beyond the buzzwords: implementing end-to-end sharepoint governance and compliance
Post on 01-Jun-2015
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Implementing End-to-End SharePoint Governance and Compliance
Dan HolmeMicrosoft Technologies Analyst & EvangelistMVP, SharePoint Server
danholme http://tiny.cc/danholmepresentationsdan.holme@intelliem.com
ConsultantDan Holme
Dan Holme
INTELLIEM AuthorMAUI, HAWAIIAvePoint
danholme http://tiny.cc/danholmepresentationsdan.holme@intelliem.com
How do we implement effective, reliable, and compliant service delivery (for SharePoint)?
Governance
SharePoint Doesn’t
Matter
Business Matters
Business Outcomes
ServiceDelivery
GOVERNANCE
Governance is the set of policies, roles, responsibilities, and processes that guide, direct, and control how an organization's business divisions and IT teams cooperate to achieve business goals.
Governance
Define
Design Develop
Deploy
Manage
Measure
Modify
Change
Operations
Business Outcomes
ServiceDelivery
People
Process
Policy
People
Process
Policy
Innovation
Roles of GovernanceManage innovationDefine business needEnumerate business & technical “requirements”Identify risks vs. rewards; costs vs. benefitsAssign roles and responsibilitiesManage development of solution
Manage changeDeployment of solutionUser adoption of solution
Manage operationsDefine policies to which the service is managedVerify performance
Perfect 10
1. Identify Business Need
Define the Business NeedQuestion Identifies
What are we trying to achieve?
Outcomes
Why does it matter? Business Value
To whom does it matter? Politics
How do we know it worked? Metrics
Guidance: Identify Business NeedEstablish channels to identify needAssign responsibility for analyzing needDefine business needOutcomesBusiness valuePoliticsMetrics
2. Determine Feasibility
Define Business CaseQuestion Identifies
What is the business need? Benefit
Can it be delivered today? Suitability
What would it take to deliver? Cost
What could go wrong? Risk
Guidance: Determine FeasibilityEstablish processes to determine feasibilityAssign roles & responsibilitiesDocument business case for solutionBenefitSuitabilityCostRisk
Approve the business case
3. Establish a Project
The D’sDefine the solutionDesired outcomesStandardsPolicies
Design the solutionTechnical requirementsDesign specification
Develop the solutionBuild in iterationsValidation
Deploy the solutionDelegate to operations
Define
Design
Develop
Deploy
Delegate
Guidance: Establish a ProjectDetermine how you will progress through “The D’s”Assign responsibilities for project management
4. Architect the Solution
BusinessOutcomes
TechnicalConsiderations
InformationClassification
Information Management
Policies
ServiceArchitecture
InformationArchitecture
Information Management
Standards
Service Management
Policies
FunctionalPreferences
InformationManagementArchitecture
FunctionalDesign
Project ConstraintsBudget, Timeframe, Resources
Guidance: Architect for ComplianceEstablish policyIdentify scopes and controls that enforce policy
Logical ArchitectureFarm
Web AppService
AppZone
Content DB
Site collection
Site
List / Library
[Folder]
Item / Document
Tenancy
Farm
Farm
TEAMS
Content DB
Site collection
Project B
Site collection
Project A
Scope(Top Level Site)
Control(ACL)
Control(Site Collection Admins)
Scope(Site Collection)
POLICY:OWNERSHIP
POLICY:ACCESS
Farm
TEAMS
Content DB
Control(Farm Architecture)
Scope(Farm)
POLICY:99.9% Uptime
Guidance: Architect for ComplianceEstablish policyIdentify scopes and controls that enforce policyMeasure cost of enforcement vs. risk of non-enforcement: The Two ROI’s™Return on InvestmentRisk of Inaction
Document the riskWhere service architecture doesn’t support “requirements”, there is risk
Bubble up the risk
Definition to DesignBusiness
Outcomes
TechnicalConsiderations
InformationClassification
Information Management
Policies
ServiceArchitecture
InformationArchitecture
Information Management
Standards
Service Management
Policies
FunctionalPreferences
InformationManagementArchitecture
FunctionalDesign
Project ConstraintsBudget, Timeframe, Resources
DesignDefine
Definition to DesignBusiness
Outcomes
TechnicalConsiderations
FunctionalPreferences
Project ConstraintsBudget, Timeframe, Resources
Definition to DesignBusiness
Outcomes
TechnicalConsiderations
InformationClassification
InformationArchitecture
FunctionalPreferences
Project ConstraintsBudget, Timeframe, Resources
Information Architecture
Describe contentMetadataContent types
Content findabilitySite mapSearch optimization
Facilitate information management
Definition to DesignInformation ManagementPOLICIES
Security (Permissions)Compliance (Records)Lifecycle Management
CaptureStoreDeliverPreserveDelete
http://www.avepoint.com/assets/pdf/solution_briefs/Enterprise_Content_Management.pdf
BusinessOutcomes
TechnicalConsiderations
InformationClassification
Information Management
Policies
InformationArchitecture
Information Management
Standards
FunctionalPreferences
Project ConstraintsBudget, Timeframe, Resources
Definition to DesignService ManagementPOLICIES
Uptime (availability)Data protection (integrity)
Content recovery
Business continuityDisaster recovery
PerformanceStorageInteroperability
BusinessOutcomes
TechnicalConsiderations
InformationClassification
Information Management
Policies
InformationArchitecture
Information Management
Standards
Service Management
Policies
FunctionalPreferences
Project ConstraintsBudget, Timeframe, Resources
Definition to DesignArchitecture Design Specifications
BusinessOutcomes
TechnicalConsiderations
