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FKOM 07 Portal
Governance


A Portal Governance Approach
Before We Start


 Make sure the audience understands you only show examples but
 not a ready to use methodology. So it's key you make them see that
 governance is huge: processes, standards, alignment, people
 change, virtual organization, measures, statistics, rules,
 responsibilities, guidelines, structures, sponsorship, ...... And so on.

                                                             Dirk Dobiéy



 This is not a technical application of Portal Governance.

 It is a preview of a framework to which organizations can use to
 start their governance process.




© SAP AG 2007, Title / First Name Last Name / 2
01 Definitition of Portal Governance
02 Why Do We Need Governance
03 Starting the Governance Process
04 What Needs to be Governed
05 How is it to be Governed
06 How Do We Grow Governance
07 How Do We Enforce Governance
08 How Do We Measure Its Success
Portal Governance – Definition




 Portal governance defines the appropriate structure,
 roles/ responsibilities and processes that support
 efficient decision making for managing your portal
 infrastructure and publishing new assets




© SAP AG 2007, Title / First Name Last Name / 4
Portal Governance Approaches


 Governance takes place on two levels – strategic direction setting

 and tactical execution – and involves management, operational, and

 technical disciplines




© SAP AG 2007, Title / First Name Last Name / 5
FKOM 07 Portal
  Governance

01 Portal Governance Definition
02 Why Do We Need Governance
03 Starting the Governance Process
04 What Needs to be governed
05 How is it to be Governed
06 How Do We Grow Governance
07 How Do We Enforce Governance
08 How Do We Measure Its Success
Why Do We Need Governance?


 Portals aggregate a broad spectrum of content, applications, and
 services that are owned and managed by a variety of groups.

 For this reason, conflicting requirements from different stakeholder
 groups are a given.

 In addition, the proliferation of multiple stakeholder groups leads to
 “organic” portal development.

 Different groups will take ownership of various sub-components of the
 portal and develop them to suit their own needs with little coordination or
 regard for how this will affect other groups.

 In short, without portal governance guiding processes, developing
 policies and procedures, and maintaining authority, portal projects risk
 absolute failure




© SAP AG 2007, Title / First Name Last Name / 7
Motivation and Objectives for Portal Governance
  The motivation behind Portal governance is to provide employees with
  reliable, relevant and fresh information via Portal.


          Content
         Reliability                          Ensure that content within Portal is trustworthy and consistent.


     Content
                                              Guarantee that information is complete but does not overload the
  Completeness &
    Relevance                                 user.


          Content
         Freshness                            Ensure the information offerings are up-to-date.



        End-User                              Make Portal the preferred entry point to information and a great tool
       Experience                             to work with.


          Process
         Efficiency                           Manage the content life cycle efficiently.




© SAP AG 2007, Title / First Name Last Name / 8
01 What is Portal Governance
02 Why Do We Need Governance
03 Starting the Governance Process
04 What Needs to be Governed
05 How is it to be Governed
06 How Do We Grow Governance
07 How Do We Enforce Governance
08 How Do We Measure Its Success
When Should the Process Start?
Have an Executive Sponsor or Recruit One
Executive Steering Committee
Involvement of key stakeholders
When Should the Process Start?


 Early and effective portal governance is crucial. Implement portal
 governance properly, and you are well on your way to helping
 ensure your portal investment will deliver on its promise.

 Ignore or under-appreciate governance, and your portal investments
 could be in jeopardy. Yes, this may sound dramatic. In our
 experience it is true.

 Designing process – the processes need to be in place before the
 technical governance. Have people in place for legacy systems
 deciding what to move, what is important. People and process
 should be in place before technical implementation.




© SAP AG 2007, Title / First Name Last Name / 14
When Should the Process Start?
Have an Executive Sponsor or Recruit One
Executive Steering Committee
Involvement of key stakeholders
Have an Executive
Sponsor or Recruit One



"Without a sponsor, the project will
die," says Mike Yonker, CFO of In
Focus Systems Inc.,
Why Executive Sponsorship
What They Do
Involvement of key stakeholders
Why Do We Need Executive Involvement

 Because based on current successes, without Executive visibility and leadership,
 the portal projects are inclined to fail. They help…

          To Provide Vision to the project from a Corporate level
          To give project credibility
          To help facilitate buy-in from other LOB’s
          Address cultural process
          Business change
          Remove barriers;
          Leverage enterprise-wide resources;
          Act as chief evangelist
          To Work with
            – external third parties as well as
            – internal stakeholders to expedite and resolve issues that require the highest executive level
              involvement such as contract amendments.
            – The Executive Sponsor will participate on the Executive Steering Committee and will be a
              project champion and promote the visibility and credibility of the project.



© SAP AG 2007, Title / First Name Last Name / 18
What If…



You don’t have executive
sponsorship?
Get Executive Sponsorship…


   Here is the hard part. How do you influence someone who is above you
   in the organizational pecking order?
   The answer lies in what comes before the critical moment when you
   require the services of your executive resource.
                      How have you positioned the change initiative with the executive?
                      How have you positioned your relationship with the executive?
                      What are your channels of communication?
                      In other words, how many preparatory deposits have you made in the
                      relationship account so that when a withdrawal is necessary you are
                      covered?




© SAP AG 2007, Title / First Name Last Name / 23
When Should the Process Start?
Have an Executive Sponsor or Recruit One
Executive Steering Committee
Involvement of key stakeholders
Executive Steering
Committee
Executive Steering Committee…



          Made up of primary stake holders in the success of the portal.
            – Should be cross-functional with key business executive involvement
          Should be formed as early in the envisioning and planning of the deployment as
          possible.
          To participate in the discovery process for identifying and prioritizing the key
          applications to deploy.
          This executive meets occasionally to review the portal strategy and status of high-level
          issues.
            – The primary objective for this team is to ensure that the strategy aligns with the key business
              imperatives of the organization.
            – This team might also be involved in reviewing other key IT initiatives as part of a general IT
              governance and strategy team.




© SAP AG 2007, Title / First Name Last Name / 27
Involvement of Stakeholders




© SAP AG 2007, Title / First Name Last Name / 29
01 What is Portal Governance
02 Why Do We Need Governance
03 Starting the Governance Process
04 What Needs to be Governed
05 How is it to be Governed
06 How Do We Grow Governance
07 How Do We Enforce Governance
08 How Do We Measure Its Success
Portal Governance at SAP: What’s part of it?

One single Corporate Portal as a global and individual access
 point to information, collaboration and application services




© SAP AG 2007, Title / First Name Last Name / 31
Define Governance Deliverables – Example Roles
Make the Master List
Turn It Into a Project Plan
Why Roles…?


 Roles built in the portal represent ‘what people do’, thus enable the
 content they will have access to.

 Controlling the development of roles through governance automatically
 advocates governance for everything which makes up a role.

 Having a baseline role development strategy, makes the process of
 implementing governance speedier and easier.
 Portal Roles are a classification of portal users!
 Portal Roles do not provide any portal content but dictate the content to
 be displayed and used!
 Portal Roles are based on company structures instead of user specific
 tasks.




© SAP AG 2007, Title / First Name Last Name / 34
List Processes, Task and Objects for each…
                                                                IA and roles : w w 44 scope as
                                                                heads start for both - w w 26
                                    heads start fyi as follow s handoff
                                                                biz packages: pankaj and
                                                                leland starting w w 23
                                                                content head start - check w ith
                                                                brian




                                    proposed lead                larry                                                  bob/rus                                                              Kyle                                                                  Vineet
                                                                                                                        (include ktbr in team)                                               (include ktbr-COG in team)                                            (include ktbr in team)
                                                                                                                        roles governance defined                                             content governance                                                    biz packages (7

 Process                            deliverables                 establish EP governance           WW               seq (6 processes )           LOE                            ww   seq     defined ( 10 processes)           LOE                        ww   seq processes)               LOE



