The What and Who for SharePoint

Mary Ann Lorkowski

Sr. SharePoint Business Analyst

Getting Specific about Governance

SharePoint Saturday Virginia Beach Sponsors January 7, 2012

About Me

Expertise: Collaboration Strategy, User

Adoptions, Governance, Enterprise Content

Management, Roadmaps.

Have guided various companies through SharePoint Planning and

Implementation

Blog: http://sp.itbizblog.com – A blog dedicated to uncovering

business solutions using SharePoint

@mdlorkowski

Agenda

What is SharePoint governance and why it is

important

Which facets of SharePoint planning and

implementation need governance

Steps for developing effective governance

Bringing it all together

Q&A

What is Governance?

“If management is about running the business, governance is

about seeing that it is run properly”

-R. Tricker

According to Cooper and Edgett…

“ Governance is about the processes through which a company

implements strategy, allocates resources and makes

decisions at various organizational levels, across functional

areas, and among individual business areas within the

company.”

“Governance is a set of policies, roles and

responsibilities, and processes that guide, direct, and

control how an organization’s business and IT teams

cooperate to achieve business goals.”

According to Microsoft…

SharePoint Server 2010: Governance Model

IT Governance

Information Management

Application Management

Software

Services

Information Architecture

Customization Policy

Sandboxed Solutions

Branding

Lifecycle Management

Benefits of having a Comprehensive

SharePoint Governance Plan SharePoint governance plays a vital role in ensuring that all of the

components of your planning and implementation strategy work

together.

Helps ensure the best return of your SharePoint investment

Helps protect your organization from security threats and non-

compliance liability

Stream-lines the deployment of your SharePoint Server 2010

Helps ensure that resource deployments are clearly aligned

Helps ensure that business decisions are clear and timely

When designing SharePoint governance

always remember “The first step on the

major journey is the longest one”….

Steps for Developing Effective Governance

Get Support

Define Goals and Objectives

Identify Processes

Define Policies

Define Roles and Responsibilities

Develop an Education Strategy

Document the Governance Plan

Form an Ongoing Plan

Get Support

Human Resources

Corporate

Communications

Information Technology

Training

Knowledge Manager

Associates/Employees

Define Goals and Objectives

Business goals and objectives for example:

GOALS OBJECTIVES

Improve employees’ learning and

efficiency

Provide better site navigation, document search, and people search

Improve information sharing

between employees and external

partners

Provide better content

management for the organization

Create project sites that provide a platform for collaboration

Leverage enterprise content management features to support entire life cycle of the document

Identify Processes

How users will request a new site

What trainings they need before they can

use or request the site

When to introduce new features

Site Turn Over

Waiting for

Approval

Site Request

Sample Site Building Process

Define Policies

Search and Navigation

Content Types

Wireframe and Site Map

Managed Metadata

Information Architecture

Customization Policy

Sandboxed Solutions

Branding

Every organization’s policies are unique. Be sure to include:

Different Types of Site Require Different Governance Policies

My Sites

Projects and Workspaces

Group and Team Sites

Divisional Sites

Corporate

Site

Controlled

Tightly governed

Site Owners

accountable for all

content

Ad hoc

Loosely governed

Shared

accountability

Permanent

Knowledge Management

Applications

Permanent

Knowledge Management

Information Sharing

Temporary

Collaboration

Permanent

Personal

Information

Public/

Private

Views

Financial

Stakeholders

IT Leaders

Business Division

Leaders

Information Architects or

Taxonomists

Compliance

Officers

Development

Leaders

Information

Workers

Executive

StakeholdersTrainers

Define Roles and Responsibilities

Site Roles:

Site Sponsor Site Steward Site Designer Site Users

They are the Gatekeepers

Develop an Education Strategy

Adoption is one of your

keys to success

Develop a comprehensive training

plan

Build your own SharePoint user

group

Communicate regularly

Document the Governance Plan

Gives you a tangible reference

Serves as your guide to make

clear and timely decisions.

Goals and Objectives

Roles and Responsibilities

Processes

Policies

Training

Ongoing Plan

Governance Plans should Include:

Develop an Ongoing Plan

Keep moving forward

Governance committee should

meet regularly

Adjust your governance base on the

changing environment of your

organization

Keep it visible!

Bringing it All Together

When it comes to designing SharePoint

governance, one size does not fit all

SharePoint governance should match your

company’s needs

Key decision-makers must be a part of your

governance

Governance must be visible

Governance must be flexible and adaptable

Important Governance Resources

SharePoint Server 2010 Governance Model:

http://go.microsoft.com/fwlink/?LinkId=200533

SharePoint 2010 Governance Planning:

http://go.microsoft.com/fwlink/?LinkId=197150

Implementing Governance on SharePoint 2010:

http://go.microsoft.com/fwlink/?LinkId=201195

SharePoint Server 2010 Governance Resources:

http://go.microsoft.com/fwlink/?LinkId=197150

Good Books about Governance

(quoted above):

SharePoint Saturday Virginia Beach Sponsors January 7, 2012