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Unlocking the Value of Information in SharePoint - in a Manageable Way Intergen Twilight 28 July 2010
Steve Lapwood Senior Management Consultant
Intergen Twilight
SharePoint use – a QUIZ!
What is your experience of
finding information?
How many sites are there? And how many in frequent use? How are
sites set up? What happens when sites
“fade”?
Who decides and sets up libraries? Who decides and sets up content
types?
Who in the room uses SharePoint? What for?
Who administers the sites? What guidelines are there for storing
content in sites?
How widespread is SharePoint in your
organisation?
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50% of SharePoint implementation had a business case half required financial justification
Most have no management plan on features to be used
25% of organisations have no experience of ECM/DMs
22% provide guidance on content types and classification
15% have retention/disposal policies
“… risking content chaos within SharePoint as well as outside of it”
In a recent AIIM’s study:
Governance in a SharePoint Context
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The case for governance
The correct balance
Levels of governance
Governance structure
Guiding Principles
Governance Framework
Roles and responsibilities
Q&A
Topics
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SharePoint Governance Principles
The goal is to ensure that
SharePoint investments deliver on
expected business goals
Governance is effectively conducted
through a solid framework
Reference frameworks for governance: www.isaca.org
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It’s in the Balance
IT Control
User Empowerment
Acknowledgements: Joel Oleson
Standardization Flexibility
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SharePoint Governance Scope
Acknowledgements: Oleson, Jamison, Cardarelli, Hanley
Enterprise Sites
Business Area Sites
Department & Team Sites
Project Team, Meeting and Document Workspace Sites
Personal My Sites
Permanent Knowledge Management
Applications Information Sharing
Temporary Collaboration
Ad Hoc Loosely Governed Push/pull content
Controlled Tightly Governed
Push content Accountability
Permanent Information
Views
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Role guidelines Executive Stakeholders: SharePoint vision and setting the business impact. Has an interest in following ROI on SharePoint. Business (Content Owners): Own individual business applications. Will drive related governance policies for these applications and bridge applications to business impact. End Users: Will actively drive governance controls and tasks in the daily work. A very important group to have on board in governance to optimize adoption. IT: Owners of the tech platform and related policies and controls. A very important role in the governance board in relation to service level maintenance and scoping of the platform.
Governance Structure (example)
Acknowledgements: Netmedia
Intergen’s Governance Framework
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Vision Purpose, objectives, desired future-state and value to the enterprise
People Roles and responsibilities
Processes How to accomplish tasks
Technology Leverage features to enforce policies through technology
Policy Guiding principles – what people should/shouldn’t do Policies and standards
Governance Framework covers …
Acknowledgements: Joel Oleson
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SHAREPOINT GOVERNANCE PLAN (OLESON)
Sample Frameworks
Executive Summary Introduction
Objectives, Scope, Audience, Risks
Resources Roles and Responsibilities,
People,
Governance Hierarchy Governance Model
Operations Policies Application Usage Policies Communications and Training
Comms, Training, Support Plans
ESSENTIAL SHAREPOINT 2010 (JAMISON, CARDARELLI, HANLEY)
Vision Statement Roles and Responsibilities
Overall, Site/Site Collections Guiding Principles
General, Security, Design, Content
Policy and Standards Content Design
Sites, Layout, Content Types and Metadata, Social tags, Content Specific, Security, Branding
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Intergen’s Governance Framework Elements Framework Element Policy Role &
Responsibility
Process Framework Element Policy Role &
Responsibility
Process
Ownership Profiles
Vision and Goals Compliance
Roadmap Retention/disposal
Budget Security
Projects Access
Site Ownership Permissions
Site Admin Deployment
Functions/Features Documentation
Document Management Education
Search Adoption
Forms Management SharePoint Admin
Workflow Provisioning
Feedback Monitoring
Business Intelligence Site Lifecycle
Site Topology IT Service Delivery
Information Architecture Infrastructure
Branding Modifications
Templates Integration
Content/Information
Management
Transition
Classification Applications
Support
Taxonomy Service Delivery
Links
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Governing Principles (examples)
General Principles Levels of governance of sites
SP is another system to which IT policies apply
Site Design Principles Consistent user experience
Minimize training needs
Find-ability
Understand objectives
Pages have content owners
Content Principles Content posted in one place
Edit in place
Site Owners are accountable
Links instead of attachments
Copyrighted material requires approval
Security Principles Access to information
Role-based security
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Governance Structure (example)
Governance Board
Operations Group
Site Owners
Site Admin Contributors/
Visitors
IM/KM IS/IT
SP Architect Applications Operations
SP Admin Helpdesk
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Roles and Responsibilities - Business Role Responsibility Type of Persons
Governance Board
Vision, strategy, roadmap, KPI’s Approves recommendations
Senior business managers IS senior managers User reps
Operations Group Delivery management Recommendations, standards Approve requests Adoption
Governance Board rep Site collections owners IS application management SP Architect
Site Collection Business Owner
Leadership, purpose, structure, guidance on use Approve requests Adoption
Business managers
Site Business Owner
Leadership, define: purpose, membership, structure, lifecycle, access, permissions, workflows, quality, adoption
Business managers
Site Admin Implement: site actions, access, permissions, education, support
Administrator, power user
Contributor, Visitor
Create, review, publish View
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Roles and Responsibilities – IM/IS Services Role Responsibility Type of Persons
Information Management
IM policies, guidance, education, support Taxonomy, terms, metadata
Enterprise KM/IM team
SharePoint Architect
Evangelist, design authority, implement roadmap, review requests, recommend
IS Architect
SharePoint Admin Provisioning, templates, access requests, education, support Systems Admin
Help Desk Problem management, resolution, routing
Service Provider Architectural support, technical support Project delivery, development, business consulting Managed services
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This is a taste of what you may need …
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