Managing SharePoint Business Governance 1 Feb 2011

Presented by : Veronique PalmerSharePoint MVP

Level 100

www.letscollaborate.co.za

veronique@letscollaborate.co.za

@veroniquepalmer

SharePoint MVP

Business Owner

SharePoint User Adoption

Specialist

End User Trainer

Team Lead

@veroniquepalmer

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Agenda

ConsiderationsWhat’s ImportantWhy GovernMissionManagement ActionsDependenciesResourcesQuestions

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Considerations

Governance Business vs IT

2007 vs 2010

Dedicated vs Part-time

Intranet vs Extranet vs Internet

New vs Established Large vs

Small

Team site vs Intranet site vs My Site

Owned vs Not

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No one size

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What’s Important To YOU?

Portal Activities

Taxonomy

Replace file shares

Consistent branding

Integration

BPM

Global accessSocial networking

Blocking email attachments

Most

Least

Etc…

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But…

Why govern

when you can play

ice hockey?

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It’s Everywhere

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Or Not…

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Because…

Violations Compliance Deviations

ConflictsBoundaries Contributors

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Mad Numbers!

500 million social tags, notes and ratings30 million documents per library30 million items in a list2 million users per site collection1 million alerts on Searches1 million terms and terms sets400 000 major versions per document250 000 site and subsites per site collection10 000 user groups per site collection10 000 metadata tags recognised per item when searched5000 documents or list items displayed

per page5000 blogs per site

5000 groups is how many each user can belong to5000 users can be in one Active Directory group2000 site collections per content database2000 subsites under View All Site Content1000 comments per blog post1500 projects deliverables per Project Server plan1800 documents in a SharePoint Workspace100 items at a time you can bulk edit25 web parts per page / wiki10 people editing a Word or PowerPoint document at the same time100GB space per site collection2GB per document upload size

Source: TechNet

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Governance

Educate

GuideManag e

NM I S S I O

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Governance

NM I S S I O

Explain why – the benefits

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AdministrationManagementUsage PolicyInstructionsRegulationsOperationsGuidanceConduct

Rules

Governance or … ?

SharePoint

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Management

DocumentGovernance

Plan

Agreed To

Procedures for

growth and

change

Understood User impact

SharePoint operations

manual

Roles and Resp

Can and can’t do

Eliminate chaos

Training plan

Balancing act

Wiki!

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Sample Governance PlansLong Version

PurposeMissionGovernance Plan GoalsSharePoint VisionPositioning of SharePointExclusionsGlossary of TermsRoles and ResponsibilitiesEscalation ProceduresAcceptable UseRecords Management

Short Version

MissionWhat You Can and Can’t DoSocial Media PolicyCompulsorySite GovernanceCustom Development / BrandingReturn on Investment

Site GovernanceService OfferingDevelopment GovernanceReturn on Investment

http://www.letscollaborate.co.za/Resource-Centre/SitePages/SharePointGovernance.aspx

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Not sure what to govern?

Internal AuditorsExternal AuditorsISO9001RegulatoryCompanies Act

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Management

Emails

Announcements

Roadshows

User groups

SMS’s

Printed

In Training

Newsletters

Communicat

eWEEKLY!

SuccessesTips

NewsChangesProblems

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Management

Strrrrike 3!Consequenc

es

EnforceAcknowledgem

entRewards

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ManagementPlatform Owner

ITKM

Marketing

HR

Compliance

Project Office

Ops

SalesFinance

Gov ForumMeet

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Management

Record

Minutes

Agendas

Tasks

Agenda Sample

Minutes Sample

SharePoint List

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Management

Publish

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Management

MaintainReview Adapt

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7 Action Summary

DocumentCommunicate

Enforce

MeetRecord

PublishMaintain

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Dependencies

Trained users

Experienced SCA’s

Understand OOB

Dedicated team

Ownership

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Governance BloggersBill English : http://aiimcommunities.org/users/benglish

Dux Raymond Sy : http://sp.meetdux.com/default.aspx

Jennifer Mason : http://www.sharepoint911.com/blogs/jennifer/default.aspx

Michael Sampson : http://www.michaelsampson.net/

Paul Culmsee : http://www.cleverworkarounds.com/

Richard Harbridge : http://www.rharbridge.com/

Ruven Gotz : http://spinsiders.com/ruveng

Scott Jamison : http://www.scottjamison.com/blog/

Susan Hanley : http://www.networkworld.com/community/sharepoint

Veronique Palmer : http://veroniquepalmer.wordpress.com/

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Governance ResourcesLets Collaborate Governance Portal

http://www.letscollaborate.co.za/Resource-Centre/SitePages/SharePointGovernance.aspx

Lets Collaborate Governance Plans and Templates

http://www.letscollaborate.co.za/Resource-Centre/LCs%20Documents/Forms/Governance.aspx

Industry Governance Articles on Lets Collaborate

http://www.letscollaborate.co.za/Lists/Announcements/Governance.aspx

Joel Oleson’s Governance Plan

http://go.microsoft.com/fwlink/?LinkId=163922

SharePoint 2007 Governance Checklist from Microsoft

http://office.microsoft.com/download/afile.aspx?AssetID=AM102306291033

SharePoint 2010 Governance Planning from Microsoft

http://www.microsoft.com/downloads/en/details.aspx?FamilyID=D41AB7B1-385B-41F6-90A0-03CFDA4FA98F

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Questions

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Goodbye and…

veronique@letscollaborate.co.za

www.letscollaborate.co.za

www.slideshare.net/veroniquepalmer

Thank you for your

time

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Find Me

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