BEST PRACTICES CONFERENCE SHAREPOINT Clarity. Direction. Confidence. PLANNING FOR GOVERNANCE The Key to Successful SharePoint 2010 Solutions Sue Hanley

BEST PRACTICES CONFERENCE SHAREPOINT

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Clarity. Direction. Confidence.

PLANNING FOR GOVERNANCE

The Key to Successful SharePoint 2010 Solutions

Sue HanleyPresident

Susan Hanley LLC


About MeExpertise: knowledge management, information architecture, portals and collaboration solutions with a focus on governance, user adoption, and metrics

President, Susan Hanley LLC. Co-Author: Essential SharePoint 2010 and Essential SharePoint 2007

Co-Author: SharePoint 2010 Governance Planning white paper from Microsoft

Led national Portals, Collaboration, and Content Management practice for Dell

Director of Knowledge Management at American Management Systems

http://www.susanhanley.com

Mother of three “millennials”

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http://www.microsoft.com/downloads/en/details.aspx?FamilyID=d41ab7b1-385b-41f6-90a0-03cfda4fa98f&displayLang=en

http://www.susanhanley.com/


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Agenda

Why is Governance Planning so Important?

What are Key Governance Considerations for SharePoint 2010 – What’s New?

Top Ten Things To Consider for SharePoint 2010 Governance Planning

Summary/Q&A


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As we’ve all (hopefully) learned, SharePoint success is not just about technology

Training

Support

Communications Documentation

Policies

Technology

Deployment

20%


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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 guidanceLetting users manage security when they have no clue what they are doingNot treating SharePoint like an enterprise applicationNot treating information like an enterprise assetNot planning for scale and/or growthNot providing SharePoint as a centralized service for the organizationNot testing the backup/recovery process


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… so it’s especially important to plan!

Avoid solution, team site, and content sprawl

Ensure that content quality is maintained for the life of the solution

Provide a consistently high-quality user experience

Establish clear decision making authority and escalation procedures

Ensure that the solution strategy is aligned with business objectives

Ensure that content is retained in compliance with record retention guidelines

Ensure that site designers understand best practices


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What makes Governance so important for SharePoint 2010?

Social computing features means more types of content to govern.

New capabilities for sharing metadata across multiple site collections, and even server farms, means additional planning and control in order to leverage.

User-friendly records management capabilities introduce an opportunity to create and enforce your records management plan.

More opportunities for users to customize their sites with easy-to-apply themes, SharePoint Designer, and the opportunity to create Sandbox Solutions.


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SharePoint 2010 Governance Planning Top Ten

Identify an Inclusive Team

Start with “Framing” Decisions

Determine Your Deployment Model

Define a Clear Vision

Identify Roles and Responsibilities

Develop Guiding Principles

Decide Your Organizational Comfort Level with Social Computing

Define Policies and Standards

Document the Plan

Socialize and Promote


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1. Getting Started | Be Inclusive

Start with a small team to work on the Framing Decisions

Engage a larger governance committee to review decisions

IT

Training

HR

Communications

Knowledge Management


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2. Start with Framing DecisionsWho will be allowed to set up a new page/site within the existing hierarchy?Who will be allowed to create a new level in the navigation or promote an existing site to the top level of the navigation? Can page owners re-design the page/site layout? If yes, how much of the page are they allowed to modify? Who is allowed to make changes to the overall branding for the portal? Who is allowed to manage metadata? For example,

change metadata types or metadata values?What processes/roles can we assume for enterprise management of metadata? Who controls security on pages/sites? What is the default model for access? What kind of “penalties” will be supported for non-compliance with governance standards? How will the Governance Model be updated and maintained?


3. Determine Your Deployment Model | One Size Does Not Fit All

Central Portal

Division Portals

Groups & Teams

Project Workspaces

My Sites

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• Centrally governed• Fewer publishers• Broad audience

• Locally governed• More publishers• More restrictive audience (with the exception of My

Sites, which have enterprise-wide audiences)


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4. Establish a Clear Vision | Know What You Want to Do!

Business Goals, such as:Improve collaboration with partners

Share best practices and collaborate across teams with online collaboration workspaces

Replace shared drives with searchable, organized document repositories

Business Outcomes, such as: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

Provide an organized "one stop shop" for information by making it easier to find authoritative information

Improve the "time to talent," the speed with which new employees become productive

Capture knowledge of retiring employees in a collaborative environment


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5. Roles and Responsibilities | Identify the Key Players

It takes a village!

Put the right team together… earlyUse an upgrade as an opportunity to engage

Make sure every person in every role understands their responsibilities

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.

Not all the roles need to be “net new.” They may just be different responsibilities for existing roles.


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IT Solution Administrator

Business Owner

Enterprise Roles

Executive Sponsor

Steering Committee

Technology Support

Power Users Community

Metadata Manager

Center of Excellence


Site Roles

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Approves request for site, ultimately accountable for content

SITE DESIGNER

Follows best practices to create site design and security plan

SITE STEWARD/MANAGER

Manages the site day-to-day.Monitors site security.Serves as content steward.

