SharePoint Governance Success Getting Started with Governance CalSPUG Edition Presented by Sag Baruss Published January.2014 Version 1.7

Slide 2 Introduction Section 1

Slide 3 Saguenay ( ‘Sag’ ) Baruss Senior Solutions Architect, AvePoint Client Services Speaker Introduction Introduction ca.linkedin.com/in/sbaruss sapling.sharepoint.com/blog Based in Calgary, AB

Slide 4 Session Overview Introduction This is a 200-level session intended for the IT Managers and Senior IT Professionals responsible for the governance and long-term management of SharePoint.

Slide 5 Session Objectives Introduction To examine the key elements of an effective governance strategy. To provide a roadmap of practical steps for developing and implementing SharePoint governance. To demonstrate the design, creation, and implementation of a governance policy.

Slide 6 ‘The Plan’ Introduction

Slide 7 Session Agenda Introduction 5 min Governance in Small Steps A Governance Scenario Closing Thoughts Why Governance 5 min 15 min 20 min 5 min

Slide 8 Why Governance Section 2

Slide 9 Definition Why Governance “Governance is the set of policies, roles, responsibilities, and processes that guides, directs, and controls how an organization’s business divisions and I.T. teams cooperate to achieve business goals.” - Microsoft - governance-sharepointserver-2010.vsd

Slide 10 Analogy Why Governance Consider security and customs at an airport. Who goes first? What information needs to be provided? What items are allowed through and what items are not? How do you know what the rules are? What happens if the rules aren’t followed?

Slide 11 Governance in Small Steps Section 3

Slide 12 Governance Prerequisites Governance in Small Steps SharePoint vision and direction What SharePoint will be used for and how it will fit into the overall services landscape must be understood. Leadership Technical, strategic, and operational leadership are all required. Business commitment The business must be prepared to commit the resources and support to take on this project.

Slide 13 Governance Requirements Governance in Small Steps Business and technical requirements Service Level Agreement(s) Governance boards Governance policies Documentation

Slide 14 Creating Governance Policies Governance in Small Steps Individual governance policies should be: a)Tied to a business and / or technical requirement. b)Contain a concise, specific statement of the actual policy. c)Identify responsibility, key implications, and how success will be measured but without being specific about how the result is achieved.

Slide 15 What a Governance Policy Looks Like Governance in Small Steps Implementation Policy Statement Objective Business Requirement Technical Requirement Implications Responsibility Measurement Governance Policy

Slide 16 The Governance Journey Governance in Small Steps Governance is an on-going activity, not one with a finite end point. This creates an interesting challenge since governance is a prerequisite for other activities. To be successful, governance needs to be considered in two phases – initial governance and iterative ( or on-going ) governance.

Slide 17 ‘Initial’ Governance Governance in Small Steps Provides the framework for on-going governance. Implements the initial set of governance policies. Defines and tests governance processes. Addresses key items which are prerequisites for other SharePoint activities. Plans for the transition of governance activities to the iterative governance team ( if appropriate ).

Slide 18 ‘Iterative’ Governance Governance in Small Steps Iterative governance is iterative in nature. Responsibilities include both strategic decisions and tactical ones. On-going governance will interface with the various operational teams. On-going governance must be closely aligned with enterprise architecture

Slide 19 Initial vs Iterative Governance Governance in Small Steps The governance work that occurs here is initial governance only.

Slide 20 A Governance Example Section 4

Slide 21 Scenario A Governance Example Global energy company with centralized SharePoint and geographically distributed operations. Distributed ownership and responsibility. Had commissioned a governance plan but didn’t know how to implement it.

Slide 22 How to Manage Governance A Governance Example Manage it electronically and make it accessible. Slice it up and publish it in portions. Encourage collaboration. Allow comments and the exchange of ideas … and track the and discussion. Keep it as simple as possible.

Slide 23 Policies to Consider First A Governance Example Content ownership. Site / site collection creation. Permissions management. Release management. Information lifecycle.

Slide 24 Sample Content Ownership Policy A Governance Example

Slide 25 Sample Site / Site Collection Creation Policy A Governance Example

Slide 26 Sample Permissions Management Policy A Governance Example

Slide 27 Sample Release Management Policy A Governance Example

Slide 28 Sample Information Lifecycle Management Policy A Governance Example

Slide 29 Closing Thoughts Section 5

Slide 30 Session Objectives Revisited Closing Thoughts To examine the key elements of an effective governance strategy. To provide a roadmap of practical steps for developing and implementing SharePoint governance. To demonstrate the design, creation, and implementation of a governance policy.

Slide 31 Common Pitfalls Closing Thoughts Underestimating the complexity of SharePoint governance or becoming overwhelmed. Missing prerequisites. Thinking of governance as a technology problem. Inability to focus on the ‘real’ targets or picking the biggest, toughest one first. Not involving the right groups and individuals.

Slide 32 Keys to Success Closing Thoughts Focus on the process of governance first. Use the first set of policies to work through the process. Plan for iteration, and for SharePoint ‘erosion’. Avoid getting caught in the organizational ‘weeds’. Look for and leverage the governance experience you already have. Bring in external resources as you need them. Celebrate your success.

Slide 33 Recommended Next Steps Closing Thoughts 1)Go back to basics. Start with the prerequisites and get those in place first. 2)Determine what you have in place already. 3)Keep it simple and effective.

Slide 34 Questions Closing Thoughts