Upload
melinda-morales
View
70
Download
0
Tags:
Embed Size (px)
Citation preview
INTRODUCTION TO PRESENTERS
Christian Buckley
Position: Managing Director, AmericasResponsibility: Head of Marketing and Business DevExperience: Since 2005, 4-time MVPLove: Solving business problems, governanceInterests: Family, road trips, 80’s new wave musicContact:
e: [email protected]: +1 425 246 2823
Melinda Morales
Position: Business Analyst, A-TeamResponsibility: Make collaboration productiveExperience: SP since 2007, 10 years at SonyLove: Business/IT Mediation, GovernanceInterests: Music, Gaming, All things ArtContact:
e: [email protected] t: +1 619 623 1587
The CIO Dilemma:
Balancing end user
requests with compliance
and governance
constraints, weighing
costs and flexibility
The practical approach
#1. Partner IT with business & Hash it out.
#2. Make it Official & Lay the fence.
#3. Communicate & Empower.
#4. Monitor & Refine.
Governancevs. Policy
Policy: rules of how you expect users to engage in the platform. This should include any :
• IT security parameters
• what users are and are not allowed to do in the tool
• any information as to expectations for specific roles
Governance: outline the ways in which you intend to uphold policy and ensure your platform is
performing optimally.
• process related information
• details on any controls enforced and how the user is expected to work within the bounds you have set
• readily available and easily browsed
• living document
1. Partner IT with business & Hash it out.
Branch out, share the burden with areas of business where there is a vested interest.
Brainstorm and DREAM BIG!
Take the time to map out clear areas of responsibilities.
Stay optimistic and objective.
• Business wants to use the platform in all its glory
• IT wants to control the use of the platform
• Passionate teams can mean high emotions during discussions
• Balancing the give and take
• High expectations on IT to take on all that comes with SharePoint
• Avoiding the land of file shares
CH
ALLEN
GES
Define policy and begin governance
documentation
Implement controls and monitoring
practices
Governance Board initiation
Prepare to inform and engage users
• Very clear outline of roles and responsibilities with agreement from key parties
• Keeping it real – don’t sign yourself up for something that you cannot support
• Facilitating presentation and approval from key execs can be a big job
• Maintain the balance between locked down and wide open
• Trying to avoid customizations
• How to clearly communicate implemented controls without scaring your users
CH
ALLEN
GES
2. Make it official & Lay the Fence.
• Finding the right channels for your audience
• Managing the flow of incoming communications
• Soft skills are key
• Buy-in from management
• Sticking to your promises of recognition or engagement
• Garnering excitement
CH
ALLEN
GES
Empower your end users with access to
information
Establish trusted channels of
communication
Foster two way communications
Reward good behavior
3. Communicate & Empower.
• Gaining user trust
• Becoming a critical part of business solutioning
• Formation of a cohesive team
• Keep it agnostic
CH
ALLEN
GES
Maintain structureStay involved Get to know your users Actively monitor
4. Monitor. & Refine
Recommendations
#1. Partner IT with business & Hash it out.
Break down the walls of communication and share the ownership of your platform with the business.
Come to agreement on what tools should be available for users and which should be locked down.
#2. Make it official & Lay the fence.
Map potential risks from increased development ability for users. Create policy to direct users and
stakeholders as to the intent of the tool and the proper uses. Implement parameters for users to operate
in safely. Publish governance documentation.
#3. Communicate & Empower.
Reach out to your Power Users and engage them on the new direction. Get feedback on the established
parameters and get buy in. Define a method of empowerment that encourages users to play by the rules
and want to learn the best way of building their own solutions.
#4. Monitor & Refine.
Keep tabs on what the business is doing and who is doing it. Monitor for any breaches of governance or
policy.
