Thinking SharePoint? Think Jornata.

SharePoint Governance: Planning Strategy and Planning, Strategy and

Adoption

Scott JamisonM i PManaging PartnerJornata LLCscott.jamison@jornata.comscott.jamison@jornata.com

About Scott Jamison• CEO of Jornata, a Gold Certified SharePoint & MS Online partner

• Works closely with Microsoft on product planning, business & technical guidance

• SharePoint Certified Master• Author:

– Essential SharePoint 2007– Essential SharePoint 2010– Four whitepapers on SharePoint 2010

October 15, 2010 2Progress. Accelerated.

Agenda• Why do you need a Governance Plan?

• What does Governance mean in the context of• What does Governance mean in the context of SharePoint?

G T T• Governance Top Ten

• Important Governance Considerations for SharePoint 2010

• SharePoint Adoption Strategies

• Summary

October 15, 2010 3Progress. Accelerated.

WHY GOVERNANCE?WHY GOVERNANCE?

October 15, 2010 4Progress. Accelerated.

An Analogy…• You want to create an easy way for people to get around

ll d h “• So, you create a project called the “Interstate Highway System”

• You invest heavily in infrastructure (fuel‐efficient• You invest heavily in infrastructure (fuel‐efficient cars, excellent roadways, gas stations, etc.)

• BUT…you neglect to invest in the “rules of the y groad”– Drive on the rightObey stop lights– Obey stop lights

– Obey the speed limit• Without them, there’s chaos. ,

October 15, 2010 5Progress. Accelerated.

Without Governance

October 15, 2010 6Progress. Accelerated.

With Governance

October 15, 2010 7Progress. Accelerated.

SharePoint – incredible demand, incredible b l capabilities …

Bill Gates at the 2008 SharePoint C fConference

“There is an incredible demand today for solutions that help businesses to harness the power of a global work force and tackle the challenges that come with the explosive growth of digital i f tiinformation.

The spectacular growth of SharePoint is the result of the great combination of collaboration and information management gcapabilities it delivers. I believe that the success we’ve seen so far is just the beginning for SharePoint.”

… but solution success is not just about technology …

20%TrainingTraining

T h lT h l 20%SupportSupport TechnologyTechnology

CommunicationCommunicationPoliciesPolicies

DocumentationDocumentationDeploymentDeployment

… and it’s easy to make mistakes

• Not defining policies on what to use SharePoint for (and what not to use it for)(and what not to use it for)

• Empowering users without appropriate training and guidanceguidance

• Letting users manage security when they have no clue what they are doingy g

• Not treating SharePoint like an enterprise application

• Not planning for scale and/or growthNot planning for scale and/or growth

• Not providing SharePoint as a centralized service for the organizationg

So, why do you need Governance?

• Avoid portal, team site, and content "sprawl"• Ensure that content quality is maintained for the life ofEnsure that content quality is maintained for the life of the portal

• Consistently provide a high quality user experience by y p g q y p yensuring that the governance plan is followed

• Establish clear decision making authority and escalation d th t li i l ti d lt ith dprocedures so that policy violations are dealt with and 

conflicts are resolved on a timely basis• Ensure that the portal strategy is aligned with businessEnsure that the portal strategy is aligned with business objectives so that it continuously delivers business value

A Governance plan is important…Because:

SharePoint often overlaps with other installed– SharePoint often overlaps with other installed applications in particular capabilities

– Many of SharePoint’s capabilities are not ‘required’– Many of SharePoint s capabilities are not  required  or ‘mandated’; users need to understand the value to get the benefitg

– Users can do a lot – we give them “great power” and need to ensure they accept their “great responsibility”

What is SharePoint governance?

• Your governance plan defines roles & responsibilities, technology and policy guidelines, and processes to resolve ambiguity, manage short and long‐range goals, and mitigate conflict within an organization 

• Your governance plan– Clarifies your plan for SharePoint design and usageClarifies your plan for SharePoint design and usage 

– Creates structure and framework to measure and manage the success of your solution over timemanage the success of your solution over time

Three Key Governance Items• Policies 

– (“May do”)( May do )

• Guidance(“Sh ld d ”)– (“Should do”)

• Enforcement– (“Can do”)

October 15, 2010 14Progress. Accelerated.

Three Key Governance Items• Things that users can and cannot do. These items are enforced via technology. For example, a company might impose a site collection quota or file uploadmight impose a site collection quota or file upload restriction.

