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SharePoint Taxonomy & Governance If I Don’t Mind, Will It Still Matter? Sean Stecker – Ensynch, Inc.
XBOX 360 Giveaway Yes, you must be present to win. How else am I going to get people to sit through my presentation?
Agenda • What is Taxonomy & Governance? • Why Governance? • Manage the Risk, Cost & Adoption of SharePoint • Classify Business Information • Key Components of a Governance Plan • Best Practices • Governance Updates for SharePoint 2010
Taxonomy & Governance Governance “A way of classifying things or concepts by similarities in structure, use, concepts, relationships or intent” Taxonomy “The attempt to manage risk, cost and adoption”
Top 10 Governance Must Haves: • Vision. What are the business goals? • Roles & Responsibilities • Deployment Model • Scale • Policies • Guiding Principles • Adoption Strategy • Content Management Plan • Training Plan • Governance Plan Document
Typical Comments “Our IT staff spends too much time administering SharePoint, we don’t want to give more functionality, that will just make our jobs harder.” “SharePoint is just another application that we have to manage that complicates our environment.” “Our employees already have too many places to go to get their jobs done, adding SharePoint just adds another location.”
SharePoint Project Failure • 37% of projects cancelled before completion • 52% cost 186% of original estimates • 16% completed on time, on budget and spec • Top Reasons for Failure • Lack of Governance • Lack of Executive Support • Poorly Defined Requirements • Poorly Defined Objectives • Lack of Planning • Lack of User Involvement 2008 SharePoint Best Practices Conference – ICS Solutions
SharePoint Intranet Governance More Governance Business Taxonomy With Divisional Stakeholders Central Portal Ad Hoc Self Service w/ Life Cycle Management Less Governance Per User
Information & Data Enhancement • SharePoint Content Types • Apply Site and Library specific metadata • Create top level “categories” aligned with Business Unit structure • Metadata used to extend Search capabilities to allow for “filtering” of content to further refine results • Best Practices • Planning out the Content Type “hierarchy” is paramount to a long term successful implementation • Example - Content Types DO NOT span Site Collections (yet…) • Out of the box, SharePoint 2007 does not allow aggregation of data across Site Collections • Don’t require the application of metadata to all documents • SharePoint is NOT a replacement for file shares
What Information Should Be Collected? • Document Type and Purpose • Performance Reviews, Internal Memo, Purchase Requisition, etc. • Document Author(s) by Role • Document User(s) by Role • Document Location • Existing Intranet, File Server, Email, etc.
Requirements Gathering Process • Many methods available • None are right or wrong • Best Practices • No more than 10 participants at a time • Use a Traceability Matrix to map requirements to features • Capture everything, let Executive Team establish priorities and “cut list” • Don’t reinvent the wheel – Planning Guides from Microsoft are a GREAT way to get started
Outside Navigational Influences • What is the SLA commitment? • At what level do I enable self service? • Team sites? My sites? Extranet? • What quota should I allow? • How will data or sites be expired? • How will I provide search or browse? • What customizations / dev will I allow? IT Provisioned Larger Quota Permanent Supported Dev env. $$$ Charge Back Self Service Smaller Quota Faster Expiration OOB Adhoc Structured
What Benefits Can You Expect? • Reduce IT Support requirements of the environment by as much as 60% through enhanced support structures • Create an actionable Disaster Recovery Plan for SharePoint that ensures the quickest recovery of business data during an outage (No, your existing DR Plan does NOT ensure this) • Drive a higher adoption rate of SharePoint and processes contained within by establishing a structure that MAKES SENSE to Business Users, not IT personnel
Best Practice – Governance Culture Compliance is the process used to ensure that the processes covered by governance are being followed "A major value point for governance is that it helps to pre-decide who wins in arguments before they come to a head" – Craig Roth, Burton Group 2009 • The “Pointy Stick" • Don't talk governance without compliance • Implementation of compliance is highly dependent on corporate culture • Consider narrowing variance through social enforcement rather than central control
Best Practice – Support Structure • 3 Tiered Support Model • Federated Governance Approach • Division of Ownership Reduces IT Focused Support Requirements
Best Practice – Roles & Responsibilities • Tier 1 • Managing Content Within a Site • Basic Administrative Tasks (Provision Libraries, Assign Rights) • General End User Troubleshooting • Tier 2 • SLA Reporting • Managing Site Collection Content • Site and Site Collection Provisioning and Security • Site Auditing • Tier 3 • DR / Business Continuity • Release, Configuration and Problem Management • Patch and System Upgrades / Customizations • Physical and Logical Design / Structure
The Ensynch IPKB IP Knowledgebase Ensynch’s Central Knowledge Repository Interrelated Data Sets “Crowd Sourced” Information • Internal Tools & Utilities • Scripts • Ensynch Whitepapers • Sizing Tools • Code Snippets • Process Documents • Delivery Documents • Best Practices • Design Documents • Standard Operating Procedures • Blueprints IPKB Just in Time Collaboration Silo’s of Information
Q & A? XBOX Giveaway (Finally…)