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SharePoint Governance
Victor Fonseca
Rodolfo A. Roim
September 14th
© Copyright 2009 Avanade Inc. All Rights Reserved.
Agenda
2
About Avanade
Reasons for SharePoint Governance
Avanade SharePoint Governance Proposition
Questions & Answers
Contacts
© Copyright 2009 Avanade Inc. All Rights Reserved. 3
Insight from our unique connections
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More than 20% average yearly growth since our inception in 2000
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Realized 96% satisfied customers
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&
About Us
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Diverse, global customer base
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1000s of customers
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Wouter de Bos, Director,
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and that combination has made our
project very successful.”
Jørn Smestad, CFO,
Hitachi Power Tools
in Microsoft expertise
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Agenda
9
About Avanade
Reasons for SharePoint Governance
Avanade SharePoint Governance Proposition
Credential
Questions & Answers
© Copyright 2009 Avanade Inc. All Rights Reserved.
► Governance is the set of policies, roles, responsibilities, and processes
that guide, direct, and control how an organization's business divisions
and IT teams cooperate to achieve business goals
Reduce Total Cost
of Ownership
Optimize
Remove legacy
Drive Efficiency
Encourage Standards and
Consistency
Brand
Reduce redundant technology
Provide best practices
Provide Service and Solution
Empower Business
Empower Teams
Empower End Users
Reasons for SharePoint Governance The Definition of Governance
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• The biggest strengths of SharePoint are sometimes its biggest drawbacks:
– it’s easy to deploy across the company, so many implementation are done ad-hoc in a technology-driven manner
– Teamsites can be quickly and easily created for employees, rapidly leading to a potentially chaotic universe of teamsites
– SharePoint is highly customizable and configurable with a wide range of features and functions, so users sometime end up lost or confused
SharePoint Characteristcs
No prior experience needed to deploy company-wide
Sites quickly created and easily available for users
Large range of features and functions
Strengths
Implementation performed internally by IT and with initially
low TCO
Fast on-demand site creation for users, teams, projects, across the
company
A wide range of business needs can be addressed by SharePoint
Challenges
Technology rather than business driven and lacking clear business
objectives
Uncontrolled expansion leading to unsupervised chaotic site
collections
Untrained users with too many tools at their disposal and lack of
guidance
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Reasons for SharePoint Governance The SharePoint Paradox
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Reasons for SharePoint Governance Any of these sounds familiar?
“My support guys are overwhelmed with SharePoint end-users tickets.”
IT Support Manager
“Lists, document libraries, views, web parts, … I’m starting to get a little lost and confused. I’m not sure where to begin and I don’t want to reinvent the wheel. There must be a better way of achieving what I want to do?”
Site Contributor
“There is plenty of literature on SharePoint on the Web. There is actually way too much of it. I really need one reliable source I can go to when I need help.”
Site Administrator
“We’ve let users create sites on demand. No one has really been checking, and now we have thousand of team sites out there. We haven’t a clear archiving policy defined, costs are increasing with no clarity on who should pay, and things will soon get out of control.”
IT Manager
“I’m sure that there is so much more we could be doing with this, but our IT organization just doesn’t seem to be able to keep up with our users.”
Business Manager
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Reasons for SharePoint Governance Most common Problems
Sites are not archived
People don’t find information
Sites are not brand
compliant
People don’t want to use it
Users are discouraged
The right tool isn’t used for the right task
Technology Proliferation
Server Proliferation
Site Proliferation
Proliferation
Low ROI for the Company!
Point of this new product not clear
Technology seems too
complicated
Too hard to get right support
Confusion
Look and features different from one
site to another
No connection between sites nor
federation
No unified goals and vision across departments
Segregation
Helpdesk is overwhelmed
© Copyright 2009 Avanade Inc. All Rights Reserved.
Agenda
14
About Avanade
Reasons for SharePoint Governance
Avanade SharePoint Governance Proposition
Credential
Questions & Answers
© Copyright 2009 Avanade Inc. All Rights Reserved.
Avanade SharePoint Governance Proposition Microsoft SharePoint Governance Framework
15
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.
Three major areas for governing SharePoint 2010
Products:
· IT governance of the software itself and the
services you provide
· Application governance of the custom solutions
you provide
· Information Management governance of the
content and information that users store in those
services.
Governance Areas
© Copyright 2009 Avanade Inc. All Rights Reserved.
Avanade SharePoint Governance Proposition The Reasons
• An increasing number of our clients are complaining about the lack of governance of their SharePoint implementation, asking for advice to correct the trends.
• Though governance should ideally be strong from the start, correcting a SharePoint implementation is possible. This correction must be conducted following a strict methodology, adapted to the client’s context.
• Based on this increasing need, Avanade has decided to develop an offering dedicated to SharePoint Governance for on-going projects.
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Avanade SharePoint Governance Proposition Avanade’s Framework
Performance Management and Leadership
Executive Sponsorship
Vision & Roadmap
Product Life Governance
Usage Monitoring
Success Criteria & KPIs
People & Teams
Roles & Responsibilities Champion Network
Communication Training
Information Management & Lifecycle
Content Guidelines Content
Types Sites
Directories Search Optimization
Archiving Policies
Service offerings
Site Architecture
Site Creation Rules
Cost Allocation
SLAs & Quality
Change Management
Support & Help Desk
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Divisional
Portal
Regional Portals
Groups & Teams
Projects & Workspaces
My Sites
Avanade SharePoint Governance Proposition Sample SharePoint Governance Model
© Copyright 2009 Avanade Inc. All Rights Reserved.
• Coordinated governance
• Centralized vision and steering
• Common set of guidelines and policies
• Information management / collaboration polices & ways of working
• Demand & supply balancing
• Asset management and re-use
• Definition of clear and standardized processes
• Quality control
A SharePoint Center of Excellence
acts as an enabler for increased
uptake of SharePoint.
The CoE allows for:
IT production resources
(internal and external)
Business
(IT customers and users)
Develop
-ment Mainten.
Opera-
tions Support Etc.
Products &
Services
IT domains
IT
Bu
sin
ess
Cen
ter
of
Excell
en
ce
SolutionPlanning
ApplicationsManagement
& Support
RequirementsChange
Management
ApplicationPortfolio
Management
System CoEManagement
Project &Program
Management
ArchitectureGovernance
ServiceIntroduction
VendorRelationshipManagement
Avanade SharePoint Governance Proposition SharePoint Center of Excellence
© Copyright 2009 Avanade Inc. All Rights Reserved.
Avanade SharePoint Governance Proposition Building a CoE
The CoE strategy is to rapidly evolve with demand towards a globally optimized
SharePoint CoE capable of fulfilling business needs in a fast and efficient manner.
CoE IT Funding
CoE IT Total Cost CoE Business Funding
CoE Resource
Pool
CoE Offshore
Involvement
CoE Staffing CoE Portfolio
Size
© Copyright 2009 Avanade Inc. All Rights Reserved.
Agenda
21
About Avanade
Reasons for SharePoint Governance
Avanade SharePoint Governance Proposition
Questions & Answers
Contacts
© Copyright 2009 Avanade Inc. All Rights Reserved.
Agenda
23
About Avanade
Reasons for SharePoint Governance
Avanade SharePoint Governance Proposition
Questions & Answers
Contacts
© Copyright 2009 Avanade Inc. All Rights Reserved.
thanks! avanade.com.br facebook.com/avanadebrazil @avanadebrazil Victor Fonseca Rodolfo Alves Roim [email protected] [email protected]
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