Identified                                                                                                                                                8 w eeks --> 5                                                                                            process for
                                    Bold - detailed              identify if existing governance                         process for role naming          w eeks due to head                 kickoff activity: define naming   include in content                   determining BPKG
                                    deliverables                 in place (as is)                  done                2 convention                       start                      n/a     convention for content            migration process                  1 need                    8 w eeks
                                                                                                                        roundout task: implement          3 w eeks - w ithout                kickoff activity: group process   question to be asked for             process for
                                    black - reitterative tasks   establish enterprise portal                            naming convention for in flight   CW and MY Finance                  in to standards, policies and     each process listed                  determining/selecting
                                    for each delierable          governance core team              w w 27           4a projects w w 44 gaps               : TBD                      n/a     processes                         below as its addressed             2 BPKG                  8 w eeks
                                                                                                                        process for introducing new                                                                                                                 Process for Importing
                                                                 create governance charter         w w 27             3 roles                             8 w eeks                         2 content publishing process        OC reuse - 8 w eeks                3 BPKG                  8 w eeks
                                                                                                                                                          8 w eeks --> 5                                                                                            Process for
                                                                 determine how governance w ill                                                           w eeks due to head                 metadata process (KM taging,                                           distribution/usage of
                                                                 be managed                     w w 28                 1 process for role structure       start                            3 document tagging)                 10 w eeks                          4 BPKG                  8 w eeks

                                                                 establish governance sub
                                                                 teams (team leads, team                                 process for employee                                                                                                                       process for BPKG
                                                                 members,roles)                    w w 28              5 attributes governance            8 w eeks                       4 content creation process            OC reuse - 8 w eeks                5 baselining              8 w eeks
                                                                 guiding principle : w hat                               process for migration of in      8 w eeks --> 5             skel                                      skeleton 4 w eeks --                 implement baseline      3 w eeks -
                                                                 determines need for                                     flight Roles to 3T strategy      w eeks due to head         eton                                      2007 4 w eeks to                     process for in flight   w ithout
                                                                 government                        w w 29              4 governance                       start                      stru w orksets governance process         roundout                        5a   projects (catch up      CW and
                                                                 guiding principle: governance                                                                                                                                                                      Process for
                                                                 enternance criteria               w w 29              6 process for w rapper roles       8 w eeks                         5 usage rules processes             10 w eeks                          6 maintaining/changing    8 w eeks
                                                                 sub team member r&r (list                                                                                                                                                                          process for BPKG
                                                                 CAIRO)                            w w 29                define process scope             4 hours                    H1      w eb parts library process        10 w eeks                          7 archiving               8 w eeks
                                                                 determine the governance
                                                                 process template to be used by                                                                                              content archiving & EOL
                                                                 all subteams                   w w 30                   define process steps             3 w eeks                   H2      (delete) process                  10 w eeks                            define process scope 12 hours
                                                                 identify dependant governance
                                                                 needs                          w w 30                   define line of accountability    part of the above          H1      page governance process           10 w eeks                            define process steps 3 w eeks
                                                                 Work w ith dependant
                                                                 governance ow ners on next                                                                                                  collaborative application                                              define line of          part of
                                                                 steps                          TBD                      create a process flow chart      12 hours                   H2      governance                        10 w eeks                            accountability          the above


                                                                 update enterprise portal                                ratify process w /governance                                                                                                               create a process
                                                                 operating model                     w w 31              core team                    1 w eek                              1 content migration process         10 w eeks                            flow chart              12 hours
                                                                                                     subset of
                                                                 determine policy and standard establish
                                                                 change control for governance core team                 document ratified process        12 hours                           define process scope              12 hours                             ratify process          1 w eek
                                                                                                     noted as a
                                                                 sub team output: process            process step                                                                                                                                                   document ratified
                                                                 ongoing ow nership identified       for each            baseline process                 4 hours                            define process steps              4 w eeks                             process                 12 hours
                                                                 sub team output: change                                 communicate process - to
                                                                 control processes in place          TBD                 teams/PMO                        1 w eek                            define line of accountability     part of the above                    baseline process        4 hours
                                                                 final output: governance            noted as a
                                                                 guidelines f or f uture projects in process step        communication process - to                                                                                                                 communicate process
                                                                 place                               for each            TCM                              same as above                      create a process flow chart       1 w eek                              - to teams/PMO      1 w eek
                                                                 final output: governance
                                                                 guidelines communication                                implement governance                                                                                                                       communication
                                                                 modal in place                      TBD                 methodology                      2 w eeks                           ratify process                    1 w eek                              process - to TCM        1w eek
                                                                                                                                                                                                                                                                    implement
                                                                                                                         monitor process for                                                                                   included in process                  governance
                                                                                                                         improvement                      ongoing                            document ratified process         flow                                 methodology             TBD
                                                                                                                         sub total process                                                                                                                          monitor process for
                                                                                                                         duration                         7-8 w eeks                         baseline process                  4 hours                              improvement             TBD
                                                                                                                                                                                             communicate process - to                                               sub total process       7-8
                                                                                                                                                                                             teams/PMO                         1 w eek                              duration                w eeks
                                                                                                                                                                                             communication process - to
                                                                                                                                                                                             TCM                               same as above
                                                                                                                                                                                             implement governance
                                                                                                                                                                                             methodology                       2 w eeks
                                                                                                                                                                                             monitor process f or
                                                                                                                                                                                             improvement                       TBD
                                                                                                                                                                                             sub total process duration        9-10 w eeks




    © SAP AG 2007, Title / First Name Last Name / 47
Example of Governance Tasks



  create naming convention                         LOE




  collect BKMs from other
  companies                                        ww22



  learn the naming convention in
  place for rev1 IA (if)                           ww21




  get BAO common list of roles                     ww22



  identify which data elements in
  portal role name (~120 positions)
  need to be governed                              ww23




  create a pattern for initial scope               ww23

  determine who owns naming
  convention                                       ww23




© SAP AG 2007, Title / First Name Last Name / 48
Tasks – Processes and Responsibilities

 Each Deliverable has two elements:
          Tasks
          Processes


 Processes
          A process was needed to enforce the criteria set
          Sometimes a process needed to be identified to develop the criteria


 Tasks
           Had Deadlines

 Responsibilities
          Who was responsible for achieving the results
          Group responsible for defining the process and/or criteria



© SAP AG 2007, Title / First Name Last Name / 49
Project Plan with Due Dates and Responsible Owners



ID                          Task Name                                              WW         Duration      Start


1                           ESP Enterprise Portal                                                 245 day   Mon 6

2                                     Governance                                                  245 day   Mon 6

3                                               Establish Foundation                ww27-         40 day    Mon 6

4                                                       Identify Governance "A          don         1 day    Mon

5                                                       Establish Core team             ww2         5 day    Mon

6                                                       Create Governance cha           ww2         5 day    Mon

7                                                       Determine how Govern            ww2         5 day    Mon

8                                                       Establish Governance S          ww2         5 day    Mon

9                                                       Define sub team memb            ww2         5 day    Mon

10                                                      Define guiding principle    ww29-           10 da    Mon


     © SAP AG 2007, Title / First Name Last Name / 50
Method of and Who
does the Governance?
e?
                                        nanc
                               eG   over
                       do es th
               h   o
       wa nd W
  Ho



Centralized Governance
Decentralized
Representative
Roles and Responsibilities
Centralized Governance Model


 Governance models traditionally fall into the category of
          centralized
            – In a centralized approach, a small team of employees that have the skills and
              knowledge needed, both technical and business, are in charge of managing the
              portal. This centralized team is responsible for gathering the requirements from all
              potential portal users and building the portal to suit these stakeholder’s needs.
            – By keeping the process centralized, it is only necessary to train a small team on the
              various functionalities of the portal software.
            – Therefore, decision-making becomes easier and more uniform, clear accountability
              and authority exists, and costs can be kept lower.
            – However, there are several drawbacks to this approach as well. One major
              drawback in many smaller organizations is that it may be infeasible to solely
              dedicate resources with the necessary skills to maintain and enhance the portal.
            – In addition, a centralized approach may slow development and add a bottleneck as
              the small staff cannot keep up with requests from stakeholders.
            – Furthermore, a centralized team may not contain the breadth of knowledge
              necessary to truly personalize a portal for an organization of diverse stakeholders
              and business areas.



© SAP AG 2007, Title / First Name Last Name / 55
Decentralized


 A Decentralized Approach
          Though inherently more complex,
            – better suits the needs of many organizations.
            – The decentralized approach gives business units more flexibility by putting portal
              capabilities such as content management and portlet development directly under
              their control.
            – The decentralized approach takes advantage of the portal’s natural capacity to
              serve multiple types of users, allowing these various stakeholder groups to build the
              portal to suit their own needs.
            – With these benefits, however, come the risks that a decentralized governance
              model is much more difficult to manage and may result in inconsistent decision-
              making and development.
            – In addition, a decentralized approach requires a cultural change in most
              organizations, with new portal-related responsibilities falling on the shoulders of
              already busy existing employees.




