Bennett Adelson. Microsoft Solution Center. Independence OH February 4, 2010 BENNETT ADELSON...

GOVERNANCE IN THE CONTEXT OF SHAREPOINT 2010

Kuba Njie ([email protected])

Bennett Adelson . Microsoft Solution Center . Independence OH February 4, 2010

B E N N E T T A D E L S O N M i c r o s o f t ® S o l u t i o n C e n t e r

WHY DO YOU NEED A

GOVERNANCE PLAN?

CHALLENGES WITH

SHAREPOINT GOVERNANCE

QUESTIONS

GOVERNANCE IN THE CONTEXT

OF SHAREPOINT

COMMON MISTAKES AND OVERCOMING CHALLENGES

SHAREPOINT 2010

GOVERNANCE DETAILS

AGENDA

SharePoint governance covers usage and design

SharePoint governance is the set of roles, responsibilities, and processes that you put in place in an enterprise to guide the development , implementation and use of a solution based on SharePoint products and technologies

Needs structure and a framework to measure success


Governance

Design Support

Operate

Optimize Change Use


Clarifies your plan for SharePoint design and usageCreates a structure and a framework to measure the success of your solution over time

Help reduce the TCO of your SharePoint solution

Establishes clear decision making authority and escalation procedures

Ensures that your portal strategy is aligned with business objectives so it can deliver the expected business valueYou’re entrusting your users with a lot of power – help them use it responsibly

WHY A GOVERNANCE PLAN?

CHALLENGES WITH SHAREPOINT GOVERNANCE

Most people do 3 things in regards to SharePoint governance:

Using random governance templates or processes & Implementing them without taking into account the organizational cultureThinking that a series of policies is actually going to be effective for a SharePoint governance strategy or framework Using the word ‘governance’ to characterize a gazillion things because it sounds nifty and is ambiguous enough to apply to everything


I found this online, it should do for our governance plan SharePoint governance is not solely policy

definition and implementation

Standard, bare-bones policy management by definition is composed of three things:

Definition

Auditing

Enforcement

Most people start and stop with the first one, Definition!


Proper governance requires vertical tooling in the same way that applications are developed with industry understanding in mind

Assuming that the same series of governance steps will provide the same governance results is FALSEGovernance deployments are unique and individual to organizations

Broad governance concepts do have applicability but lack the granular components required for a holistic closed loop governance solution


Lack of Support Guidance and limited standardization fragments delivery capabilitiesNot weaving SharePoint performance and scalability methodologies into your engineering cultureGaps in operational readiness with regards to organizational capability as to people, roles and uniform processes and standards needed to optimally support and manage SharePointLoosely defined solution infrastructure ownership and accountability


Governance means everything. Huh?

Organizations that are serious about governance need to inspect their current business state and develop the governance strategy around it

Not clearly defining policies on acceptable SharePoint use

Ignoring capacity planning

Empowering users without appropriate training and guidance

Inadequate resources to manage and support your environments

Letting users manage security without proper trainingLack of proper documentation

The best technology cannot prevent mistakes

Lack of a well defined strategic roadmap for your platform

COMMON MISTAKES

OVERCOMING THE CHALLENGES

Pre-define governance policies

.NET development skills

Empower your end-users

Train and communicate polices to end-users

SharePoint is not a silver bullet and if used wrongly no governance plan can save youUnderstand when SharePoint is not the right solution

SHAREPOINT 2010 CONSIDERATIONS

Social Computing

Governance planning is going to be important in SharePoint 2010 due to the increased emphasis and availability of social computing features; means there are more types of content to manage and govern“Social data” usage such as tags, bookmarks ,ratings and overall metadata will increase and should be encouraged. You should provide your users both guidance and encouragement for their use.


Managed Metadata (Taxonomy)

Consistent terminologyBetter search resultsEnhanced end-user experienceBetter taxonomy

Managed Metadata definition from Microsoft TechNet:

“Managed metadata is a hierarchical collection of centrally managed terms that you can define, and then use as attributes for items in Microsoft SharePoint Server 2010.”

The management of Enterprise Corporate Taxonomy in SharePoint 2010 will need to have an owner

http://technet.microsoft.com/en-us/library/ee424402(office.14).aspx


Managed Metadata

Managed Keyword or Managed Term – Allow users to key in phrases or key words

These two terms can be confusing to users - make sure you help them understand it and it’s benefits


Records Management

2010 offers a more comprehensive records management capabilities to give record keepers a more traditional set of functionality

eDiscovery controls have been expanded dramatically for 2010, making it possible to declare any piece of content as a record with all of the record keeping control that goes with that

This gives enterprise administrators more control of the environment


Records Management

In-Place Record vs. Record Archive

Might need both – decide which and when


Resource Governor

SharePoint services will run more efficiently as SharePoint resource consumption is managed with the ability to have well defined thresholdsWill help database performance as blocking in SharePoint databases will be reducedHave conversations with your stakeholders and users about thresholds


Content Organizer

Used to route documents based on metadata

Partition mechanism - Where did my document go?

Educate and encourage your users to be accountable for their content


Governance Plan Document

Break documents into sections Vision

Roles and ResponsibilitiesGuiding PrinciplesPoliciesGuidelines/Best PracticesProceduresDo not include

Implementation DetailsNetwork RequirementsFeature Requirements

CONCLUSION

Measure how well you are doing and keep refining your governance documentsContinuously engage your stakeholders and users about future plans or changes in your environmentAssess solutions before deploying into the environment

•Lack of End-to-End support processing which is critical for the success of Upstream Foundation and the User Experience Team (Common Dashboard Framework).

End-to-End support processing will be critical for the success of SharePoint environments and USER EXPERIENCE

•Lack of End-to-End support processing which is critical for the success of Upstream Foundation and the User Experience Team (Common Dashboard Framework).

Do post deployment assessments to identify gaps in your delivery capabilities

Remember…..

THANKS

Kuba Njie [email protected]

Advanced Infrastructure TeamBennett AdelsonIndependence OH

Bennett Adelson. Microsoft Solution Center. Independence OH February 4, 2010 BENNETT ADELSON...

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