Technical Class: Wednesday, March 6 8:15 AM - 9:30 AM

1. Governance Fundamentals for SharePoint
Scott Jamison

2. Meet Scott Jamison
 Chief Architect & CEO at Jornata
 Formerly a Director at Microsoft
 Microsoft partner w/Gold Competency in Portals & Collab
 SharePoint MVP
 Microsoft Certified Architect for SharePoint
 Microsoft Certified Master for SharePoint
 Author:
 Essential SharePoint 2007
 Essential SharePoint 2010
 Five whitepapers on SharePoint 2010
 Blog: www.scottjamison.com
 Twitter: @sjam

3.  Why do you need a Governance Plan?
 What does Governance mean in the context of
SharePoint?
 Top Ten Governance Considerations for
SharePoint
 Summary

5.  You want to create an easy way for people to get around
 So, you create a project called the “Interstate Highway
System”
 You invest heavily in infrastructure (fuel-efficient cars,
excellent roadways, gas stations, etc.)
 BUT…you neglect to invest in the “rules of the road”
 Drive on the right (or left)
 Stop at intersections
 Without them, there‟s chaos.

8. SharePoint Governance:
Simply the “Rules of the Road”

9. Training
Support Technology 20%
Policies
Communication
Deployment
Documentation

10.  Not defining policies on what to use SharePoint for (and
what not to use it for)
 Empowering users without appropriate training and
guidance
 Letting users manage security when they have no clue what
they are doing
 Not planning for scale and/or growth
 Providing (or not providing) SharePoint as a centralized
service for the organization

11.  Avoid sprawl
 Ensure that content quality is maintained
 Consistently provide a great user experience
 Establish clear decision making authority
 Establish clear process for new policies and features
 Establish clear escalation procedures so that policy violations are
dealt with and conflicts are resolved on a timely basis
 Ensure that the portal strategy is aligned with business objectives
so that it delivers business value

12. Because:
 SharePoint often overlaps with other installed applications
in particular capabilities
 Many of SharePoint‟s capabilities are not „required‟ or
„mandated‟; users need to understand the value to get the
benefit
 Users can do a lot – we give them “great power” and need
to ensure they accept their “great responsibility”

13.  Your governance plan defines:
 roles & responsibilities
 technology and policy guidelines
 processes to resolve ambiguity, manage short and long-range
goals, and mitigate conflict within an organization

14.  Your governance plan:
 Clarifies your plan for
SharePoint design and
usage
 Creates structure and
framework to measure and
manage the success of your
solution over time

16.  Policies
 (“May/May Not do”)
 “You must stop at intersections.”
 Guidance
 (“Should/Should Not do”)
 “You should stop at a gas station if you‟re at ¼ tank or less.”
 Enforcement
 (“Can/Cannot do”)
 “Here‟s your speeding ticket.”
 “In a skid, anti-lock brakes will engage automatically.”

18. 1. Have a Clear Vision
2. Key Roles and Responsibilities
3. Deployment Model
4. Governance Needs Can Vary Within Your IA
5. Policies
6. Guiding Principles
7. Launch and Roll-out (Adoption) Strategy
8. Content Management Plan
9. Training Plan
10. Governance Plan Document

19.  Improve collaboration with partners
 Create a searchable central repository of marketing assets
 Provide a one-stop shop for firm-wide information
 Share best practices and collaborate across teams with online
collaboration workspaces
 Replace shared drives with searchable, organized document
repositories
 Provide a platform for document management
 Showcase a business process dashboard

20.  Provide easier and more timely access to the information employees need to get
their work done
 Provide easier and more effective mechanisms to move work between business
entities, such as self-service for customers or partners, enabling outsourcing by
providing business partners with access to a collaboration environment or business
data on an extranet
 Provide an organized "one stop shop" for information by making it easier to find
authoritative information
 Improve the ability to share and exchange information across the organization by
providing an electronic publishing method that is easy for users to leverage
 Improve the "time to talent," the speed with which new employees become
productive
 Capture knowledge of retiring employees in a collaborative environment

