SharePoint 2010 Governance Planning and Implementation

1. SharePoint 2010 Governance Planning and Implementation Scott Jamison (scott.jamison@jornata.com) Susan Hanley (sue@susanhanley.com)

2. SharePoint – incredible demand, incredible capabilities … Bill Gates at the 2008 SharePoint Conference “There is an incredible demand today for solutions that help businesses to harness the power of a global work force and tackle the challenges that come with the explosive growth of digital information. The spectacular growth of SharePoint is the result of the great combination of collaboration and information management capabilities it delivers. I believe that the success we’ve seen so far is just the beginning for SharePoint.”

3. Agenda • Why do you need a Governance Plan? • What does Governance mean in the context of SharePoint? • Governance Top Ten • Governance Details for SharePoint 2010 • Summary

4. … but solution success is not just about technology … Training Technology 20% Support Policies Communication Deployment Documentation

5. … and it’s easy to make mistakes • Not defining policies on what to use SharePoint for (and what not to use it for) • Empowering users without appropriate training and guidance • Letting users manage security when they have no clue what they are doing • Not treating SharePoint like an enterprise application • Letting users add lots of items to a list – literally kills the server • Not planning for scale and/or growth • Not providing SharePoint as a centralized service for the organization • Not testing the backup/recovery process

6. So, why do you need a Governance Plan? • Avoid portal, team site, and content "sprawl" • Ensure that content quality is maintained for the life of the portal • Consistently provide a high quality user experience by ensuring that the governance plan is followed • Establish clear decision making authority and escalation procedures so that policy violations are dealt with and conflicts are resolved on a timely basis • Ensure that the portal strategy is aligned with business objectives so that it continuously delivers business value

7. Moreover, a Governance Plan is important because … • Many of SharePoint’s capabilities are not ‘required’ or ‘mandated’; users need to understand the value to get the benefit • Users can do a lot – we give them “great power” and need to ensure they accept their “great responsibility”

8. Top 10 Governance ‘Must Haves’

9. Governance Top Ten • Clear Vision • Key Roles and Responsibilities • Deployment Model • One Size Does Not Fit All • Policies • Guiding Principles • Launch and Roll-out (Adoption) Strategy • Content Management Plan • Training Plan • Governance Plan Document

10. 1. 1 Vision: What are the business goals? • Improve collaboration with partners • Create a searchable central repository of marketing assets • Provide a one-stop shop for firm-wide information • Share best practices and collaborate across teams with online collaboration workspaces • Replace shared drives with searchable, organized document repositories • Provide a platform for document management • Showcase a business process dashboard

11. 1. 2 Vision: What are the business outcomes? • Provide easier and more timely access to the information employees need to get their work done • Provide easier and more effective mechanisms to move work between business entities, such as self-service for customers or partners, enabling outsourcing by providing business partners with access to a collaboration environment or business data on an extranet • Provide an organized "one stop shop" for information by making it easier to find authoritative information • Improve the ability to share and exchange information across the organization by providing an electronic publishing method that is easy for users to leverage • Improve the "time to talent," the speed with which new employees become productive • Capture knowledge of retiring employees in a collaborative environment

12. 2. Roles and Responsibilities • Put the right team together…early • Use an upgrade as an opportunity! • Don’t assume SharePoint can be managed with existing resources (even if SharePoint is already in place). Getting the right people in place is an important step in the process. • Include both business process and IT process contacts on the governance team • Work with the PMO and standards teams within the organization to leverage ITIL, ISO, Six Sigma, and other standards that may be in place

13. Enterprise Roles and Responsibilities

14. Site Roles and Responsibilities

15. 3. Deployment Model

16. 4.0 One Size Does Not Fit All Corporate Business Taxonomy With Divisional Stakeholders Central Portal Aggregation & Navigation Division Portals Business Process Management Division News Group Reporting & Scorecards Self-Service Site Creation +Life Cycle Management Loosely Structured Group, Team, Project Sites and Workspaces Provisioned per User Individual Contributors Blogs, Social Networking

17. 5. Policies • Design Policies • Policies and Best Practices for Site Designers • Usage Policies • What is ‘proper use’? • How to keep information secure information • When to use SharePoint versus other alternatives • Help Policies • Get support and training • Request design and development services • Request new functionality

18. 6. Guiding Principles • Guiding Principles help Site Designers narrow the scope of the “possible” to focus on the “practical” and “valuable.” • Guiding Principles help Site Designers make trade-offs (“if this is the problem, choose this approach”) • Guiding Principles remind users of the behaviors necessary to achieve business objectives (such as “send links, not attachments”)

