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An introduction to the SharePoint Governance Framework - version 4.0 - used by companies all around the world to establish a professional and operational governance practice for medium and large SharePoint implementations.
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Internal © 2012 Aker Solutions Preferred partner
Practical
SharePoint
GovernanceAnders B. Skjønaa
Enterprise Architect, Partner
SharePointPeople Aps
Internal © 2012 Aker Solutions Preferred partner
Enterprise
Search Portal
MySite /
MyProfile
Communities of
practise
SharePoint Governance Framework
SHAREPOINT INFRASTRUCTURE
Storage Operating Systems Security Service Continuity Architecture
PLATFORM SERVICESSearch
Managed Metadata
User Profile
Office Web Apps
BCS
…
STANDARD SOLUTIONSTeamsites
Partner Collaboration site
Branding
MySite
BUSINESS APPLICATIONS Quota
Moderation
Security
Quota
Social etiquette
…
Best Bets
…
…
MANAGED PROCESSESDeployment
Application Onboarding
Branding
Information Security
Managed Metadata
…
MANAGED SYSTEMS
SharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
Internal © 2012 Aker Solutions Preferred partner
Platform Services
The Service Applications that comes with the SharePoint infrastructure are
all Platform Services. The list of Platform Services can also include third
party tools, like Nintex Workflow, Backup or migration tools etc.
SharePoint Service Applications
Non-SharePoint Service applications
(Microsoft or Third party)
Paltform Service Roadmap
(Service Catalogue)
Examples• Managed Metadata Service
• Search Service
• User Profile Service
• Work Management Services
• Office Web Applications
• Nintex Workflow 2013
• Netscaler Load Balancing
• Comperio Front (Enterprise Search)
• …
SharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
Internal © 2012 Aker Solutions Preferred partner
Managed Processes
A Managed Process is a descriptive process for important procedures that
are repeatedly used with the SharePoint platform. The purpose of Managed
Processes is to ensure that these procedures are executed in a consistent
and supportable way, and that the result of a change to the platform is not
compromising the stability or performance of the platform or its tenants.
Examples• Reporting & Communication
• Training & Adoption
• Branding
• Metadata Management
• Application On-boarding
• Development Process
• Storage Management
• Back-up & Restoration
• Infrastructure Management
• Support & Service Desk
• …
The Governance Practise
itself… maybe a managed
process?
SharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
Internal © 2012 Aker Solutions Preferred partner
Standard Solutions
A Standard Solution is a template for a Business Application. A Standard
Solution has an owner that not only governs the operations of the set of
solution instances running on the platform, but also drives maintenance
and development of the template; based on business requirements and
change requests. Generic standard solutions may be added to the
catalogue – like “Web Content Management Intranet Portal” as the
template for a solutions that may be highly customized using code.
Examples
• Communities
• MySite
• Web Content Management portal
• Branding
• Partner Collaboration site
• Campaign site
• Help Center
…
Implementing similar solutions
multiple times is a major cost
driver on SharePoint. Creating
a standard Solution Catalogue,
can help you turns high cost
into business productivity.
SharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
Internal © 2012 Aker Solutions Preferred partner
The SharePoint Governance FrameworkMaking knowledge
available
Connecting securely to
friends and partners
Everyone on the same
platform with the same
services
Making information more
valuable
Cost competitiveness &
growth ambitions
Platform
Service
Platform
Service
Platform
Service
Standard
Solution
Standard
Solution
Managed
Process
Platform
Service
Platform
Service
Standard
Solution
Standard
Solution
Managed
Process
Managed
Process
Policies
Managed Systems are
governed objects in the
Service & Solution
Catalogue.
Business Applications are
instances of standard and
custom solution in
production, running on
the SharePoint platform.
All Managed Systems are
connected to at least one
Business Driver, with an
impact weighting, that
tells how important for
this driver, the Individual
system is.
MANAGED SYSTEMS (Service and Solution Catalogue)
BUSINESS DRIVERS (DERIVED FROM IT STRATEGY)
Control
Control
Control
CONTROLS
Controls are defined to check if
we are compliant with policies.