© SAP AG 2007, Title / First Name Last Name / 56
Representative


 Another option is a Representative of the two approaches
          known as the Loose-Tight Governance model.
            – In this scenario, a small team of dedicated resources maintain administrative
              responsibilities over the portal and are responsible for portal governance and the
              publication of policies and procedures.
            – In addition, these dedicated resources are responsible for training stakeholder
              groups and “marketing” the portal to them.
            – In the Loose-Tight scenario, this small team of dedicated resources allows a
              centralized portal team to set guidelines that ensure the portal is effectively
              developed and deployed.
            – At the same time, it will provide stakeholder groups and end users with the
              capabilities and guidance necessary to personalize the portal to suit their own needs
              and interests, but in a manner that is deliberate and beneficial to the entire portal
              audience.




© SAP AG 2007, Title / First Name Last Name / 57
Portal Governance Models
  There are three primary governance models: decentralized, representative and
  centralized. There’s no one governance model that fits all.

                                                          SAP‘s choice:
       Decentralized                                     Representative                               Centralized




Central body does not exist or has                  Governance body or bodies consist of        More “command and control” —
minimal decision making authority.                  business representatives from across        centrally oriented decision making
Only responsible for overseeing top-                lines of business.                          processes and power structure.
level site and providing basic                      Central body is responsible for             Central body makes the decisions
navigational links to lines of business.            decisions related to creating a unified     related to areas such as standards,
Each line of business is responsible                image, branding etc.; some degree of        functionality, funding and hosting.
for their own eBusiness/portal                      standardization implemented to              Information flows from central body
governance strategy and structure.                  achieve consistency and economies of        to lines of business.
                                                    scale.
Almost no information flow or
interaction between the autonomous                  Central body may provide some
units.                                              high-level decisions relating to the flow
                                                    of information and funding, but most
                                                    substantive content/functionality
                                                    decisions are made at the line of
                                                    business level.
                                                    Information flows mostly between units
                                                    and corporate, not between units

 © SAP AG 2007, Title / First Name Last Name / 58
SAP’s Model


 Decentralized                                                     Centralized



                                 Portal
                                                                                       Portal
                                 Lead
                                                                                   Governance Lead
                     incl. information governance


     Content                       Business        Collaboration                                     Collaboration
                                  Role Owner                       KM Consultant    Role Manager
  Area Manager                                       Manager                                         Coordinator
                                                                                    Technical Role
                                                                                       Owner
     Publisher                                      Room Lead                           (TRO)



                                                   Collaboration
      Author
                                                   Room Member




                                  End-User                                          Professional
                                                                                     Community



© SAP AG 2007, Title / First Name Last Name / 59
SAP best practice example




© SAP AG 2007, Title / First Name Last Name / 60
Org Chart Layout



How Portal Org Fits into Company
Org Chart
Executive Steering
                                                                                       Committee
       Org Chart Governance                                      LOB A
                                                                                        LOB B                LOB C
                                                                                      Portal Lead          Portal Lead
              LOB A
                                                                          Role Manager           Role Manager
            Portal Lead
Role Manager                                                       Content Area Manager                         Content Area Manager

                              CAM                                      Business Role Owner                      Business Role Owner

                              BRO                                            COLL                                                 BRO

                              COLL                                                                                                    Technical Role Owner
              LOB A
                                                                                                                                  BRO
            Portal Lead
Role Manager                                                                                                                          Technical Role Owner

                              CAM                                                                                                 BRO

                              BRO                                                                                                     Technical Role Owner

                                             BRO                                                                Collaboration Manager

                                                Technical Role Owner

                                             BRO

                                                Technical Role Owner

                                             BRO

                                                Technical Role Owner
                                                                              The roles expressed are not an
                              COLL                                            indication of head count. The
              LOB A
            Portal Lead                                                       number of roles and types will be
Role Manager
                                                                              determined by the complexity of the
                              CAM

                              BRO
                                                                              organization and the work load.
                              COLL
     © SAP AG 2007, Title / First Name Last Name / 79
SAP Portal Governance Org Chart




© SAP AG 2007, Title / First Name Last Name / 80
SAP Portal Governance Org Chart




© SAP AG 2007, Title / First Name Last Name / 81
SAP Portal Governance Org Chart




© SAP AG 2007, Title / First Name Last Name / 82
SAP Portal Governance Org Chart




© SAP AG 2007, Title / First Name Last Name / 83
SAP Portal Governance Org Chart




© SAP AG 2007, Title / First Name Last Name / 84
SAP Portal Governance Org Chart




© SAP AG 2007, Title / First Name Last Name / 85
Process Flow
Process Flow

  LOB Governance Flow
   Governance
     Baord



                                             Implement                                                            Implement
                                              Reques?                                                              Request?              No
                                                                      No



                                                   Yes                                                               Yes
      Portal Lead




                      Receives input                               Terminate                  Communicates to                         Terminate   Acknowledges
                                           Valid Reques?   No                                                   Valid Request?   No
                        from BRO                                    Request                        PL                                  Request     Confirmation




                                                   No
   Business Role




                                            Role Content
      Owner




                      Gets Input from
                                              fits into                                       Updates Change                                      Works with TRO
                      End-User on an                            Receives Details                                  Evaluates
                                            Governance                                         Managerment                                          for Details
                       ongoing basis
                                              Model?


                                                   Yes
      Role Manager




                                            Technically
                                                                                                                                                    Implements
                                           Feasible w/in                                            No
                                                                                                                                                      Change
                                           Governance?



                                                   Yes
   Technical Role
      Owner




                                            Implements
                                              Request
      End User




                       Interacts with                                           Communicates /
                     managers/user for                                         Trains end-users /
                      Role requests                                                feedback



© SAP AG 2007, Title / First Name Last Name / 88
Introduction
01 What is Portal Governance
02 Why Do We Need Governance
03 Starting the Governance Process
04 What Needs to be governed
05 How is it to be Governed
06 How Do We Grow Governance
07 How Do We Enforce Governance
08 How Do We Measure Its Success
What Do We Mean?


 Being able to encourage other LOB’s to join the portal and take
 ownership of their content. To be a partner along with the other
 LOB’s to encourage the best information possible to the users.

 Cannot Mandate
          Even if participation is mandatory
            – In some instances, the enterprise will announce the ‘new’ portal and
              participation is not an option, this is the ‘new’ company way.
          Encouragement to participate is still necessary
          LOB’s need to take ownership of their content
          LOB’s need to not only govern their LOB, but help govern the entire
          portal for the everyone’s benefit.




© SAP AG 2007, Title / First Name Last Name / 90
Communication approach


                                                     Inside-out communication with one voice
                                                     Close cooperation with SAP Global
                                                     Communications
                                                     Line of Business specific and regional
                                                     communication done by local teams with
                                                     support and guidelines from the Corporate
                                                     Portal team

                                                   Communication tools / means include
                                                     Program newsletters (mail)
                                                     Surveys for pilot users
                                                     Regular updates (Board updates, SAP News
                                                     publication, mail, broadcast,…)
                          Corporate Portal
                               team
                             BU / LoB                Given the duration of the Program, a deliberate
                          Communication              decision not to involve too big user groups too
                           Editors / Pilot           early
                               Users
                          Corporate Portal
                            End Users                For general availability in October 05, message
                                                     was reinforced by a communication sent from
                                                     CEO to all employees / users in each region
                                                     according to the go-live schedule



© SAP AG 2007, Title / First Name Last Name / 91
Platform for joint decision making: Focus Groups
Focus Groups have been established to drive topics of cross-functional interest
that need detailed expert knowledge and special dedication.

