Sps toronto lcbo uncorks share point governance

LCBO Uncorks

SharePoint Governance

A Case Study into Governance

Ivor Davies – Systems Analyst, LCBO

www.sharepointsummit.org

About the LCBO

Established in1927 by Lieutenant Governor William Donald Ross.

It is the single largest purchaser of beverage alcohol in the world.

Has over 634 stores in the province of Ontario with 219 Agency Stores in smaller communities.

LCBO’s net sales in 2012-2013 was $4.89 Billion.

Transferred over $13.7 Billion to the Ontario Treasury during the last 10 fiscal years.

Returned $1.7 Billion in profit to the Ontario Government in the last fiscal year.

Total number of products available in 2012 to 2013 was 17,615.

www.lcbo.com and www.vintages.com are the main websites.

http://www.lcbo.com/

http://www.vintages.com/


My Biography….

10 Years of SharePoint experience

23 Years of IT work with the LCBO- Ontario (32 years with company)

Seasoned IT Professional in SharePoint / Project Server / Microsoft Office / Virtualization

Classified as a SharePoint "Specialist" on Klout with over 1300 Twitter followers,10,000 Pinterest followers and 2,750 LinkedIn connections.

Introduced SharePoint and Project Server to the LCBO back in 2003.

Has been identified as one of the Top 100 SharePoint Influencers (out of 15,000) according to http://www.scratchmm.com/sharepoint/community-vote

http://www.scratchmm.com/sharepoint/community-vote


Agenda:

• Project Background

• Portal Upgrade Project Objectives

• Opportunities for Clients

• Why do we care?

• What is Governance?

• Governance based on “reach”

• Governance Process

• Governance Teams

• The Result?


Project Background


Project Background

One of LCBO’s corporate goals is driving efficiency in the workplace.

Issues with the old legacy portal was:

• Unable to deliver document management capabilities

• Lacks searching of structured and unstructured data

• Lacks dashboards and self-service business intelligence

• The majority of the work needed to be vetted and performed by IT

(EUC Web Services) staff, this caused a major bottleneck due to

limited staff and other projects.


Portal Upgrade

Project Objectives


LCBO Corporate Portal (Top)

10


LCBO Corporate Portal (Bottom)

11


Opportunities

for Clients


Opportunities for Clients

• Improved functionality to enable clients to find information, request information, collaborate and communicate with colleagues

• More tool sets for Content Managers to be more self-sufficient in the update and maintenance of portal design and content.

• Increase the number of content managers from 30 to ?

• SELF-SERVICE! Client will now be able to create sites / sub-sites / pages / folders / document libraries themselves –

• NO IT INTERVENTION REQUIRED.

13


Why Do We

Care?


It’s easy to make mistakes …

15


… so it’s especially important to plan!

• Avoid sprawl

• Ensure quality

• Deliver a great user experience

• Clear decision making authority

• Align with business objectives

• Comply with record retention policies

• Communicate best practices

16

“From Susan Hanley www.susanhanley.com”

http://www.susanhanley.com/


Why do we care?

17


What is Governance?


Governance is about taking action to help your organization organize, optimize, and manage your systems and resources.


A governance strategy is never static – it is

a living, breathing process and a set of rules

that you should live by, not die by!

Your governance strategy needs

to be adaptable to meet the growing, changing

needs of your business.




Governance is based

on reach


Governance is based on “reach”

HomePage

Functional Areas

Divisions –“Public”

Departments – “Public”

Team Sites

Personal Sites – My Sites / My Store

“PUBLIC” SITES: Open to all employees

TEAM SITES: Generally open to

team members

Tightly controlled, formal governance

Looser control, less formal governance

Some control, some formal governance

“PRIVATE” SITES: Open to business group members

22




Governance Process


Governance planning starts at the beginning

Business goals – what are we trying to accomplish?

Because that will drive how strict you need to enforce your rules

Existing policies – information assurance/records management

Because you shouldn’t have to invent everything new and you may need to “design it in”

Existing teams and roles

Because people already have jobs and you want to be sure that your solution is going to be successful if you are going to need to define new roles or relationships

25




Governance Teams

Small team to frame (under 10) – Working Team Team must be able to make decisions!

Reach out where appropriate

Then, engage a larger governance committee to review decisions –Executive Team

IT

Finance

HR

Executive Office

Sales, Merchandising & Insights

Logistics

Retail Operations26“From Susan Hanley www.susanhanley.com”



Governance Plan Must Have a Clear Vision

Business Goals

Improve collaboration

Share best practices

Replace shared drives & email attachments

Business Outcomes, such as:

Easier information access

Move work between business entities

“One stop shop" for authoritative information

Improve the "time to talent"

Capture knowledge of retiring employees

27




Governance Plan should define decisions

1. Who creates new sites?

2. Who manages navigation?

3. Can site owners re-design? How much?

4. Who controls branding?

5. Who manages metadata?

6. Who controls security?

7. What is the default access?

8. What happens with non-compliance?

9. Who maintains the Governance Plan?

28


Roles and Responsibilities

• It takes a village!

• Put the right team together… early

• Gain consensus – communicate!!

• Don’t assume existing resources

• Not all “net new”

29




Governance Teams


• SharePoint out of the box is a powerful platform

• But many organizations don’t think they have the time, money, people to spend on planning

• The same can be said for governance

• The result?

Site sprawl

Unfettered content

Process lawlessness

Why are we talking about governance?


Governance Teams

Executive Working

32


Executive Team

• How do we improve business processes & how do we deliver on that?

• What structures need to be in place to deliver this value?

• What areas of the business offer the most opportunity for growth?

• How can we align our activities with the goals of the business?

• Are there synergies that can be created between divisions and departments?