Each control will have an owner
and a risk impact level, related to
a managed system.
POLICIESPolicies describe the guidelines
(Mandatory and Suggested) for a
specific area.
For each guideline/rule it is
defined if the guideline is
controlled or not.
CONTENT & COMPLIANCY TASKS
IT OPERATIONAL TASKS
Control
OPERATIONAL TASKS
Tasks are used for doing the oprational work that is defined by Policies and
controlled by Controls. Tasks are done by IT Operations (same as any other
operational task) or by the business unit/owner of the individual business
application. The linking between controls (governance practise) and tasks
(operations) provides line of sight from governance to management..
BUSINESS APPLICATIONS
Business App Business App
Business App Business App
Business App Business App
SharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
Internal © 2012 Aker Solutions Preferred partner
Understanding the principles of your role
To make the governance practise work, you need to have a team that not
only have the technical knowledge and business understanding, but also
understand their own responsibilities and role.
■ Governors & Citizens: You are the Governors!■ Be prepared to make decisions or escalate (10:1)
■ Define the rules, by which you make decisions■ Document and Communicate
■ If you want to be safe; Escalate approval of your ruleset
■ You are a «govenor» – not «The president»■ The SharePoint practise is a (kind of) democracy
■ You have responsibility for your area only - but have share a
common interest in everyone doing well.
■ You are priveledged to say no■ If there is a conflict, you escalate!
SharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
Internal © 2012 Aker Solutions Preferred partner
The Governance Organisation
SharePoint Platform Manager• Governance Practise Lead
• Service/Solution Catalogue Owner
• Communicates with IT & Business
• Drives Change Management
SharePoint Service Owner• Management level commitment
& communication
• Owns SharePoint Strategy
• Owns Business Drivers
• Escalation end-point
SharePoint System Manager• Build policies & controls
• Platform Service maintenance responsible
• Reports to SharePoint SDM (Dotted)
SP SM
Service Manager (Business Application)• Typically a business unit member
• Owns Business Application requirements
• Builds policies and controls for the relevant business application
• Sends requirements through Change Management / SharePoint SDM
SP SM SP SM
Business Application
Business Application Business Application
Service Manager Service Manager
SharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
Internal © 2012 Aker Solutions Preferred partner
Practical SharePoint Governance
SCENARIO: Application on-boarding
A new version of the corporate intranet is going to run on the available
SharePoint infrastructure. The application will add significant traffic and load
onto the infrastructure and the solution will be managed by the same resources
(and budget) that is managing the existing solutions on SharePoint.
A selection of solution requirements:
• The new intranet should only be available for all employees / users
• The solution should integrate with the existing Social tools and Enterprise Search platform
• The intranet must be highly available for business users across the company
SharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
Internal © 2012 Aker Solutions Preferred partner
Governance in SharePoint Service
SCENARIO: Application on-boardingExamples from a Governance Policy
• Any new application that will run on the SharePoint infrastructure must meet a minimum of design
requirements; including capacity plan, storage, user access, security, information architecture and
functional specification (including design). Based on the design and requirements, the
application/solution will be assigned to a standard service level.
• Any web-based application must use a common look & feel, including the common page-header with
global navigation, owned by Corporate Communication
• Any business application must have an assigned business owner, that engages in the business /
content governance for this application.
• To go into production, any application must go through the standard deployment procedure (DEV →
QA → UAT → PROD) using the standard procedures and guidelines for deployment. This includes
approval by Platform Owner (Business) and Platform Architect (Technical)
• All applications must meet minimum requirements for documentation and training; including
handover to service-desk, operational tasks, governance policies and controls, and functional design
documentation
• Any custom application running on the SharePoint platform must store custom code in the corportate
code-repository, as described in the development policy for SharePoint platform.
…what else?
SharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
Internal © 2012 Aker Solutions Preferred partner
Practical SharePoint Governance
SCENARIO: Issue escalation
The new Enterprise Search platform scales to 40 million documents. In
StereoWorks Corp. the document corpus is more than 3 times as big. Enterprise
Search Product Owners suggest what file shares to include in search, but Business
Area’s may have different opinions. It is evident, that the most important
documents in the business must be indexed for the Enterprise Search solution to
gain the adoption expected.
