Necessary SharePoint Governance 6/18/2013 Deliver Solutions, Deliver Careers, Deliver Results Agenda • What is Governance? • The Case for Governance • Governance Concepts • Getting Started • Considerations • Governance with ControlPoint • Review • Demo Today’s Speakers @AliciaOCTS @SharePointKG Company Overview • • • • • Regional IT professional services firm Established in 1993 Five offices in the Southeast 200+ employees 200+ clients in various industry verticals SharePoint Experience 35 SharePoint Certifications 15 Consultants 80+ SharePoint Projects Across 50 Clients 15% of Company Revenue 10 Years of Internal Use Information Architecture & Taxonomy Governance Planning Adoption & Training Branding Services Migration Corporate Intranets Collaboration Portals Internet Sites Extranets & Member Portals Application Integration Portals Portal Solutions Portal Assessment Deployment Planning SharePoint Offerings Enterprise Social & Collaboration Content Management Workflow & Business Process Automation BI & Reporting Enterprise Search Infrastructure Planning & Deployment Services Support - D/R Planning - Infrastructure Advisory - Farm Administration Factory Model • Collapse delivery timeframes • Continuous SharePoint skill improvement • Highly collaborative team based delivery Factory Roles • • • • • • Architect Branding Developer Infrastructure Migration Power User Technology Partners Industry Partners Satisfied Customers What is Governance? Define SharePoint Governance Difficult to define • Varies by • Organization • Region • Department • Person Governance Provides • Guidance, direction • Controls • Increased efficiency • Cooperation • Risk reduction The definition is unique to the organization. Clarify the Goal Governance Is … Governance Is Not … A Process A Task Planned Guidance Spontaneous Transparent, Documented processes Cumbersome Bureaucracy Organization & Optimization Whimsical & Inconsistent An Innovation Catalyst Hindrance Encourages desired behavior Punishment Cooperation Adversarial Think “training wheels”, not “hurdles” Landscape • • • • • “Companies using 3rd party tools are more than twice as likely as those not using management tools to have a written plan.“ Axceler Survey of 1000+ Respondents 67.2% “Governance is critical” 26% “Governance is well-defined” 51% Have no governance strategy implemented 70+% do not fully understand governance HELP! CRITICAL Source: SharePoint Governance Maturity Benchmark (January 2013) WELL-DEFINED The Case for Governance Governance Necessity • SharePoint should not be unleashed in a vacuum • Without governance, SharePoint will run wild • Uncontrolled content expansion • Sites • Content • Permissions • Process vacuum • Reviews • Approvals • Audit • User adoption suffers • Search experience degrades This is What Happens www.axceler.com @buckleyPLANET 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Policies Templates Evaluations Requisitions Client List New Projects Presentations Newsletters Requirements Contracts Why Not? • Other major systems are governed tightly • ERP • Data Warehouse • HRIM • CRM • Structure, Standards, Owners, and Processes • SharePoint requires a substantial investment • Use it wisely Governance Concepts Governance Concepts Areas Site Types Source: Governance – SharePoint Server 2010 Stakeholders Concept: Areas Organizational govern software & services IT Governance Information Management Application Management Source: Governance – SharePoint Server 2010 Informational govern user generated content & info Operational govern custom solutions Concept: Site Types GOVERNANCE High Low Enterprise Portal Regional Portal Department Team Site Project Site My Site Concept: Stakeholders & Training • Align governance policies with corporate goals • Create and consistently use a Governance Team • Regular policy reviews • Governance success requires user adoption • Train & educate users • Create “good content” • Properly configure search Business Process Engineers Executive Stakeholders Taxonomy Compliance Development Leaders Information Workers Trainers IT Managers Financial Stakeholders IT Engineers Concept: Governance Alignment • SharePoint governance should compliment corporate direction • The SharePoint Governance Team should be able to explain how their efforts contribute to SharePoint Governance System Governance IT Governance Corporate Governance Getting Started Evaluate 1. 2. 3. 4. 5. 6. Determine your position. Prioritize business objectives. Identify a destination. Identify supporters. Draft a plan. Repeat. Common Scenarios 1. 2. 3. 4. 5. 6. New implementation Cleaning up a mess Weak governance Regulated environment Top down organization Small operation 7. 8. 9. 10. 11. 12. Source: How SharePoint Governance Scenarios are Like Snowflakes Established IT governance Loose Cannons Fort Knox & Wild West Single Focus Technical Focus Hybrid Site Map • Create a model of your farm • Define corporate direction • Evaluate for scalability • Define destination • Reorganize? Governance Team • Cross-functional • Collaborate to create a governance plan • Regular meetings • Encourage feedback & involvement • Diverse membership • Announce achievements & innovations • Transparent mission Developers Audit QA Corporate Process IT Executive Admin Governance User The Plan 1. 2. 3. 4. 