              Drive innovation and change
              Best practice exchange
              Create portal-related concepts, standards & guidelines
              Align on topics of cross-functional interest
              Preparation for decision making


                                                                Company & My Work
          Focus Groups: Link
          between PSC and
                                                                        Portfolio
          Central Team:

          Overview of focus                                          Self Services
          groups in 2006:
                                                         Knowledge
                                                         Management                  End-user orientation
                                                       (incl. Collaboration,             & Usability
                                                         Search & Content                (incl. Design
                                                           Management)                   & Navigation)


    © SAP AG 2007, Title / First Name Last Name / 92
Business Integration overview

Roles & responsibilities


         Corporate Portal Team                         Country / Business unit

       Business Integration                                Local Unit / BU level
       contact for project                                 project management
       duration                                            Local / business unit
       Standards & guidelines                              communication
       for content migration &                             Local / business unit
       role set-up                                         SAPNet content
       Content download /                                  analysis & clean up
       archiving tool for                                                             Business & usability driven
                                                           Manual content                     approach
       SAPNet content                                      migration
       Technical role set-up &                             Testing & Rollout
       provision of function
       description                                         Coordination of
                                                           resources providing
       Training materials                                  content within country /
       Consult on content                                  business unit
       structuring                                         Business ownership
       2nd level support                                   related for defined
                                                           backend-roles



    © SAP AG 2007, Title / First Name Last Name / 93
Your Way to Portal Governance



                                     Definition                             Mobilization               Integration           Maintenance


                            Assign Portal Lead                           BRO and CAM info          Content Publisher        Maintain portal
                            (PL)                                         sessions                  trainings                governance (e.g.
                            Define content scope                         Creation of role blue     Role availability        change of CAM)
  Portal governance




                                Information/                             print(s)                  Creation of new or       Content
                                application                              Structuring of existing   updated content          maintenance &
                                Roles                                    and new content                                    improvement
                            Appoint Business Role                        Assign Content                                     Role maintenance &
                            Owner (BRO) per role                         Publisher                                          improvement
                            Define Content Areas
                            Assign Content Area
                            Manager (CAM)

                                                                         Preparation of SAPNet     Transition of existing
Transition
 SAPNet




                                                                         transition                SAPNet content



                                          How to grow Governance slide
                                          This is how we did it in SAP

                      © SAP AG 2007, Title / First Name Last Name / 94
Introduction
01 What is Portal Governance
02 Why Do We Need Governance
03 Starting the Governance Process
04 What Needs to be governed
05 How is it to be Governed
06 How Do We Grow Governance
07 How Do We Enforce Governance
08 How Do We Measure Its Success
Office of the CEO: Pilot Enforcement

   Portal Governance Enforcement Methodology:



           Assignment                              Verification    Communication       Reduction         Maintenance



     Review of                             Verify with            Board area       Collect             Manage change
     existing                              assigned               update           information on      within each
     governance set                        individuals            Communicate      content             board area
     up with board                                                change to end-   publishing effort
     member / board                        Adjust                 users
     assistants                            assignments                             Evaluate
                                                                                   publishing
     Assign                                                                        community
     accountability                                                                reduction

                                                                                   Evaluate shared
                                                                                   services
                                                                                   potential             Place here
                       Task finished for Office of the CEO
                                                                                                         link to org
                                                                                   Roll-out               publisher
            Currently in progress within Office of the CEO
                                                                                   improved
                                                                                   publishing
                                                                                   model

© SAP AG 2007, Title / First Name Last Name / 97
Accountability - Transparency


 Goals Set Are Public
          Portal Governance Board Sets goals.
          The goals are published globally to All Portal Leads
          Accomplishments are Published Publicly
            – With Executive and Executive Steering Committee Visibility
          Accountability is mandatory with Portal Board and and Executive
          Sponsor
          The portal sheriff dashboard
            – excel sheet to put in things which do not conform to policy.




© SAP AG 2007, Title / First Name Last Name / 98
SAP best practice example
  Portal Governance: Publishing Centralization

  Target to reduce amount of publishers to 700 (equals a publisher/employee ratio of
    1/53**)
  Overall, the number of Content Publishers has been reduced by 74%

      Centralized Publishing Teams
           Office of CEO                           established                 F&A          in preparation, starting January '07
           HRPP                                    established                 GSS          shared services pilot in preparation


                                                         # of    # of Publishers                                       # of        Current
                                                                                 # of Publishers
             Line of Business                         Publishers according to                         ~Target      Employees in   Publisher /
                                                                                      12/06
                                                        01/06     survey 03/06                                        LoB       Employee Ratio

Office of the CEO                                        87            41               6                6             284          1 / 47

Research & Breakthrough Innovation                       120*          66              90               33            1 641         1 / 18

Product & Technology Group                               853           318             291              152           8 106         1 / 27

Sales & Marketing                                        450*          220             56               118           6 249         1 / 112

Field Services                                           100*          69              20              220***         11 776        1 / 588

Global Service & Support                                 400*          325            200*              128           6 807         1 / 34

Finance & Administration                                 310           133             4°               11             564          1 / 141

HR, Processes & Production                               602*          296              6               32            1 741         1 / 290

                 Total SAP                              2 869        1 487            673*              700          37 168         1 / 55
*approximates **assigned individuals, not FTE! *** Field Services promotes moderated communities, set-up in progress
° F&A central publishing services team starting January 2007
© SAP AG 2007, Title / First Name Last Name / 99
Content quality improvement initiative

Status update – Improvement Solution Ratio – cutoff date: 05.07.06

                                          Total            Solution Ratio / Status   Total   Solution Ratio / Status
Cross-Role Entries
                                          May                     1st month          June          1st month

Company                                      7              29%                       61        n/a

Collaboration                               11               0%                       0         n/a

Portfolio                                    0               n/a                      0         n/a

Employee Services                           18              17%                       18        n/a

Workspaces

Office of the CEO                           61               0%                       10        n/a

Research & Breakthrough
                                            62               0%                       16        n/a
Innovation

Product & Technology Group                  38              21%                       62        n/a
                                                                                                                       Legend:
Sales & Marketing                           11               0%                       0         n/a
                                                                                                                       Solution-
                                                                                                                       Ratio after:
Field Services                              26               0%                       10        n/a
                                                                                                                        1 month       >25%   25%-15% <14%
Global Service & Support                    23              26%                       10        n/a
                                                                                                                        2 months      >50%   50%-40% <40%
Finance & Administration                    17               0%                       66        n/a
                                                                                                                        3 months      >75%   75%-65% <65%
HR, Processes & Production                   6               0%                       31        n/a
                                                                                                                        4 months      100%   99%-90% <90%
Total per Category                         280               7%                      284



       © SAP AG 2007, Title / First Name Last Name / 100
Introduction
01 What is Portal Governance
02 Why Do We Need Governance
03 Starting the Governance Process
04 What Needs to be Governed
05 How is it to be Governed
06 How Do We Grow Governance
07 How Do We Enforce Governance
08 How Do We Measure Its Success
Measurement & Analytics Initiative


         Measurement & Analytics                     Objective: to provide transparency and decision
                Initiative                           support on all stages of the content life cycle


    Highlights/Main requirements:
           Report provision within three dimensions:
               1. Target group: Region, Role, Job, Hierarchy
               2. Frequency: Hour, Week, Month
               3. Measure: Hits, Downloads, Usage,
           Self-service report provision according to responsibility within governance
           model

    Status:
           Concept verification through upcoming focus group in Feb ’06
           First deliverables expected with next Corporate Portal release April 29th.


           Evaluate                    Define
           process                   process &      Business                                                Business
                                                                Blueprinting   Realization   Availability
           and tool                 technology      Alignment                                               Alignment
           maturity                   clusters


© SAP AG 2007, Title / First Name Last Name / 103
SAP best practice example
    Stability KPIs


                                                                                                          KPI



Availability




                                                 May   June   July   Aug.   Sep    Oct.    Nov.    Dec.

                                                                                                          KPI



 Productivity



                                                 May   June   July   Aug.   Sep    Oct.    Nov.    Dec.




  Single nodes
  restarts

                                                                                                          KPI

                                                 May   June   July   Aug.   Sep   Oct.     Nov.    Dec.

   © SAP AG 2007, Title / First Name Last Name / 107
SAP best practice example
 Performance KPIs - local



Login
                                                                                                                 KPI




                                              May    June   July   Aug.      Sep      Oct.      Nov.      Dec.




Navigation
                                                                                                                 KPI



                                              May    June   July   Aug.      Sep      Oct.      Nov.      Dec.



                                                                                                                 KPI



Download
document

                                               May   June   July   Aug.      Sep      Oct.      Nov.      Dec.


