Planning for Governance

1. Planning for Governance The Key to Successful SharePoint 2010 Solutions Sue Hanley President Susan Hanley LLC

2. About Me Expertise: knowledge management, information architecture, portals and collaboration solutions with a focus on governance, user adoption, and metrics President, Susan Hanley LLC. Co-Author: Essential SharePoint 2010 and Essential SharePoint 2007 Co-Author: SharePoint 2010 Governance Planning white paper from Microsoft Led national Portals, Collaboration, and Content Management practice for Dell Director of Knowledge Management at American Management Systems http://www.susanhanley.com Mother of three “millennials”

3. Agenda Why is Governance Planning so Important? What are Key Governance Considerations for SharePoint 2010 – What’s New? Top Ten Things To Consider for SharePoint 2010 Governance Planning Summary/Q&A

4. As we’ve all (hopefully) learned, SharePoint success is not just about technology 20% Support Technology Communications Documentation Policies Training Deployment

5. It’s easy to make mistakes … Not defining policies on what to use SharePoint for (and what not to use it for) Empowering users without appropriate training and guidance Letting users manage security when they have no clue what they are doing Not treating SharePoint like an enterprise application Not treating information like an enterprise asset Not planning for scale and/or growth Not providing SharePoint as a centralized service for the organization Not testing the backup/recovery process

6. … so it’s especially important to plan! Avoid solution, team site, and content sprawl Ensure that content quality is maintained for the life of the solution Provide a consistently high-quality user experience Establish clear decision making authority and escalation procedures Ensure that the solution strategy is aligned with business objectives Ensure that content is retained in compliance with record retention guidelines Ensure that site designers understand best practices

7. What makes Governance so important for SharePoint 2010? Social computing features means more types of content to govern. New capabilities for sharing metadata across multiple site collections, and even server farms, means additional planning and control in order to leverage. User-friendly records management capabilities introduce an opportunity to create and enforce your records management plan. More opportunities for users to customize their sites with easy-to-apply themes, SharePoint Designer, and the opportunity to create Sandbox Solutions.

8. SharePoint 2010 Governance Planning Top Ten Identify an Inclusive Team Start with “Framing” Decisions Determine Your Deployment Model Define a Clear Vision Identify Roles and Responsibilities Develop Guiding Principles Decide Your Organizational Comfort Level with Social Computing Define Policies and Standards Document the Plan Socialize and Promote

9. 1. Getting Started | Be Inclusive • Engage a larger governance committee to review decisions • IT • Training • HR • Communications • Knowledge Management Start with a small team to work on the Framing Decisions

10. 2. Start with Framing Decisions Who will be allowed to set up a new page/site within the existing hierarchy? Who will be allowed to create a new level in the navigation or promote an existing site to the top level of the navigation? Can page owners re-design the page/site layout?  If yes, how much of the page are they allowed to modify? Who is allowed to make changes to the overall branding for the portal? Who is allowed to manage metadata?  For example, change metadata types or metadata values? What processes/roles can we assume for enterprise management of metadata? Who controls security on pages/sites? What is the default model for access? What kind of “penalties” will be supported for non-compliance with governance standards? How will the Governance Model be updated and maintained?

11. 3. Determine Your Deployment Model | One Size Does Not Fit All • Centrally governed • Fewer publishers • Broad audience • Locally governed • More publishers • More restrictive audience (with the exception of My Sites, which have enterprise-wide audiences)

12. 4. Establish a Clear Vision | Know What You Want to Do! • Business Goals, such as: • Improve collaboration with partners • Share best practices and collaborate across teams with online collaboration workspaces • Replace shared drives with searchable, organized document repositories • Business Outcomes, such as: • Provide easier and more timely access to the information employees need to get their work done • Provide easier and more effective mechanisms to move work between business entities • Provide an organized "one stop shop" for information by making it easier to find authoritative information • Improve the "time to talent," the speed with which new employees become productive • Capture knowledge of retiring employees in a collaborative environment

13. 5. Roles and Responsibilities | Identify the Key Players • It takes a village! • Put the right team together… early • Use an upgrade as an opportunity to engage • Make sure every person in every role understands their responsibilities • Don’t assume SharePoint can be managed with existing resources (even if SharePoint is already in place). • Getting the right people in place is an important step in the process. • Not all the roles need to be “net new.” They may just be different responsibilities for existing roles.

