2. The Steps to Effective SharePoint Governance
Richard Harbridge – Senior SharePoint Evangelist
#SPCloud @RHarbridge

3. #SPGov @RHarbridge

4. Our Goal Today…
From Here To Here
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5. #SPGov @RHarbridge

6. #SPGov @RHarbridge

7. Why Do I Need
Effective Governance?
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8. There are big risks that are
almost always realized when you
don’t have it!
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9. SharePoint Sprawl
He was only intending to build a two-story
house - larger than those of his neighbors to
reflect his position as the city's richest man.
“First I added three floors but then the house
looked ungainly, like a mushroom," he said. "So
I added another and it still didn't look right so I
kept going…”
Risk: Un-Managed Sites and Content were
not periodically reviewed for accuracy and
relevance.
#SPGov @RHarbridge

10. Quality Deterioration
Risk: Did not ensure that content quality
is maintained for the life of the portal.
#SPGov @RHarbridge

11. Frustration Failure
Risk: Did not consistently provide a high
quality user experience.
#SPGov @RHarbridge

12. Priority Paralysis
Project Priority
Fileshare Migration 1
Partner Extranet 1
Executives Kitten Picture Rotator 1
Risk: Did not establish clear decision
Legacy Application Integration 1
Governance Planning 1
making authority/ownership and
Put Out Server Room Fires 1
escalation procedures so that conflicts are
#SPGov @RHarbridge in a timely manner.
resolved

13. Ineffective Use of Time/Resources
Risk: Did not ensure that the portal
strategy is aligned with clear prioritized
#SPGov @RHarbridge objectives.
business

14. It’s not just about insuring
against or mitigating those risks!
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15. What does
that mean?
Without effective governance
organization, performance, and
capability are significantly reduced.
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16. Without Governance
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17. Executing Governance
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18. With Governance
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19. The Outcome
You can now communicate why
Governance is important/required.
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20. What to watch out for…
It’s not insurance. It makes your
SharePoint investments more successful.
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21. Building The
Governance Teams
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22. How do we start?
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23. Recommended Governance Teams
There are typically 5 teams for SharePoint Governance:
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team
#SPGov @RHarbridge

24. The Strategy Teams
#SPGov @RHarbridge

25. Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team
#SPGov @RHarbridge

26. Business Strategy Team
Role: Provide strategic insight, Sample Representative Interests
Executive Sponsor
direction and prioritization for
Knowledge Management
the portal. Information/Technology Services
Finance
Sales and Marketing
Human Resources
Legal and Compliance
Decentralized Business Operations
People Development and Training
IT Centralized
Administration
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27. Define, Prioritize and Plan
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28. Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team
#SPGov @RHarbridge

29. Solution (Technical) Strategy Team
Role: Provide technical insight,
direction and prioritization for
the portal. Sample Representative Interests
Application Development
Infrastructure
Enterprise Architecture
Security
Tip: If a business direction requires new
People Development and Training
integration or effort with other technologies
Communications
then a technical representative for that
technology will be necessary.
#SPGov @RHarbridge

30. Map Solutions to Objectives
 Direct Relationship  Indirect Relationship
Centralize Automate and Enhance Reduce
Enhance
Knowledge and Improve Business Governance Redundancy and
Collaboration
Resources Processes Model Improve Efficiency
Adjust Site
Structure
    
Migrate File
Shares
   
Create Dashboards     
Workflow Solution    
Configure Search
Services
    
Branding    
* Objectives should be more specific – Example purposes only.
#SPGov @RHarbridge

31. SharePoint will be…
 Utilized by Business Users to develop and implement business solutions that use
technology without IT’s direct involvement.
 Our primary unified application delivery platform.
 Our primary workflow/business process automation platform.
 Our intranet and communication center for internal corporate communications.
SharePoint will not be…
 Our (external) web content management platform.
 Our primary document management platform.
 Our contact management platform.
#SPGov @RHarbridge

