Session # 14

Get Away from SharePoint Nightmares with Governance

Donald Donais, Avtex Consulting

TM

31st Annual 2012 Minnesota Government IT Symposium

For State Agencies, Counties, Cities, Higher Education and Nonprofits

 December 4-6, 2012   RiverCentre, St. Paul, MN   www.mngts.org/itsym

(Presented by GTS Educational Events)

Wednesday, December 5th, 201211:30 a.m.-12:30 p.m.

SharePoint Governance• General Overview• Enterprise Search• Informational Architecture• Education and Training• Operational Concerns• Testing & Provisioning• Infrastructure• Deployment and Configuration• Project & Operational Management• Governance Plans

Donald DonaisAvtex IT Pro Consultant

ddonais@avtex.com Blog – Tales from IT Side

http://talesfromitside.wordpress.com Twitter

@dondonais

GENERAL OVERVIEW

• 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

What is ‘Governance’ ?

Governance • There must be a connection between

Governance, Risk and Compliance

Risk• What is the risk

if certain actions are taken or not taken?

Compliance• What do we

need to do to ensure right actions are taken?

Governance• Set of policies,

process and procedures to ensure recommended actions are followed

• Not 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 an Afterthought Plan For It Get Acceptance and Feedback from Users

Governance…

• Site Proliferation – Grassroots/Sprawl• Server Proliferation • No Quotas, No Blocked File Types, No Policies• Unreliable Service (No SLAs)

Unreliable Support No Strategy, No Training Lack of Growth & Usage Reporting

• No Communication• No Security Audits or Policies (a.k.a Information Leaks)• No Lifecycle Management

What Contributes to a Chaotic Deployment

• CXO Sponsored Strategy (Exec Stakeholder)• 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

What Contributes to a Successful Deployment

Enterprise Search

• What do users search for today? How do they search today?• What search functionality is available to you?

WSS, MOSS, Search Server, Express, FAST Search• Integrate Information architecture with Search Planning –

Managed Properties• Search Strategy, Taxonomy, Geography• Key Words, Best Bets, Thesaurus

Search

• People Search• Search ‘Rating’, Wildcard Search, Refinement Panel• Consolidated Search Page – Search Center• Search Scoping, Tabs, Results (design and configuration)• Surface Information beyond SharePoint Content (File shares,

BDC, other…) Federated Search functionality

• Potential for Staffing – Managing Crawling, Scopes, Results tuning, etc

Search

Information Architecture

• Consistent Understanding of Content Structure How information is Organized How information is Presented to Users

• Consistency Throughout Site (navigational elements) Global and Local

• Wireframes and Storyboards • Content Types• Content Query Web Parts/Content Search Web Parts

Information Architecture

• What is being used to segment information? Site Collections vs. Webs Libraries vs. Sites Folders?

• SharePoint Terminology Understand relationship between objects (site collections,

webs, lists, etc…)• Taxonomy vs. Folksonomy• Managed Metadata Service and Term Store• Branding Considerations

Using Colors to Identify Location within a Portal

Information Architecture

Education & Training

• Plan For Training Part of Roll Out• Budget for Implementation and Adoption• User Training and Resources• Help Desk Training, Knowledge Articles, etc…• Training for all SharePoint Roles• Internal User Groups, Lab Sessions, Support Sites• Local Resources

Training partners, User Groups, SharePoint Saturday• Identify and Communicate Best Practices• SharePoint Server Training: Office.com or Productivity Hub

Education & Training

Operational Concerns

• Service Level Agreements (SLAs)• Communication with Users • Staffing• Monitoring• Scheduled maintenance windows• Disaster recovery• Quotas• Reporting• Database management

Operational Concerns

Testing & Provisioning

• Content Owners and Editors How Content is Created, Approved and Disposed Of

• User testing Navigation Search

• Feedback Method• Repeatable Test Plans• Lifecycles and Processes• Security Guidelines

Testing & Provisioning

Infrastructure

• Interaction/Integration with other/existing systems E-mail / Exchange / Messaging Active Directory Firewalls DNS Load balancing (MS, F5, etc…) Clustering Database SAN / Disk

• Environments: Development, Stage/Test, Production• Hardware and Topology • Backup and Recovery/Disaster Recovery

Infrastructure

Development & Configuration

• Identify Appropriate Tools SharePoint Designer, PowerShell, InfoPath, Visual Studio