• What ways can we reduce inefficiencies and duplication?

33


Working Team

The tactical team consists of three sub teams all charged with supporting the directives of the strategy team:

Operations

Support

Development

34


The Result?


LCBO

Governance

Document


LCBO Governance Document

Governance Document produced over the course of one year with numerous versions (in SharePoint of course).

Document produced was over 29 pages and contained a lot of detail.

Document was reviewed by the Governance Working Committee before being published.

37


• Executive Summary

• Objectives

• Vision Statement

• Audience

• Governance Hierarchy & Model

• General Guidelines

• Roles & Responsibilities

• Processes & Procedures

• Content Management

• Application Usage Policies

38


Executive Summary

39


Processes & Procedures

40


Policies & Standards

41


LCBO

Governance Site


Governance Document produced over the course of one year with numerous iterations and changes. Document produced was over 25 pages and contained a lot of detail.

Dilemma – How do we get our content managers to read and agree to such a large document?

Solution – Make it consumable.

Create an online version of the document, a living entity. Break up the document into smaller digestible chunks (pages) and link the pages together in a singular website that all can access.

Searchable – Entire Governance site is searchable from SharePoint.

Accessible – Link to Governance is on the footer of every page.

43


Governance Home Page

44


Application Usage Policies –

Use of Corporate Site

45


LCBO Portal

Roles & Responsibilities

46


Frequently Asked Questions

47


Wrapping

Up…


Best Practices - Service Governance

• Define your audience – Know who your users are.

• Build trust between you and the people you are providing service for.

• Identify stakeholders and champions early.

• Operational requirements (i.e., maintenance windows)

• Communication plan – it’s crucial to have a good communications plan!

• Service elements (scope enabled features)

• Service gaps (out of scope)

• To Sum it up…Create strong partnerships and a good communication plan.


Lessons Learned

• It’s really about both assurance and guidance & it takes COMMITMENT – plan, plan, plan

• No one cares about governance – until you make it all about them!

• Less is more – avoid unnecessary bureaucracy & documents

• Create & communicate a roadmap

• Build best practices into your site templates & automate everything you can

• A governance plan doesn’t replace training

• … & training should include the governance plan50




Key Points to remember…

• Establish a governance plan to ensure quality & relevance of content

• Communicate, Communicate, and then Communicate again.

• Keep the governance model SIMPLE (Don’t OVER DESIGN)

• Think about how we will ensure compliance with the plan over time

• “6 month reviews” that we holding right now with each Division’s group of Content Managers – the portal requires continuous “care and feeding”, going beyond the project and being part of general support.

• An EFFECTIVE governance plan does not have to constrain every move – it has to provide guidance to users to ensure that the solution remains effective & vibrant over time.

• Ensure a strong advocate / Executive Sponsor & Steering Committee.


Good SharePoint Resources

• SharePoint Server 2010 Plan for Sites and Solutions: http://technet.microsoft.com/en-us/library/cc789336.aspx

• SharePoint 2010 Governance White Paper: http://technet.microsoft.com/en-us/library/ff848257.aspx

• Planning Guide for Sites and Solutions: http://www.microsoft.com/download/en/details.aspx?id=23613

• Good Books about SharePoint Planning and Implementation, and Governance(quoted above):

http://technet.microsoft.com/en-us/library/cc789336.aspx

http://technet.microsoft.com/en-us/library/ff848257.aspx

http://www.microsoft.com/download/en/details.aspx?id=23613

http://www.amazon.com/Essential-SharePoint-2013-Meaningful-Addison-Wesley/dp/0321884116/ref=sr_1_1?ie=UTF8&qid=1398114042&sr=8-1&keywords=essential+sharepoint+2013

http://www.amazon.com/Essential-SharePoint-2013-Meaningful-Addison-Wesley/dp/0321884116/ref=sr_1_1?ie=UTF8&qid=1398114042&sr=8-1&keywords=essential+sharepoint+2013


References:

Microsoft SharePoint Team Blog: http://blogs.msdn.com/SharePoint/archive/2006/12/13/management-and-governance-resources.aspx

Governance overview(SharePoint Server 2010):

http://technet.microsoft.com/en-us/library/cc263356(office.14).aspx

Plan to share terminology & content types (SharePoint Server 2010):

http://technet.microsoft.com/en-us/library/ee519603(office.14).aspx

http://blogs.msdn.com/sharepoint/archive/2006/12/13/management-and-governance-resources.aspx

http://technet.microsoft.com/en-us/library/cc263356(office.14).aspx



References (continued):

Managed metadata service application overview (SharePoint Server 2010):


Managed metadata overview (SharePoint Server 2010):


Best practices for My Sites:






Additional Resources on Social Media

SharePoint 2010 Group on LinkedIn:

http://www.linkedin.com/groups/SharePoint-2010-1869506?trk=myg_ugrp_ovr

SharePoint 2013 Group on LinkedIn:

http://www.linkedin.com/groups?gid=3854668&trk=myg_ugrp_ovr

Twitter Hastags for SharePoint 2010

#sp2010 / #sharepoint / #spsummit

50 Must-Follow Tweeters for SharePoint Enthusiastshttp://www.topsharepoint.com/50-must-follow-tweeters-for-sharepoint-enthusiasts

Follow Ivor Davies on Twitter

@IvorDavies59

http://www.linkedin.com/groups/SharePoint-2010-1869506?trk=myg_ugrp_ovr

http://www.linkedin.com/groups?gid=3854668&trk=myg_ugrp_ovr

http://www.topsharepoint.com/50-must-follow-tweeters-for-sharepoint-enthusiasts


Thank You !

@IvorDavies59

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Sps toronto lcbo uncorks share point governance