32. Strategic Responsibilities
 Defining Clear Objectives and Priorities
 High Level Solutions Definition and Ownership
 High Level Platform Classification
 Communication Planning and Management
 Resource/Capability Management
 Expectation Management
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33. Define Governance Control Levels
Home Page
“PUBLIC” SITES: Open Tightly
to all employees controlled,
Functional Areas formal
governance
Department Site –
“Public”
“PRIVATE” SITES: Open Some control, some
to business group Department Team Site – “Private” formal governance
members
Looser control,
Project/Initiative Team Sites
TEAM SITES: Generally open less formal
to team members governance
Personal Sites– My Sites
#SPGov @RHarbridge

34. The Tactical Teams
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35. Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team
#SPGov @RHarbridge

36. The Tactical Operations Team
Role: Provide operational (IT-related)
support and maintenance for Sample Representative Interests
the system infrastructure Infrastructure
Domain Administrators
Networking
Servers and Environments
Quality Assurance
They manage the more routine maintenance of
Security
the system by performing nightly backups,
Databases
performance monitoring and analysis, and
keeping the environment current with security
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releases and upgrades.

37. Operations Responsibilities
 Objectives/Priorities
 Disaster Recovery Plan
 Storage and Quota Policies
 Monitoring Plans
 Maintenance Plans
 Service Level Agreements
 Security Policies
 Deployment Process, Policies, and Schedule
#SPGov @RHarbridge

38. Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team
#SPGov @RHarbridge

39. The Tactical Development Team
Role: Customize/configure,
personalize, and leverage Sample Representative Interests
SharePoint to achieve business SharePoint Designer
objectives. Visual Studio
Source Control
Quality Assurance
Webparts
Templates
This team is a loosely-knit community who's
membership ranges from highly skilled
programmers to technically savvy end users in
#SPGov @RHarbridge of personalizing departmental team sites.
charge

40. Development Responsibilities
 Objectives/Priorities
 Branding Guide
 SharePoint Designer Policy
 Workflow Policy
 Development Standards (Including OOTB vs Custom)
 Development Environment Policy
 Testing Requirements
 Deployment Process, Policies, and Schedule
#SPGov @RHarbridge SharePoint Standards Online

41. Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team
#SPGov @RHarbridge

42. The Tactical Support Team
Role: Provide support of the
Sample Representative Interests
SharePoint applications and
Support and HelpDesk
platform. People Development and Training
Knowledge Management
Taxonomy and Ontology
Navigation and Organization
Coaching
Creates and manages a support system with
effective training and proper channels of
question or issue escalation and resolution. This
team should also include influential users and
#SPGov @RHarbridge
leaders.

43. Support Responsibilities
 Objectives/Priorities
 Site Classification and Platform Classification
 Site Provisioning Process/Questionnaire
 User Expectations Agreement
 Roles and Responsibilities
 Support Agreement(s)
 Training and Communication Plans
 MySite Policies (Pictures)…
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44. Support Responsibilities
 User Lifecycle Policy
 Taxonomy Management
 Social Policies
 Content Standards
 Legal and Compliance Policy
 Search Management
#SPGov @RHarbridge SharePoint Standards Online

45. Multiple Tiers everything)
(You can’t know
for Escalation
Tactical Support Team
Help Desk
Site Administrators
End Users
Learning Libraries/Online/Help
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46. Measure to be proactive.
Learn and use data
Support
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47. Deployment Process/Policies
Extremely Important! Ensure
you have clear schedules and
ownership.
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48. Governance Tip
If possible have one member in all
of the Governance teams or some
members across multiple teams!
#SPGov @RHarbridge

49. Governance Tip
Create a “Business Solution Governance
Team”. This team allows you to find business
users who want to be involved.
#SPGov @RHarbridge

50. The Outcome
Everyone Achieves a Shared Understanding
of SharePoint Related Processes.
#SPGov @RHarbridge

51. What to watch out for…
Not just documents, policies, and
procedures. It is an active and ongoing
process.
#SPGov @RHarbridge

52. Setting Up A
Governance Site
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53. Why a Governance Site?
1. It’s a lot of content.
2. It’s a collaborative process.
3. It’s an ongoing process.
4. Each piece of content should
have a clear owner.
5. Content will need to
be shared.
#SPGov @RHarbridge

54. Governance Announcements
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55. SharePoint Solutions Listing
In addition you can also create a
‘Roadmap’ or basically a Gantt Chart or
visual indicator of solutions to show
what you have achieved and where you
#SPGov @RHarbridge are going with SharePoint.

