1. SharePoint Governance and Best Practices
Donald Donais
February 8th, 2017
SharePoint Governance and Best Practices
Brian Caauwe

2. Agenda
MNSPUG Information
Governance
BREAK
Best Practices
Giveaways

3. User Group Goal / Objectives
Develop and support a local community focused on Microsoft SharePoint Technologies
Educate user group members about SharePoint Technologies
Transfer knowledge within the community
Communicate best practices
Introduce new products / solutions

4. MNSPUG Sponsors Dedicated Sponsors Annual Sponsor
Avtex (
Microsoft (
Softvative (
K2 (
SharePoint User Group Support
Sponsorships Levels:
Gold Sponsorship - $500
Silver Sponsorship - $250
Wrox Press ( O’Reilly (

5. MN SharePoint Users Group Website
SharePoint Resource Documents
SharePoint Resource links
RSS Feeds
Meeting Schedule
Past User Group Presentations
Past User Group Recordings
Sponsorship Information

6. Social Networking
Linked In group – The most interactive… includes job postings…
Post Job Posting on the Jobs Discussion page
Twitter tags and #MNSPUG
Yammer – Minnesota SharePoint Users Group

7. Upcoming Schedule Next Meeting Ongoing Schedule
March 8th, 2017 – Business Process Automation w/Doug Splinter
Microsoft Technology Center, Edina, MN
Check for updates!
Ongoing Schedule
2nd Wednesday of every month
9:00 to 11:30 am
Microsoft Technical Center – Edina

8. Local and Online Events
Unbound - February 8:15 at Cargill Office Center (Wayzata, MN)
Melanie if you are going to attend
Nintex InspireX – February 13th – 15th, New Orleans, LA
Minnesota SharePint – February 28th, at Bunkers in Minneapolis
Minneapolis Nintex User Group – March 5:00p.m. at MTC (2nd floor)
SharePoint Fest DC – April 17th – April 20th, DC, Washington
Registration is OPEN -
$200 Discount (Use Code SundetDC200)
SharePoint Saturday Omaha – April 22nd
SharePoint Saturday Twin Cities – May 6th (Stay Tuned for more information)
Anything Else?

9. Evaluations & Giveaways!

10. Presenter

11. Brian Caauwe Manager at Avtex
Technical Editor: Professional SharePoint 2013 Administration
Certifications
MCM: SharePoint Server 2010
MCSM: SharePoint
Fun Fact:
Planned our wedding on SharePoint
Pez Collection of over 900 dispensers

12. Group Time! Organize Into Small Groups Best if from Same Company
Online Members Suggestions
Get In the Same Room
Instant Message
Use the MNSPUG Yammer Group
Create a discussion thread for your group
Online Members
Use the Chat to ask questions of others

13. Governance
Time Check :: 9:40

14. What is Governance

15. Official Definition
Governance noun | gov·er·nance | \ˈgə-vər-nən(t)s\ the way that a city, company, etc., is controlled by the people who run it Merriam-Webster:

16. Different Meanings for Different People
Executive
Administrator
Business User
Developer
Processes
Procedures
Risk Management
Patching
Permissions
Change Management
Restrictions
Roadblocks
Guidance
Security
Patterns
Practices

17. A complex set of diagrams
Governance is NOT
A massive document on a shelf
A complex set of diagrams

18. Roles and Responsibilities
Governance IS
Definitions on usage for your environment
Roles and Responsibilities

19. Goal Setting, Strategy, Planning, Funding
Governance Framework
Strategy / Direction
Goal Setting, Strategy, Planning, Funding
Create / Revitalize
Define
Refresh
External Trending
Redundancy
Obsolescence Removal
Communicate
Decision Communication
Stakeholder Communication
Education & Training
Mentoring
Coordinate
Review
Approve
Change Management
Exception & Appeal
Analyze / Mitigate Risk
Risk Analysis
Prediction
Root Cause Analysis
Risk Mitigation
Problem Solving
Prevention
Control / Audit
Measurement System
Data Collection
Validation
Directional Analysis

20. What is Governance to YOU

21. Why Have SharePoint Governance
SharePoint overlaps
with other applications
SharePoint capabilities
are not ‘required’
Looking to consolidate
Stop sprawl and
reduce duplication
Business Flexibility
conflicts with central
IT control

22. The Chaotic Environment
Site
Proliferation
Environment
Proliferation
Technology
Proliferation

23. Analogy

24. Interstate Highway System
Invest in infrastructure such as cars, roadways, gas stations, etc.

25. Without Rules… There’s Chaos

26. Governance Organization
Steering Committee
Senior Executives
Goal Setting, Strategy, Planning, Funding
Center of Excellence (CoE)
SME’s, Operations, Users, Architects
Refresh, Trending, Redundancy & Obsolescence Removal
Communication, Education & Training, Mentoring
Change Management (Review, Approve, Exception & Appeal)
Analysis, Prediction, Problem Solving, Prevention
Audit Committee
Measurement System, Data Collection, Validation

27. Why did YOU create governance

28. How To Build Governance

29. Governance should align with organizational values
If you try to build governance based on someone else’s culture the effect could be detrimental.

