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Microsoft Office SharePoint Server 2007 Governance: From Chaos to Success in Ten Steps
Joel Oleson – SharePoint Technical Evangelist www.sharepointjoel.comwww.twitter.com/joeloleson
2
7+ Year SharePoint Veteran5 Years in MS IT2 Years in Product TeamSharePoint Consultant and Trainer5 yrs TechEd US & EuropeGlobe TrotterAte crickets last week
Who is SharePoint Joel?
Let’s Dive in!
1) Confront Reality2) Create a Governance Plan3) Get an Exec Sponsor4) Create the Dream Team5) Build Services not Stuff6) Define Clear Policies and Standards7) Invest in Scalable Information Architecture8) Don’t forget Change Management9) Adoption is What Counts10)Keep it Simple Stupid.
10 Steps To Ensure Success
55
Confront Reality
IT Control
User Empowerment
88
99
Have a Governance Plan
Through 2010, less than 35% of sites turning on Windows
SharePoint Services will put effective governance techniques in place.
Gartner
Governance uses people, process, technology, and policies to define a service, resolve ambiguity, and mitigate conflict within an organization
SharePoint Governance 11
Source: The Burton Group
1212
SharePoint Governance Plan
PeopleRoles and responsibilities
ProcessHow to accomplish common tasks such as creating a new site or requesting new business requirements
TechnologyLeveraging features and tools to enforce policies through technology
PolicyCollection of principles - What site owners, designers, developers should/shouldn’t do
1313
Clear Vision, Mission and Goals
TCO
Optimize
Remove legacy
Drive Efficiency
1414
Get a Passionate Executive Sponsor
1515
Exec Sponsor with $$$$$$
Get me SharePoint or You’re FIRED!
1616
Data Governance Roles And ResponsibilitiesSeptember 2007 “Data Governance: What Works And What Doesn’t”
1717
Build Services NOT Stuff
1818
SharePoint is Plastic. What is your Creation?
2020
Two Types of Service Models
Commodity
Hosting
Application
Hosting
Out of the box (Standard)
Custom (D
edicated)
2121
Containment Hierarchy
2222
Joel's Cheat Sheet for HostingSite Collection •Support 100s-100K+ sites
•Ideal for Blogs & Collaborative environments
Sites •Information and aggregation portals such as Intranets•Internet sites with page libraries
Web App •Ideal for point solutions, departments, and groups of site collections•Namespace and relationship autonomy
DedicatedFarm(s)
•Ideal for applications built on SharePoint•Great for staged deployments i.e. authoring to production
Commodity Hosting Examples
Meetings and Workspaces
• /workspaces• 500MB• Self Service• 6 months confirm
then archive• Excluded from
search
Mysites
• /mysites• 100MB• Self Service• 1 year if not used• No confidential IP• User Quotas
Team & Group
• /teams• 5GB-15GB• Help Desk
provisioned• Listed in Site
directory• Archived on
Demand
Adhoc Structured
Short term Long term
Collaborati on ServiceOff ering
2424
SharePoint Shared Services PlatformWell Managed, High Availability, DR
Team Sites My SitesCorporate Portal App 1 App 2
2525
SharePoint Governance Model
Division Portals
Groups & Teams
Projects & Workspaces
My Sites
CentralPortal
Portal/Web
Collaboration
2626
SharePoint Governance Model
Permanent Central PortalEnterprise SearchEnterprise Browse
Division Portals
Groups & Teams
Projects & Workspaces
My Sites
CorporateBusiness TaxonomyWith DivisionalStakeholders
PerUser
Ad Hoc SelfServicew/ Life CycleManagement
Permanent Division PortalsBusiness Process Division News, ScorecardsGroup Reporting
Semi StructuredGroup, Team, ProjectSites and Workspaces
Blogs, bios, Social
CentralPortal
2727
Multi Deployment/Global Model
RegionalPortal
Team Workspaces
My Sites
RegionalPortal
Team Workspaces
My Sites
Central Portal
Team Workspaces
My Sites
Incremental Indexingover the WAN
(Federated Search)
2828
Create the Dream Team
3030
SharePoint Operational Roles
Infrastructure Support
SharePoint Administrator
Content Administrator SharePoint
Developer(s)
BusinessIntelligence
BusinessForms
SearchContent
Management
Collaboration
PortalPlatformServices
3131
SharePoint Deployments are you ready?Forming
Who is at the table?Get use to the platform OOB, what does it do, how does it work.. Vision, Mission, Project Plans, etc...
Storming
Work it out... OLAs, SLAs and various kinks watch your requirements for follies take on challenges your deployment and team.
Norming
Be Proactive...As people get use to the processes, procedures, and agreements now is the time to shine be *proactive* and ensure monitoring and effective reporting.
Performing
We’re doing it!Now that teams and your deployment is reaching it’s potential now you are ready to take on big challenges.