56. Team Rosters and Definitions
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57. Policies, Standards and Guidelines
Use Search, Metadata, and
Approval Workflows to help
improve management and user
experience.
For living documents/standards that
require many authors try a Wiki!
#SPGov @RHarbridge SharePoint Standards Online

58. FAQs and a Glossary
#SPGov @RHarbridge SharePoint Glossary Online

59. Patterns and Practices
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60. Team Resources and Minutes
#SPGov @RHarbridge

61. Feedback and Surveys
Embed feedback
options throughout
the sites!
Don’t forget to
share stories!
#SPGov @RHarbridge

62. Self Help and Support Resources
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63. Self Help and Support Resources
#SPGov @RHarbridge

64. Complete Site Listing
Include things like:
• The owner and secondary owner of the site.
• The purpose of the site.
• The URL, Size, and Usage Level of the site.
• The last time the site was engaged by the
support team.
#SPGov @RHarbridge

65. The Outcome
Using the SharePoint Platform we can more
effectively manage SharePoint Governance.
#SPGov @RHarbridge

66. What to watch out for…
Just having the Governance site isn’t
enough. Content must remain fresh.
#SPGov @RHarbridge

67. Governance Resources
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68. IS
Use them.
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69. Governance Checklist
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70. TechNet, Community and More..
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71. are
Use them.
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72. No Single “Approach”
Projects Communities
Tasks Practices
#SPGov @RHarbridge

73. Governance Control Levels
Home Page
“PUBLIC” SITES: Open Tightly
to all employees controlled,
Functional Areas formal
governance
Department Site –
“Public”
“PRIVATE” SITES: Open Some control, some
to business group Department Team Site – “Private” formal governance
members
Looser control,
Project/Initiative Team Sites
TEAM SITES: Generally open less formal
to team members governance
Personal Sites– My Sites
#SPGov @RHarbridge

74. ITIL Framework
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75. COBIT Framework
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76. SharePoint Deployment and Governance using COBIT 4.1
Chennault & Strain
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http://www.amazon.com/SharePoint-Deployment-Governance-Using-COBIT/dp/1604201177

77. Microsoft Operations Framework
(MOF)
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78. SharePoint Maturity Model
Sadalit van Buren
#SPGov @RHarbridge http://sharepointmaturity.com

79. The Outcome
There is a ton of excellent material out
there to support you.
#SPGov @RHarbridge

80. What to watch out for…
External best practices, policies, standards,
and ideas may or may not be the right fit.
#SPGov @RHarbridge

81. Steps to Effective Governance…
1. Understand The Need For Governance
2. Build Your Governance Teams
3. Understand How SharePoint Is/Should Be Used
4. Develop/Practice Guidance and Policies
5. Return to Step 2 and Repeat Steps 2 through 4
You Can Never Truly Achieve Perfect Governance.
6. You Have Perfect Governance
So long as you are performing the steps
#SPGov @RHarbridge you are achieving Effective Governance.

82. Thank You
Questions? Ideas? Feedback? Contact me:
 Twitter: @RHarbridge
 Blog: http://www.RHarbridge.com
 Email: Richard@RHarbridge.com
 Resources:
700+ SharePoint IA Slides at PracticalIntranet.com
130+ SharePoint Standards at SPStandards.com
15 Pages of Important Questions at SharePointDiagnostics.com
#SPGov @RHarbridge