WHY SHAREPOINT GOVERNANCE IS
EVERYBODY’S RESPONSIBILITY
…AND PROBLEM
ABOUT MIND OVER MACHINES
• SharePoint Specialists Since 2002
• Handle Small To Large SharePoint/Office 365 Customers
• In-house SharePoint Expertise With Over 200 SharePoint Projects
• Deep Experience In Non-profit, Healthcare, Financial And Life Sciences
RECOGNITION
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Top 100 Workplaces
US Chamber of Commerce Small Business of the Year - Eastern Region
NIH Merit Awards
CTOs at Work: Best Technical Minds in Business
Inc. 5000 Fastest-Growing Private Companies
Top 50 Influential Marylander
Innovator of the Year
Maryland's 25 CEOs You Need to Know
Maryland Power Player
Top 25 IT Consulting Firm
Top 5 Software Development Firm
SmartCEO Smart100
SOME OF OUR CLIENTS
Aegis Mobile
Agora, Inc.
Allegis
American College of Veterinary Surgeons
AOL
Arbitron
Arch Insurance Group
Association for Manufacturing Technology
Avesis
Becton Dickinson
Bluestone Financial Advisors
Bowie State University
Boxwood Technologies
Broadridge Financial Services
Brown Advisory
Calvert Education
Catholic Relief Services
Ciena Corporation
CIO Forum
Cole Roofing
Congoleum
Connections Education
Coppin State University
CT Corporation
Cystic Fibrosis Foundation
Dunbar Armored
Element Fleet
Federal Home Loan Banks
Fidelity & Guaranty Life
Founders Financial
FOX Broadcasting
GE Capital
Hanger Orthopedics
Hotel Jobs Network
IKEA
Intuit
Johns Hopkins Medicine
Johns Hopkins University
Kayden Premier Contracting
Kearney O'Doherty Public Affairs
Law Offices of Peter Angelos
LearnWare
Lenderking
Lifebridge Health
Lion Brothers
Long Fence
Medifast
Motorola, Inc.
MRO Corporation
National Association of Realtors
National Committee for Quality Assurance
National Institutes of Health
National Registered Agents, Inc.
New Enterprise Associates
NMS Healthcare
Northeast Foods
OPPNA
RealTerm
RME360
Roadsmith
Saval Foods
Sentient Medical Systems
Shelter Group
Softrek
TBB Global Logistics
Tessco
US Army
US Chamber of Commerce
US Dept. of Health and Human Services
Unisearch
University of Maryland Medical System
Vibrant Commercial Technologies
VisionMark
Whiting-Turner Contracting
Wolters Kluwer
Words & Numbers, Inc.
Young Life
Zanninos
WHAT IS SHAREPOINT GOVERNANCE?
SEARCH SHAREPOINT GOVERNANCE IN GOOGLE:
“Governance is the set of
policies, roles, responsibilities,
and processes that control how
an organization's business
divisions and IT teams work
together to achieve its goals. ”
WHAT IS CORPORATE GOVERNANCE?
“Describes the framework of rules,
relationships, systems and
processes within and by which
authority is exercised and
controlled in corporations.”
SHAREPOINT GONE ROGUE
STAY AWAY FROM COOKIE CUTTER GOVERNANCE
SOME STATISTICS
• 65% of the companies said they were moderately to extremely challenged
in integrating SharePoint for electronic content management
• 69% of the companies indicated that SharePoint was customized to fit
organizational needs before deploying
• 78% of respondents reported that SharePoint "user experience was
inadequate"
• 17.6% stated that SharePoint was "great and adequately met their needs“
• 79% of the companies primarily rely on their internal staff to resolve
SharePoint issues
• 56% of the companies stated that they adopted an “in-house or informal”
training methodology to deploy SharePoint
STARTING FROM THE TOP
• If ALL the C-Level staff are not onboard…forget about it
• It’s not about technology, it’s about common sense
• Start with what it CAN’T do – lower expectations
• Kick the consultants and vendors out of room
• Somebody has to own SharePoint!
WORKING WITH SHAREPOINT’S SHORTCOMINGS
• Functional operation
• Previous experience
• Technical issues (performance, technical complexity)
• Not enough expertise
• Doesn’t work as a standalone product
• LACK OF GOVERNANCE
IN THIS CASE, MEETINGS ARE A GOOD THING
Requirements
Meeting
Migration
Meetings
Training
Meetings
Stewardship
Meetings
SharePoint
Installation/
Migration
Begins
Requirements
Meeting
Migration
Meetings
Training
Meetings
Stewardship
Meetings
ROLES & RESPONSIBILITIES
PROGRAM DRIVER
EXECUTIVE DRIVER
Should Be:
• Great at project management
• Primary point of escalation
• Can communicate across all departments
Should Be:
• Part of 90% of meetings
• An active participant
• An evangelist
• The final point of escalation
BUSINESS STEWARDS
IT STEWARDS
Should Be:
• Familiar with SharePoint
• Loud voice/clear communicators
• Understand all aspects of the business
Should Be:
• Unbiased
• Strong communicators
• Attend all meetings
EXAMPLE GOVERNANCE MAP
SharePoint Champion
CFO, CIO, CTO
SharePoint Owner
Communications Department
SharePoint
Steering
Committee
SharePoint Oversight
Committee
SharePoint
Security
Intranet Operations
Management
Content Area Owners
Corporate
Communications
Human
Resources
Finance
Legal
Risk
Management
WHAT'S INCLUDED IN A GOVERNANCE PLAN?
• Realistic Vision
• Realistic Mission
• Training Stages
• Target Audience/Segmentation
• Governance Model
• Organizational Goals/Mile Markers
• Departmental Goals/Mile Markers
• Objectives
• Action Plans
CONTENT POLICY
• Content Types
• Style Acceptability
• News Determinants
• Formatting
• Archiving
• Content Management System Rules and Directions
• Governance Roles & Responsibilities
• Taxonomy (classification)
• Site Provision/Registration
IN CLOSING
• Create a governance plan based on your corporate plan
• Someone has to be responsible for SharePoint
• Training is vital at every stage
• SharePoint will not work without everyone's involvement
• SharePoint adoption is a very small part
THANK YOU!
• Carl B. Johnson
• Senior SharePoint Architect
• cjohnson@mindovermachines.com
• Mind Over Machines