Why are we still talking about SharePoint Governance? · SharePoint Platform Strategy t t t t t e...
Transcript of Why are we still talking about SharePoint Governance? · SharePoint Platform Strategy t t t t t e...
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A practical approach to governing SharePoint in your business
Why are we still talking about SharePoint Governance?
Anders B. Skjønaa Partner
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About… • Partner, SharePointPeole.dk • 16 year in the it industry • 10 years with SharePoint • 6 years with Microsoft • Primary focus on Governance and Adoption in
mid-sized and large corporations across Europe • Worked on ”SharePoint Governance Framework” and
publishes articles and blogpost on SharePoint BDM subjects, as well as speaks at conferences and events.
• Trainer and content editor: ”SharePoint Governance and adoption Master Classes” and certification.
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This session • Principles of Governance
• SharePoint Platform Governance – Organization and Drivers
• SharePoint Governance Framework
• Operational Governance or Management?
• Practical Implementation Guide
Let’s do more Q&A online @EuropeanSP @skjoenaa
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Setting a few things straight… • Understanding Governance is hard…
• Governance is NOT operations management
• It is not ONLY about ”who can do what”
• Governance is there from DAY 1
• Governance is a practice – not a task
• It IS expensive NOT to do it…
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Governance Principles The foundation of proactive governance
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Defining goals and building plans
Stay in control and turn challenges into opportunities
People
Process
Technology
Goals
Compliance
Productivity
Culture Quality
Driving
Governance
as a practise
Realizing your business
Principles of a Governance practice
@EuropeanSP @skjoenaa
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The goal is to ensure that SharePoint investments deliver on business goals! Governance is effectively conducted through a solid framework. Preferably a framework that is adopted to the technology in question.
Reference frameworks for governance: www.isaca.org
SharePoint Governance Principles
@EuropeanSP @skjoenaa
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SharePoint Platform Governance A practical approach
to get going
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SharePoint Platform Strategy
Do
cum
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agemen
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Intran
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Extranet
Co
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Man
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Blu
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ove
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Gre
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Go
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SharePoint Service (Providing a common platform for applications)
”Green Governance” relates to applications and has a business focus. Examples: • Regulatory Compliance • Update frequency • Branding • Taxonomi (Metadata and tagging) • Workflow / proces latency • Training / Adoption
”Blue Governance” relates to the SharePoint infrastructure. Focus on driving the platform to meet changing requirements, including maintaining the Service Catalogue. Examples: • Application ”on-boarding” • Backup / Restore procedures • Change Request procedures • Security • Etc.
Storage Operating system Directory
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Organization and Drivers
Platform Governance
Board
Value to Business
User Adoption
Service Compliance & Security
Productivity & Quality
@EuropeanSP @skjoenaa
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Ap
plicatio
n A
Service
Service
Service
Service
Service
Ap
plicatio
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B
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plicatio
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C
Ap
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D
Ap
plicatio
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E
Role definitions from SharePoint Governance Framework Master classes
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SharePoint Governance Framework
Creating your governance plan
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S H A R E P O I N T V I S I O N
Business
Driver A Business Driver B
Business Driver C
System 1 System 2 System 3 System 4 System 5 System 6
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licy
Po
licy
Co
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Procedures/Guides Procedures/Guides Procedures/Guides
OP
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AL
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AF
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GO
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RISK MANAGEMENT will help to control operations to enable you to proactively steer towards your business goals
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S H A R E P O I N T V I S I O N
QUALITY PRODUCTIVITY COST
System 1 System 2 Customer Portal System 5 System 6
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Bran
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Co
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Security
Service
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licy
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Co
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Maste
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Reten
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Login
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Availab
ility
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Procedures/Guides Procedures/Guides Procedures/Guides
OP
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AL
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GO
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RISK MANAGEMENT will help to control operations to enable you to proactively steer towards your business goals
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@EuropeanSP @skjoenaa
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Are we doing Operational Governance
or Management?
