A five step guide to SharePoint governance
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THE BASICS Claudia Frank, 17 Sept 2014 SHAREPOINT GOVERNANCE
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Learn the principles of SharePoint governance in 5 easy to follow steps. Learn what SharePoint governance is, why it is important, why it varies in dependence of site types. Most importantly, learn the key rules that makes your SharePoint platform a success via a well-defined AND lived SharePoint governance.
Transcript of A five step guide to SharePoint governance
T H E B A S I C S
Claudia Frank, 17 Sept 2014
SHAREPOINT
GOVERNANCE
What is SharePoint governance?
AGENDA
Why governance?
Governance needs vary
Principles to governance success
Key take aways
What is SharePoint Governance?
What is SharePoint Governance?
SHAREPOINT GOVERNANCE
Set of policies, roles, responsibilities and
processes that guide, direct, and control
how an organization’s business divisions
and IT teams cooperate to achieve
business goals.
Why Governance?
months
Digital content doubles every
SOURCE: IDC, SURVEY 2011
Why governance?
Gartner’s CIO survey in 2012 indicates an
increasing push in analytics, collaboration and
cloud computing. Presumably by 2016, 20% of
CIO’s in regulated industries might loose their
jobs due to failure to implement the discipline of
information governance properly.
Why governance?
Failing to plan is planning to fail
Business threat
Site sprawl
Lawlessness(Records,
eDiscovery)
Dramaticstoragespread
The result of no SharePoint governance
Why governance?
Failing to plan is planning to fail
No rules for SharePoint usage
No risk management for SharePoint
No security and permission guidelines
No user training and guidance
The worst things you can do
GOOD
GOVERNANCE
ENSURES…
Why governance?
Governance helps achieving business goals
Establishes clearprocesses for new
features and policies
Ensures
content quality
Establishesescalationsprocedures
Avoids content
sprawl
Good
governance
Governance needs vary …
Governance needs vary …
Portal
Divisions
Departments
Teams
Project groups
internal blogs
My sites
(bios, blogs, social)
Incr
easi
ngri
gidi
tyof
Gov
erna
nce
Few authors/many readers
Many authors
Corporate communicationCentral taxonomyCentral navigationEnterprise search
Division newsBusiness processesResources
Team and projectcollaboration
personal
Governance needs vary …
Incr
easi
ngri
gidi
tyof
Gov
erna
nce
Source: Jornata ’Essential Sharepoint 2013’
Central published site
My sites
Divisional published site
Group and team sites
Projects and workspaces
Steps to governance success
Principles to governance success
First: Define your vision
Define yourvision
Platform fordocument
Management
Collaborationplatform for
teams
...
Create a visionstatement
…
…
…
Principles to governance success
Second: Identify risks
Permissions
Password policies
Compliance and Auditing
Records Management
…
Security Entitlement tocreate sites, libraries, listsetc.
…
Site sprawl
…
…
Principles to governance success
Third: Put the right time together - early
A governance team should consist of:
IT PROFESSIONALS &
BUSINESS PROFESSIONALS
Principles to governance success
Third: Put the right team together
Excecutive Sponser
Governance board
IT Specialists
Site Owner
Users
…
Principles to governance success
Fourth: Define Policies
How and whenSharePoint tobe used
How to keepthe informationsecure
Usagepolicies
Manuals andtutorials
Training andsupport
Request newfunctionality
Help policies
Principles to governance success
Fifth: Define Content Management Plan
Who can change andapprove content?
How often content needsto be reviewed?
Who will manage contentsecurity?
Do you need a file plan for records management?
Publishing pages: Map all site content to owner, content, update schedule
How do want to securethat old, unnessary filesare destroyed?
Principles to governance success
Sixth: Plan and execute user adoption
Peop
le don
’tlik
e ch
ange • Show
benefits
• Get asmanypeopleinvolvedaspossible
• Start small
Cre
ate
pilo
tgr
oups
• Show livingexamples
• Use socialfeatures
• Create incentives
Hav
ea
clea
rtr
aini
ngpl
an • Train thetrainer
• Training specific torole
• Training isan ongoingissue
Key take aways
Key take aways
Keep your governanceplan simple
Train your employeesaccording to role
Failing to plan = Planning to fail
A good governanceplan is not a constraint, it is a help
You don’t need everyfancy feature
True governancehandles compliance in order to manage risk
Key take aways
SharePoint 2013 Governance (TechnNet)
FURTHER RESSOURCES ABOUT SHAREPOINT GOVERNANCE:
!
SharePoint
Training
Project Management
needs Germany
Please contact+ 49 611 5055755 or visitwww.frank-trainings.de
