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
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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
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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
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“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
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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
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Determine your position.
Prioritize business objectives.
Identify a destination.
Identify supporters.
Draft a plan.
Repeat.
Common Scenarios
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New implementation
Cleaning up a mess
Weak governance
Regulated environment
Top down organization
Small operation
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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
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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
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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
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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
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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?
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Security & Permissions
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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
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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
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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!
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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