1. Unlocking the Value of Information in SharePoint- in a Manageable Way Intergen Twilight 28 July 2010 Steve Lapwood Senior Management Consultant

2. 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? What is wrong with this picture? 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?

3. 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:

4. Governance in a SharePoint Context

5. The case for governance The correct balance Levels of governance Governance structure Guiding Principles Governance Framework Roles and responsibilities Q&A Topics

6. 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

7. It’s in the Balance User Empowerment IT Control Standardization Flexibility Acknowledgements: Joel Oleson

8. SharePoint Governance Scope Controlled Tightly Governed Push content Accountability Permanent Knowledge Management Applications Information Sharing Ad Hoc Loosely Governed Push/pull content Temporary Collaboration Permanent Information Views Acknowledgements: Oleson, Jamison, Cardarelli, Hanley

9. 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 forthese 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. Executive Stakeholders Governance Board IT Business (Content Owners) Governance roles Operational Team End Users Complete Role Guide The SharePoint Governance Framework includes a complete list of roles for driving a professional governance organization for SharePoint Governance Structure (example) Acknowledgements: Netmedia

10. Intergen’s Governance Framework

11. 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

12. SharePoint Governance plan (Oleson) Sample Frameworks 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 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

13. Intergen’s Governance Framework Elements

14. Governing Principles (examples) 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 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

15. Governance Structure (example)

16. Roles and Responsibilities - Business

17. Roles and Responsibilities – IM/IS Services

18. This is a taste of what you may need …and we can help you get there

19. Questions and Answers steve.lapwood@intergen.co.nz