                                                                   *Calculated with business hours only
© SAP AG 2007, Title / First Name Last Name / 108
SAP best practice example
   Usage Statistics

                                                                                    Top 20 Portal Page               Hits Nov      pos.
                   Unique Visitors on Corporate Portal
                                                                                 New Corporate Home (before login)     2.508.237
 46.500
                                                                                 Old Corporate Home (after login)      1.396.266
 46.000
 45.500                                                                          Employee Services (ES) - Overview      432.821
 45.000                                                                          ES - Personal Data                     142.614
 44.500
 44.000
                                                                                 ES - Compensation                      113.659
 43.500                                                                          Collaboration Rooms (CR) – Home        103.909
 43.000
                August           September            October         November
                                                                                 ES - Learning                          101.977
                                                                                 ES - Overview Purchasing                91.245
calculated of all portal page hits, Content Management pages not included
                                                                                 My work tab                             77.586
                                                                                 ES - Vacation & Time Off                66.296
           Penetration                                                           ES - Benefits                           64.773
                                                                                 ES - Hardware & Software                60.773
          45.800                                                47.700
          user in                                               potential user   CR - Documents & Links                  50.337
          November                                                               CR - Documents inner                    50.336

                                                                                 ES - IT-Services Overview               46.067
                                   96%
                                                                                 ES - Internal Opportunities             34.247
                                                                                 ES - Travel                             31.487
                                                                                 Company - Local News                    26.917
                                                                                 ES - Time & Expense                     25.833

total Corporate Portal User: 47.700       ~44805 D-/I-User ~2886 C-User          ES - Bulletin Boards                    23.613


  © SAP AG 2007, Title / First Name Last Name / 109
Final Thoughts
Portal Governance: Potential Challenges and Risks

     Research and work with other company executives has shown several
     impediments to achieving and sustaining early gains



     Business acceptance of new governance model: Portal
     governance seen as one-time effort but is a ongoing task
     (history repeats itself).
     Cross-topics require a large portion of alignment work that
     might affect timelines.
     Attempt to establish a shared financing and project
     management between Business and IT is sometimes
     difficult.
     Inability to give Portal initiatives the right priority among the
     maze of other change initiatives.
     Lack of clarity around roles, responsibilities surrounding
     Portals.
     Discomfort with the level of risk around making decisions
     with incomplete information and less-than-precise analysis.
     Incentive plans that do not reflect the expectations around
     the Portal’s utilization.
     Approval processes that are too slow for identifying,
     selecting, funding and attacking Portal opportunities.




© SAP AG 2007, Title / First Name Last Name / 111
Governance – Final Thoughts


 There’s no one governance model that fits all – just commit to a
 pragmatic one and understand that it will evolve

 Leverage existing governance structures and people where
 possible, but…

   … don’t be afraid to design new ones

 Strong executive involvement is critical

 Be aware of, and prepared to challenge, your culture




© SAP AG 2007, Title / First Name Last Name / 112
Copyright 2007 SAP AG. All Rights Reserved

 No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be
 changed without prior notice.
 Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors.
 Microsoft, Windows, Excel, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation.
 IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390, OS/400, iSeries, pSeries, xSeries, zSeries, System i, System i5, System p,
 System p5, System x, System z, System z9, z/OS, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, Informix, i5/OS, POWER, POWER5, POWER5+, OpenPower and PowerPC are
 trademarks or registered trademarks of IBM Corporation.
 Adobe, the Adobe logo, Acrobat, PostScript, and Reader are either trademarks or registered trademarks of Adobe Systems Incorporated in the United States and/or other countries.
 Oracle is a registered trademark of Oracle Corporation.
 UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group.
 Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc.
 HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C®, World Wide Web Consortium, Massachusetts Institute of Technology.
 Java is a registered trademark of Sun Microsystems, Inc.
 JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape.
 MaxDB is a trademark of MySQL AB, Sweden.
 SAP, R/3, mySAP, mySAP.com, xApps, xApp, SAP NetWeaver, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered
 trademarks of SAP AG in Germany and in several other countries all over the world. All other product and service names mentioned are the trademarks of their respective companies.
 Data contained in this document serves informational purposes only. National product specifications may vary.




 The information in this document is proprietary to SAP. No part of this document may be reproduced, copied, or transmitted in any form or for any purpose without the express prior
 written permission of SAP AG.
 This document is a preliminary version and not subject to your license agreement or any other agreement with SAP. This document contains only intended strategies, developments,
 and functionalities of the SAP® product and is not intended to be binding upon SAP to any particular course of business, product strategy, and/or development. Please note that this
 document is subject to change and may be changed by SAP at any time without notice.
 SAP assumes no responsibility for errors or omissions in this document. SAP does not warrant the accuracy or completeness of the information, text, graphics, links, or other items
 contained within this material. This document is provided without a warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability,
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© SAP AG 2007, Title / First Name Last Name / 113