21.  Put the right team together…early
 Use an upgrade to 2013 as an opportunity!
 Don‟t assume SharePoint can be managed with existing
resources (even if SharePoint is already in place). Getting the
right people in place is an important step in the process.
 Include both business process and IT process contacts on the governance
team
 Work with the PMO and standards teams within the organization to leverage
ITIL, ISO, Six Sigma, and other standards that may be in place

23. Role Responsibilities
Provides executive level sponsorship for the solution. The primary responsibility of the Executive
Sponsor is strategic, positioning the solution as a critical mechanism for achieving business value
Executive Sponsor and helping to communicate the value of the solution to the management levels of the
organization.
Serves as a governance body with ultimate responsibility for meeting the goals of the solution.
This Board is typically comprised of representatives of each of the major businesses represented
Governance
in the solution, including Corporate Communications and IT.
Board/Steering
Committee
Manages the overall design and functionality integrity of the solution from a business
Business Owner perspective.
Solution Administrator Manages the overall design and functionality integrity of the solution from a technology
(Technology) perspective. Works in partnership with the Business Owner.
Technology Support Ensures the technical integrity of the solution. Develops new web parts and provides support to
Team Site Sponsors/Owners seeking enhancements to their pages or new uses of the solution.

24. Role Responsibilities
Serves as the centralized, primary role for ensuring that content for a particular page/site is
Site Sponsor/Owner properly collected, reviewed, published, and maintained over time. The Site or Page
Sponsor/Owner is an expert in the content that is showcased on the site or page.
Manages the site day-to-day by executing the functions required to ensure that the content
on the site or page is accurate and relevant. Monitors site security to ensure that the
Site Steward
security model for the site matches the goals of the business and Site Sponsor/Owner and
support users of the site by serving as the primary identified contact point for the site.
Uses the solution to access and share information. Users may have different access
Users permissions in different areas of the solution, sometimes acting as a Contributor and other
times acting as a Visitor.

25. • One Farm? Many Farms?
• Central Service?
• Distributed Administration?

28. Permanent central portal
- Few authors/Many readers
Increasing Strictness of Governance
Communication Portal
• Central navigation
Central
• Central taxonomy Portal Departmental portlets
• Divisional stakeholders • Departments
• Enterprise search • Resources
Departmental • Business Processes
Portlets - Few authors/Many readers
Collaboration Semi Structured
• Local taxonomies Projects & Workspaces Team sites
• Local search - Multiple authors
Blogs, bios,
Personal My Sites Social
Above The Line versus Below The Line

30.  Design Policies
 Policies and Best Practices for Site Designers
 Usage Policies
 Clear instruction on how and when users should work with SharePoint
 What constitutes abuse or misuse of system
 How to keep information secure information
 When to use SharePoint versus other alternatives
 Help Policies
 Get support and training
 Request design and development services
 Request new functionality

33.  Guiding Principles help Site Designers narrow
the scope of the “possible” to focus on the
“practical” and “valuable.”
Best Route 
 Guiding Principles help Site Designers make
trade-offs (“if this is the problem, choose this
approach”)
 Guiding Principles remind users of the behaviors
necessary to achieve business objectives (such
as “send links, not attachments”)

34.  Consistent user experience
 Design with the end user in mind – minimize the need for training
 Standards tied to scope (audience)
 Just because you can, doesn‟t mean you should (“with great power
comes great responsibility”)
 Existing rules still apply (privacy, use of IT resources, records
retention)
 Default access is “read only” for all – apply additional “read” security
only as needed

35.  No e-mail attachments – send links
 Publish once, link many
 2007: Use Metadata, not Folders – more flexible in
responding to a dynamic environment
 2010/2013: Use folders, inherit metadata
 Content management is everyone‟s responsibility
but site owners are accountable
 Content owners are responsible for ensuring their
content is managed according to corporate
records retention policies.

36.  Potential Issues:
 The new system will require time for the company culture to adapt to it –
build that time into the schedule
 Users may lack sufficient training – ensure they get the training they need
 Users may continue to do things the way they are used to – encourage users
to adopt new business practices
 Tactics:
 Fun and engaging launch event
 Online scavenger hunt
 “Lunch and Learn”
 Power Users Community of Practice

37.  What is the only thing we can guarantee about your
solution? Everything will change!
 Establish who can change and approve content
 Establish how often content needs to be reviewed – better
yet, build in automated processes to route content for review
 Establish policies regarding who will manage content security
 Establish policies on what customization is allowed on a site
 Establish policies for code deployment
 Plan for your Governance Plan to change!

