Most SharePoint implementations fail in two areas: initial planning, and ongoing governance. As organizations prepare to deploy, or look for opportunities to improve and rebuild, governance should be a priority. This presentation outlines the governance gap with SharePoint, and provides some tactical guidance on what to plan for within your environment. Originally presented at Microsoft's NYC offices in May 2013.

2. • The “governance gap” in SharePoint
• How companies view governance
• Creating business alignment
• Tactical governance and readiness checklist

3. Christian Buckley,
Director of Product Evangelism at Axceler
• Microsoft MVP for SharePoint Server
• Prior to Axceler, worked for Microsoft, part of the Microsoft
Managed Services team (now Office365-Dedicated) and worked
as a consultant in the areas of software, supply chain, grid
technology, and collaboration
• Co-founded and sold a software company to Rational Software.
At E2open, helped design, build, and deploy a SharePoint-like
collaboration platform (Collaboration Manager), onboarding
numerous high-tech manufacturing companies, including
Hitachi, Matsushita, Cisco, and Seagate
• Co-authored ‘Microsoft SharePoint 2010: Creating and
Implementing Real-World Projects’ link (MS Press, March 2012)
and 3 books on software configuration management.
• Twitter: @buckleyplanet Blog: buckleyplanet.com Email: cbuck@axceler.com

4. Published 2012 by Microsoft Press
Order your copy at http://oreil.ly/qC4loT
Tackle 10 common business problems with
proven SharePoint solutions:
• Set up a help desk solution to track service requests
• Build a modest project management system
• Design a scheduling system to manage resources
• Create a site to support geographically dispersed teams
• Implement a course registration system
• Build a learning center with training classes and resources
• Design a team blog platform to review content
• Create a process to coordinate RFP responses
• Set up a FAQ system to help users find answers quickly
• Implement a cost-effective contact management system

5. Improving Collaboration since 2007
• Mission: To enable enterprises to simplify, optimize, and
secure their collaborative platforms
• Delivered award-winning administration and migration
software since 1994, for SharePoint since 2007
• Over 3,000 global customers in 40+ countries
Dramatically improve the management
of SharePoint
• Innovative products that improve security, scalability,
reliability, “deployability”
• Making IT more effective and efficient and lower the total
cost of ownership
Focus on solving specific SharePoint
problems (Administration & Migration)
• Coach enterprises on SharePoint best practices
• Give administrators the most innovative tools available
• Anticipate customers‟ needs
• Deliver best of breed offerings
• Stay in lock step with SharePoint development and market trends

6. Why are we talking
about governance?
• SharePoint out of the box is a powerful platform
• But many organizations don’t think they have the
time, money, people to spend on planning
• The result?
o Site sprawl
o Unfettered content
o Process lawlessness

7. Why are we talking
about governance?
A new survey has found that almost half of SharePoint
users disregard the security within SharePoint.
“Steps need to be taken that recognize
the increasing porosity of the perimeter
and allow the workforce to harness
the power SharePoint offers
without compromising security.”
Jan/Feb 2012, IDM.net.au

8. Why are we talking
about governance?
A 2012 CIO survey by Gartner shows an increasing push in
collaboration, analytics, and cloud computing. They predict
that by 2016, 20% of CIOs in regulated industries will lose
their jobs for failing to implement the discipline of
information governance successfully.

10. From „Creating Passionate Users,‟ Kathy Sierra

11. The
Business
Matters
SharePoint
Doesn‟t
Matter

12. Business
Need Service
GOVERNANCE
Governance is the set of
policies, roles, responsibilities, and
processes that guide, direct, and
control how an organization's
business divisions and IT teams
cooperate to achieve business
goals.

13. Survey
• We looked at four areas:
o Governance perceptions within the organization
(what they think it means, where respondents believe their
organizations are today)
o Governance roles
(defining differences in roles and accountability)
o Governance planning
(implied healthy practices, whether organizations are thinking
about the right things and within the right scope)
o Governance readiness
(questions to help determine ability to implement best practices)

22. Defining Terms
Governance definitions vary, so it
is important to figure out what it
means within your company, and
proactively manage it
Your Process
Nightmare

23. Governance is about taking
action to help your organization
organize, optimize, and manage
your systems and resources.