• Things that users may and may not do. These items are described within processes & policy For example adescribed within processes & policy. For example, a company might have a policy that customer information must not be stored within a SharePoint list unless it’s secured properlyunless it’s secured properly.

• Things that users should and should not do. These items are described within a set of guidance. For example, a company might recommend that documents should be shared via document workspaces and not emailed as attachments.

October 15, 2010 15Progress. Accelerated.

Top 10 GovernanceTop 10 Governance‘Must Haves’

Governance Top Ten List1. Have a Clear Vision

2. Key Roles and Responsibilities

3. Deployment Model

4. One Size Does Not Fit All

5. Policies 

6. Guiding Principles6. Guiding Principles

7. Launch and Roll‐out (Adoption) Strategy

8 Content Management Plan8. Content Management Plan

9. Training Plan

10 Governance Plan Document10. Governance Plan Document

1. Vision: What are the business goals? They could be…

• Improve collaboration with partners• Improve collaboration with partners• Create a searchable central repository of marketing assets

• Provide a one‐stop shop for firm‐wide information• Share best practices and collaborate across teams with online collaboration workspaces

• Replace shared drives with searchable, organized d t it idocument repositories

• Provide a platform for document management• Showcase a business process dashboard• Showcase a business process dashboard

1. Vision: What are the business outcomes? They could be…

• Provide easier and more timely access to the information employees need to get their work done

• Provide easier and more effective mechanisms to move work between business entities, such as self‐service for customers or partners, enabling outsourcing by providing business partners with access to a collaboration environment or business data on an extranet

• Provide an organized "one stop shop" for information by making it easier to find authoritative information 

• Improve the ability to share and exchange information across the organization by providing an electronic publishing method that is easy for users to leverage

• Improve the "time to talent," the speed with which new employees become productive

• Capture knowledge of retiring employees in a collaborative environment

2. Roles and Responsibilities

• Put the right team together…early– Use an upgrade as an opportunity!

• Don’t assume SharePoint can be managed with existing resources (even if SharePoint is already in place). Getting the right people in place is an i t t t i thimportant step in the process.– Include both business process and IT process contacts on the 

governance team– Work with the PMO and standards teams within the organization to 

leverage ITIL, ISO, Six Sigma, and other standards that may be in place

Enterprise Roles and Responsibilities

Role Responsibilities

E ti S

Provides executive level sponsorship for the solution.  The primary responsibility of the Executive Sponsor is strategic, positioning the solution as 

Executive Sponsorp y p g , p g

a critical mechanism for achieving business value and helping to communicate the value of the solution to the management levels of the organization.

Governance

Serves as a governance body with ultimate responsibility for meeting the goals of the solution. This Board is typically comprised of representatives of each of Governance 

Board/Steering Committee

yp y p pthe major businesses represented in the solution, including Corporate Communications and IT.

Business OwnerManages the overall design and functionality integrity of the solution from a business perspective.  

Solution Administrator

Manages the overall design and functionality integrity of the solution from a technology perspective Works in partnership with the Business OwnerAdministrator 

(Technology)technology perspective.  Works in partnership with the Business Owner.

Technology Support Team

Ensures the technical integrity of the solution. Develops new web parts and provides support to Site Sponsors/Owners seeking enhancements to their pages or new uses of the solutionpages or new uses of the solution.

Site Roles and ResponsibilitiesRole Responsibilities

Serves as the centralized, primary role for ensuring that content for a particular page/site is properly collected reviewed published andSite Sponsor/Owner particular page/site is properly collected, reviewed, published, and maintained over time. The Site or Page Sponsor/Owner is an expert in the content that is showcased on the site or page. Manages the site day-to-day by executing the functions required to ensure that the content on the site or page is accurate and relevant

Site Steward

ensure that the content on the site or page is accurate and relevant. Monitors site security to ensure that the security model for the site matches the goals of the business and Site Sponsor/Owner and support users of the site by serving as the primary identified contact point for the sitepoint for the site.

Users

Uses the solution to access and share information. Users may have different access permissions in different areas of the solution, sometimes acting as a Contributor and other times acting as a VisitorVisitor.