5. Customize for your organization Prioritize business goals Map goals to technology Consult with users Planning • Financial (Allocation/Chargeback) • Operational • Development • Coordination 6. Review & Refine Source: SharePoint Governance: A Definitive Guide Sample Governance Plan Considerations Understanding SharePoint • • • • • • Establish a shared comprehension of how SharePoint works Allow stakeholders to speak the same language Demonstration may be required Use business cases Discuss capabilities & limitations Manage expectations Architecture Create a model of your farm (site map) Assess your farm for maintenance & scalability Executive Support Leadership support is required for platform success Policies Document & share the expectations for standards & processes Continuous Improvement Always find ways to improve Transparency Create a governance site Allow users to see governance framework; elicit feedback Accountability Document owners & stakeholders (RACI) Who owns sites, processes, solutions, taxonomies? Consistent Change Management Planning, transparency, communication Metrics & Reports How do you define platform success? (page views, content expansion?) Exalt innovations & achievements; quantify & show the business value User Involvement Include users in all aspects governance planning Develop platform advocates Source: Seven Steps to a Successful SharePoint Governance Plan User Adoption Keys to Success Your Organization • • • • • • • • • • Should governance be a priority? Is governance well defined in your org? How does your org use SharePoint? How mature is your governance model? What capabilities do you desire for your org? What does the end state look like? Is there a need to reorganize your farm? Could your org be more productive? More efficient? Are SLAs necessary? “Knowing yourself is the beginning of all wisdom.” -Aristotle Usage • • • • • • • • • • Which sites are most/least visited? Which users are most active? Are sites configured & branded consistently? Which site/content is growing fastest? Which web part(s) are most/least used? Which features are most/least used? What is the plan for future growth? Find out! Generate & publicize reports Quantify & share the business value Content Create Use Dispose Is SharePoint a “dumping ground”? Do you have a content lifecycle? Do you need one? Time for “spring” cleaning? Do you have standards for content quality? (fresh data, recent documents) • Do you have information management policies in place? • Do you have a social media content plan? • • • • • Security & Permissions • • • • • • • • • Who monitors SharePoint licenses? Who can access sensitive content? Who audits and/or reassigns permissions? Who removes orphaned users? (not in AD, exists in SP) Who audits content? Who backs up permissions? Who owns and manages permissions at site & list levels? Who will enforce policies and how? How will your org deal with breaches & leaks? Service • • • • • • • Do you have a SharePoint team? Treat all requests as client requests Timely responses Do not hinder innovation/productivity Keeps users engaged & interested Create advocates for the platform Develop future members of the Governance Team Investment Gaps OOTB? Tools Vendors Automation Efficiency Capability Cost Governance with ControlPoint Governance with ControlPoint • Automate governance • Understand your farm • Analyze activity, users, permissions, web parts, & storage • Enforce governance • Audit & alerts • Permissions cleanup & reassignment • Global policies • Copy/Move • Move quickly from test environment to production ControlPoint Architecture SQL ControlPoint Web Application Object Model SharePoint Data/Metadata SQL SharePoint Web Front End Source: Axceler Academy ControlPoint Data Store Axceler Customers Aerospace & Defense Biomedical/Pharmaceutical Business Services Consumer Education Energy & Utilities Financial Services Government/Public Legal Manufacturing Media Technology More Information • Email Christine Leonard • christine.leonard@axceler.com • Download an evaluation copy of ControlPoint • http://www.axceler.com/downloads/index • Axceler’s Blog • http://info.axceler.com/blog • Axceler on YouTube • https://www.youtube.com/user/axcelercorp In Review Summary • • • • • • • Governance should fit your organization Define it for your org Alignment Governance Team Governance Plan Apply the Keys to Success Invest Demo! Resources Governance – SharePoint Server 2010 http://is.gd/duv3ZT Governance Overview (SharePoint Server 2010) http://is.gd/ucXtW0 Seven Steps to a Successful SharePoint Governance Plan http://is.gd/escYbl How SharePoint Governance Scenarios are Like Snowflakes http://is.gd/mAA2Ck 2012 SharePoint Survey showcases governance concerns http://is.gd/xZuzaH SharePoint Governance Maturity Benchmark http://is.gd/06wsHr SharePoint 2010 Governance Plan http://is.gd/DJ4Jta ViewPoint! • • Free analysis and reporting tool Insight from a single dashboard • Permissions levels • No. of Users • Origin of permissions • Complete permission details report • Requires full control or administrator access to SharePoint http://www.axceler.com/products/viewpoint-products/index askcts.com Alicia O’Neal SharePoint Factory Technical Lead @AliciaOCTS aoneal@askcts.com 205.259.2440 © 2012 Computer Technology Solutions, Inc. Kenny Gordon SharePoint Factory Analyst @SharePointKG kgordon@askcts.com 205.259.2387