19. Example Guiding Principles – Design • Consistent user experience • Design with the end user in mind – minimize the need for training • Standards tied to scope (audience) • Just because you can, doesn’t mean you should (“with great power comes great responsibility”) • Existing rules still apply (privacy, use of IT resources, records retention) • Default access is “read only” for all – apply additional “read” security only as needed

20. Example Guiding Principles – Usage and Content Management • No e-mail attachments – send links • Publish once, link many • 2007: Use Metadata, not Folders – more flexible in responding to a dynamic environment • 2010: Use folders, inherit metadata • Content management is everyone’s responsibility but site owners are accountable • Content owners are responsible for ensuring their content is managed according to corporate records retention policies. The metadata paradigm shift – likely to be your biggest challenge: relevant examples are critical!

21. 7. Launch and Roll-out (Adoption) Strategy • Potential Issues: • The new system will require time for the company culture to adapt to it – build that time into the schedule • Users may lack sufficient training – ensure they get the training they need • Users may continue to do things the way they are used to – encourage users to adopt new business practices • Tactics: • Fun and engaging launch event • “Lunch and Learn”/”Get Sharp on SharePoint” • Power Users Community of Practice • More on this topic tomorrow: SPC255: Driving End User Adoption!

22. 8. Content Management Plan • What is the only thing we can guarantee about your solution? Everything will change! • Establish who can change and approve content • Establish how often content needs to be reviewed – better yet, build in automated processes to route content for review • Establish policies regarding who will manage content security • Establish policies on what customization is allowed on a site • Establish policies for code deployment • Plan for your Governance Plan to change!

23. 9. Training Plan 23 • Not a “one time” thing • Not just about features and functions – it’s also about guiding principles, value proposition, etc. • Don’t forget that everyone is listening to the same radio station: WIIFM – make it personal! • Who to train: • Site Collection Administrator(s) • Engineers, ops, developers, designers • HELP DESK!!! • End users • What to train: • Skills to design, manage and support • Consider a variety of approaches – not everyone learns the same way • More on this topic tomorrow: SPC255: Driving End User Adoption!

24. 10. Governance Plan Document • Consider breaking the document into “consumable” chunks • Vision, Roles and Responsibilities, Guiding Principles • Policies, Guidelines/Best Practices, and Procedures • Don’t include: • Implementation Details • Network Requirements • Feature Requirements TIP: The process of creating the document is the most important part!

25. SharePoint 2010: Detailed Governance Considerations

26. SharePoint 2010 Considerations • Social Computing Implications • Governance planning is even more important in SharePoint 2010 because the increased emphasis and availability of social computing features means there are more types of content to govern. • SharePoint 2010 offers users a far more participatory role in the solution information architecture through the use of “social data” such as tags, bookmarks and ratings. Users need to understand and internalize the value proposition for leveraging these features. Solution designers will likely need to provide both guidance and encouragement for their use.

27. SharePoint 2010 Considerations • Managed Metadata • Consistent Terminology • Better Navigation/Filtering • Better Search Results • Easier on Users • But…potential for confusion • What is Metadata? • Managed Keywords vs Managed Terms • Document Columns vs Social Tags

28. SharePoint 2010 Considerations • Records Management • In-Place Records vs Records Archive • You’ll likely use both – need to decide which and when • Has effect on: • Record retention rules • Which users can view records • Ease of locating records (Collaborators vs Records Managers) • Maintaining each version as a record • Records Auditing • Site Organization (and number of sites used) • E-Discovery • Security • If you are doing Records Archive, you need a records manager role!

29. SharePoint 2010 Considerations • Content Organizer • Partitioning Mechanism • Do you use it? • “Where did my document go?”

30. SharePoint 2010 Considerations • SharePoint Customization • SharePoint Designer: Off or On? • Partially Trusted vs Fully Trusted Code • SODA: SharePoint On-Demand Applications • Excel and Access Solutions

31. Summary • Establish a governance framework to ensure quality and relevance of content and to ensure that all users understand their roles and responsibilities. • Make sure that you have a Governance Board with a strong advocate in the role of Executive Sponsor. • Keep your governance model simple. Solutions need a strong governance model, but they don't need complicated models with lots of bureaucracy. • Don't make the solution itself more complicated than it needs to be. Just because SharePoint has a cool feature doesn't mean that you need to deploy it – at least not right away. • An effective Governance Plan doesn’t have to constrain every move – it has to provide guidance to users to ensure that your solution remains effective and vibrant over time.

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