Governance in the Context of SharePoint 2010

1. Governance in the Context of SharePoint 2010 Kuba Njie (knjie@bennettadelson.com) Bennett Adelson . Microsoft Solution Center . Independence OH February 4, 2010

2. AGENDA WHY DO YOU NEED A GOVERNANCE PLAN? CHALLENGES WITH SHAREPOINT GOVERNANCE GOVERNANCE IN THE CONTEXT OF SHAREPOINT COMMON MISTAKES AND OVERCOMING CHALLENGES QUESTIONS SHAREPOINT 2010 GOVERNANCE DETAILS

3. SHAREPOINT GOVERNANCE SharePoint governance is the set of roles, responsibilities, and processes that you put in place in an enterprise to guide the development , implementation and use of a solution based on SharePoint products and technologies SharePoint governance covers usage and design Needs structure and a framework to measure success

4. SHAREPOINT GOVERNANCE

5. WHY A GOVERNANCE PLAN? Clarifies your plan for SharePoint design and usage Creates a structure and a framework to measure the success of your solution over time Establishes clear decision making authority and escalation procedures Ensures that your portal strategy is aligned with business objectives so it can deliver the expected business value You’re entrusting your users with a lot of power – help them use it responsibly Help reduce the TCO of your SharePoint solution

6. CHALLENGES WITH SHAREPOINT GOVERNANCE Most people do 3 things in regards to SharePoint governance: Using random governance templates or processes & Implementing them without taking into account the organizational culture Thinking that a series of policies is actually going to be effective for a SharePoint governance strategy or framework Using the word ‘governance’ to characterize a gazillion things because it sounds nifty and is ambiguous enough to apply to everything

7. CHALLENGES WITH SHAREPOINT GOVERNANCE I found this online, it should do for our governance plan SharePoint governance is not solely policy definition and implementation Standard, bare-bones policy management by definition is composed of three things: Definition Auditing Enforcement Most people start and stop with the first one, Definition!

8. CHALLENGES WITH SHAREPOINT GOVERNANCE Proper governance requires vertical tooling in the same way that applications are developed with industry understanding in mind Assuming that the same series of governance steps will provide the same governance results is FALSE Governance deployments are unique and individual to organizations Broad governance concepts do have applicability but lack the granular components required for a holistic closed loop governance solution

9. CHALLENGES WITH SHAREPOINT GOVERNANCE Lack of Support Guidance and limited standardization fragments delivery capabilities Not weaving SharePoint performance and scalability methodologies into your engineering culture Gaps in operational readiness with regards to organizational capability as to people, roles and uniform processes and standards needed to optimally support and manage SharePoint Loosely defined solution infrastructure ownership and accountability

10. CHALLENGES WITH SHAREPOINT GOVERNANCE Governance means everything. Huh? Organizations that are serious about governance need to inspect their current business state and develop the governance strategy around it

11. COMMON MISTAKES The best technology cannot prevent mistakes Not clearly defining policies on acceptable SharePoint use Lack of a well defined strategic roadmap for your platform Empowering users without appropriate training and guidance Inadequate resources to manage and support your environments Letting users manage security without proper training Lack of proper documentation Ignoring capacity planning

12. OVERCOMING THE CHALLENGES SharePoint is not a silver bullet and if used wrongly no governance plan can save you Understand when SharePoint is not the right solution Train and communicate polices to end-users .NET development skills Empower your end-users Pre-define governance policies

13. SHAREPOINT 2010 CONSIDERATIONS Social Computing Governance planning is going to be important in SharePoint 2010 due to the increased emphasis and availability of social computing features; means there are more types of content to manage and govern “Social data” usage such as tags, bookmarks ,ratings and overall metadata will increase and should be encouraged. You should provide your users both guidance and encouragement for their use.

14. SHAREPOINT 2010 CONSIDERATIONS Managed Metadata (Taxonomy) Managed Metadata definition from Microsoft TechNet: “Managed metadata is a hierarchical collection of centrally managed terms that you can define, and then use as attributes for items in Microsoft SharePoint Server 2010.” Consistent terminology Better search results Enhanced end-user experience Better taxonomy The management of Enterprise Corporate Taxonomy in SharePoint 2010 will need to have an owner

15. SHAREPOINT 2010 CONSIDERATIONS Managed Metadata Managed Keyword or Managed Term – Allow users to key in phrases or key words These two terms can be confusing to users - make sure you help them understand it and it’s benefits

16. SHAREPOINT 2010 CONSIDERATIONS Records Management 2010 offers a more comprehensive records management capabilities to give record keepers a more traditional set of functionality eDiscovery controls have been expanded dramatically for 2010, making it possible to declare any piece of content as a record with all of the record keeping control that goes with that This gives enterprise administrators more control of the environment

17. SHAREPOINT 2010 CONSIDERATIONS Records Management In-Place Record vs. Record Archive Might need both – decide which and when

18. SHAREPOINT 2010 CONSIDERATIONS Resource Governor SharePoint services will run more efficiently as SharePoint resource consumption is managed with the ability to have well defined thresholds Will help database performance as blocking in SharePoint databases will be reduced Have conversations with your stakeholders and users about thresholds

19. SHAREPOINT 2010 CONSIDERATIONS Content Organizer Used to route documents based on metadata Partition mechanism - Where did my document go? Educate and encourage your users to be accountable for their content

20. SHAREPOINT 2010 CONSIDERATIONS Governance Plan Document • Break documents into sections • Vision • Roles and Responsibilities • Guiding Principles • Policies • Guidelines/Best Practices • Procedures • Do not include • Implementation Details • Network Requirements • Feature Requirements

21. Lack of End-to-End support processing which is critical for the success of Upstream Foundation and the User Experience Team (Common Dashboard Framework). • Lack of End-to-End support processing which is critical for the success of Upstream Foundation and the User Experience Team (Common Dashboard Framework). • CONCLUSION Remember….. Measure how well you are doing and keep refining your governance documents Continuously engage your stakeholders and users about future plans or changes in your environment Assess solutions before deploying into the environment Do post deployment assessments to identify gaps in your delivery capabilities End-to-End support processing will be critical for the success of SharePoint environments and USER EXPERIENCE

22. THANKS Kuba Njie knjie@bennettadelson.com Advanced Infrastructure Team Bennett Adelson Independence OH