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The Practical Application of SharePoint Governance Christian Buckley Director of Product Evangelism, Axceler
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The Practical Application of SharePoint GovernanceChristian BuckleyDirector of Product Evangelism, Axceler
The Practical Application of SharePoint Governance
What I’ll cover today:
• The “governance gap” in SharePoint
• How companies view governance
• Creating business alignment
• Tactical governance and readiness checklist
AboutChristian Buckley, Director of Product Evangelism at Axceler
• Microsoft MVP for SharePoint Server
• Prior to Axceler, worked for Microsoft, part of the Microsoft Managed Services team (now Office365-Dedicated) and worked as a consultant in the areas of software, supply chain, grid technology, and collaboration
• Co-founded and sold a software company to Rational Software. At E2open, helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), onboarding numerous high-tech manufacturing companies, including Hitachi, Matsushita, Cisco, and Seagate
• Co-authored ‘Microsoft SharePoint 2010: Creating and Implementing Real-World Projects’ link (MS Press, March 2012) and 3 books on software configuration management.
• Twitter: @buckleyplanet Blog: buckleyplanet.com Email: [email protected]
Get the Book
Published 2012 by Microsoft PressOrder your copy at http://oreil.ly/qC4loT
Tackle 10 common business problems with proven SharePoint solutions:• Set up a help desk solution to track service
requests
• Build a modest project management system
• Design a scheduling system to manage resources
• Create a site to support geographically dispersed teams
• Implement a course registration system
• Build a learning center with training classes and resources
• Design a team blog platform to review content
• Create a process to coordinate RFP responses
• Set up a FAQ system to help users find answers quickly
• Implement a cost-effective contact management system
Axceler Overview
Improving Collaboration since 2007• Mission: To enable enterprises to simplify, optimize, and
secure their collaborative platforms• Delivered award-winning administration and migration
software since 1994, for SharePoint since 2007• Over 3,000 global customers in 40+ countries
Dramatically improve the management of SharePoint• Innovative products that improve security, scalability,
reliability, “deployability”• Making IT more effective and efficient and lower the total
cost of ownership
Focus on solving specific SharePoint problems (Administration & Migration)• Coach enterprises on SharePoint best practices• Give administrators the most innovative tools available• Anticipate customers’ needs• Deliver best of breed offerings• Stay in lock step with SharePoint development and market trends
Why are we talking about governance?• SharePoint out of the box is a powerful platform• But many organizations don’t think they have the
time, money, people to spend on planning• The result?
o Site sprawlo Unfettered contento Process lawlessness
Why are we talking about governance?A new survey has found that almost half of SharePoint users disregard the security within SharePoint.
“Steps need to be taken that recognize the increasing porosity of the perimeter and allow the workforce to harness the power SharePoint offers without compromising security.”
Jan/Feb 2012, IDM.net.au
Why are we talking about governance?
A 2012 CIO survey by Gartner shows an increasing push in collaboration, analytics, and cloud computing. They predict that by 2016, 20% of CIOs in regulated industries will lose their jobs for failing to implement the discipline of information governance successfully.
Why does SharePoint governance matter?
From ‘Creating Passionate Users,’ Kathy Sierra
The Business Matters
SharePointDoesn’tMatter
Business Need Service
GOVERNANCE
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.
Survey
• We looked at four areas:o Governance perceptions within the organization
(what they think it means, where respondents believe their organizations are today)
o Governance roles (defining differences in roles and accountability)
o Governance planning (implied healthy practices, whether organizations are thinking about the right things and within the right scope)
o Governance readiness (questions to help determine ability to implement best practices)
©2013 Axceler
©2013 Axceler
©2013 Axceler
©2013 Axceler
©2013 Axceler
©2013 Axceler
©2013 Axceler
Defining Terms
Governance definitions vary, so it is important to figure out what it means within your company, and proactively manage it
Your Process Nightmare
Governance is about taking action to help your organization organize, optimize, and manage your systems and resources.
What does governance look like in SharePoint?