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Portal Governance Framework

  • 1. FKOM 07 Portal Governance A Portal Governance Approach
  • 2. Before We Start Make sure the audience understands you only show examples but not a ready to use methodology. So it's key you make them see that governance is huge: processes, standards, alignment, people change, virtual organization, measures, statistics, rules, responsibilities, guidelines, structures, sponsorship, ...... And so on. Dirk Dobiéy This is not a technical application of Portal Governance. It is a preview of a framework to which organizations can use to start their governance process. © SAP AG 2007, Title / First Name Last Name / 2
  • 3. 01 Definitition of Portal Governance 02 Why Do We Need Governance 03 Starting the Governance Process 04 What Needs to be Governed 05 How is it to be Governed 06 How Do We Grow Governance 07 How Do We Enforce Governance 08 How Do We Measure Its Success
  • 4. Portal Governance – Definition Portal governance defines the appropriate structure, roles/ responsibilities and processes that support efficient decision making for managing your portal infrastructure and publishing new assets © SAP AG 2007, Title / First Name Last Name / 4
  • 5. Portal Governance Approaches Governance takes place on two levels – strategic direction setting and tactical execution – and involves management, operational, and technical disciplines © SAP AG 2007, Title / First Name Last Name / 5
  • 6. FKOM 07 Portal Governance 01 Portal Governance Definition 02 Why Do We Need Governance 03 Starting the Governance Process 04 What Needs to be governed 05 How is it to be Governed 06 How Do We Grow Governance 07 How Do We Enforce Governance 08 How Do We Measure Its Success
  • 7. Why Do We Need Governance? Portals aggregate a broad spectrum of content, applications, and services that are owned and managed by a variety of groups. For this reason, conflicting requirements from different stakeholder groups are a given. In addition, the proliferation of multiple stakeholder groups leads to “organic” portal development. Different groups will take ownership of various sub-components of the portal and develop them to suit their own needs with little coordination or regard for how this will affect other groups. In short, without portal governance guiding processes, developing policies and procedures, and maintaining authority, portal projects risk absolute failure © SAP AG 2007, Title / First Name Last Name / 7
  • 8. Motivation and Objectives for Portal Governance The motivation behind Portal governance is to provide employees with reliable, relevant and fresh information via Portal. Content Reliability Ensure that content within Portal is trustworthy and consistent. Content Guarantee that information is complete but does not overload the Completeness & Relevance user. Content Freshness Ensure the information offerings are up-to-date. End-User Make Portal the preferred entry point to information and a great tool Experience to work with. Process Efficiency Manage the content life cycle efficiently. © SAP AG 2007, Title / First Name Last Name / 8
  • 9. 01 What is Portal Governance 02 Why Do We Need Governance 03 Starting the Governance Process 04 What Needs to be Governed 05 How is it to be Governed 06 How Do We Grow Governance 07 How Do We Enforce Governance 08 How Do We Measure Its Success
  • 10. When Should the Process Start? Have an Executive Sponsor or Recruit One Executive Steering Committee Involvement of key stakeholders
  • 11. When Should the Process Start? Early and effective portal governance is crucial. Implement portal governance properly, and you are well on your way to helping ensure your portal investment will deliver on its promise. Ignore or under-appreciate governance, and your portal investments could be in jeopardy. Yes, this may sound dramatic. In our experience it is true. Designing process – the processes need to be in place before the technical governance. Have people in place for legacy systems deciding what to move, what is important. People and process should be in place before technical implementation. © SAP AG 2007, Title / First Name Last Name / 14
  • 12. When Should the Process Start? Have an Executive Sponsor or Recruit One Executive Steering Committee Involvement of key stakeholders
  • 13. Have an Executive Sponsor or Recruit One "Without a sponsor, the project will die," says Mike Yonker, CFO of In Focus Systems Inc.,
  • 14. Why Executive Sponsorship What They Do Involvement of key stakeholders
  • 15. Why Do We Need Executive Involvement Because based on current successes, without Executive visibility and leadership, the portal projects are inclined to fail. They help… To Provide Vision to the project from a Corporate level To give project credibility To help facilitate buy-in from other LOB’s Address cultural process Business change Remove barriers; Leverage enterprise-wide resources; Act as chief evangelist To Work with – external third parties as well as – internal stakeholders to expedite and resolve issues that require the highest executive level involvement such as contract amendments. – The Executive Sponsor will participate on the Executive Steering Committee and will be a project champion and promote the visibility and credibility of the project. © SAP AG 2007, Title / First Name Last Name / 18
  • 16. What If… You don’t have executive sponsorship?
  • 17. Get Executive Sponsorship… Here is the hard part. How do you influence someone who is above you in the organizational pecking order? The answer lies in what comes before the critical moment when you require the services of your executive resource. How have you positioned the change initiative with the executive? How have you positioned your relationship with the executive? What are your channels of communication? In other words, how many preparatory deposits have you made in the relationship account so that when a withdrawal is necessary you are covered? © SAP AG 2007, Title / First Name Last Name / 23
  • 18. When Should the Process Start? Have an Executive Sponsor or Recruit One Executive Steering Committee Involvement of key stakeholders
  • 20. Executive Steering Committee… Made up of primary stake holders in the success of the portal. – Should be cross-functional with key business executive involvement Should be formed as early in the envisioning and planning of the deployment as possible. To participate in the discovery process for identifying and prioritizing the key applications to deploy. This executive meets occasionally to review the portal strategy and status of high-level issues. – The primary objective for this team is to ensure that the strategy aligns with the key business imperatives of the organization. – This team might also be involved in reviewing other key IT initiatives as part of a general IT governance and strategy team. © SAP AG 2007, Title / First Name Last Name / 27
  • 21. Involvement of Stakeholders © SAP AG 2007, Title / First Name Last Name / 29
  • 22. 01 What is Portal Governance 02 Why Do We Need Governance 03 Starting the Governance Process 04 What Needs to be Governed 05 How is it to be Governed 06 How Do We Grow Governance 07 How Do We Enforce Governance 08 How Do We Measure Its Success
  • 23. Portal Governance at SAP: What’s part of it? One single Corporate Portal as a global and individual access point to information, collaboration and application services © SAP AG 2007, Title / First Name Last Name / 31
  • 24. Define Governance Deliverables – Example Roles Make the Master List Turn It Into a Project Plan
  • 25. Why Roles…? Roles built in the portal represent ‘what people do’, thus enable the content they will have access to. Controlling the development of roles through governance automatically advocates governance for everything which makes up a role. Having a baseline role development strategy, makes the process of implementing governance speedier and easier. Portal Roles are a classification of portal users! Portal Roles do not provide any portal content but dictate the content to be displayed and used! Portal Roles are based on company structures instead of user specific tasks. © SAP AG 2007, Title / First Name Last Name / 34
  • 26. List Processes, Task and Objects for each… IA and roles : w w 44 scope as heads start for both - w w 26 heads start fyi as follow s handoff biz packages: pankaj and leland starting w w 23 content head start - check w ith brian proposed lead larry bob/rus Kyle Vineet (include ktbr in team) (include ktbr-COG in team) (include ktbr in team) roles governance defined content governance biz packages (7 Process deliverables establish EP governance WW seq (6 processes ) LOE ww seq defined ( 10 processes) LOE ww seq processes) LOE Identified 8 w eeks --> 5 process for Bold - detailed identify if existing governance process for role naming w eeks due to head kickoff activity: define naming include in content determining BPKG deliverables in place (as is) done 2 convention start n/a convention for content migration process 1 need 8 w eeks roundout task: implement 3 w eeks - w ithout kickoff activity: group process question to be asked for process for black - reitterative tasks establish enterprise portal naming convention for in flight CW and MY Finance in to standards, policies and each process listed determining/selecting for each delierable governance core team w w 27 4a projects w w 44 gaps : TBD n/a processes below as its addressed 2 BPKG 8 w eeks process for introducing new Process for Importing create governance charter w w 27 3 roles 8 w eeks 2 content publishing process OC reuse - 8 w eeks 3 BPKG 8 w eeks 8 w eeks --> 5 Process for determine how governance w ill w eeks due to head metadata process (KM taging, distribution/usage of be managed w w 28 1 process for role structure start 3 document tagging) 10 w eeks 4 BPKG 8 w eeks establish governance sub teams (team leads, team process for employee process for BPKG members,roles) w w 28 5 attributes governance 8 w eeks 4 content creation process OC reuse - 8 w eeks 5 baselining 8 w eeks guiding principle : w hat process for migration of in 8 w eeks --> 5 skel skeleton 4 w eeks -- implement baseline 3 w eeks - determines need for flight Roles to 3T strategy w eeks due to head eton 2007 4 w eeks to process for in flight w ithout government w w 29 4 governance start stru w orksets governance process roundout 5a projects (catch up CW and guiding principle: governance Process for enternance criteria w w 29 6 process for w rapper roles 8 w eeks 5 usage rules processes 10 w eeks 6 maintaining/changing 8 w eeks sub team member r&r (list process for BPKG CAIRO) w w 29 define process scope 4 hours H1 w eb parts library process 10 w eeks 7 archiving 8 w eeks determine the governance process template to be used by content archiving & EOL all subteams w w 30 define process steps 3 w eeks H2 (delete) process 10 w eeks define process scope 12 hours identify dependant governance needs w w 30 define line of accountability part of the above H1 page