Presentation delivered by Nick Kellett, CTO of Sharestone at the June 15, 2011 AIIM First Canadian (Ottawa Branch) event.

2. SharePoint Evolution - 2001

3. SharePoint Evolution - 2003

4. SharePoint Evolution - 2007

5. SharePoint Evolution - 2010

6. How do I achieve success with SharePoint?

7. Success is Not Just About Technology Training Technology 20% Support Policies Communication Deployment Documentation

8. Proper Training Planning I Want To Successfully Deploy SharePoint 2010? Best Practices Governance Dedicated Resources Partners Taking Small Steps Customizationvs Configuration

9. Discussion Topics Governance With SharePoint 2010 What is Governance and Why Should I Care? What Should Be Governed? Who Should Determine Governance? How Should Governance Be Implemented? What are the Tools for Governance in SP2010? In-depth Look At a Sample Governance Plan Individual Team Roles and Responsibilities Best Practice VS Real Life

10. What is Governance and Why Should I Care? People, Process, Technology, Policy

11. What Is SharePoint Governance? Governance uses people, policy, technology, and process to guide, direct and control how the organization uses technologies to accomplish business goals. Structured approach to building and managing SharePoint Provides staff with appropriate tools, training, support, and information Characteristics: Organization-specific Team-driven: Governance Team, Tactical Teams Disciplined and results-oriented approach

14. Formal lines of communication

18. Consistent communication

19. championsGovernance Stepping Stones Models are on a continuum: Decentralization: A form of governance in which groups in an organization are free to make their own decisions Centralization: A form of governance in which a single, central authority makes decisions for all sub-groups in an organization Federation in the middle: A form of governance in which groups in an organization recognize a central authority’s right to set high-level policy but retain individual freedom * Burton Group

20. Why Should I Care? Even the best planned intranet can eventually become out of control and lead to chaos Deployment can become unmanageable Disorganized collection of sites Projects bubble up from various departments, resulting in multiple separate deployments, each with its own server farm As more departments add content, the intranet grows organically across the company and the user experience grows more and more inconsistent If users are unable to find the content they need, for instance, due to poor information architecture (IA) or a lack of an enterprise search strategy, the value to intranet users is almost entirely lost Brand consistency across their SharePoint Server 2010 implementations, resulting in confusion about whether they are still on the enterprise’s intranet or somewhere external Brand inconsistency results in confusion about enterprise’s Intranet, Extranet and Internet or somewhere external And more...  Ok I Get It, What’s Next? 

21. Why Use Governance? In SharePoint there are many ways to do something Some ways are better than others Maximize SharePoint’s value to your organization Avoid risk to your business Provide clarity on how to use SharePoint Helps define a SharePoint Roadmap

22. What Should Be Governed? A Balance For Your Requirements

23. What Should Be Governed?

24. What SharePoint Governance is not? It’s not end user manual It’s not an operational manual It’s not a Customization guideline It’s not a one time operation

25. SharePoint 2010 Governance Features How can technology help build a strong governance

26. IT Services Site Templates Quotas Locks Workflows Features Self-service Site Creation Web Applications Permissions and Policies SharePoint Designer Sandboxing Site Collection auto deletion Policies for user profiles and My Site Web sites

27. Information ManagementOrganizing, retrieving, acquiring, and maintaining information Document Management Lifecycle Content Approval Versioning Records Management Digital Asset Management eDiscovery Policies Content Types and Site Columns Information Rights Management

28. How Should Governance Be Implemented?

29. Primary Goals Create the people infrastructure to govern and support the SharePoint environments Document initial governing policies and procedures of the SharePoint environments Communicate the need for the business to provide support via people resources.

31. Policies

33. Design an information architecture

36. New Requirements

37. Regular reports

39. Governance Teams Central Governance Team Responsible for overall direction Acts like a Board of Directors Ensures SharePoint evolves with the business Tactical Teams Responsible for specific area(s) Provide technical knowledge and support Carry out Proof of Concepts (POCs) Provide feedback to Central Governance Team

40. Strategic Team Provides strategic vision and insight Responsible for overall direction Acts like a Board of Directors Ensures SharePoint evolves with the business Ideally has budget authority

41. Tactical Team Consists of 3 sub-teams Operations Support Developers All sub teams in charge of supporting the directives of the strategy team

42. Who Should Get Involved?Best Practices Executive Stakeholders Financial Stakeholders IT Leaders Business Division Leaders Compliance Officers Development Leaders Information Workers Trainers

43. SharePoint Business Analyst SharePoint Infrastructure Specialist SharePoint Creative Designer (on demand) SharePoint Developer(s) (on demand) SharePoint Trainer (on demand) SharePoint Architect Business IT & Dev SharePoint – The “Typical” Team

44. Final Thoughts

45. Governance Top Ten Clear Vision Key Roles and Responsibilities Deployment Model One Size Does Not Fit All Policies Guiding Principles Launch and Roll-out (Adoption) Strategy Content Management Plan Training Plan Governance Site (in SharePoint)

46. Discussion What might your Governance structure look like? What are your Governance challenges?

47. More Information? www.stoneshare.com nkellett@stoneshare.com Planet MOSS: http://planetmoss.blogspot.com