SharePoint Governance Framework 4.0 introduction

Practical
SharePoint
Governance
Anders B. Skjønaa
Enterprise Architect, Partner
SharePointPeople Aps
Internal © 2012 Aker Solutions Preferred partner

SharePoint Governance Framework
Communities of MySite / Enterprise
practise MyProfile Search Portal

BUSINESS APPLICATIONS Quota Quota Best Bets

Moderation Social etiquette …
Security … …

MANAGED SYSTEMS

Teamsites Branding
STANDARD SOLUTIONS
Partner Collaboration site MySite

Search User Profile BCS
PLATFORM SERVICES
Managed Metadata Office Web Apps …

Deployment Branding Managed Metadata
MANAGED PROCESSES
Application Onboarding Information Security …

SHAREPOINT INFRASTRUCTURE

Storage Operating Systems Security Service Continuity Architecture

SharePoint Governance Framework 4.0 / Masterclasses / http://sharepointpeople.wordpress.com

Platform Services
The Service Applications that comes with the SharePoint infrastructure are
all Platform Services. The list of Platform Services can also include third
party tools, like Nintex Workflow, Backup or migration tools etc.

Examples
SharePoint Service Applications • Managed Metadata Service
• Search Service
• User Profile Service
• Work Management Services
Non-SharePoint Service applications
(Microsoft or Third party)
• Office Web Applications
• Nintex Workflow 2013
• Netscaler Load Balancing
• Comperio Front (Enterprise Search)
Paltform Service Roadmap
(Service Catalogue)
• …


Managed Processes
A Managed Process is a descriptive process for important procedures that
are repeatedly used with the SharePoint platform. The purpose of Managed
Processes is to ensure that these procedures are executed in a consistent
and supportable way, and that the result of a change to the platform is not
compromising the stability or performance of the platform or its tenants.

Examples
•
•
Reporting & Communication
Training & Adoption
The Governance Practise
• Branding itself… maybe a managed
Metadata Management
•
• Application On-boarding process?
• Development Process
• Storage Management
• Back-up & Restoration
• Infrastructure Management
• Support & Service Desk
• …


Standard Solutions
A Standard Solution is a template for a Business Application. A Standard
Solution has an owner that not only governs the operations of the set of
solution instances running on the platform, but also drives maintenance
and development of the template; based on business requirements and
change requests. Generic standard solutions may be added to the
catalogue – like “Web Content Management Intranet Portal” as the
template for a solutions that may be highly customized using code.

Examples
• Communities
Implementing similar solutions
• MySite
multiple times is a major cost
driver on SharePoint. Creating • Web Content Management portal
a standard Solution Catalogue, • Branding
can help you turns high cost • Partner Collaboration site
into business productivity. • Campaign site
• Help Center
…


The SharePoint Governance Framework
Everyone on the same All Managed Systems are
Making knowledge Connecting securely to Making information more Cost competitiveness & connected to at least one
platform with the same
available friends and partners valuable growth ambitions Business Driver, with an
services impact weighting, that
tells how important for
BUSINESS DRIVERS (DERIVED FROM IT STRATEGY) this driver, the Individual
system is.

Managed Systems are
Platform Platform Platform Standard Standard Managed
Business App Business App governed objects in the
Service & Solution
Service Service Service Solution Solution Process Catalogue.
Business App Business App
Business Applications are
Platform Platform Standard Standard Managed Managed instances of standard and
Business App Business App custom solution in
Service Service Solution Solution Process Process production, running on
the SharePoint platform.
MANAGED SYSTEMS (Service and Solution Catalogue) BUSINESS APPLICATIONS

OPERATIONAL TASKS
Tasks are used for doing the oprational work that is defined by Policies and
controlled by Controls. Tasks are done by IT Operations (same as any other
Control Control operational task) or by the business unit/owner of the individual business
application. The linking between controls (governance practise) and tasks
Policies (operations) provides line of sight from governance to management..

Control Control

CONTENT & COMPLIANCY TASKS

POLICIES CONTROLS
Policies describe the guidelines Controls are defined to check if
(Mandatory and Suggested) for a we are compliant with policies.
specific area. Each control will have an owner IT OPERATIONAL TASKS
For each guideline/rule it is and a risk impact level, related to
defined if the guideline is a managed system.
controlled or not.


Understanding the principles of your role
To make the governance practise work, you need to have a team that not
only have the technical knowledge and business understanding, but also
understand their own responsibilities and role.
■ Governors & Citizens: You are the Governors!
■ Be prepared to make decisions or escalate (10:1)
■ Define the rules, by which you make decisions
■ Document and Communicate
■ If you want to be safe; Escalate approval of your ruleset

■ You are a «govenor» – not «The president»
■ The SharePoint practise is a (kind of) democracy
■ You have responsibility for your area only - but have share a
common interest in everyone doing well.

■ You are priveledged to say no
■ If there is a conflict, you escalate!


The Governance Organisation

Service Manager (Business Application)
• Typically a business unit member
• Owns Business Application requirements Service Manager Service Manager
• Builds policies and controls for the relevant business application
• Sends requirements through Change Management / SharePoint SDM
Business Application Business Application

Business Application

SharePoint System Manager
• Build policies & controls
• Platform Service maintenance responsible SP SM SP SM SP SM
• Reports to SharePoint SDM (Dotted)

SharePoint Platform Manager SharePoint Service Owner
• Governance Practise Lead • Management level commitment
• Service/Solution Catalogue Owner & communication
• Communicates with IT & Business • Owns SharePoint Strategy
• Drives Change Management • Owns Business Drivers
• Escalation end-point


Practical SharePoint Governance

SCENARIO: Application on-boarding
A new version of the corporate intranet is going to run on the available
SharePoint infrastructure. The application will add significant traffic and load
onto the infrastructure and the solution will be managed by the same resources
(and budget) that is managing the existing solutions on SharePoint.