governance process 10 w eeks define process steps 3 w eeks Work w ith dependant governance ow ners on next collaborative application define line of part of steps TBD create a process flow chart 12 hours H2 governance 10 w eeks accountability the above update enterprise portal ratify process w /governance create a process operating model w w 31 core team 1 w eek 1 content migration process 10 w eeks flow chart 12 hours subset of determine policy and standard establish change control for governance core team document ratified process 12 hours define process scope 12 hours ratify process 1 w eek noted as a sub team output: process process step document ratified ongoing ow nership identified for each baseline process 4 hours define process steps 4 w eeks process 12 hours sub team output: change communicate process - to control processes in place TBD teams/PMO 1 w eek define line of accountability part of the above baseline process 4 hours final output: governance noted as a guidelines f or f uture projects in process step communication process - to communicate process place for each TCM same as above create a process flow chart 1 w eek - to teams/PMO 1 w eek final output: governance guidelines communication implement governance communication modal in place TBD methodology 2 w eeks ratify process 1 w eek process - to TCM 1w eek implement monitor process for included in process governance improvement ongoing document ratified process flow methodology TBD sub total process monitor process for duration 7-8 w eeks baseline process 4 hours improvement TBD communicate process - to sub total process 7-8 teams/PMO 1 w eek duration w eeks communication process - to TCM same as above implement governance methodology 2 w eeks monitor process f or improvement TBD sub total process duration 9-10 w eeks © SAP AG 2007, Title / First Name Last Name / 47
  • 27. Example of Governance Tasks create naming convention LOE collect BKMs from other companies ww22 learn the naming convention in place for rev1 IA (if) ww21 get BAO common list of roles ww22 identify which data elements in portal role name (~120 positions) need to be governed ww23 create a pattern for initial scope ww23 determine who owns naming convention ww23 © SAP AG 2007, Title / First Name Last Name / 48
  • 28. Tasks – Processes and Responsibilities Each Deliverable has two elements: Tasks Processes Processes A process was needed to enforce the criteria set Sometimes a process needed to be identified to develop the criteria Tasks Had Deadlines Responsibilities Who was responsible for achieving the results Group responsible for defining the process and/or criteria © SAP AG 2007, Title / First Name Last Name / 49
  • 29. Project Plan with Due Dates and Responsible Owners ID Task Name WW Duration Start 1 ESP Enterprise Portal 245 day Mon 6 2 Governance 245 day Mon 6 3 Establish Foundation ww27- 40 day Mon 6 4 Identify Governance "A don 1 day Mon 5 Establish Core team ww2 5 day Mon 6 Create Governance cha ww2 5 day Mon 7 Determine how Govern ww2 5 day Mon 8 Establish Governance S ww2 5 day Mon 9 Define sub team memb ww2 5 day Mon 10 Define guiding principle ww29- 10 da Mon © SAP AG 2007, Title / First Name Last Name / 50
  • 30. Method of and Who does the Governance?
  • 31. e? nanc eG over do es th h o wa nd W Ho Centralized Governance Decentralized Representative Roles and Responsibilities
  • 32. Centralized Governance Model Governance models traditionally fall into the category of centralized – In a centralized approach, a small team of employees that have the skills and knowledge needed, both technical and business, are in charge of managing the portal. This centralized team is responsible for gathering the requirements from all potential portal users and building the portal to suit these stakeholder’s needs. – By keeping the process centralized, it is only necessary to train a small team on the various functionalities of the portal software. – Therefore, decision-making becomes easier and more uniform, clear accountability and authority exists, and costs can be kept lower. – However, there are several drawbacks to this approach as well. One major drawback in many smaller organizations is that it may be infeasible to solely dedicate resources with the necessary skills to maintain and enhance the portal. – In addition, a centralized approach may slow development and add a bottleneck as the small staff cannot keep up with requests from stakeholders. – Furthermore, a centralized team may not contain the breadth of knowledge necessary to truly personalize a portal for an organization of diverse stakeholders and business areas. © SAP AG 2007, Title / First Name Last Name / 55
  • 33. Decentralized A Decentralized Approach Though inherently more complex, – better suits the needs of many organizations. – The decentralized approach gives business units more flexibility by putting portal capabilities such as content management and portlet development directly under their control. – The decentralized approach takes advantage of the portal’s natural capacity to serve multiple types of users, allowing these various stakeholder groups to build the portal to suit their own needs. – With these benefits, however, come the risks that a decentralized governance model is much more difficult to manage and may result in inconsistent decision- making and development. – In addition, a decentralized approach requires a cultural change in most organizations, with new portal-related responsibilities falling on the shoulders of already busy existing employees. © SAP AG 2007, Title / First Name Last Name / 56
  • 34. Representative Another option is a Representative of the two approaches known as the Loose-Tight Governance model. – In this scenario, a small team of dedicated resources maintain administrative responsibilities over the portal and are responsible for portal governance and the publication of policies and procedures. – In addition, these dedicated resources are responsible for training stakeholder groups and “marketing” the portal to them. – In the Loose-Tight scenario, this small team of dedicated resources allows a centralized portal team to set guidelines that ensure the portal is effectively developed and deployed. – At the same time, it will provide stakeholder groups and end users with the capabilities and guidance necessary to personalize the portal to suit their own needs and interests, but in a manner that is deliberate and beneficial to the entire portal audience. © SAP AG 2007, Title / First Name Last Name / 57
  • 35. Portal Governance Models There are three primary governance models: decentralized, representative and centralized. There’s no one governance model that fits all. SAP‘s choice: Decentralized Representative Centralized Central body does not exist or has Governance body or bodies consist of More “command and control” — minimal decision making authority. business representatives from across centrally oriented decision making Only responsible for overseeing top- lines of business. processes and power structure. level site and providing basic Central body is responsible for Central body makes the decisions navigational links to lines of business. decisions related to creating a unified related to areas such as standards, Each line of business is responsible image, branding etc.; some degree of functionality, funding and hosting. for their own eBusiness/portal standardization implemented to Information flows from central body governance strategy and structure. achieve consistency and economies of to lines of business. scale. Almost no information flow or interaction between the autonomous Central body may provide some units. high-level decisions relating to the flow of information and funding, but most substantive content/functionality decisions are made at the line of business level. Information flows mostly between units and corporate, not between units © SAP AG 2007, Title / First Name Last Name / 58
  • 36. SAP’s Model Decentralized Centralized Portal Portal Lead Governance Lead incl. information governance Content Business Collaboration Collaboration Role Owner KM Consultant Role Manager Area Manager Manager Coordinator Technical Role Owner Publisher Room Lead (TRO) Collaboration Author Room Member End-User Professional Community © SAP AG 2007, Title / First Name Last Name / 59
  • 37. SAP best practice example © SAP AG 2007, Title / First Name Last Name / 60
  • 38. Org Chart Layout How Portal Org Fits into Company Org Chart
  • 39. Executive Steering Committee Org Chart Governance LOB A LOB B LOB C Portal Lead Portal Lead LOB A Role Manager Role Manager Portal Lead Role Manager Content Area Manager Content Area Manager CAM Business Role Owner Business Role Owner BRO COLL BRO COLL Technical Role Owner LOB A BRO Portal Lead Role Manager Technical Role Owner CAM BRO BRO Technical Role Owner BRO Collaboration Manager Technical Role Owner BRO Technical Role Owner BRO Technical Role Owner The roles expressed are not an COLL indication of head count. The LOB A Portal Lead number of roles and types will be Role Manager determined by the complexity of the CAM BRO organization and the work load. COLL © SAP AG 2007, Title / First Name Last Name / 79
  • 40. SAP Portal Governance Org Chart © SAP AG 2007, Title / First Name Last Name / 80
  • 41. SAP Portal Governance Org Chart © SAP AG 2007, Title / First Name Last Name / 81
  • 42. SAP Portal Governance Org Chart © SAP AG 2007, Title / First Name Last Name / 82
  • 43. SAP Portal Governance Org Chart © SAP AG 2007, Title / First Name Last Name / 83
  • 44. SAP Portal Governance Org Chart © SAP AG 2007, Title / First Name Last Name / 84
  • 45. SAP Portal Governance Org Chart © SAP AG 2007, Title / First Name Last Name / 85
  • 47. Process Flow LOB Governance Flow Governance Baord Implement Implement Reques? Request? No No Yes Yes Portal Lead Receives input Terminate Communicates to Terminate Acknowledges Valid Reques? No Valid Request? No from BRO Request PL Request Confirmation No Business Role Role Content Owner Gets Input from fits into Updates Change Works with TRO End-User on an Receives Details Evaluates Governance Managerment for Details ongoing basis Model? Yes Role Manager Technically Implements Feasible w/in No Change Governance? Yes Technical Role Owner Implements Request End User Interacts with Communicates / managers/user for Trains end-users / Role requests feedback © SAP AG 2007, Title / First Name Last Name / 88
  • 48. Introduction 01 What is Portal Governance 02 Why Do We Need Governance 03 Starting the Governance Process 04 What Needs to be governed 05 How is it to be Governed 06 How Do We Grow Governance 07 How Do We Enforce Governance 08 How Do We Measure Its Success
  • 49. What Do We Mean? Being able to encourage other LOB’s to join the portal and take ownership of their content. To be a partner along with the other LOB’s to encourage the best information possible to the users. Cannot Mandate Even if participation is mandatory – In some instances, the enterprise will announce the ‘new’ portal and participation is not an option, this is the ‘new’ company way. Encouragement to participate is still necessary LOB’s need to take ownership of their content LOB’s need to not only govern their LOB, but help govern the entire portal for the everyone’s benefit. © SAP AG 2007, Title / First Name Last Name / 90