Adapted from Tuckman and Jensen 1977
3232
Joel’s Deployment Model
Newbie• WSS, Collab,
Blogs, Wikis, Doc Mgmt
Tween• Portal,
Search, My sites, Profiles
• WCM in place with approval
Teen• Excel
Services, KPIs• Custom Web
Parts• Third Party
Business Solutions
• Variations
Rockstar• Multi Stage
Custom Development
• Custom Solutions
• BDC, Integration
• Business Applications
Are you trying to be a Rockstar with the experience of a newbie?
3333
Define Clear Policies and Standards
3434
Standardization
Flexibility
3636
Defining Policies
Do I charge back for site hosting?What quota should I allow?Should I allow SharePoint Designer?
What should I do with online web parts?Dev & Third party solutions?Solution Deployments!!! (.wsp)
Adhoc Structured
Self
Serv
ice
Sm
alle
r Q
uota
Q
uick
er E
xpira
tion
O
OB
IT P
rovi
sion
ed
La
rger
Quo
ta
P
erm
anen
t
Su
ppor
ted
Dev
env
.
$
$$ C
harg
e Ba
ck
3737
Policies Support Services
IT Hosted Services
Site Collection Hosting• Low cost to Free
(low barrier)• Self Service (w/ meta
data capture or workflow)
• Fixed Quotas• SharePoint Designer
(optional)• Out of box templates +
Application Templates
Web App Hosting• $ Charge Back• Multi Tenant • Web App/App Pool• No GAC access• Custom Site Templates• Limited LOB Integration
Premium App Hosting• $$$ Charge back• Dedicated• Virtual or Physical
Separation• Custom LOB Integration• Business Focused Dev• Dev/Test environments
3838
Build for Today Design for Tomorrow
39
4040
4141
Another SharePoint Site
Site Collection Another Site Collection
Root Site
How about another one?
Root Site
Child
Site
Child
Site
Descendent Site
Descendent Site
Descendent Site
Child
Site
Site Collection
Root Site
Child Site
Child Site
Descende
nt Site
Another SharePoint Site
Site Collection
Another Site Collection
Root Site
How about another one?
Root Site
Child Site
Child Site
Descendent Site
Descendent Site
Descendent Site
Child Site
Site Collection
Root Site
Child Site
Child Site
Descendent Site
Arlington
4242
Another SharePoint Site
Site Collection Another Site Collection
Root Site
How about another one?
Root Site
Child
Site
Child
SiteDescendent Site
Descendent Site
Descendent Site
Child
Site
Site Collection
Root Site
Child Site
Child Site
Descende
nt Site
Baltimore
4343
Portal Information Arch exampleBuild initial site architecture and delegate
Home
Payroll
SupportT & E
R & D Training
Executive SalesFinance Production IT Customer Support
BOD
Site Contributors = Board of DirectorsSite Designers = SharePoint DesignersSite Managers = SharePoint Administrators
Site Visitors = EveryoneSite Contributors = EveryoneSite Designers = SharePoint DesignersSite Managers = SharePoint Administrators
Site Visitors = Production TeamSite Contributors = Research and Development TeamSite Designers = SharePoint DesignersSite Managers = SharePoint Administrators
Site Visitors = Registered CustomersSite Contributors = Customer Support TeamSite Designers = SharePoint DesignersSite Managers = SharePoint Administrators
Source: The Burton Group
4444
Don’t Forget Change Management
4545
4646
Process Models for Dev Life Cycle
• Code• Introduction• Coexistence
Dev
• UAT• Authoring• POC• Validate
Test• Users• Workflows• BPM
Prod
Release ManagementConfiguration ManagementOperations Monitoring, Security & Patch ManagementCommunications & Service ManagementCode Propagation Testing & Deployment
Microsoft Operations Framework 4.0
http://go.microsoft.com/fwlink/?LinkId=116390
4848
Adoption is What Counts!
4949
Understanding
Design
Implementation
Adoption
5050
5151
Keep it Simple Stupid!
K.I.S.S.
Do you really need that list def, site def, or wiz bang widget?Don’t start with BDC and Excel Services requirements if you’re trying to deploy a simple portal or search solution…Start with Search, it’s an easy win.Watch for Scope Creep it is very easy in SharePoint.
Keep It Simple Stupid.
Cutting corners – “My Devs are My Admins”The SharePoint project is no longer SharePoint (it’s so custom)“Production is test and dev, and where I introduce my service packs”SharePoint is a simple install... (c’mon it’s a Microsoft app... No one will even notice it.)“Let’s just get it out there, then we’ll figure out this “governance” and “operations” stuff...”
Key takeaways today...
5555
Resources and PlugsJoel’s Blog – http://www.sharepointjoel.com Nintex Reporting – http://www.nintex.com/reporting/SharePoint Governance Resources
http://technet.microsoft.com/en-nz/office/sharepointserver/default(en-us).aspx
CodePlex Governance Toolshttp://www.codeplex.com/governance
Join a SharePoint User Group
SharePoint Deployment Essentials & Governance Checklist
5757
G-day Mates! Enjoy the Party...
Questions?
Related Content
SharePoint Global Deployment – OFC 373 – Joel Oleson and Ben Curry
© 2008 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.
The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after
the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.
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