A selection of solution requirements:
• The new intranet should only be available for all employees / users
• The solution should integrate with the existing Social tools and Enterprise Search platform
• The intranet must be highly available for business users across the company


Governance in SharePoint Service

SCENARIO: Application on-boarding
Examples from a Governance Policy
• Any new application that will run on the SharePoint infrastructure must meet a minimum of design
requirements; including capacity plan, storage, user access, security, information architecture and
functional specification (including design). Based on the design and requirements, the
application/solution will be assigned to a standard service level.
• Any web-based application must use a common look & feel, including the common page-header with
global navigation, owned by Corporate Communication
• Any business application must have an assigned business owner, that engages in the business /
content governance for this application.
• To go into production, any application must go through the standard deployment procedure (DEV →
QA → UAT → PROD) using the standard procedures and guidelines for deployment. This includes
approval by Platform Owner (Business) and Platform Architect (Technical)
• All applications must meet minimum requirements for documentation and training; including
handover to service-desk, operational tasks, governance policies and controls, and functional design
documentation
• Any custom application running on the SharePoint platform must store custom code in the corportate
code-repository, as described in the development policy for SharePoint platform.

…what else?


SCENARIO: Issue escalation
The new Enterprise Search platform scales to 40 million documents. In
StereoWorks Corp. the document corpus is more than 3 times as big. Enterprise
Search Product Owners suggest what file shares to include in search, but Business
Area’s may have different opinions. It is evident, that the most important
documents in the business must be indexed for the Enterprise Search solution to
gain the adoption expected.

Practically…
• This issue is NOT solvable in the project. Business Areas that typically pay for the solution
(directly or indirectly), will argue that their documents must be a part of the search solution.
Therefore the issue must be escalated – but to whom?

We need an escalation path…



SCENARIO: Search Service issue escalation
Good Governance Practice: Provide a clear escalation path

Level 3: SharePoint Service Optional
Owner

Optional
Legal
SharePoint
Platform Architect

Information
Security Officer

Level 2: SharePoint Level 2: Service Manager
Platform Manager (Business Applicaton Owner)

Level 1: Search Service Technical / Level 1: SharePoint
Manager Business? Platform Service Manager



SCENARIO: Issue escalation
Good Governance Practice provides a clear escalation path

SharePoint Service Owner Optional

Optional
…
SharePoint
Platform Architect

…

SharePoint Platform Service Manager
Manager (Business Application Owner)

Technical / SharePoint Platform
Platform Service Manager
Business? Manager


SharePoint Business Application planning
As a tennant on the enterprise SharePoint platform, any application must
have detailed plans for shared services, including:

• Information and Service Architecture (SharePoint infrastructure)
• Webapplication
• Service Applications
• Storage and Capacity planning
• Tie-in with other applications
• Navigation
• Integration end-points
• Enterprise Search
• User Access
• Security implementation
• Governance engagement
• Business Application Owner
• Governance practise engagement
• Application architecture
• Alignment with corporate standards and methods
• Enterprise Architecture for SharePoint


Application Onboarding
SharePoint Platform
Product Owner Escalated…
Manager

INITIAL SYSTEM VALIDATION
• Required documentation
• Platform Scope & Roadmap

SharePoint Governance
Practise Meeting
SYSTEM VALIDATION
• Platform architecture fit
• Impact on Service Applications
• Capacity; Storage and throughput
• …

SYSTEM IN «ESCROW»
Project Team will deliver remaining
• System documentation
• Operational documentation
• Service Desk training
• Governance Policies and controls

ADDED TO MANAGED SYSTEM
• Policies & Controls
• Change Management
• Operational monitoring
• Platform Governance engagement


SharePoint Deployment
PRODUCTION: Fully scaled environment with high
availability used for applications that have passed all

Production Tests in the deployment process.

UAT: Scaled environment (Same as production), used
SHAREPOINT SERVERS for testing functionality with pilotgroups; availability and

User Acceptance Test (UAT)
All SharePoint Servers running on the performance.
Production domain must be approved.
Through AD Group policies, installation
Of a new SharePoint Server is prevented.

QA: Non scaled environment, used for testing
deployment scripts and smoketesting functionality

Quality Assurance (QA) in Aker Solutions SharePoint environments

eNet Release Manager PROJECT DEVELOPMENT TEAM

Development Test Team
Any release must include: Virtual Server (Test domain) Foundation
• Solution Packages Server (TFS)
• Scripted configuration
• Deployment script
• Release Notes
Virtual Server (Test domain)
Developer #1 Developer #2 Developer #3
Virtual Server (Test domain) Virtual Server (Test domain) Virtual Server (Test domain)


To sum it up…
• Using a framework is the key to effective governance
• What are we going to manage?
• Managed Systems: Processes, Services, Solutions
• The Governance Organization: Roles & Responsibilities
• Escalation models

Feedback & Follow-up

Questions
Anders B. Skjønaa
anders@sharepointpeople.dk

sharepointpeople.wordpress.com
@skjoenaa


SharePoint Governance Framework 4.0 introduction

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