• Site Definitions and Templates, List templates• Source Code and Build Control – Team Foundation Server (TFS)• Support• Standards and Best Practices

Features and Solutions• Branding, Themes, Master Page and Layout Page Development

Consistency with existing corporate branding• Data View Web Parts

Development & Configuration

Project & Operational Management

• Communication Planning: Who, What, When, How• Deployment Process

Coded and No-Code Solutions• Change Management

OS Patches vs. SharePoint & SQL Updates• Service Level Agreements (SLAs)• Roles and Responsibilities• Charge back service?• Sponsorship of Implementation• SharePoint as a Service

Ownership of SharePoint from Business vs. Product

Project & Operational Management

Governance Plans

Governance Plans• Role Matrix• Security Plan• Training Plan• Communication Plan• Information Architecture Plan• Document Management Strategy• Search Strategy• Infrastructure and System Architecture Plan• Support Plan

Role Matrix• Identifies and Communicates the Roles and

Responsibilities• Will help in definition of:

Security Training

• Should Detail: Role Description Required Skills Person or Group Accountable

Example – Roles MatrixRole Description Required Skills Person/Group

Business Owner Executive sponsor from the Business group that represents SharePoint to the executive time.

Understanding of internal business structure, strategies and processes.

Executive

SharePoint Governance Board

Governing body with ultimate responsibility for meeting the firm’s goals in regards to SharePoint. They will factor in internal and external governance influences.

Understanding of the internal and external Governance details.

Executive Member, SharePoint Reps, Site Owner Reps

SQL Administrator

Primary role is SQL management, backups and restore. SQL administration, monitoring, and backup and recovery.

Janice Small

Server Administrator

Responsible for installation and maintenance of hardware infrastructure or virtualization platform specifically for servers where SharePoint is installed.

Microsoft Server knowledge, monitoring, backup and recovery.

IT Dept

Networking Administrator

Responsible for management of LAN and WAN for an organization including security, installations, monitoring, licensing backups and restoring.

Network specific knowledge around routers, DNS,

IT Dept

Domain Administrator

Responsible for ensuring the domain is administered properly based on internal security and governance. This includes Active Directory.

Microsoft Active Directory knowledge.

IT Dept

SharePoint Farm Administrator

This technical position should be involved with the implementation and configuration of the portal solution but is most integral to the on-going operation of the portal. They will monitor performance, administer security rights, ensure backup and recovery plans are set, will configure site indexing/searching, and may be involved with end user support.

Network Infrastructure, IIS, Active Directory experience, and monitoring systems that ties into SharePoint.

IT Dept

Example – Roles Matrix continuedRole Description Required Skills Person/Group

SharePoint Business Analyst

Hybrid IT/Business position that understands the features and capabilities of SharePoint and how they can be leveraged within the business. Will need to gather business requirements and translate them into business solutions. Works with the Governance Board, IT, as well as the business units.

Thorough understanding of SharePoint features and functionality. Good understanding of business goals wants and needs. Skilled at needs assessment.

Bob Jones

SharePoint Site Collection Administrator

Primary role for ensuring that settings for the site collection are configured properly. They will has control all permissions and site creation within the SharePoint site collection. This role will also work within the guidelines of the Governance plan.

This person should be somebody from the IT department. They will need a thorough understanding of SharePoint features and functionality.

Sarah Smiles

SharePoint Site Owner

Primary role is for ensuring that content for a SharePoint site is properly managed over time. The primary focus is implementing business focused solutions.

Site features and functionality excluding site creation and permissions. Will also need to understand the business.

Department Owners

SharePoint Contributor

This role creates, owns and maintains the content published within SharePoint.

Business processes and documentation.

Specified Department Contributors

SharePoint Viewer

This role consumes content that is found within SharePoint.

Users within the Organization

Security Plan• Layouts how Security is Handled

Best Practice – when possible use AD groups• Details Security for Each of Zones

Intranet/Internet/Extranet• Specify how Handling Permissions• Specify Security Requests• Should base off of Role Matrix

Example – Security RolesRole Permission Set

SharePoint Farm Administrator

SharePoint Farm Administrators (Full Control for all servers within the server farm) – These permissions allow the member to permission administrative tasks in Central Administration or on the server. This group does not have access to individual sites or content.

SharePoint Site Collection Administrator

Site Collection Administrator (Full Control within the Site Collection) – The permission set will allow members of this group to create and configure sites, lists, libraries; configure site and site collection features and maintain permissions within the Site Collection..

