Microsoft Office SharePoint Server 2007 Governance Russ Basiura RJB Technical Consulting www.sharepointspecialists.com

1. Microsoft Office SharePoint Server 2007Governance Russ BasiuraRJB Technical Consultingwww.sharepointspecialists.comruss@rjbtech.com

2. What is ‘Governance’ ? • TechNet: • Governance is the set of roles, responsibilities, and processes that you put in place in an enterprise to guide the development and use of a solution based on SharePoint Products and Technologies. • Robert Bogue: • Governance is managing the deployment of information technologies. Managing, like project management, is concerned with the risks, the costs, and the usefulness of the solution once it has been created. Thus when we define governance we are attempting to manage risk, cost, and adoption

3. Governance… • This isn’t rocket science • SharePoint is both broad and deep: There are a LOT of details to consider • A lot of governance is common knowledge • What does it mean to bring SharePoint into the environment • Who will support it? • What is technology impact? • Adoption – more than just an afterthought • Plan for it • Get acceptance and feedback from users

4. What Contributes to a Chaotic Deployment • Site Proliferation with no Plan • Server Proliferation – IT doesn’t meet needs of dept. • No Quotas, No Blocked File Types, No Policies • Unreliable Service (No SLAs) memory leaks from bad untested, unsupported code • Unreliable support • No strategy, no training • Lack of Growth & Usage Reporting • No Communication • No security audits or security policies (information leaks) • No life cycle management or cleanup

5. What Contributes to a Successful Deployment • CXO sponsored strategy (stakeholder buy in) • Well Communicated Strategy & Service Offering • Consolidated Well Managed Server Farms • Consistency, Standards, Branding, Usage Policies • Security Policies and Enforcement, Information Management Policies • Easy to use and powerful Search • On Demand/Accessible Training and Support

6. Search • What do users search for today? How do they search today? • Integrate information architecture with search planning • Best Bets, highlighting, etc… • 3rd party tools: Search ‘rating’ • Consolidated search page – Search Center • Search scoping, tabs, results (design and configuration) • Surface information beyond SharePoint content (BDC, other…) • Potential for staffing – managing crawling, scopes, results tuning, etc

7. Taxonomy & Navigation • Consistency throughout site (navigational elements) • SharePoint knowledge required in order to understand relationship between the various objects (site collections, webs, lists, etc…) • Alignment with information architecture – search scoping • Branding considerations – using themes and custom master pages to help identify location within a portal • Provide an overall picture – site map – to communicate the big picture to users

8. Education & Training • Plan as part of time and budget for implementation and adoption • User Training and resources • Help desk training • Administrator training (site administrators) • IT Pro training • Developer training • Internal user groups, lab sessions, support sites • Local resources – training partners, user groups, etc… • Identify and communicate best practices

9. Operational Concerns • Monitoring • Scheduled maintenance windows • Disaster recovery • Service Level Agreements (SLAs) • Quotas • Reporting • Database management

10. Testing & Provisioning • Content owners and editors – test the process and outcome • User testing • Navigation • Search • Feedback method • Repeatable test plans • Lifecycles and processes • Security guidelines

11. Infrastructure • Interaction with other/existing systems and infrastructure • E-mail / Exchange / Messaging • Active Directory • Firewalls • DNS • Load balancing (MS, F5, etc…) • Clustering • Database • Environments: Development, Stage/Test, Production • Hardware and topology • Backup and recovery* Infrastructure

12. Development & Configuration • Identify tools allowed • Site definitions and templates, list templates • Source code and build control • Support • Standards and best practices • Branding, themes, master page and layout page development • Consistency with existing corporate branding • Data View Web Parts • Ghosting

13. Project & Operational Management • Communication planning: who, what, when, how, etc… • Deployment process • Change Management • Service Level Agreements (SLAs) • Roles and Responsibilities • Charge back service? • Sponsorship of implementation • Platform ownership • Best practices ownership • Ad hoc usage vs. managed/structured usage

14. Information Architecture • Consistent understanding of the information architecture – how information is organized and presented to users • Product knowledge to apply the information architecture to the SharePoint tool • Site maps • Wireframes and storyboards • Content types

15. References • Robert Bogue Blog ArticlesPart 1: http://www.intranetjournal.com/articles/200611/ij_11_27_06a.html Part 2: http://www.intranetjournal.com/articles/200611/ij_11_29_06a.html • SharePoint Governance Checklist Guidehttp://go.microsoft.com/fwlink/?linkid=91896&clcid=0x409

16. References • CodePlex – SharePoint Governance and Manageability sitehttp://www.codeplex.com/governance • Joel - SharePoint Governance topicshttp://blogs.msdn.com/joelo/archive/tags/Governance/default.aspx • TechNethttp://technet.microsoft.com/en-us/sharepointserver/bb507202.aspx

17. Thanks for coming to our PhillySharePoint Day!!