InformationClassification
Information Management
Policies
ServiceArchitecture
InformationArchitecture
Information Management
Standards
Service Management
Policies
FunctionalPreferences
InformationManagementArchitecture
Project ConstraintsBudget, Timeframe, Resources
Definition to DesignBusiness
Outcomes
TechnicalConsiderations
InformationClassification
Information Management
Policies
ServiceArchitecture
InformationArchitecture
Information Management
Standards
Service Management
Policies
FunctionalPreferences
InformationManagementArchitecture
FunctionalDesign
Project ConstraintsBudget, Timeframe, Resources
Definition to DesignProcessSpecifications
Decision track-backThe inputWho drove itWhy it mattersHow it will be measured
It’s a system
Solicited
Derived
BusinessOutcomes
TechnicalConsiderations
InformationClassification
Information Management
Policies
ServiceArchitecture
InformationArchitecture
Information Management
Standards
Service Management
Policies
FunctionalPreferences
InformationManagementArchitecture
FunctionalDesign
Project ConstraintsBudget, Timeframe, Resources
BusinessOutcomes
TechnicalConsiderations
InformationClassification
Information Management
Policies
ServiceArchitecture
InformationArchitecture
Information Management
Standards
Service Management
Policies
FunctionalPreferences
InformationManagementArchitecture
FunctionalDesign
Project ConstraintsBudget, Timeframe, Resources
Definition to Design
Critical!SharePoint expertise required
Definition to DesignBusiness
Outcomes
TechnicalConsiderations
InformationClassification
Information Management
Policies
ServiceArchitecture
InformationArchitecture
Information Management
Standards
Service Management
Policies
FunctionalPreferences
InformationManagementArchitecture
FunctionalDesign
Project ConstraintsBudget, Timeframe, Resources
Define
Design
Business
Outcomes
Technical
Considerations
Information
Classification
Information
Management
Policies
Service
Architecture
Information
Architecture
Information
Management
Standards
Service
Management
PoliciesFunctional
Preferences
Information
Management
Architecture
Functional
Design
Project Constraints
Budget, Timeframe, Resources
http://tiny.cc/danholmearchitecturevideo
5. Develop the Solution
Delegate
The R’sDefine the solutionDesign the solutionDevelop the solutionReleaseRefine requirementsRevisit designRevise solutionRepeat
Deploy the solutionDelegate to operations
Define
Design
Develop
DeployRefine
Revisit
Revise
Release
The D’s and R’sDefine the solutionDesign the solutionDevelop the solutionReleaseRefine requirementsRevisit designRevise solutionRepeat
Deploy the solutionDelegate to operations
Project Lifecycle
Development Lifecycle
Delegate
Guidance: Develop the SolutionDevelop in iterationsProject management keeps things on track
The Messy Reality BusinessOutcomes
TechnicalConsiderations
InformationClassification
Information Management
Policies
ServiceArchitecture
InformationArchitecture
Information Management
Standards
Service Management
Policies
FunctionalPreferences
InformationManagementArchitecture
FunctionalDesign
Project ConstraintsBudget, Timeframe, Resources
1 2 3
4
OutcomesBusiness valuePoliticsMetrics
BenefitSuitabilityCostRisk
5
6. Deploy the Solution
Development Test Staging
Production
Application deployment and revisionsCustomization deployment and revisionsContent deployment / content publishing
Guidance: Deploy the SolutionEstablish application lifecycle managementPoliciesProceduresRoles & responsibilities
Establish lifecycle management for customizations & content
7. Drive User Adoption
Guidance: Drive User AdoptionEmbed the userMarket the solutionSolve user-perceived pain while solving business goalsBranding matters
Train and messageDon’t train users to use SharePointEvangelize the whyTrain users how to achieve the requirements of the solutionEquip users to discover the what else
www.sharepoint-videos.comwww.sharepointshepherd.com
8. Optimize Operations
Operations Management and Improvement
Document• Inputs
(Requests)• Outputs
(Changes)• Operational
Procedures
Measure• SLAs Achieved• Costs of
Operations
Identify• Time Consuming• Complex• Critical• Compliant
Automate• PowerShell• Third Party Tools• ROI & ROI
Guidance: Optimize OperationsDocument operational proceduresMeasure cost of operationsAutomate procedures
9. Manage the Portfolio
Portfolio Management
Catalog
• Solutions• Specifications• Policies• Changes
Monitor
Current state
Evaluate
Does current state match the specifications of the solutions in
place?
Trigger
Guidance: Manage the PortfolioEstablish a service catalogMonitor servicesEvaluate servicesTrigger review of service operating outside spec
10. Commit to Evolve
A Discipline of D’s and R’sDefine the solutionDesign the solutionDevelop the solutionReleaseRefine requirementsRevisit designRevise solutionRepeat
Deploy the solutionDelegate to operationsDo it again!
Project Lifecycle
Development Lifecycle
Define
Design
Develop
DeployManage
Measure
Modify
Business Need Business Need Business Need Business Need
Business Value
ManageabilityDefine
Design
Develop
DeployManage
Measure
Modify
In Sum
Governance
Define
Design Develop
Deploy
Manage
Measure
Modify
Change
Operations
Business Outcome
ServiceDelivery
People
Process
Policy
People
Process
Policy
Innovation
Resourceshttp://tiny.cc/danholmepresentationshttp://tiny.cc/danholmearticleshttp://tiny.cc/danholmebookshttp://tiny.cc/danholmegovernancevideohttp://tiny.cc/danholmearchitecturevideo
dan.holme@intelliem.com@danholme
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