SharePoint Site Owner SiteName Owner group (Full Control with exceptions) – The permission set will allow members of this group to create and configure lists, libraries and site features. This group’s permission set will be modified to exclude the ability to create new sites and administer permissions within the site.

SharePoint Contributor SiteName Members group (Contributor) – This group will have permissions to create, modify, and approve content within a specific site.

SharePoint Viewer SiteName Visitors group (Read only) – This group will have out of the box permissions to read content within the site.

Example – Security Request Flow

Initiate Request for Access

Request goes to Site Collection Administrator

Permission is Granted and user gains access to

siteYes

Permission is rejected based on Governance

Standards

No

Does the request meet Governance

Standards

Email sent with details.

Confirmation e-mail sent with details.

End Request for Access

Training Plan• Specify Training Examples for Roles• Training Options

Instructor Led, Self-Serve, Learning Bites, Lunch and Learns, etc.

• Look at Training from Different Levels:1. General Training – Overall on SharePoint2. Organizational Level Training – Specifics for Organization3. Departmental/Project Level Training – Specifics on

Processes when using SharePoint• List all Possible Training Resources

Example – Training MatrixRole Description Training FormatSharePoint Farm Administrator

Base documentation from Microsoft Microsoft Official Curriculum training course Knowledge transfer sessions Operations documentation

Classroom Hand On Training Online

SharePoint Business Analyst SharePoint Site Owner/Power User course from Microsoft training provider

Classroom Hand On Training

SharePoint Site Collection Administrator

SharePoint Site Owner/Power User course from Microsoft training provider

Knowledge transfer sessions Operations documentation

Classroom Hand On Training On Line

SharePoint Site Owner SharePoint Site Owner/Power User course from Microsoft training provider

Knowledge transfer sessions Operations documentation

Classroom Hand On Training On Line

SharePoint Contributor SharePoint end user training from Microsoft training provider Internal knowledge transfer sessions

Classroom Hand On Training On Demand Video On Line

SharePoint Viewer SharePoint end user training from Microsoft training provider Internal knowledge transfer sessions

Classroom Hand On Training On Demand Video On Line

SharePoint Approver SharePoint end user training from Microsoft training provider Internal knowledge transfer sessions

Classroom Hand On Training On Demand Video On Line

Example – Training ResourcesResource Description Training Format

Center of Excellence Site Build a SharePoint platform web/site that will be the single point of reference for anything related to the SharePoint platform. Links to training resources, materials, tips and tricks, user feedback, team members, etc…

Online

Online Microsoft Tools, Materials and Resources

End-user documentation End-user blogs Technical Administrator resources

OnlineLinked from COE

Office SharePoint Server 2007 & 2010 Training – Productivity Hub

A training solution built on the SharePoint platform that comes with SharePoint training materials and demos and allows administrators to develop specific task or role-based curriculums

OnlineSub-web of COE site

Solution and Scenario Training

Targeted training for specific your organization ClassroomHands-on

Microsoft Training Partners Classroom training from Microsoft Certified trainers using MS or custom curriculums

ClassroomHands-on

Internal User Group Internal group of SharePoint users who share knowledge on how SharePoint has been improved or used within the business

OnlineSub-web of COE site

Communication Plan• Enlist the Help of Internal Marketing• Detail the Target Audience and How/When

Communicated to• What is being Communicated?

New Release of Intranet/Internet/Extranet? New Business Intelligence Tools Updated Features

• How Often is Target Audience being Communicated with?

Example – Audiences and GoalsTarget Audience Goal Target

Completion DateAnd Updates

Delivery Mode and Responsibility

IT Steering Committee / Key Stakeholders

Final PlanKey Decisions

Target: 6/31/2009Updated: Monthly

Initial Meeting / Ongoing updates via Project Site By: Executive Sponsor

Corporate Leadership Team

Plan Approval Target: JulyUpdated: Quarterly

Special Meeting By: Executive Sponsor

Business Users Informational: Status Delivery Timeline What to Expect

Target: JulyUpdated: Monthly

EmailBy: Project Manager

Corporate Users Informational: Downtime Dates Contact Info

Target: JulyUpdated: Monthly

Intranet Broadcast By: Project Manager

Business Application Users

Testing / Training Target: JulyUpdated: Monthly

Email By: Project Manager

Help Desk

Informational Target: AugustUpdated: Monthly

Email By: Project Manager

Project Team Issues, Risks, Status Target: OngoingUpdated: Weekly

Regular Meeting By: Project Manager

Project Team Obstacles, Issues Target: OngoingUpdated: Daily

Regular Meeting By: Project Manager

Information Architecture Plan• Plan refers to Overall Hierarchy and Structure

of SharePoint Call Out Differentiation of Publishing versus

Collaboration• Detail first 2-3 levels of the Overall Hierarchy• Detail 2-3 Department/Project sites and type

of Information Displayed

Example – HR Department SiteContent SharePoint Feature / ConstructDepartment Mission Statement