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Governance in relation to Management
Governance Practise
Controls
S H A R E P O I N T F A R M S
Controls Controls
W E B A P P L I C AT I O N S
S I T E C O L L E C T I O N S
S I T E S
L I S T S & L I B R A R I E S
MANAGEMENT TOOLS • Usage Statistics • Reporting • Backup and Recovery • Service Monitoring • PowerShell
GOVERNANCE FRAMEWORK • Systems • Policies • Controls • Procedures
@EuropeanSP @skjoenaa
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Governance and Management
Governance Practise
Controls
S H A R E P O I N T F A R M S
Controls Controls
• Code deployment (Dev/Test/Staging/Production)
• User Access • Internet, Partner site, Internal…
• Performance in different regions of the world
• Redundancy • Security
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Governance and Management
Governance Practise
Controls
W E B A P P L I C AT I O N S
Controls Controls
• Upgrading individual apps. • Service applications • URL acces • Security
• Authentication Mode (Classic or Claims) • Application isolation
• Blocked File Types • Maximum Upload size • SharePoint Designer support • Self Service Site Creation
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Governance and Management
Governance Practise
Controls
S I T E C O L L E C T I O N S
Controls Controls
• Ownership • Administration • Locks & Quotas • SharePoint Designer (Again!) • Features (Also multiple places) • Sandboxed Solutions • Search • Auditing • User Management
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A high-level, but yet practical Implementation
Guide to SharePoint Governance
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Governance Practise implementation phases
4. Monitoring and Evaluating
1. Planning & Organizing
2. Aquisition & Implementation
3. Delivery & Support
@EuropeanSP @skjoenaa
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Planning and Organizing
Aquisition and Implementation
Delivery and Support
Monitoring and Evaluating
SharePoint Governance Implementation Guide
PLANNING AND ORGANIZING
1. Establish Governance Board • Use the governance organization model
2. Identify business goals (Business Impact Areas)
• Get inspiration from the governance principles; Business impact, Security, Productivity, Compliance
3. Update your business plan • If you dont have one, build it now – include strong and clear platform
vision
4. Get the management committed • Ensure funding for the lifetime of the platform. This includes a reasonably
calculated yearly governance and development cost.
5. Build the Platform Service Catalogue • Limit the catalogue to the services you need now, and make a service roadmap
for the rest
6. Define Change Management procedures How, what, who?
7. Create communication plan • Strong communication is required to get people to act in compliance
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SharePoint Governance Implementation Guide
AQUISITION AND IMPLEMENTATION
1. Identify existing relevant policies
• Corporate policies may have impact on platform design • You must design your SharePoint services to comply with
these policies
2. ”Aquisition” of solutions running on the platform • Start easy and create a ”pipeline”
3. Identify what systems should be controlled • A system is ANYTHING that has a policy attached
All systems MUST have a reasonable business impact!
4. Build policies for all systems • A Policy describe how a system supports specific business impact
5. Create the operational team for each service and system • This team will change during the lifetime of the platform.
6. Run relevant training activities • It is important to create a shared vision for the platform – top to bottom. • Introducing the framework help people understand their role
and resposibilties
Planning and Organization
Aquisition and Implementation
Delivery and Support
Monitoring and Evaluating
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Planning and Organization
Aquisition and Implementation
Delivery and Support
Monitoring and Evaluating
SharePoint Governance Implementation Guide
DELIVERY AND SUPPORT 1. Create your ”Governance Center”
• Dont let your hard work end up in a document
2. Create meeting schedule • Make sure the governance board meets often and quickly gets into the
proces of driving this organization
3. Master Change Management from day one • Make sure you manage expectations and gain trust among business
users • Dont launch ANYTHING before you are READY
4. Communicate broadly • Use business impact areas and solutions to give examples of
what value SharePoint will bring to the organization • Engage the management team on a regular basis
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Planning and Organization
Aquisition and Implementation
Delivery and Support
Monitoring and Evaluating
SharePoint Governance Implementation Guide
MONITORING AND EVALUATING 1. Monitor business impact status daily
• The SharePoint governance lead should spend about 20% of time on this – perhaps more in the early endavours
2. Keep a high communication level • Governance must be visible and procedures transparent
3. Drive Change Management hard • Things will change as the platform gets adopted – and they should!
4. Cash in... • By maintaining a fixed focus on the business impact of SharePoint,
using The SharePoint Governance Framework will continue to help you drive value from your investment.
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=SUM(Slide1:Slide25)
• Principles of Governance – Business Impact, Security, Compliance & Productivity
• SharePoint Platform Governance – Organization and Drivers
• Use a Framework
• Operational Governance is related to Management, but they are NOT the same!
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Anders B. Skjoenaa www.sharepointpeople.dk [email protected]
Updated slides: sharepointpeople.wordpress.com
Let’s do more Q&A online @EuropeanSP @skjoenaa