SharePoint GovernanceFrom Top to Bottom

Garth LukeVice President, Salesgarth.luke@avepoint.com@garthluke

Garth Luke

Based in Santa Clara, CAVice President, SalesMCSE, MCP, Rock Star15 years’ IT experienceSpeaker: TechEd USA, Australia, New Zealandgarth.luke@avepoint.com @garthluke

Q What are the governance challenges at Wells Fargo?

1. Understand governance

2. Define requirements

3. Architect for governance

and management

4. Overlay information

architecture & administration

1. Understand governance

2. Define requirements

3. Architect for governance

and management

4. Overlay information

architecture & administration

UNDERSTAND GOVERNANCE

Communities

Search

Sites

Composites

ContentInsights

GOVERNANCE

“”

Governance is the set of policies, roles, responsibilities, and processes that guides, directs, and controls how an organization's business divisions and IT teams cooperate to achieve business goals.

Microsoft - http://bit.ly/nmNSbj

What is governance?

“”

Governance defines the people, processes,

policies and technologies

that deliver a service

What is governance?

People

Process

Technology

Policy

People

Process

Technology

Policy

People

Process

Technology

Policy SERVICE

GOVERNANCE

People

Governance Board

Business Owner

Business Users

Governance System

Policy

IT Assurance Project Governance

Information Governance

Technology & Business

Alignment

Continuous Improvement

Technical governance

Define Your Requirements

Design for management requirements

Refine for business requirements

Overlay Information Architecture and Manageability

The role of governance

… guides, directs, and controls how an organization's business divisions and IT teams cooperate to achieve business goals

Manage short- and long-range goalsOptimize service for organization vs. ease, cost, or expediency of current project

Resolve ambiguityMitigate conflict

1. Understand governance

2. Define requirements

3. Architect for governance

and management

4. Overlay information

architecture & administration

What are your business goals?

Identify pain points and opportunitiesDescribe the solution without technology

“I need a database that …”“I want a web site to …”

Do the goals align with strategic plan?Avoid getting too deep into the weedsPrioritize

User Personas

Because users won’t just “figure it out”Identify specific use cases that SharePoint can addressValidates SharePoint as a solutionUsed to “sell” SharePoint to the businessHelps calculate ROIInput into governance, testing, and training

How? http://www.hceye.org/HCInsight-Nielsen.htm

Organizing all requirements

Business

Technical

Information Architecture

Information Management

Service Management

Project Requirements

Accountability

Quality

Restrictions

Proliferation

Discoverability

Group management

Appr

opria

tene

ss

SharePoint Designer

Storage

Lifecycle Management

Compliance

Information Architecture

Central Portal

Divisional Portal

Advanced Teams

Projects & Workspaces

My Sites

Requirements and ClassificationBusiness

Business purpose of the solution TechnicalProject

Budget, deadlines, etc.Information architecture

How content is described, organized and discoveredInformation management

How content is created, secured, maintained, and disposed ofService management

IT assurance: performance, availability, recoverySLAs and SLOs

Requirements to Architecture

BusinessRequirements

TechnicalRequirements

InformationClassification

Information Management Requirements

ServiceArchitecture

InformationArchitecture

Information Management

Policies

Service Management Requirements

Solicited Derived

1. Define SharePoint governance

2. Identify common business

requirements

3. Identify common

governance issues in

SharePoint

4. How can Governance Automation

help?

What are the issues?Documentation no-one readsOne size does not fit allHard to know where to startHard to enforce manuallyDelegationAudit TrailNo Monitoring

WITH GREAT POWER THERE MUST ALSO COME - - GREAT RESPONSIBILITY!

ENFORCING GOVERNANCE

SharePoint Governance Tips

SharePoint site for SharePoint GovernancePoliciesTrainingListsGalleries

End user adoptionDon’t teach users how to use SharePointTeach them how they should use SharePoint to perform their daily tasks

Can your policies be enforced?

Rule: Only define policies that can be enforcedUse your service architecture to proactively enforce as much as possible (automated)Determine how other policies get enforcedDo not try to automate everything

Manual Enforceme

nt

Automated Enforceme

nt

Semi-automated

How to automate governance?

Use your service architecturePowerShellWrite custom codeUse third-party administration tools

DocAve by AvePoint

• Administration• Reporting• Compliance & Auditing• Storage Optimization• Data Protection• Content Management & Replication• Application Lifecycle Management• Migration

How DocAve can help

List Settings

Library Settings

List Settings

Site SettingsSite Settings

Site Settings

WebApp

Settings

Site Collection Settings

Site Collection Settings

Site Settings

Site Settings

Site Settings

Site Settings

Site Settings

Site Collection Settings

Site Collection Settings

WebApp

Settings

Central Admin

Site Settings

Library Settings

Site Settings

Too many setting pages…

Governance Automation

DashboardRequest

DelegatedFormsWorkflows & alerts

ImplementationPolicy templates applied to requests

InsightAuditReportingCustom metadata