14. Enterprise Roles Steering Committee Executive Sponsor Business Owner IT Solution Administrator Power Users Community Technology Support Center of Excellence Metadata Manager

15. Site Roles SITE STEWARD/ MANAGER SITE DESIGNER MEMBER VISITOR SPONSOR SITE USERS Approves request for site, ultimately accountable for content Follows best practices to create site design and security plan Manages the site day-to-day. Monitors site security. Serves as content steward. Uses site to access and share information. Has the ability to contribute content to the site. Has “read only” permissions on the site..

16. 6. Develop Guiding Principles • Define organizational preferences that support the vision • Reflect best practices • Make them memorable – your goal is to have users internalize these statements. • Several types: • General • Security • Design • Content

17. Example Guiding Principles

18. 7. Think About Social Computing – What “fits”? • What does “social” computing/software/Web 2.0 mean to your executives? • Make sure you know! • The absolute worst way to get started: • “We should be doing Web 2.0” • “The ‘millennials’ expect it.” • There is only one good reason to enable social computing features: • You have a business problem to solve.

19. Getting Social: Planning the use of SharePoint 2010 Community Features Clearly Identify the Business Problem Identify Use Cases Be Prepared to Respond to Barriers Define Your Governance Plan Define a “Do-able” Pilot Project Prepare a Launch and Communications Plan

20. Social Computing Governance Considerations • Don’t allow users to post anonymous content on your intranet – own it! • “Owning” your content on the intranet helps ensure that everyone plays by the rules and makes it very easy to ensure that governance policies are followed. • My Sites • What is your organization comfortable with sharing? • Birthdays? (If HR or Legal is uncomfortable, what about “opt in?”) • Other “personal” information? • Set expectations about status updates. • Don’t assume everyone knows what is appropriate. • “Narrate your work.” • Set expectations for “Ask Me About.” What skills are relevant? How well do you have to know about something? • Ratings: be clear about what you are asking people to rate • Tags: let them be personal, but provide good examples

21. 8. Define Policies and Standards • Policies define rules for SharePoint use • Usually driven by statutory, regulatory, or organizational requirements • Users are expected to meet policies without deviation • Standards describe best practices • Usually established to encourage consistent practices • Users may adopt the some elements of the standard that work for them while not implementing others • Verify that your SharePoint polices and standards do not conflict with broader organizational polices. • Publish policies and standards where users can easily find and follow them. • Some policies may need to be published to all readers, while others may need to be secured to protect the integrity of the application. • Regularly review and revise policies and standards to keep them aligned to organizational needs.

22. Examples of Policies and Standards • Content • Posting content to existing pages or sites • Posting content to the home page • Content auditing and review • Records retention • Design • Creating new sub-sites • Page layout and organization • Content types and metadata • Content-specific guidelines/policies • Security • Branding

23. 9. Document the Plan • Make it “consumable” • Keep it alive! • Include: • Vision statement • Roles and responsibilities • Guiding principles • Policies and standards

24. Governance Plan Example Four audience-targeted sections Supplemented with “cheat sheets,” guides, lists, and stuff “Training” on main topics

25. 10. Socialize and Promote It’s not enough to just write it down Find champions Communicate persistently – use “serious anecdotes” to drive home the value proposition Be responsive to feedback

26. Summary Establish a Governance Plan to ensure quality and relevance of content and to ensure that all users understand their roles and responsibilities. Keep your governance model simple. Solutions need a strong governance model, but they don’t need complicated models with lots of bureaucracy. Don’t make the solution itself more complicated than it needs to be. Be careful about “over designing.” Just because SharePoint has a cool feature doesn’t mean that you need to deploy it—at least not right away. Ensure that all users with design or full control privileges have internalized your design guiding principles and that content contributors understand guiding principles related to content. Think about how you will ensure compliance with your Governance Plan over time, particularly for highly visible sites. An effective Governance Plan doesn’t have to constrain every move—it has to provide guidance to users to ensure that your solution remains effective and vibrant over time.

27. Resources Microsoft site summarizing governance resources for SharePoint 2010 http://technet.microsoft.com/en-us/sharepoint/ff800826.aspx

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