Making SharePoint governance work for business, it and users

Making Governance workfor Business, IT & UsersSharePoint Saturday, Paris 2015

sharepointpeople.wordpress.com

linkedin.com/in/skjoenaa

facebook.com/skjoenaa

[email protected]

Anders B. SkjønaaPartnerSharePointPeople ApsThank you!

www.sharepointpeople.dk

More information on

Governance System for Office 365 & SharePoint

www.procurati.com

Why are we still talking about governance?

SharePoint platform

complexityCost Control

Information

Management

requirements

Knowledge

Management /

Business Productivity

Why SharePoint governance?

Compliance Risk

CostProductivity

We practice governance, to realize and maintain focus on the value

proposition of our investment in SharePoint technology

Top challenges (and misconceptions)

1. «No one size fit all!»

2. We need to write a Governance plan!

3. This is sooooooo boring...

4. It’s all in my head, but I can not write it down

5. I am not confident that I can make these decisions

6. Lack of «decision base»

7. Governance «check-mark attitude»

8. (I bet you can come up with a few more of you own...)

What do we need to make governance a success?

MANAGEMENT SYSTEM OWNERS

USERS

IT

• Relevance to business drivers

• Visibility of impacts and value

• Clear overview of Business

Applications and Platform Services

• Quality and consistency in

management and control

• Operational tools to maintain

compliance levels

• Visibility of status across own

domain

• Change Management

• Policies and tools to be integrated

to the way of work

• Transparency governance practice

and own compliance status


ESTABLISH SHAREPOINT AS AN IMPORTANT BUSINESS PLATFORM (EVERYONE)

A COMMON AND STRICT FRAMEWORK TO PRACTICE GOVERNANCE

OPERATIONAL TOOLS THAT MAKES GOVERNANCE VISIBLE FOR ALL LEVELS OF USERS

Strategy CommunicationOwnership and

Responsibilities

Management

commitment

DEMOOperationalizing Governance for Office 365 & SharePoint

SharePoint Governance

Strategy

Implementation

Governance

• What role is SharePoint playing

in our company?

• What are the boundaries to other

system platforms?

• Who has the responsibility to deliver

the expected value and results?

• What are the specific Business Drivers

for SharePoint?

• ”SharePoint for business”

• Establishing Roles and Resposibilities

• ”Distributed Ownership”

• Align with technical capabilities

• ”Design for Governance”

• Common framework to practice and operate

• Methods and taxonomy

• Build foundation to grow

• Maintain line-of-sight to Business Drivers

• Run a governance practice

• Maintain compliance and manage risk

for:

• Content & Information

• Technology and infrastructure

• Work processes

• Report to organization

• Update to reflect changes

• ”Method rules”

SharePoint Platform (Services)

Business

Applications

Co

rpo

rtate

Intra

net

HR

Self

Service

Co

llab

ora

tion P

orta

l

Platform

Services

Search

Manag

ed

Meta

data

Em

plo

yee

Pro

files

Managed

ProcessesO

nb

oard

ing

Ap

plica

tions

Deve

lop

ment a

nd

custo

miza

tion

Info

rmatio

n

Manag

em

ent

Why?

• A framework is an agreement on how to do things

• We need a framework to • ensure quality and consistency across our SharePoint Service delivery

• align expectations acrosss business, it and management

• maintain high standards throughout the lifetime of the platform

• SharePoint Governance Framework• Introduced in 2007

• Built on experiences and research done in enterprise projects

• Current version 4.5

• Framework is free to use in any shape or form

SharePoint Platform

SharePoint

Platform &

infrastructure

concept

PLATFORM SERVICE PLATFORM SERVICE PLATFORM SERVICE

Busin

ess A

pplica

tion

Busin

ess A

pplica

tion

Busin

ess A

pplica

tion

User Access / SecurityInformation and Content ManagementChange Management

Application OnboardingApplication DevelopmentBranding and NavigationChange Management & DeploymentService Provisioning