30. Sponsor Business IT PMO
Sponsor: Needs to have budget and decision making authority
Business: The environment exists because of the business, so build your solutions based on their requirements
IT: Someone needs to keep the lights on and make sure everything is secure
PMO: Crack the whip and make sure stuff gets done
Sponsor
Business IT
PMO

31. You won’t be able to lead the environment for ever… a strong community allows you bring others into the fold and create excitement where you can’t be.

32. Flexible & Strong Governance
All Governance
is not equal
Governance MUST
be goal oriented
Monitor and
Control
Distribution of
Authority
All Governance is not equal: From organization to organization and application to application… rules should be defined based on YOUR criteria
Governance MUST be goal oriented: Every rule must be based on the business, technology or security reasons
Monitor and Control: Monitor critical metrics and understand triggers when metrics go out of bounds
Distribution of Authority: Manage understanding and buy-in NOT mandate

33. Key Areas of Focus IT Governance Information Management
Application Governance
IT Governance: Management of the “environment”, the software itself and the overall services you provide
Application Governance: The customization policy for custom solutions
Information Management Governance: Ensure the overall quality of the content and information that users store in your service

34. Governance Processes (Sample)
Strategy / Direction
1. Annual Goal Setting & Strategy Sessions
2. Quarterly Briefings
3. Monthly Executive Meetings
Create / Revitalize
Baseline Definition
Capacity Planning
Branding & Usability
User Training & Acceptance
Major Cycle Upgrades
Communicate
Executive Communication
Stakeholder Communication
Technology Lifecycle
Education & Training
Mentoring
Coordinate
Change Request Review
Exception & Appeal
Strategic Technology Proposals
Analyze / Mitigate Risk
Risk Analysis & Analysis
Risk Mitigation Planning
Risk Monitoring & Response
Control / Audit
Audit Criteria Definition
Monthly Audit
Quarterly Audit

35. Need for Balance Too Much Too Little Strategy Analysis Paralysis
No defined direction or funding
Creation / Development
Implementation Delays
Over-design & Excessive Cost
No coherence
Not enough functionality
Communication
Stakeholder apathy
Lack of knowledge
Lack of usage
Coordination & Enforcement
No change / evolution
Stakeholders move on
Uncontrolled growth
No on knows what is right
Risk Mitigation
Fear Paralysis
Excessive risk
Audit / Control
Too many metrics
Too bureaucratic
No strategic feedback
No timely course correction

36. Governance without enforcement
is merely suggestion
Processes
May / May Not
Guidance
Should / Should Not
Enforcement
Can / Cannot

37. How did you build your governance

38. Break
BREAK :: 10:30 – 10:45

39. Best Practices
TIME :: 10:45 – 11:30

40. What is a best practice

41. Official Definition
Best Practice a procedure that has been shown by research and experience to produce optimal results and that is established or proposed as a standard suitable for widespread adoption Merriam-Webster:

42. Online Search Results for SharePoint Best Practices

43. Absolute rules / Unchanging
Best Practices are NOT
Meant to mindlessly follow the herd
A silver bullet
Absolute rules / Unchanging

44. Best Practices ARE Taken with a grain of salt
Right for a point in time
Environmental Specific

45. Best Practices change over time
Feature Framework
Site Definitions
Classic Authentication
Shared Service Provider
Sandbox Solutions
Service Applications
Claims Authentication
Host named site collections
List view threshold
Content database sizing
SharePoint Apps
Workflow Manager
Distributed Cache
Deferred Ownership
Trusted Code
Search configuration
Min-Role
Hybrid Deployment
Upload Threshold
SharePoint Add-in
SharePoint Framework
Site collection sizing

46. Work for your environment Have Failed for your environment
What is Best Practices
Work for your environment
TODAY
What is Best Practices
Have Failed for your environment

48. Need to reference a starting point

49. Used to measure against
the pace of change

50. Resources for people
new to the platform

51. Can my environment support it
How do I find my Best Practice(s)
Layers of
Best Practices
Can my environment support it
How well do I
trust the source
Will it negatively
effect user adoption

52. All Best Practices are not created equal
Architecture
Number of Servers
Authentication
Customization Strategy
Best Practices Analyzer
Security
Least Privilege Accounts
Administrator Accounts
Delegated Permissions
Data Loss Prevention
Usability
Versioning
Require Check-out
Content Publishing
Information Architecture
Align best practices with
YOUR governance principals

53. Build Practices in Layers
Environment
Web Application
Site Collection
Site

54. Considerations Environmental Physical Architecture
User Profile Configuration
Search Configuration
Hybrid Configuration
3rd Party Customizations
Licensing
User Adoption
Training
Web Application
Information Architecture
Content Publishing
User Access
Site Collection
Roles & Security
Search Customizations
Site Customizations
Branding
Features
Site
Content Management
Search Usage
Business Process Management

55. Thanks for coming! Last But Not Least Please Fill Out Evaluations
Drawings for Giveaways
Online Participants Eval
Today’s Presenters:
Brian Caauwe
Thanks for coming!