Practically…
• This issue is NOT solvable in the project. Business Areas that typically pay for the solution
(directly or indirectly), will argue that their documents must be a part of the search solution.
Therefore the issue must be escalated – but to whom?
We need an escalation path…
SharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
Internal © 2012 Aker Solutions Preferred partner
Practical SharePoint Governance
SCENARIO: Search Service issue escalationGood Governance Practice: Provide a clear escalation path
Technical /
Business?
Level 1: Search Service
Manager
Level 2: SharePoint
Platform Manager
Level 3: SharePoint Service
Owner
Level 1: SharePoint
Platform Service Manager
Level 2: Service Manager (Business Applicaton Owner)
Information
Security Officer
Legal
Optional
SharePoint
Platform Architect
Optional
SharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
Internal © 2012 Aker Solutions Preferred partner
Practical SharePoint Governance
SCENARIO: Issue escalationGood Governance Practice provides a clear escalation path
Technical /
Business?Platform Service Manager
SharePoint Platform
Manager
SharePoint Service Owner
SharePoint Platform
Manager
Service Manager(Business Application Owner)
…
…
Optional
SharePoint
Platform Architect
Optional
SharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
Internal © 2012 Aker Solutions Preferred partner
As a tennant on the enterprise SharePoint platform, any application must
have detailed plans for shared services, including:
• Information and Service Architecture (SharePoint infrastructure)• Webapplication
• Service Applications
• Storage and Capacity planning
• Tie-in with other applications• Navigation
• Integration end-points
• Enterprise Search
• User Access
• Security implementation
• Governance engagement• Business Application Owner
• Governance practise engagement
• Application architecture• Alignment with corporate standards and methods
• Enterprise Architecture for SharePoint
SharePoint Business Application planning
SharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
Internal © 2012 Aker Solutions Preferred partner
Application Onboarding
Product OwnerSharePoint Platform
Manager
INITIAL SYSTEM VALIDATION
• Required documentation
• Platform Scope & Roadmap
Escalated…
SharePoint Governance
Practise Meeting
SYSTEM VALIDATION
• Platform architecture fit
• Impact on Service Applications
• Capacity; Storage and throughput
• …
ADDED TO MANAGED SYSTEM
• Policies & Controls
• Change Management
• Operational monitoring
• Platform Governance engagement
SYSTEM IN «ESCROW»
Project Team will deliver remaining
• System documentation
• Operational documentation
• Service Desk training
• Governance Policies and controls
SharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
Internal © 2012 Aker Solutions Preferred partner
SharePoint Deployment
Quality Assurance (QA)
User Acceptance Test (UAT)
Production
Development Test
Developer #1 Developer #2 Developer #3
Team
Foundation
Server (TFS)
eNet Release Manager
QA: Non scaled environment, used for testing
deployment scripts and smoketesting functionality
in Aker Solutions SharePoint environments
UAT: Scaled environment (Same as production), used
for testing functionality with pilotgroups; availability and
performance.
PRODUCTION: Fully scaled environment with high
availability used for applications that have passed all
Tests in the deployment process.
PROJECT DEVELOPMENT TEAM
Any release must include:
• Solution Packages
• Scripted configuration
• Deployment script
• Release Notes
Virtual Server (Test domain) Virtual Server (Test domain) Virtual Server (Test domain)
Virtual Server (Test domain)
Virtual Server (Test domain)
SHAREPOINT SERVERS
All SharePoint Servers running on the
Production domain must be approved.
Through AD Group policies, installation
Of a new SharePoint Server is prevented.
SharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
Internal © 2012 Aker Solutions Preferred partner
Questions
To sum it up…
• Using a framework is the key to effective governance
• What are we going to manage?• Managed Systems: Processes, Services, Solutions
• The Governance Organization: Roles & Responsibilities
• Escalation models
Feedback & Follow-up
Anders B. Skjønaa
anders@sharepointpeople.dk
sharepointpeople.wordpress.com
@skjoenaa
SharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com
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