Draft Outline of presentation• Overview / introduction• How to Successfully Move to 2010
• Before / Now – clean up your 2007 environment• Challenges with SharePoint Administration• How Axceler ControlPoint can help
• During – right tools to reduce risks, errors and ensure successful move
• Challenges with SharePoint Migration / Upgrades• How Davinci Migrator for SharePoint can help
• After – ongoing management and administration
• Customer success stories• About Axceler
How do we align our service tobusiness need?
Identify compliance requirements
Map requirements to SharePoint functionality
Make the difficult decisions
Improve operations management
Business Need Service
GOVERNANCE
Before you can talk about governance, either strategically or tactically, you need shared understanding of two things:
o The business value to be delivered o The scope of what is to be built (preferably before you start)
Getting Some Perspective
The Keys to Successful Governance
Structure/Architecture
Farm
Web App
Site Collection
SiteSub-site
Sub-siteSite
Site Sub-site
Site Collection Site
Web App Site Collection
Site
Site Sub-site
Policies, Process, and Standards
Ownership and Accountability
Measurement and Reporting
AutomationAutomation
Practical Governance
Practical Governance
• Permissions• Content and Storage• Usage and Activity• Restructuring
Are you effectively managing your SharePoint Permissions?• Perform regular security checks across your farm,
down to the document level• Proactively review, delete, and reassign user permissions as
needed• Clean up users who are no longer in
Active Directory but are in SharePoint• Review SharePoint groups• Have a process to backup and restore
permissions• Document site permissions (roles) so that
its easier to duplicate for new employees• Monitor SharePoint CALs
Any changes required to your Content & Storage?• Monitor and track the growth of sites for better
planning, especially with migrations• Analyze web part usage to determine which • sites are using which web parts• Understand and manage SharePoint
features• Ensure consistent branding and behavior:
site themes, quotas, regional settings
Do you know your Usage and Activity trends?• Analyze activity down to the site, page, document level• Identify who is accessing which documents, including
details on that activity (i.e. checking in a document, editing a document, or just viewing a document’s properties)
• Isolate sites that are no longer needed and delete them
• Compare activity from the past to help anticipate the future
• Find sites with the most or least activity
Do you need to reorganize your farm?• Proactively manage architecture of your site
collections, sites, lists, libraries, folders and items within your farm or across farms
• Have a plan for moving content and structure from test environment to production environment
• Understand impacts due to architectural changes or business changes
Best Practices from Survey Respondents
“Your priority is to get an information architecture and taxonomy linked to business process management.”
“Organizations will have to increase their investment in related tools and technologies, both the facilitate the development and refinement of policy, and to distill policies into executable rules that tools can apply to information.”
“Make sure that any innovations are championed and advertised to that others can see what can be achieved and they can relate back to their own challenges.”
“Ensure governance is prioritized from the outset.”
“Think about the basic services being provided and how staff can be more productive rather than introduce the bells and whistles.”
Readiness
o How important is governance in your organization/company today?
o Do you have a SharePoint governance plan in place today?
o If yes, who are the stakeholders included in your governance body? (end users, IT managers, administrators, etc)
o Do you have specific information management policies in place?
o Do you maintain Service Level Agreements with your end users?
o Do you have an operational change management model in place to review and prioritize feature requests and customizations?
o Do you regularly run audits on usage, security, content, or permissions?
Are you asking the right questions?
Get the right people to the
table
Ask the right questions
Be ready to compromise
Agree to costs and benefits,
risks and rewards
Assign accountability
Move forward
Online Resources
SharePoint Governance Maturity Benchmark (Whitepaper)
My European SharePoint Conference Community ‘Governance Rules!’ series (on-demand webinars)
Governance Should Begin with your Migration [webinar and article]Why Permissions Drive your Governance Strategy [webinar and article]Risk Management in SharePoint Governance [webinar and article]The Role of Reporting in Governance [webinar and article]What Governance Looks Like in the Cloud [webinar and article]
Microsoft Governance Guides
Paul Culmsee’s iconoclastic views on best practices and governance, artfully delivered
Contact me
Order your copy at http://oreil.ly/qC4loT
Christian [email protected] @buckleyplanetwww.Axceler.comhttp://tiny.cc/buckleypresentationshttp://tiny.cc/buckleybloghttp://tiny.cc/buckleybookhttp://tiny.cc/buckleygovernance4hybrid
