The document is a presentation on overview of SharePoint governance given by John Azzolina of Blue Chip Consulting Group. It discusses what governance is, the key areas of SharePoint governance including IT, information management and application management. It provides details on policies, principles and best practices for each area. The presentation also covers managing the overall governance plan and next steps.
8. Agenda
• What Is Governance?
• Architecture of a Governance Plan
• Information Technology Governance
• Information Management Governance
• Application Management Governance
• Managing the Governance Plan
January 16, 2014
Overview of SharePoint Governance
8
9. • What is Governance?
January 16, 2014
Overview of SharePoint Governance
9
10. Governance Defined
Governance is the set of policies, roles,
responsibilities, and processes that control how
an organization's business divisions and IT
teams work together to achieve its goals.
January 16, 2014
Overview of SharePoint Governance
10
11. Governance Segments
SharePoint Governance encompasses three
key areas:
• IT Governance
• Information Management
• Application Management
January 16, 2014
Overview of SharePoint Governance
11
12. Why “do” Governance?
The objective of an explicit governance plan for
any system is to maximize the system’s value
while reducing its risks and associates costs.
January 16, 2014
Overview of SharePoint Governance
12
13. Objectives of SharePoint Governance
Specific to SharePoint, there are three key
objectives for governance:
• Streamline the deployment of SharePoint.
• Keep the system secure and compliant.
• Ensure the best return on your investment in
technology.
January 16, 2014
Overview of SharePoint Governance
13
14. Governance is Organization Specific
Governance begins with the definition of
principles and goals of a specific organization
and should include:
• The organization’s appetite for risk
• The rationale for deploying SharePoint
• The resources the organization is willing to
dedicate to SharePoint
• The relationship of SharePoint to other
existing or planned systems
January 16, 2014
Overview of SharePoint Governance
14
15. Governance Prerequisites
• Basic understanding of SharePoint features
and functionality
• Commitment from leadership
• Commitment from the business
• Commitment from IT
• A leader with strong facilitation skills
January 16, 2014
Overview of SharePoint Governance
15
16. Best Practices for Getting Started
•
•
•
•
Determine initial principles and goals
Classify your business information
Develop an education and support strategy
Develop an ongoing plan
January 16, 2014
Overview of SharePoint Governance
16
17. • Architecture of a Governance Plan
January 16, 2014
Overview of SharePoint Governance
17
18. Anatomy of a Policy
• The Governance Plan is a document
composed of policies that cover various
aspects of the system
• Each policy contains:
•
•
•
•
Title
Purpose
Definition of the Policy
Policy Owner
January 16, 2014
Overview of SharePoint Governance
18
19. Information Technology Governance
What will you offer and how will you offer it in
terms features, availability and support?
• Who will govern and oversee the service?
• How will you communicate the policies?
• How will you publicize and encourage
adoption of the service and prevent rogue
services?
January 16, 2014
Overview of SharePoint Governance
19
20. Information Technology Policies
• Security, Infrastructure & Web Application
Policies
• Data Protection & Disaster Recovery Policies
• Site Policies
• Storage Quotas
• Asset Classification
• Update and Patch Process
January 16, 2014
Overview of SharePoint Governance
20
21. Service Level Agreement (SLA) Policies
•
•
•
•
Approval process for new sites
Costs or Chargebacks for departments
Problem Resolution Policies
Downtime Expectations and Service
Windows
• Multilingual Support
• Storage Limits
• Performance Targets
January 16, 2014
Overview of SharePoint Governance
21
22. Information Management Governance
Information Management Governance answers
the following questions:
• How do you maximize the usability and manageability of
your organization’s information?
• Who has access to what information?
• How are you making information accessible internally and
externally?
• How much time do your users spend looking for
information?
• What information presents the most risk to your
organization?
January 16, 2014
Overview of SharePoint Governance
22
23. Information Architecture
Defines how information is organized and
presented to users.
Governance defines how SharePoint
Information Architecture tools will be used:
• Managed Metadata
• Search Keywords
• Content Types
• Retention Policies
• Record Centers
January 16, 2014
Overview of SharePoint Governance
23
24. Information Management Policies
•
•
•
•
•
•
•
Personally Identifiable Information
Metadata and Document Tagging
Document Versioning
Organization and Folder Structure Guidelines
Navigation Guidelines
Search Strategy
Publishing Strategy
January 16, 2014
Overview of SharePoint Governance
24
26. Information Architecture Comparison
Effective
Ineffective
• Effective, intuitive folder
structures
• Reasonable metadata
requirements
• Simple and Clear
Permissions Guidelines
January 16, 2014
• Library Structures that
are difficult to navigate
• No metadata
• 20 required metadata
fields
• Highly variable
permissions levels
Overview of SharePoint Governance
26
27. Application Management Governance
Defines how you will manage the applications
that are developed for the environment
• Customization Policy
• Life Cycle Management
• Branding
• Development Methodology (Solution vs App)
January 16, 2014
Overview of SharePoint Governance
27
28. What is Customization
• Site and General Configuration
• Branding
• Custom Code
January 16, 2014
Overview of SharePoint Governance
28
29. Customization Policies
• What are the approved tools?
• For End Users?
• For Developers?
• Testing and Deployment Policies
• Support Policies
• Using the App Catalog and the SharePoint
Store
January 16, 2014
Overview of SharePoint Governance
29
30. Life-cycle Management Policies
•
•
•
•
•
How many environments will be maintained?
What is the purpose of each environment?
Where will testing take place?
Who has access to each environment?
How and when will the environments be
synchronized?
• How will source control be handled?
January 16, 2014
Overview of SharePoint Governance
30
31. Branding
•
•
•
•
Who is responsible for the visual design?
What is the process for changing the design?
How consistent must sites be?
Which types of sites will branding guidelines
apply to?
January 16, 2014
Overview of SharePoint Governance
31
32. Development Methodology
•
•
•
•
•
When to build a Solution
When to build an App
When to use sandbox vs. farm solutions
When to buy vs. build
How to monitor and manage custom
solutions
January 16, 2014
Overview of SharePoint Governance
32
33. • Managing the Governance Plan
January 16, 2014
Overview of SharePoint Governance
33
34. Managing Governance
•
•
•
•
How are new policies written?
How are policies monitored?
How are policies changed?
Who enforces the policies?
January 16, 2014
Overview of SharePoint Governance
34
35. Next Steps
• Available Classes
• Blue Chip Survey
January 16, 2014
Overview of SharePoint Governance
35
Confirmation of Audience (this is where I WANT people to bailout if inappropriate)Expected Outcome of Event (the “1” thing they should expect to learn)Goals of Event (perhaps scope of event)Call-To-Action Summary of Event (what might be expect that they “do” at the end of the event; sign up for a class, do a survey, send feedback)