3. Deployment Model

4.0 One Size Does Not Fit All

Central PortalAggregation & Navigationgg g g

Division PortalsBusiness Process Management

CorporateBusiness Taxonomy

With DivisionalStakeholders Business Process Management

Division NewsGroup Reporting & Scorecards

Self-Service SiteCreation

+ Life CycleLoosely StructuredGroup Team Projecty

ManagementGroup, Team, ProjectSites and Workspaces

Individual ContributorsBlogs, 

Social Networking

Provisioned per User

5. Policies• Design Policies

– Policies and Best Practices for Site DesignersPolicies and Best Practices for Site Designers

• Usage Policies– Clear instruction on how and when users should work with SharePoint

• What constitutes abuse or misuse of system• How to keep information secure information• How to keep information secure information • When to use SharePoint versus other alternatives

• Help Policiesp• Get support and training• Request design and development services• R t f ti lit• Request new functionality

6. Guiding Principles

• Guiding Principles help Site Designers narrow the scope of the “possible” to focus on the “practical” and “valuable.”

• Guiding Principles help Site Designers make trade‐offs (“if this is the problem, choose this approach”)

• Guiding Principles remind users of the behaviors necessary to achieve business objectives (such as “send links, not attachments”)

Example Guiding Principles – Design

• Consistent user experience

• Design with the end user in mind – minimize the needDesign with the end user in mind  minimize the need for training

• Standards tied to scope (audience)Standards tied to scope (audience)

• Just because you can, doesn’t mean you should  (“with great power comes great responsibility”)( g p g p y )

• Existing rules still apply (privacy, use of IT resources, records retention))

• Default access is “read only” for all – apply additional “read” security only as needed

Example Guiding Principles – Usage and Content Management

• No e‐mail attachments – send links

• Publish once, link manyPublish once, link many

• 2007: Use Metadata, not Folders – more flexible in responding to a dynamic 

The metadata paradigm shift – likely to be your biggest challenge: l t lenvironment

• 2010: Use folders, inherit metadata

• Content management is everyone’s

relevant examples are critical!

• Content management is everyone s responsibility but site owners are accountable

• Content owners are responsible for ensuring p gtheir content is managed according to corporate records retention policies. 

7. Adoption Strategy• Potential Issues:

– The new system will require time for the company culture to adapt to it – build that time into the schedule

– Users may lack sufficient training – ensure they get the training they needtraining they need

– Users may continue to do things the way they are used to –encourage users to adopt new business practicesg p p

• Tactics:– Fun and engaging launch event

– “Lunch and Learn”/”Get Sharp on SharePoint”

– Power Users Community of Practice

Adoption Doesn’t 'Just Happen' Need to reach critical mass to stay in the game

VHS and Betamax: adoption x time

Tipping pointCrossing the Chasm

critical massCrossing the Chasm

critical mess

8. Content Management Plan• What is the only thing we can guarantee about your solution?  Everything will change!E bli h h h d• Establish who can change and approve content

• Establish how often content needs to be reviewed –better yet build in automated processes to routebetter yet, build in automated processes to route content for review

• Establish policies regarding who will manage content p g g gsecurity

• Establish policies on what customization is allowed on ia site

• Establish policies for code deploymentPl f G Pl t h !• Plan for your Governance Plan to change!

Content Management Plan (Cont’d)

• Map all site content to:– Owner O M S ithOwner

– Description of content

Update schedule

Owner: Mary SmithContains: Featured ContentDescription: A link to a featured item along with a – Update schedule

• Example:

gshort description.Updated: Weekly

October 15, 2010 32Thinking SharePoint? Think Jornata.

9. Training Plan 33

• Not a “one time” thing

• Not just about features and functions – it’s also about guiding principles, value proposition etcvalue proposition, etc.

• Don’t forget that everyone is listening to the same radio station: WIIFM –make it personal!

• Who to train• Who to train:– Site Collection Administrator(s)

– Engineers, ops, developers, designers 

H l D k– Help Desk

– End users

• What to train:– Skills to design, manage and support

• Consider a variety of approaches – not everyone learns the same way

10. Governance Plan Document• Consider breaking the document into “consumable” chunks– Vision, Roles and Responsibilities, Guiding Principles

– Policies, Guidelines/Best Practices, and Procedures

• Don’t include:– Implementation Details– Network Requirements

TIP: The process of creating the document 

– Feature Requirements is the most important part!

