporate Communications Intranet Company CVs MySite My Sites MySite Bid centre Global KnowledgeBank SharePoint Information Infrastructure

  4. Sites partly under control (Month 4) Project Site Report Hub Project Site Project Site Report Hub Report Hub Business Intelligence Hub Community Site Community Site Project Site Project Site Report Hub Report Hub Community Site Community Site Project Site Project Site Intranetsite Project Site Project Site MySite Communities MySite Intranetsite MySite MySite MySite Project Site MySite MySite MySite MySite Intranetsite MySite Company CVs MySite MySite MySite ProjectCentre Corporate Communications Intranet Company CVs MySite My Sites MySite Bid centre Global KnowledgeBank SharePoint Information Infrastructure

  5. Sites out of control (Year 1) Project Site Project Site Project Site Project Site Project Site Project Site Project Site Project Site Report Hub Project Site Project Site Project Site Project Site Report Hub Project Site Project Site Report Hub Business Intelligence Hub Community Site Project Site Community Site Project Site Project Site Report Hub Report Hub Project Site Community Site Community Site Project Site Project Site Intranetsite Project Site Project Site MySite Communities MySite Intranetsite MySite MySite MySite Project Site MySite MySite MySite MySite Intranetsite MySite Company CVs MySite MySite MySite ProjectCentre Corporate Communications Intranet Company CVs MySite My Sites MySite Bid centre Global KnowledgeBank SharePoint Information Infrastructure

  6. Customizations everywhere

  7. Storage requirements through the roof.

  8. People not using it the way you intended. • Documents in wrong places • No Tagging • Team sites used to manage projects • My Sites for everything • I can’t find my documents • Search doesn’t work • The site template doesn’t have what I need • I just use my MySite What they do What they say

  9. Are you in this situation? SharePoint Admin Business User Control Usage

  10. So what do you do?

  11. Lock it down DENIED DENIED DENIED DENIED DENIED DENIED DENIED DENIED DENIED DENIED DENIED DENIED DENIED DENIED DENIED DENIED Create Subsites  -  Create subsites such as team sites, Meeting Workspace sites, and Document Workspace sites. Manage Permissions - Create and change permission levels on the Web site and assign permissions to users and groups. Manage Lists - Create and delete lists, add or remove columns in a list, and add or remove public views of a list. Manage Web Site  -  Grants the ability to perform all administration tasks for the Web site as well as manage content. Add and Customize Pages  -  Add, change, or delete HTML pages or Web Part Pages, and edit the Web site using a Microsoft SharePoint Foundation-compatible editor.

  12. So what do they do?

  13. So now who’s happy? SharePoint Admin Business User Usage Control

  14. So what do you do instead? Codeplex

  15. Stop a minute

  16. Agenda • How to create your plan • How to educate the business • Running a governance session • I have some tools to share with you • How do you document it • How to share it

  17. So where do you start?

  18. Aim to address the balance Usage Control

  19. Documenting Governance Process

  20. Governance Tips • Don’t use horror stories • Develop a shared understanding of why • Define governance as scenarios • One size does not fit all • 1 session does not = a plan • It’s not a one off exercise

  21. Staying on course Governance originates from the Latin word “to steer”. Latin: gubernatio (“‘management, government’”), Ancient Greek kubernesis, "steering, pilotage, guiding" < kubernao, “‘I steer, drive, guide, pilot’”).

  22. Boundaries and Behaviours To Feel Safe

  23. Governance snapshot • Controlled • Tightly Governed • Portal • Push Content • Web Content Authors • Approval Process More control • Permanent • Dashboards • Business intelligence • Applications Corporate • Open • Loosely Governed within tight boundaries • Sites • Push and Pull Content Intranet Divisional • Permanent • Knowledge Management • Information Sharing • Cross organisational • Innovation Department team and internal collaboration sites Control Project and workgroup sites Collaboration • Short lived • Focal Point • Project intelligence driven Personal “My Sites” • Permanent • Personal Information • Public Private Views • Performance Agreements Less control

  24. Education Some Scenarios

  25. Managing site growth A business user needs an area to manage team documents

  26. Define Site Taxonomic (Definitions) Types • Portal • Team • Project • My Site • Community • Purpose / Focus • Formality • Audience • Lifecycle • Management / Ownership • Keywords Site Types Attributes

  27. Define Site Taxonomic Types

  28. A business user needs an area to manage team documents • Who can request/create a team site? • What information would you require to accept it? • What information should be displayed on all sites • Who will maintain the sites. • What training should a site owner have before being let loose

  29. A business user needs an area to manage team documents Lifecycle Management • Some sites might only be used for a short time but still appear in search and navigation. • What expiration and archiving policies are required for site types. • Do you need to recover costs of managing the process and environment.

  30. Controlling customisation A business has found an APP to address a business outcome

  31. Meet business requirements • How will you enable business users to request solutions • Who will approve development or customisation projects? • How will you leverage the MarketPlace • What customisations will end users be able to do

  32. Flexible security model The business wants control of their sites to serve their departments needs

  33. List Permissions Manage Lists (Create, change settings) View, Add, Edit and/or Delete Items Approve Items View and or delete Versions Create Alerts View Pages Site Permissions Manage security View Usage Create sub sites Manage Site settings Add Pages Change the look and feel Create security groups Manage Alerts Edit user information Personal Manage personal views Add/remove private web parts Update personal web parts Appropriate Permissions Site owner Member Visitor

  34. List Permissions Manage Lists (Create, change settings) View, Add, Edit and/or Delete Items Approve Items View and or delete Versions Create Alerts View Pages Site Permissions Manage security View Usage Create sub sites Manage Site settings Add Pages Change the look and feel Create security groups Manage Alerts Edit user information Personal Manage personal views Add/remove private web parts Update personal web parts Appropriate Permissions Content Manager Site Manager Contributor Approvers

  35. Control content quality People want to share content

  36. Defined Content Management • Who will monitor content on the site? • Are publishers responsible for their content? • Metadata formality for each site type • Allowed file types. • How will documents be published? • Who can create new content areas (Lists and Libraries)

  37. Managing compliance A customer is querying the cost of a contract.

  38. Auditing • How was the value defined? • Can you prove if it as been changed? • Are there any regulatory conditions to follow or compliance issues? • To what level should changes be traceable? • Library • Document • Section of Document

  39. Managing compliance Continuity.

  40. Do you know your RTO from your RPO • Will the site host critical business content • How long can the business operate without the site • What business processes rely on the site • How much work would you be willing to redo • How frequently is content updated • What’s in place today for files RTO RPO

  41. Documenting the decisions

  42. Documenting and Sharing Mega Word Document Spreadsheet and Site

  43. A Communication Plan

  44. How do you let everyone know • What should your communication site provide • Ability interact with governance tools • Ability to provide feedback • Ability to volunteer for governance group • Have an FAQ on governance questions 

  45. A SharePoint Governance Site Demo spreadsheet and Site

  46. Some takeaways • Plan to document and share your governance • Educate the business users using scenarios • Be prepared to refine over time • Implement tools that align with your governance requirements • Remember its about making it safe for everyone in a balanced way

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