SERVERS & OS STORAGENETWORKINGCAPACITY

MANAGEMENT

Service Level Agreement Management & Controls

GO

VER

NA

NC

E

SharePoint Governance Framework™

BUSINESS DRIVER #1 BUSINESS DRIVER #2 BUSINESS DRIVER #3

Managed Process

Platform Service

Business Application

Managed Process

Managed Process

Platform Service

Platform Service

Platform Service

Platform Service








Control A1

Control A2

Control A3

Control B1

Control B2

Control B3

Control C1

Control C2

Control C3

SHAREPOINTGOVERNANCEPOLICY

Cost & Business Impact

Compliance & Risk

ProductivitySHAREPOINTGOVERNANCEPOLICY

SHAREPOINTGOVERNANCEPOLICY

M A N A G E D S Y S T E M S C A T A L O G U E

The Managed Systems Catalogue

• One catalogue of EVERYTHING we need to govern!

• In SharePoint service delivery, there are three types of systems that may require governance:• Business Application

• Platform Services

• Managed Processes

• Managed System characteristics• Identified by Governance board

• Owner

• Mapped to a least one business driver

• Service Description

• Policy

Managed Process

(Managed) Business Application

(Managed) Platform Service

Managed Systems

WORKING EFFECTIVELY

IN PROJECTS

SECURITY IN

INFORMATION

MANAGEMENT

COST OPTIMIZATION

EMPLOYEE

EMPOWERMENT

COMPANY X

SharePoint Service

Service

Architecture &

Infrastructure

Branding &

Communications

Information

Architecture

Search

Records

Management

Managed

Metadata

Business

Connectivity

Services

SkyDrive Pro

InfoPath

User Profiles

Information

Management &

Security

Enterprise Social

SharePoint

Strategy

Development &

Deployment

Application

Onboarding

Governance

Practice

Teamsite Portal

MySite

Communities

Intranet

Secure Store

Nintex

Workflow

Mysite

Platform

SP App

Catalogue

Nintex Forms

BU

SIN

ESS A

PPLIC

ATIO

NS

MA

NA

GED

PR

OC

ESSES

PLATFO

RM

SER

VIC

ES

Mapping Business Drivers and Managed Systems

System Description

• The system description document is explaining to a broad audience, what this systems is doing and why we have it!

• System description content• Managed System introduction

• Managed Systems Ownership and responsibilities

• Criticality (Related to business drivers)

• System policies required

Managed Systems

Policies

Policies are the rulesets we defined for any given Managed System

• Policies can adress ANY given subject relevant to the Managed system

• Policies should be (inspired by) S.M.A.R.T.• Specific – target a specific area for improvement.

• Measurable – quantify or at least suggest an indicator of progress.

• Assignable – specify who will do it.

• Realistic – state what results can realistically be achieved, given available resources.

• Time-related – specify when the result(s) can be achieved.

• All Policies have a general “Risk Impact” score!• Typical “Low, Medium, High”

Managed Systems

Controls

Controls are the tasks we need to do regularly to ensure that we are compliant with our policies.

• Control ID

• Control for policy #

• What is the actual control?

• What is the expected outcome?

• What is the control frequency?

• Who is responsible for conducting (and reporting on) the control?

Managed Systems

NON-TECHNICAL ISSUESTECHNICAL ISSUES

Technical / Business

LEVEL 1:SharePoint SDM

LEVEL 1:SharePoint Platform

Service Manager (TSM)

LEVEL 2: SharePoint Platform

Architect

LEVEL 3:SharePoint Service

Owner

Enterprise Architecture

OPTIONAL

START ESCALATION

Governance Policy Escalation Model (Example)


ESTABLISH SHAREPOINT AS AN IMPORTANT BUSINESS PLATFORM (EVERYONE)

A COMMON AND STRICT FRAMEWORK TO PRACTICE GOVERNANCE

OPERATIONAL TOOLS THAT MAKES GOVERNANCE VISIBLE FOR ALL LEVELS OF USERS

Strategy CommunicationOwnership and

Responsibilities

Management

commitment

sharepointpeople.wordpress.com

linkedin.com/in/skjoenaa

facebook.com/skjoenaa

[email protected]

Anders B. SkjønaaPartnerSharePointPeople ApsThank you!

www.sharepointpeople.dk

More information on

Governance System for Office 365 & SharePoint

www.procurati.com