38.  For publishing pages, map all site content to:
 Owner Owner: Mary Smith
Contains: Featured Content
 Description of content Description: A link to a featured
 Update schedule item along with a short description.
Updated: Weekly
 Example: Consequence: Fired!

39. 39
 Not a “one time” thing
 Not just about features and functions – it‟s also about guiding principles, value
proposition, etc.
 Don‟t forget that everyone is listening to the same radio station: WIIFM – make
it personal!
 Who to train:
 Site Collection Administrator(s)
 Engineers, ops, developers, designers
 Help Desk
 End users
 What to train:
 Skills to design, manage and support
 Consider a variety of approaches – not everyone learns the same way

40.  Consider breaking the document into “consumable”
chunks
 Vision, Roles and Responsibilities, Guiding Principles
 Policies, Guidelines/Best Practices, and Procedures
 Don‟t include: TIP 1: The process of
 Implementation Details creating the document is the
most important part!
 Network Requirements
 Feature Requirements TIP 2: Governance without
enforcement is merely
suggestion…

41. SECTION 1: General Governance Guidelines SECTION 2: Detailed Governance Policies and Standards SECTION 3: Enforcement
1.0 Governance Plan Objective
6.0 Content Management Policies and Standards 9.0 Policy and Process
2.0 Vision Statement
• Posting Content to Existing Pages or Sites 10.0 Guidance
3.0 General Guidelines
• Posting Content to the Home Page 11.0 Penalties
4.0 Roles and Responsibilities
• Posting Content to Personal Pages
5.0 Guiding Principles
• Social Tags and Ratings
• Records Retention
• Content Auditing and Review
• Detailed ownership list – all sites/pages
7.0 Design Policies and Standards
• Creating New Subsites
• Page Layout and Organization
• Content Types and Metadata
• Content-Specific Guidelines/Policies
• Security
• Branding
8.0 Customization Policies and Standards
• Browser-based updates
• Updates based on SharePoint Designer
• Sandboxed Solutions
• Centrally-deployed / 3rd Party Solutions

43.  Social Computing Implications
 SharePoint 2013 offers users a far more participatory role in
the solution information architecture through the use of
“social data” such as tags, bookmarks and ratings.
 Users need to understand and internalize the value proposition for
leveraging these features.
 Solution designers will likely need to provide both guidance and
encouragement for their use.

44. Managed Metadata
 Consistent Terminology
 Better Navigation/Filtering
 Better Search Results
 Easier on Users
 But…potential for confusion
 What is Metadata?
 Authoritative Tagging vs. Social Tagging
 Taxonomy vs. Folksonomy

45. Records Management
 In-Place Records vs. Records Archive
 You‟ll likely use both – need to decide which and when
 Has effect on:
 Record retention rules
 Which users can view records
 Ease of locating records (Collaborators vs. Records Managers)
 Maintaining each version as a record
 Records Auditing
 Site Organization (and number of sites used)
 E-Discovery
 Security
 If you are doing Records Archive, you need a records manager role!

46.  Failing to Plan = Planning to Fail
 Get a Governance Board or Steering
Committee in place with a strong advocate in
the role of Executive Sponsor
 Keep your governance model simple (KISS!)
 Just because SharePoint has a cool feature
doesn't mean that you need to deploy it
 Full Control or Site Ownership? Require
Training!
 An effective governance plan doesn‟t have to
constrain every move – it has to provide
guidance to users to ensure that your solution
remains effective and vibrant over time

47.  SharePoint Governance (TechNet)
 http://technet.microsoft.com/en-us/library/cc263356.aspx
 SharePoint Governance Whitepaper
 http://technet.microsoft.com/en-us/library/ff848257.aspx
 Governance for SharePoint Poster
 http://technet.microsoft.com/en-us/library/cc263199.aspx
 Governance Checklist
 http://www.office.microsoft.com/download/afile.aspx?AssetID=AM102306291
033

48. Thank you!
 Blog: www.scottjamison.com
 Twitter: @sjam
 Email: scott.jamison@jornata.com
 www.jornata.com