Content Editor Web part used to display Human Resource missions statement principals

Human Resource Announcements

List view web part pulling data from an announcement list

Various link sections Content Editor web parts; display content specific information from the HR site including Benefits, Training, New Hire, etc.

Human Resources Contact Contact Details or Content Editor web part displaying information about the HR site’s contact

IT Help Desk Content Editor web part displaying contact information

Example – HR Continued

Document Management Strategy• Detail Out Document Storage Locations

Within SharePoint:• Publishing Sites• Collaboration Sites• My Sites

Outside SharePoint• Exchange Public Folders• File SharePoint• Vendor Applications – Document Management

• Usage of Content Types within Environment• Document Content Management Features to be used

Example – Content ManagementFEATURE DESCRIPTION USE WITHContent Approval Before content can be made available to members of

the SharePoint Visitors group it has to go through a quick workflow for basic approval.

All content include documents and SharePoint pages.

Versioning Documented historical look at changes made to content. This includes major and minor versioning.

All content include documents and SharePoint pages, best practices to use with SharePoint pages. Need to see history of content.

Check Out Checking out content (pages or documents) so that no one else can make changes. This content remains checked out until user finishes and checks information into SharePoint

All content include documents and SharePoint pages. Need to have only one person work on content at a time.

Document ID (Standard and Enterprise versions)

SharePoint automatically assigns a unique number (within the Site Collection) to content within SharePoint (documents). This is used for referencing information.

All content include documents and SharePoint pages. Especially useful when linking directly to a document or searching for a records within SharePoint.

Content Rating (Standard and Enterprise versions)

Users can rate content within SharePoint on a scale of 1 to 5. This can show how useful information is within SharePoint.

All content include documents and SharePoint pages. Useful for surfacing useful information from SharePoint.

Workflow Automation of a business process within SharePoint. This allows automatic routing for Approval or Feedback on content entered into SharePoint

All content include documents and SharePoint pages.

Search Strategy• Define the following within SharePoint

Scopes People Search Search Customizations Content Sources iFilters Keywords & Best Bets

• Use the Crawl – Walk – Run Approach

Infrastructure & System Architecture Plan

• More Technical in nature• Documenting:

Physical Architecture of SharePoint Environment Hardware & Software Requirements Use of Virtualization Capacity Planning Scenarios Use of Quotas Backup/Recovery and Disaster Recovery Service Accounts being used by SharePoint

Example – SharePoint Service AccountsLogin Role Description Permissionsdomain\spfarm Farm service account This account is the main farm

account that runs all administration services, such as Timer jobs and the SQL service. Also runs the application pools for administrative web applications

Create a domain user account, and add it to the local Administrators group of each SharePoint server in the farm. Requires dbcreator and securityadmin SQL server roles. Note: You must manually add spfarm to the local Administrators group on a server before installing SharePoint on that server.

domain\spcontent Content service account

This account runs the application pool for the non-administrative web applications.

Domain account

domain\spsearch Search service account

This account runs all search services.

Domain account

domain\spcrawl Content access account

This account is used when indexing content.

Domain account

domain\spservice SharePoint Service Application Account

Default account for the different service applications and will be the identity of the service applications app pool account.

Domain account

domain\spuserprofile SharePoint User Profile Service

Domain account

Support Plan• Documentation on Service Level Agreements

between Users and IT/SharePoint Support• Detail the Overall Support for SharePoint

Coverage by• Site Owners• Site Collection Administrators• SharePoint Farm Administrators• Network Administrators• Database Administrators

Governance Resources• SharePoint 2007 Governance Center

http://technet.microsoft.com/en-us/office/sharepointserver/bb507202.aspx

• SharePoint 2010 Governance Centerhttp://technet.microsoft.com/en-us/sharepoint/ff800826

• Joel Oleson Governance Planhttp://www.sharepointjoel.com/Lists/Posts/Post.aspx?ID=194

Questions

Thank You!