• Quiet launch of SharePoint 2007• Relied upon word of mouth for adoption• User excitement generated quickly due to the change from tightly
controlled intranet pages and file shares to a user-managed open platform
• Upgrade to 2010 and move to shared farm
PRACTICAL-ly Perfect in Every Way
A Step in the Right Direction
Cause and Effect
Whisperings of the “G” Word
Content Explosion
The Starting Point
The Starting Point
• Management encourages users to share documents through platform• The move from file shares to SharePoint begins• Users begin to explore build of solutions instead of just file shares• Intranet pages being re-built by business users• Site-a-palooza, skyrocketed to over 6k sites• The amount of growth following upgrade was unexpected• Administration teams were struggling to keep pace• User frustration on the rise due to the sea of sites
Content Explosion
PRACTICAL-ly Perfect in Every Way
A Step in the Right Direction
Cause and Effect
Whisperings of the “G” Word
Content Explosion
The Starting Point
Governance
• The time for governance is upon us• Starts and stops initially• Challenges with ownership, management buy-in, prioritization• A long and winding road
Whisperings of the “G” Word
PRACTICAL-ly Perfect in Every Way
A Step in the Right Direction
Cause and Effect
Whisperings of the “G” Word
Content Explosion
The Starting Point
• Business Stakeholders began to build the case for business ownership• Internal audit results again pushed for governance• Mandatory upgrade to 2013 aided the call for shared ownership of the
platform
Cause and Effect
PRACTICAL-ly Perfect in Every Way
A Step in the Right Direction
Cause and Effect
Whisperings of the “G” Word
Content Explosion
The Starting Point
• Business ownership of the platform is officially established• Full speed ahead on governance best practices• Begin the switch from file shares to solutioning• Governance Committee established• Focus on Clean-up
• Analysis of what the business needs and what corporate mandates exist to create policy
• Began a deep dive into content for clean-up and identification• Set mandates for eligibility to migrate to new platform in order to force
compliance
A Step in the Right Direction
Key Focus Areas
1. Identify abandoned sites2. Identify business critical sites3. Catalog front-end customizations4. Define ownership of every remaining
site5. Classify information on remaining
sites6. Inform all known site owners of new
policyPRACTICAL-ly Perfect in Every Way
A Step in the Right Direction
Cause and Effect
Whisperings of the “G” Word
Content Explosion
The Starting Point
Practical Approach• “Teach them to fish” approach• Rewards and recognition program put into place• Communication is key• Leveraging business-side ownership for building relationships with
usersPractical Implementation• Implementation of Center of Excellence• Formalized reporting on violation of policy and guidelines• Regular governance committee meetings• Living, breathing governance entity
PRACTICAL-ly Perfect in Every Way
PRACTICAL-ly Perfect in Every Way
A Step in the Right Direction
Cause and Effect
Whisperings of the “G” Word
Content Explosion
The Starting Point
Let’s get your governance party started!
Jump on the governance train with this classroom based workshopOffsite location based workshop to jump start governance.Full day curriculum to understand your current roadblocks, plan future state and identify next steps.Come away with tools and resources in-hand to help guide your way.
Workshop
Tailored deep dive into your org’s technology cultureOnsite deep dive offering to analyze, plan and implement your governance.Packaged offerings including:Up to 4 day discovery and observation with recommendationsImplementation project workCoaching
Flex Packages
Consultant in your pocket.Pre-paid dedicated support hours to be used at your discretion.Some of our covered areas include:Branding & ImplementationBusiness IntelligenceCollaboration & SocialDocument ManagementSecurity & GovernanceWorkflow & BPA
A-TeamAt GTconsult, we recognize the importance of practical governance and the challenges that come along with building a solid framework.
We have several governance focused offerings to help you along the way to an environment that is PRACTICAL-ly perfect in every way!
Contact GTconsultIf you would like to talk to GTconsult about your SharePoint governance strategy and how we can help make your deployment successful, please visit our website at www.GTconsult.com
Or send us an email with your questions:
[email protected]@GTconsult.com