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Governance Stephanie Donahue
Creating a governance plan in four weeks or less
September 18, 2015
Be Sure To Thank Our Awesome Sponsors!
About Me
© 2015 PAIT Group Sept 18, 2015
Stephanie Donahue, President & Co-founder PAIT Group
Over 17 years of experience in the IT industry
Active in the SharePoint community through blogging, speaking at events, and webinars
Background in Information Architecture
@stephkdonahue
Agenda
© 2015 PAIT Group Sept 18, 2015
• Intro to Governance
• Week 1: Choose and Educate your Committee members
• Week 2: Set Goals, Discover and Document content
• Week 3: Keeping the governance plan simple
• Week 4: Seeking approval and communications
Intro to Governance
© 2015 PAIT Group Sept 18, 2015
• What is governance?
• Why do we need it?
• What is required to be successful?
Week 1: Choose and Educate your Committee members
© 2015 PAIT Group Sept 18, 2015
Tasks:
• Choose your committee members
Week 1: Choose and Educate your Committee members
© 2015 PAIT Group Sept 18, 2015
The governance team is responsible for establishing policies, making significant and strategic decisions, and to oversee the organization’s activities.
• One representative from each major functional area or department
• Pick people who understand the business AND have time to prioritize meetings
• Consider only employees who are allowed the authority to make decisions on behalf of the department, or who can directly communicate quickly with someone who can
Week 1: Choose and Educate your Committee members
© 2015 PAIT Group Sept 18, 2015
Tasks:
• Choose your committee members
• Set up a line of communication
Week 1: Choose and Educate your Committee members
© 2015 PAIT Group Sept 18, 2015
Communication options:
• Yammer group
• SharePoint site
Week 1: Choose and Educate your Committee members
© 2015 PAIT Group Sept 18, 2015
Tasks:
• Choose your committee members
• Set up a line of communication
• Educate your committee
Week 1: Choose and Educate your Committee members
© 2015 PAIT Group Sept 18, 2015
Education:
• Provide a presentation on governance concepts – have fun with it!
• Keep it simple
• Use great resources• Channel9.msdn.com• Office 365 Success Center
Week 2: Set Goals, Discover and Document content
© 2015 PAIT Group Sept 18, 2015
Tasks:
• Decide on vision and set goals
Week 2: Set Goals, Discover and Document content
© 2015 PAIT Group Sept 18, 2015
Develop a vision and goals through gamestorming
http://gamestorming.com/games-for-design/cover-story/
Week 2: Set Goals, Discover and Document content
© 2015 PAIT Group Sept 18, 2015
Vision: Leveraging technology and the industry's best expertise, to be theleading employer and provider of <<your industry>>
Goals: • Transition one process at a time to a ‘paperless’ organization• Create a controlled central repository for company wide information• Easily track the status and approvals of documents in motion • Improve collaboration with vendors
Week 2: Set Goals, Discover and Document content
© 2015 PAIT Group Sept 18, 2015
Tasks:
• Decide on vision and set goals
• Find and document your content
Week 2: Set Goals, Discover and Document content
© 2015 PAIT Group Sept 18, 2015
Week 2: Set Goals, Discover and Document content
© 2015 PAIT Group Sept 18, 2015
Tasks:
• Decide on vision and set goals
• Find and document your content
• Simplify types of content into groups
Week 2: Set Goals, Discover and Document content
© 2015 PAIT Group Sept 18, 2015
Week 3: Keeping the governance plan simple
© 2015 PAIT Group Sept 18, 2015
Tasks:
• Set general guidelines for content
Week 3: Keeping the governance plan simple
© 2015 PAIT Group Sept 18, 2015
Set General Guidelines for use of:
• SharePoint (Intranet and/or Extranet use)• OneDrive and external sharing• Video• Yammer
Week 3: Keeping the governance plan simple
© 2015 PAIT Group Sept 18, 2015
OneDrive (Guidance)
• Used for personal work related documents that do not need to be shared or collaborated on with others in the organization.
• Used for external sharing of individual files or when internal team collaboration is not necessary. OneDrive for Business is considered a replacement for dropbox and box accounts.
• Users are redirected from the on-premises SharePoint 2013 to the hosted OneDrive in Office 365
• Mobile device management is enabled for iOS and Windows. Android users may have issues, these will be addressed on an individual basis with best effort.
Week 3: Keeping the governance plan simple
© 2015 PAIT Group Sept 18, 2015
OneDrive - Life cycle (Policy)
• One Drive for Business content will be kept for 6 months AT (after termination)• Deletion will be automated following notification to IT and the user’s manager
Week 3: Keeping the governance plan simple
© 2015 PAIT Group Sept 18, 2015
Tasks:
• Set general guidelines for content
• Use Corporate SOPs
• Simplify complex policies
Week 3: Keeping the governance plan simple
© 2015 PAIT Group Sept 18, 2015
Example: Corporate HR Retention Policy
Week 4: Seeking approval and communications
© 2015 PAIT Group Sept 18, 2015
Tasks:
• Break down critical pieces for the committee to review
• Provide the entire document for review
• Provide a forum for feedback and approval
• Communicate with management, IT
Recap
© 2015 PAIT Group Sept 18, 2015
• Intro to Governance
• Week 1: Choose and Educate your Committee members
• Week 2: Set Goals, Discover and Document content
• Week 3: Keeping the governance plan simple
• Week 4: Seeking approval and communications