MEMBER

Uses site to access and share information. Has the ability to contribute content to the site.

VISITOR

Has “read only” permissions on the site..

SITE USERS


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6. Develop Guiding Principles

Define organizational preferences that support the vision

Reflect best practices

Make them memorable – your goal is to have users internalize these statements.

Several types:General

Security

Design

Content


Example Guiding PrinciplesGuiding Principle Remember …

Even though SharePoint may be a new vehicle for collaboration, SharePoint content is governed by all general policies pertaining to the use of IT resources, including privacy, copyright, records retention, confidentiality, document security, etc.

Existing rules still apply—would you want your mother/customer/client to see this picture? Should your mother/customer/client be able to see this content? Do we really own this content?

Design to minimize training requirements for end users: Use the best (and simplest) feature for each business objective.

Just because you can doesn’t mean you should. You don’t really need to try every new feature!

All sites or pages must have a clearly identified content owner.

Make it obvious who owns the content on all pages and sites.

Site Sponsors/Owners are accountable, but everyone owns the responsibility for content management.

We’re all responsible for content management.

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7. Think About Social Computing – What “fits”?

What does “social” computing/software/Web 2.0 mean to your executives?

Make sure you know!

The absolute worst way to get started: “We should be doing Web 2.0”

“The ‘millennials’ expect it.”

There is only one good reason to enable social computing features:

You have a business problem to solve.


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Getting Social: Planning the use of SharePoint 2010 Community Features

Clearly Identify the Business Problem

Identify Use Cases

Be Prepared to Respond to Barriers

Define Your Governance Plan

Define a “Do-able” Pilot Project

Prepare a Launch and Communications Plan


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Social Computing Governance Considerations

Don’t allow users to post anonymous content on your intranet – own it!

“Owning” your content on the intranet helps ensure that everyone plays by the rules and makes it very easy to ensure that governance policies are followed.

My SitesWhat is your organization comfortable with sharing?

Birthdays? (If HR or Legal is uncomfortable, what about “opt in?”)

Other “personal” information?

Set expectations about status updates. Don’t assume everyone knows what is appropriate.

“Narrate your work.”

Set expectations for “Ask Me About.” What skills are relevant? How well do you have to know about something?

Ratings: be clear about what you are asking people to rate

Tags: let them be personal, but provide good examples


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8. Define Policies and StandardsPolicies define rules for SharePoint use

Usually driven by statutory, regulatory, or organizational requirements

Users are expected to meet policies without deviation

Standards describe best practicesUsually established to encourage consistent practices

Users may adopt the some elements of the standard that work for them while not implementing others

Verify that your SharePoint polices and standards do not conflict with broader organizational polices.

Publish policies and standards where users can easily find and follow them.

Some policies may need to be published to all readers, while others may need to be secured to protect the integrity of the application.

Regularly review and revise policies and standards to keep them aligned to organizational needs.


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Examples of Policies and Standards

ContentPosting content to existing pages or sites

Posting content to the home page

Content auditing and review

Records retention

DesignCreating new sub-sites

Page layout and organization

Content types and metadata

Content-specific guidelines/policies

Security

Branding


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9. Document the Plan

Make it “consumable”

Keep it alive!

Include:Vision statement

Roles and responsibilities

Guiding principles

Policies and standards


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Governance Plan ExampleFour audience-targeted sections

Supplemented with “cheat sheets,” guides, lists, and stuff

“Training” on main topicsName Description Primary Audience

1 Guiding Principles

Governance overview, including description of roles and responsibilities and overall governance model

All Users

2 Content Standards and Guidelines

Overview of standards and best practices for publishing

Users with Content Contribution privileges

3 Design Standards and Guidelines

Overview of standards and best practices for site design

Users with Site Design privileges (Site Designers)

4 Operations Policies

Operational guidelines, including a description of the operational environments

Portal Administrators


10. Socialize and Promote

It’s not enough to just write it down

Find champions

Communicate persistently – use “serious anecdotes” to drive home the value proposition

Be responsive to feedback

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SummaryEstablish a Governance Plan to ensure quality and relevance of content and to ensure that all users understand their roles and responsibilities.

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. Be careful about “over designing.” Just because SharePoint has a cool feature doesn’t mean that you need to deploy it—at least not right away.

Ensure that all users with design or full control privileges have internalized your design guiding principles and that content contributors understand guiding principles related to content.

Think about how you will ensure compliance with your Governance Plan over time, particularly for highly visible sites.

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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Resources

Microsoft site summarizing governance resources for SharePoint 2010

http://technet.microsoft.com/en-us/sharepoint/ff800826.aspx






Clarity. Direction. Confidence.

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BEST PRACTICES CONFERENCE SHAREPOINT Clarity. Direction. Confidence. PLANNING FOR GOVERNANCE The Key to Successful SharePoint 2010 Solutions Sue Hanley