Example Governance Plan OutlineSECTION 1: General Governance Guidelines 1.0 Governance Plan Objective 

2.0 Vision Statement 

3.0 General Guidelines 

4.0 Roles and Responsibilities 

5 0 Guiding Principles5.0 Guiding Principles 

SECTION 2: Detailed Governance Policies and Standards 6.0 Content Management Policies and Standards 

• Posting Content to Existing Pages or Sites 

• Posting Content to the Home Page SharePoint 2010 Governance Planning July 2010 g g g y

• Posting Content to Personal Pages 

• Social Tags and Ratings 

• Records Retention 

• Content Auditing and Review 

7.0 Design Policies and Standards 

• Creating New Subsites

• Page Layout and Organization 

• Content Types and Metadata 

• Content‐Specific Guidelines/Policies 

• Security• Security 

• Branding 

8.0 Customization Policies and Standards 

• Browser‐based updates 

• Updates based on SharePoint Designer 

• Sandboxed Solutions 

• Centrally‐deployed / 3rd Party Solutions 

October 15, 2010 35Progress. Accelerated.

SharePoint 2010: SharePoint 2010: Detailed Governance

Considerations

SharePoint 2010 Considerations• Social Computing Implications

– Governance planning is even more important in Sh P i t 2010 b th i d h iSharePoint 2010 because the increased emphasis and availability of social computing features means there are more types of content to govern.yp f g

– SharePoint 2010 offers users a far more participatory role in the solution information architecture through the use of “social data” such as tags, bookmarks and ratings.  

• Users need to understand and internalize the valueUsers need to understand and internalize the value proposition for leveraging these features. 

• Solution designers will likely need to provide both id d t f th iguidance and encouragement for their use.

SharePoint 2010 Considerations• Managed Metadata

– Consistent Terminologygy

– Better Navigation/Filtering

– Better Search ResultsBetter Search Results

– Easier on Users

– But potential for confusionBut…potential for confusion• What is Metadata?

• Authoritative Tagging vs. Social Tagginggg g gg g– Taxonomy vs. Folksonomy

SharePoint 2010 Considerations• Records Management

– In‐Place Records vs Records Archive

– You’ll likely use both – need to decide which and when

– Has effect on:• Record retention rules

• Which users can view records

• Ease of locating records (Collaborators vs Records Managers)g ( g )

• Maintaining each version as a record

• Records Auditing

• Site Organization (and number of sites used)• Site Organization (and number of sites used)

• E‐Discovery

• Security

– If you are doing Records Archive, you need a records manager role!

SharePoint 2010 Considerations

• Resource Governor– For >5,000 Items in a List,– Will prevent some sites from working – know how to communicate this

• Content Organizer– Partitioning MechanismD i ?– Do you use it?

– “Where did my document go?”

SharePoint 2010 Considerations

• SharePoint Customization– SharePoint Designer: Off or On?

– Partially Trusted vs Fully Trusted Codey y• SODA: SharePoint On‐Demand Applications

– Excel and Access Solutions

Summary• Establish a governance plan to ensure quality and relevance of content 

and to ensure that all users understand their roles and responsibilities.• Make sure that you have a Governance Board or Steering Committee with 

t d t i th l f E ti Sa strong advocate in the role of Executive Sponsor.• Keep your governance model simple.  Solutions need a strong governance 

model, but they don't need complicated models with lots of bureaucracy. • Don't make the solution itself more complicated than it needs to be. BeDon t make the solution itself more complicated than it needs to be.  Be 

careful about "over designing."  Just because SharePoint has a cool feature doesn't mean that you need to deploy it – at least not right away.

• Ensure that all users with design or “full control” privileges have internalized your design guiding principles and that content contributorsinternalized your design guiding principles and that content contributors understand guiding principles related to content.  

• Think about how you will ensure compliance with your governance plan over time, particularly for highly visible sites. You may want to carefully monitor and review some sites and only spot check othersmonitor and review some sites and only spot check others.

• An effective governance plan doesn’t have to constrain every move – it has to provide guidance to users to ensure that your solution remains effective and vibrant over time.

October 15, 2010 42Progress. Accelerated.

Thank You!

Questions?

Contact Info:

Scott Jamison

Email: scott jamison@jornata comEmail:  scott.jamison@jornata.com

Blog:  www.scottjamison.com

Jornata:  www.jornata.com

Twitter: @sjam@ j

October 15, 2010 43Progress. Accelerated.