24. What does
governance
look like in
SharePoint?

25. Draft Outline of presentation
• Overview / introduction
• How to Successfully Move to 2010
• Before / Now – clean up your 2007 environment
• Challenges with SharePoint Administration
• How Axceler ControlPoint can help
• During – right tools to reduce risks, errors and ensure
successful move
• Challenges with SharePoint Migration / Upgrades
• How Davinci Migrator for SharePoint can help
• After – ongoing management and administration
• Customer success stories
• About Axceler

28. Business
Need Service
GOVERNANCE

29. Before you can talk about governance,
either strategically or tactically, you need
shared understanding of two things:
oThe business value to be delivered
oThe scope of what is to be built (preferably before you start)
Getting Some Perspective

30. The Keys to
Successful
Governance

31. Structure/Architecture
Farm
Web App
Site
Collection
Site
Sub-si
Sub-si
Site
Site Sub-si
Site
Collection
Site
Web App
Site
Collection
Site
Site Sub-si

32. Policies, Process, and
Standards

33. Ownership and Accountability

34. Measurement and Reporting

35. AutomationAutomation

36. Practical
Governance

37. Practical Governance
• Permissions
• Content and Storage
• Usage and Activity
• Restructuring

38. Are you effectively managing
your SharePoint Permissions?
• Perform regular security checks across your farm,
down to the document level
• Proactively review, delete, and reassign user
permissions as needed
• Clean up users who are no longer in
Active Directory but are in SharePoint
• Review SharePoint groups
• Have a process to backup and restore
permissions
• Document site permissions (roles) so that
its easier to duplicate for new employees
• Monitor SharePoint CALs

39. Any changes required to
your Content & Storage?
• Monitor and track the growth of sites for better
planning, especially with migrations
• Analyze web part usage to determine which
• sites are using which web parts
• Understand and manage SharePoint
features
• Ensure consistent branding and behavior:
site themes, quotas, regional settings

40. Do you know your
Usage and Activity trends?
• Analyze activity down to the site, page, document level
• Identify who is accessing which documents, including
details on that activity (i.e. checking in a
document, editing a document, or just viewing a
document’s properties)
• Isolate sites that are no longer needed
and delete them
• Compare activity from the past to help
anticipate the future
• Find sites with the most or least activity

41. Do you need to
reorganize your farm?
• Proactively manage architecture of your site
collections, sites, lists, libraries, folders and
items within your farm or across farms
• Have a plan for moving content and
structure from test environment to
production environment
• Understand impacts due
to architectural changes or
business changes

42. Best Practices from
Survey Respondents
“Your priority is to get an information architecture and
taxonomy linked to business process management.”
“Organizations will have to increase their investment
in related tools and technologies, both the facilitate
the development and refinement of policy, and to
distill policies into executable rules that tools can
apply to information.”
“Make sure that any innovations are championed and
advertised to that others can see what can be achieved
and they can relate back to their own challenges.”
“Ensure governance is prioritized
from the outset.”
“Think about the basic services being provided
and how staff can be more productive rather
than introduce the bells and whistles.”

43. Readiness
o How important is governance in your
organization/company today?
o Do you have a SharePoint governance plan in place today?
o If yes, who are the stakeholders included in your governance body?
(end users, IT managers, administrators, etc)
o Do you have specific information management policies in place?
o Do you maintain Service Level Agreements with your end users?
o Do you have an operational change management model in place to review and
prioritize feature requests and customizations?
o Do you regularly run audits on usage, security, content, or permissions?

46. SharePoint Governance Maturity Benchmark
(Whitepaper)
My European SharePoint Conference Community
„Governance Rules!‟ series (on-demand webinars)
webinar article
webinar article
webinar article
webinar article
webinar article
Microsoft Governance Guides
best practices and
governance

47. Order your copy at http://oreil.ly/qC4loT
cbuck@axceler.com
@buckleyplanet
www.Axceler.com
presentations
blog
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governance4hybrid