Governance: The what and who for SharePoint
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Transcript of Governance: The what and who for SharePoint
The What and Who for SharePoint
Mary Ann Lorkowski
Sr. SharePoint Business Analyst
Getting Specific about Governance
SharePoint Saturday Virginia Beach Sponsors January 7, 2012
About Me
Expertise: Collaboration Strategy, User
Adoptions, Governance, Enterprise Content
Management, Roadmaps.
Have guided various companies through SharePoint Planning and
Implementation
Blog: http://sp.itbizblog.com – A blog dedicated to uncovering
business solutions using SharePoint
@mdlorkowski
Agenda
What is SharePoint governance and why it is
important
Which facets of SharePoint planning and
implementation need governance
Steps for developing effective governance
Bringing it all together
Q&A
What is Governance?
“If management is about running the business, governance is
about seeing that it is run properly”
-R. Tricker
According to Cooper and Edgett…
“ Governance is about the processes through which a company
implements strategy, allocates resources and makes
decisions at various organizational levels, across functional
areas, and among individual business areas within the
company.”
“Governance is a set of policies, roles and
responsibilities, and processes that guide, direct, and
control how an organization’s business and IT teams
cooperate to achieve business goals.”
According to Microsoft…
SharePoint Server 2010: Governance Model
IT Governance
Information Management
Application Management
Software
Services
Information Architecture
Customization Policy
Sandboxed Solutions
Branding
Lifecycle Management
Benefits of having a Comprehensive
SharePoint Governance Plan SharePoint governance plays a vital role in ensuring that all of the
components of your planning and implementation strategy work
together.
Helps ensure the best return of your SharePoint investment
Helps protect your organization from security threats and non-
compliance liability
Stream-lines the deployment of your SharePoint Server 2010
Helps ensure that resource deployments are clearly aligned
Helps ensure that business decisions are clear and timely
When designing SharePoint governance
always remember “The first step on the
major journey is the longest one”….
Steps for Developing Effective Governance
Get Support
Define Goals and Objectives
Identify Processes
Define Policies
Define Roles and Responsibilities
Develop an Education Strategy
Document the Governance Plan
Form an Ongoing Plan
Get Support
Human Resources
Corporate
Communications
Information Technology
Training
Knowledge Manager
Associates/Employees
Define Goals and Objectives
Business goals and objectives for example:
GOALS OBJECTIVES
Improve employees’ learning and
efficiency
Provide better site navigation, document search, and people search
Improve information sharing
between employees and external
partners
Provide better content
management for the organization
Create project sites that provide a platform for collaboration
Leverage enterprise content management features to support entire life cycle of the document
Identify Processes
How users will request a new site
What trainings they need before they can
use or request the site
When to introduce new features
Site Turn Over
Waiting for
Approval
Site Request
Sample Site Building Process
Define Policies
Search and Navigation
Content Types
Wireframe and Site Map
Managed Metadata
Information Architecture
Customization Policy
Sandboxed Solutions
Branding
Every organization’s policies are unique. Be sure to include:
Different Types of Site Require Different Governance Policies
My Sites
Projects and Workspaces
Group and Team Sites
Divisional Sites
Corporate
Site
Controlled
Tightly governed
Site Owners
accountable for all
content
Ad hoc
Loosely governed
Shared
accountability
Permanent
Knowledge Management
Applications
Permanent
Knowledge Management
Information Sharing
Temporary
Collaboration
Permanent
Personal
Information
Public/
Private
Views
Financial
Stakeholders
IT Leaders
Business Division
Leaders
Information Architects or
Taxonomists
Compliance
Officers
Development
Leaders
Information
Workers
Executive
StakeholdersTrainers
Define Roles and Responsibilities
Site Roles:
Site Sponsor Site Steward Site Designer Site Users
They are the Gatekeepers
Develop an Education Strategy
Adoption is one of your
keys to success
Develop a comprehensive training
plan
Build your own SharePoint user
group
Communicate regularly
Document the Governance Plan
Gives you a tangible reference
Serves as your guide to make
clear and timely decisions.
Goals and Objectives
Roles and Responsibilities
Processes
Policies
Training
Ongoing Plan
Governance Plans should Include:
Develop an Ongoing Plan
Keep moving forward
Governance committee should
meet regularly
Adjust your governance base on the
changing environment of your
organization
Keep it visible!
Bringing it All Together
When it comes to designing SharePoint
governance, one size does not fit all
SharePoint governance should match your
company’s needs
Key decision-makers must be a part of your
governance
Governance must be visible
Governance must be flexible and adaptable
Important Governance Resources
SharePoint Server 2010 Governance Model:
http://go.microsoft.com/fwlink/?LinkId=200533
SharePoint 2010 Governance Planning:
http://go.microsoft.com/fwlink/?LinkId=197150
Implementing Governance on SharePoint 2010:
http://go.microsoft.com/fwlink/?LinkId=201195
SharePoint Server 2010 Governance Resources:
http://go.microsoft.com/fwlink/?LinkId=197150
Good Books about Governance
(quoted above):
SharePoint Saturday Virginia Beach Sponsors January 7, 2012