  • 50. Communication approach Inside-out communication with one voice Close cooperation with SAP Global Communications Line of Business specific and regional communication done by local teams with support and guidelines from the Corporate Portal team Communication tools / means include Program newsletters (mail) Surveys for pilot users Regular updates (Board updates, SAP News publication, mail, broadcast,…) Corporate Portal team BU / LoB Given the duration of the Program, a deliberate Communication decision not to involve too big user groups too Editors / Pilot early Users Corporate Portal End Users For general availability in October 05, message was reinforced by a communication sent from CEO to all employees / users in each region according to the go-live schedule © SAP AG 2007, Title / First Name Last Name / 91
  • 51. Platform for joint decision making: Focus Groups Focus Groups have been established to drive topics of cross-functional interest that need detailed expert knowledge and special dedication. Drive innovation and change Best practice exchange Create portal-related concepts, standards & guidelines Align on topics of cross-functional interest Preparation for decision making Company & My Work Focus Groups: Link between PSC and Portfolio Central Team: Overview of focus Self Services groups in 2006: Knowledge Management End-user orientation (incl. Collaboration, & Usability Search & Content (incl. Design Management) & Navigation) © SAP AG 2007, Title / First Name Last Name / 92
  • 52. Business Integration overview Roles & responsibilities Corporate Portal Team Country / Business unit Business Integration Local Unit / BU level contact for project project management duration Local / business unit Standards & guidelines communication for content migration & Local / business unit role set-up SAPNet content Content download / analysis & clean up archiving tool for Business & usability driven Manual content approach SAPNet content migration Technical role set-up & Testing & Rollout provision of function description Coordination of resources providing Training materials content within country / Consult on content business unit structuring Business ownership 2nd level support related for defined backend-roles © SAP AG 2007, Title / First Name Last Name / 93
  • 53. Your Way to Portal Governance Definition Mobilization Integration Maintenance Assign Portal Lead BRO and CAM info Content Publisher Maintain portal (PL) sessions trainings governance (e.g. Define content scope Creation of role blue Role availability change of CAM) Portal governance Information/ print(s) Creation of new or Content application Structuring of existing updated content maintenance & Roles and new content improvement Appoint Business Role Assign Content Role maintenance & Owner (BRO) per role Publisher improvement Define Content Areas Assign Content Area Manager (CAM) Preparation of SAPNet Transition of existing Transition SAPNet transition SAPNet content How to grow Governance slide This is how we did it in SAP © SAP AG 2007, Title / First Name Last Name / 94
  • 54. Introduction 01 What is Portal Governance 02 Why Do We Need Governance 03 Starting the Governance Process 04 What Needs to be governed 05 How is it to be Governed 06 How Do We Grow Governance 07 How Do We Enforce Governance 08 How Do We Measure Its Success
  • 55. Office of the CEO: Pilot Enforcement Portal Governance Enforcement Methodology: Assignment Verification Communication Reduction Maintenance Review of Verify with Board area Collect Manage change existing assigned update information on within each governance set individuals Communicate content board area up with board change to end- publishing effort member / board Adjust users assistants assignments Evaluate publishing Assign community accountability reduction Evaluate shared services potential Place here Task finished for Office of the CEO link to org Roll-out publisher Currently in progress within Office of the CEO improved publishing model © SAP AG 2007, Title / First Name Last Name / 97
  • 56. Accountability - Transparency Goals Set Are Public Portal Governance Board Sets goals. The goals are published globally to All Portal Leads Accomplishments are Published Publicly – With Executive and Executive Steering Committee Visibility Accountability is mandatory with Portal Board and and Executive Sponsor The portal sheriff dashboard – excel sheet to put in things which do not conform to policy. © SAP AG 2007, Title / First Name Last Name / 98
  • 57. SAP best practice example Portal Governance: Publishing Centralization Target to reduce amount of publishers to 700 (equals a publisher/employee ratio of 1/53**) Overall, the number of Content Publishers has been reduced by 74% Centralized Publishing Teams Office of CEO established F&A in preparation, starting January '07 HRPP established GSS shared services pilot in preparation # of # of Publishers # of Current # of Publishers Line of Business Publishers according to ~Target Employees in Publisher / 12/06 01/06 survey 03/06 LoB Employee Ratio Office of the CEO 87 41 6 6 284 1 / 47 Research & Breakthrough Innovation 120* 66 90 33 1 641 1 / 18 Product & Technology Group 853 318 291 152 8 106 1 / 27 Sales & Marketing 450* 220 56 118 6 249 1 / 112 Field Services 100* 69 20 220*** 11 776 1 / 588 Global Service & Support 400* 325 200* 128 6 807 1 / 34 Finance & Administration 310 133 4° 11 564 1 / 141 HR, Processes & Production 602* 296 6 32 1 741 1 / 290 Total SAP 2 869 1 487 673* 700 37 168 1 / 55 *approximates **assigned individuals, not FTE! *** Field Services promotes moderated communities, set-up in progress ° F&A central publishing services team starting January 2007 © SAP AG 2007, Title / First Name Last Name / 99
  • 58. Content quality improvement initiative Status update – Improvement Solution Ratio – cutoff date: 05.07.06 Total Solution Ratio / Status Total Solution Ratio / Status Cross-Role Entries May 1st month June 1st month Company 7 29% 61 n/a Collaboration 11 0% 0 n/a Portfolio 0 n/a 0 n/a Employee Services 18 17% 18 n/a Workspaces Office of the CEO 61 0% 10 n/a Research & Breakthrough 62 0% 16 n/a Innovation Product & Technology Group 38 21% 62 n/a Legend: Sales & Marketing 11 0% 0 n/a Solution- Ratio after: Field Services 26 0% 10 n/a 1 month >25% 25%-15% <14% Global Service & Support 23 26% 10 n/a 2 months >50% 50%-40% <40% Finance & Administration 17 0% 66 n/a 3 months >75% 75%-65% <65% HR, Processes & Production 6 0% 31 n/a 4 months 100% 99%-90% <90% Total per Category 280 7% 284 © SAP AG 2007, Title / First Name Last Name / 100
  • 59. Introduction 01 What is Portal Governance 02 Why Do We Need Governance 03 Starting the Governance Process 04 What Needs to be Governed 05 How is it to be Governed 06 How Do We Grow Governance 07 How Do We Enforce Governance 08 How Do We Measure Its Success
  • 60. Measurement & Analytics Initiative Measurement & Analytics Objective: to provide transparency and decision Initiative support on all stages of the content life cycle Highlights/Main requirements: Report provision within three dimensions: 1. Target group: Region, Role, Job, Hierarchy 2. Frequency: Hour, Week, Month 3. Measure: Hits, Downloads, Usage, Self-service report provision according to responsibility within governance model Status: Concept verification through upcoming focus group in Feb ’06 First deliverables expected with next Corporate Portal release April 29th. Evaluate Define process process & Business Business Blueprinting Realization Availability and tool technology Alignment Alignment maturity clusters © SAP AG 2007, Title / First Name Last Name / 103
  • 61. SAP best practice example Stability KPIs KPI Availability May June July Aug. Sep Oct. Nov. Dec. KPI Productivity May June July Aug. Sep Oct. Nov. Dec. Single nodes restarts KPI May June July Aug. Sep Oct. Nov. Dec. © SAP AG 2007, Title / First Name Last Name / 107
  • 62. SAP best practice example Performance KPIs - local Login KPI May June July Aug. Sep Oct. Nov. Dec. Navigation KPI May June July Aug. Sep Oct. Nov. Dec. KPI Download document May June July Aug. Sep Oct. Nov. Dec. *Calculated with business hours only © SAP AG 2007, Title / First Name Last Name / 108
  • 63. SAP best practice example Usage Statistics Top 20 Portal Page Hits Nov pos. Unique Visitors on Corporate Portal New Corporate Home (before login) 2.508.237 46.500 Old Corporate Home (after login) 1.396.266 46.000 45.500 Employee Services (ES) - Overview 432.821 45.000 ES - Personal Data 142.614 44.500 44.000 ES - Compensation 113.659 43.500 Collaboration Rooms (CR) – Home 103.909 43.000 August September October November ES - Learning 101.977 ES - Overview Purchasing 91.245 calculated of all portal page hits, Content Management pages not included My work tab 77.586 ES - Vacation & Time Off 66.296 Penetration ES - Benefits 64.773 ES - Hardware & Software 60.773 45.800 47.700 user in potential user CR - Documents & Links 50.337 November CR - Documents inner 50.336 ES - IT-Services Overview 46.067 96% ES - Internal Opportunities 34.247 ES - Travel 31.487 Company - Local News 26.917 ES - Time & Expense 25.833 total Corporate Portal User: 47.700 ~44805 D-/I-User ~2886 C-User ES - Bulletin Boards 23.613 © SAP AG 2007, Title / First Name Last Name / 109
  • 65. Portal Governance: Potential Challenges and Risks Research and work with other company executives has shown several impediments to achieving and sustaining early gains Business acceptance of new governance model: Portal governance seen as one-time effort but is a ongoing task (history repeats itself). Cross-topics require a large portion of alignment work that might affect timelines. Attempt to establish a shared financing and project management between Business and IT is sometimes difficult. Inability to give Portal initiatives the right priority among the maze of other change initiatives. Lack of clarity around roles, responsibilities surrounding Portals. Discomfort with the level of risk around making decisions with incomplete information and less-than-precise analysis. Incentive plans that do not reflect the expectations around the Portal’s utilization. Approval processes that are too slow for identifying, selecting, funding and attacking Portal opportunities. © SAP AG 2007, Title / First Name Last Name / 111
  • 66. Governance – Final Thoughts There’s no one governance model that fits all – just commit to a pragmatic one and understand that it will evolve Leverage existing governance structures and people where possible, but… … don’t be afraid to design new ones Strong executive involvement is critical Be aware of, and prepared to challenge, your culture © SAP AG 2007, Title / First Name Last Name / 112
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