why are we still talking about sharepoint governance? presented by anders skjonaa

A practical approach to governing SharePoint in your business

Why are we still talking about SharePoint Governance?

Anders B. Skjønaa Partner

[email protected]

About me… • Founder and Owner of SharePointPeople

• 16 year in the it industry • 10 years with SharePoint • 5 years with Microsoft

• Primary focus on Governance and Adoption in

mid-sized and large corporations across Europe • Built ”SharePoint Governance Framework” and

publishes articles and blogpost on the subject frequently, as well as speaks at conferences and events.

• Run ”SharePoint Governance Master Classes”

This session

• Principles of Governance

• SharePoint Platform Governance – Organization and Drivers

• SharePoint Governance Framework

• Operational Governance or Management?

• Practical Implementation Guide

Setting a few things straight…

• Understanding Governance is hard…

• Governance is NOT operations management

• Governance is there from DAY 1

• Governance is a practice – not a task

• It IS expensive NOT to do it…

Governance Principles

Principles of a Governance practice

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

SharePoint Governance Principles

The goal is to ensure that SharePoint investments deliver on business goals! Governance is effectively conducted through a solid framework

Reference frameworks for governance: www.isaca.org

SharePoint Platform Governance

SharePoint Platform Governance

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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

Organization and Drivers

Platform Governance

Board

Value to Business

User Adoption

Service Compliance & Security

Productivity & Quality

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Role definitions from SharePoint Governance Framework Master classes

SharePoint Governance Framework

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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RISK MANAGEMENT will help to control operations to enable you to proactively steer towards your business goals

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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RISK MANAGEMENT will help to control operations to enable you to proactively steer towards your business goals

Operational Governance or Management?

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

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


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


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

A high-level, but practical Implementation Guide to

SharePoint Governance

Governance Practise implementation phases

4. Monitoring and Evaluating

1. Planning & Organizing

2. Aquisition & Implementation

3. Delivery & Support

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


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









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






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.

=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!

Anders B. Skjoenaa @skjoenaa sharepointpeople.wordpress.com www.sharepointpeople.dk [email protected]