Driving business from yourSharePoint investmentGovernance Center for SharePoint

Anders B. SkjønaaPartnerNetmedia Software

www.netmedia.as

About Us/About You

Anders B. SkjønaaNetmedia Software

Partner, CEO

SharePoint Sailing Denmark

Microsoft Consulting Information Work

Governance ICASA Speaker

Italy Training Kids

Basketball

Blog: sharepointpeople.wordpress.comWeb: www.netmedia.asMail: anders@netmedia.asTwitter: @skjoenaa

In the room?

Governance principles

The goal is to ensure that SharePoint investments deliver on expected business goals!

Governance is effectively conducted through a solid framework

Reference frameworks for governance: www.isaca.org

Business Impact

Security

Productivity

Compliance

Governanc

e

The pains of governance

Developing a governance plan CAN be extremely time and ressource consumingHow do we make sure that we cover all bases?Governance needs to be made operational to have any impactHow do we make the effect of our efforts visible to the management?Who is really the owner of SharePoint governance?

The pains of governance

”Developing a governance plan can be extremely time and ressource consuming”

The SharePoint Governance Framework

By using a formal governance framework you can spend all resources on planning!

Estimated savings: 60-80%

The pains of governance

”How do we make sure that we cover all bases?”

SharePoint Service CatalogueUsing a catalogue of services exposed with SharePoint it is

easy to scope exactly what to plan for...

Only plan for what youhave to implement!!!

The pains of governance

”Governance need to beoperational to work. How

can we make sure its not justa big pile of documents?”

Governance Center for SharePoint™

This ”out-of-the-box” solutionbreaks governance plans

into operational tasksand controls

The pains of governance

” How do we make the effect of our efforts visible to the

management?”

Governance DashboardUsing visual presentation of current status of all systems

and how they supportbusiness goals.

Governance OrganizationManagement is involved in

setting goals related tothe business

SharePoint Governance adoption*

68% of sharePoint project does not include governance93% (of those that did) started planning AFTER going into productionNone of these projects used a formal governance framework75% of governance plans were not maintained after 3 monthsMore than 50% had to redo parts - or all - of the SharePoint planning after 12-18 months

*Based on internet survey made by Netmedia Software in 2008/2009

Full platform governance

Docu

men

t M

anagem

en

t

Intra

net

Extra

net

Contra

ct M

anagem

en

t

Gov

erna

nce

Gov

erna

nce

SharePoint platform(Providing platform services for applications)

”Green governance” relatesto applications and typically has a business focus

Examples:• Regulatory Compliance• Security• Update frequency• Branding• Metadata• Workflow / proces latency• Etc.

”Blue governance” relatesto the it infrastructure andhas a focus on driving the platformfrom a technical point of view

Examples:• Availability• Application ”on-boarding”• Backup / Restore procedures• Scalability• Change Request procedures• Etc.

Establishing the organization

Governanceroles

IT

Executive Stakeholders

End Users

Governance board

Operational Team

Business(Content Owners)

Establishing the governance organizationis best done early in the implementationproject.

Role guidelines

Executive Stakeholders:Participates in establishing SharePoint vision and setting the business impact. Hasan interest in following ROI on SharePoint.

Business (Content Owners):Own individual business applications.Will drive related governance policies forthese applications and bridge applicationsto business impact.

End Users:Will actively drive governance controls and tasks in the daily work. A very importantgroup to have on board in governanceto optimize adoption.

IT:Owners of the tech platform and relatedpolicies and controls. A very importantrole in the governance board in relationto service level maintenance and scopingof the platform.

The SharePoint Governance Framework

SharePoint Vision

Goal A Goal B Goal C

System 1

System 2

System 3

System 4

System 5

System 6

Rule Rule Rule Rule Rule Rule Rule Rule Rule Rule Rule Rule

Task Task Task Task Task Task Task Task Task Task Task Task

Procedures/Guides Procedures/Guides Procedures/Guides

Op

era

tional o

rg.

Board

org

.

The SharePoint Governance Framework is developed and owned by Netmedia Software ApS. The SharePoint Governance Framework may be referenced and used freely with proper reference to the owner and the owners internet website.

Governance Center for SharePoint 2.0

Governance Center for SharePoint 3.0

Business Value ManagementEasy identification of business impact on the Governance Dashboard

Governance Planning ToolGuided documentation and planning flow

Governance Task & Control ManagementWith built-in risk/impact modelling

Standard Operating ProceduresQuality assurance through controlled procedures

SharePoint Service Catalogue / Governance HandbookBest Practices and tool for rapid implementation

TrainingOptional subscription based online training module for SharePoint users and administrators

Change ManagementWorkflow based management of change requests for the governance board

Automated Site creation policy enforcementGovernance Center automatically applies governance policies to all new sites on creation

Customization using standard SharePoint API

Available in October 2009

Business impactAll systems automatically report their impact to a business impact area, which again is reflected in the graphical interface on the governance dashboard.

There is a direct and visible link from business goals to each system, policy and control.

The Business Impact indicators makes the governance plan relevant for business management and helps all levels of the organization to keep in shape at all times.

Business Impact

Security

Productivity

Compliance

Governanc

e

Business Impact

Governance

SecurityFully automated policy creation for new sites; team sites, publishing sites, project sites, My Sites etc. makes site ownership and responsibilities easy to understand and engage with.

Policies can be strict and not allow access for users before governance controls and tasks have been completed, or simply raise a warning and a risk on the governance dashboard, if a site is not in compliance.

Business Impact

Security

Productivity

Compliance

Governanc

e

Security

Governance

ProductivityUsing the framework and tools for planning and documenting governance policies and controls, is estimated to save 60-80% of governance planning time, compared to not using a framework or tool at all.

Using the Governance Dashboard makes it easy for any user to find individual controls and tasks that must be done to stay in compliance. Finally the Change Management workflow automates the collection and handling of change requests, making decisions faster and lowers the cost of Change Management procedures.

Business Impact

Security

Productivity

Compliance

Governanc

e

Productivity

Governance

ComplianceAlways stay informed and in compliance by using the Governance Dashboard and the graphical drill-down webpart that allows you to find individual systems, policies or controls that needs your attention.

Using the policies and controls lists you can enter regulatory compliance rules from external governance agencies and record history with the control log and history functionality of Governance Center for SharePoint 3.0

Business Impact

Security

Productivity

Compliance

Governanc

e

Compliance

Governance

Typical implementation processNetmedia Software and our selected partnersdeliver advisory services and implementation serviceswhen implementering SharePoint governance usingGovernance Center for SharePoint 3.0

It is recommended to have an experienced resource onboard in the governance implementation. This willmake the process easier as well as faster, and will help youPrepare an governance plan that embrace the entireSharePoint platform and investement.

To prepare for governance of a SharePoint platform, youmay want to take a look at the Governance Master Classestrainings on www.netmedia.as.

www.netmedia.as