Presentation - Peter Ward SharePoint, governance

1. Presented By Peter Ward – June 8th
2011
SharePoint Governance - How to
successfully implement collaboration
change management.
Blog: www.wardpeter.com
Cell: 862 220 6080

2. Before We BeginBefore We Begin
 Q&A – We will have time at the end of the presentation for
questions
 A copy of this presentation is on my blog

3. Brief history of this presentationBrief history of this presentation

7. SharePoint Governance
How to successfully implement
collaboration change management

8. DisclaimerDisclaimer
Only talking about SharePoint
Not car insurance

9. AgendaAgenda
 Governance in general
 Where to start
 How to implement it
 Signs of it is all going wrong
 What it takes for a successful Governance plan to work
 Questions and Answers

10. Governance in generalGovernance in general
 Why do you need a Governance Plan?
 Email
 Back ups
 Security
 Benefits
Components
◦ People
◦ Roles and responsibilities: Who does what (IT,
Management, Customers)?
Process: Training, content, release
Policy: Collection of principles, Who are the site
owners, designers, developers should / shouldn’t do
Technology: OOB, configuration, custom

11. Production | Q & A Environment
Jun 3rd
2011
Projects
Adoption
Organization
Infrastructure
Training: Essentials I
Essentials II
Intranet Migration
Asset Library
Project Man. Workbench
My Sites
Install News Gator
Existing business units
Market Data
Asia PAC
Phase II - Stabilize
Dev. Env.
Oct 31st
2011
May 31st
2012
May 31st
2013
Phase III – Go To Enterprise Phase IV –Business Engagement
Training: Essentials I
Essentials II
SP Designer
InfoPath
BI
Training: Essentials I
Essentials II
SP Designer
InfoPath
BI
Health check
Deploy News Gator
Governance Plan
Intranet –Workflows
InfoPath forms
Migrate all overseas instances
to single SharePoint deployment
Further engage business
units to identify business impact
of the SharePoint platform
to their business operations.
IT
Deploy support and helpdesk plan
Configure, custom
and 3rd
party web parts
Configure, custom
3rd
party web parts, and .Net
Develop Awareness of SharePoint
Where to startWhere to start
Road Map

12. Actions
• High-level
business
assessment
Develop
Awareness of
SharePoint
Step 1
Actions
• Business
impact analysis
• Business case
generation
Quantify
Business
Impacts
Step 2
Actions
• Detailed current
state analysis
• Solution design
Design
Solution
Step 3
Actions
• Alignment of solutions
with needs of
business units
• Solution
implementation
Align IT /
Business Value
& Implement
Solution
Step 4
Actions
• Implementation of
overarching IT
SharePoint
management
governance program
Build &
Manage
Unified
Capability
Step 5
Business MethodologyBusiness Methodology

13. Gap AnalysisGap Analysis

14. Strengths
Some technology expertise
Microsoft complimentary products
MS enterprise licenses
Reduction of 3rd
party applications
Opportunities
Richer user experience of workday
Easier environment to support
Reduction on rouge business apps
Weaknesses
Office versions not 2010
Supporting live environment
No training material
Threats
Scalability and planning
Internal Support
Fully defined Governance plan
User adoption
Business engagement issues
SWOT Analysis of SharePoint within theSWOT Analysis of SharePoint within the
enterpriseenterprise

15. Production | Q & A Environment
Jun 3rd
2011
Projects
Adoption
Organization
Infrastructure
Training: Essentials I
Essentials II
Intranet Migration
Asset Library
Project Man. Workbench
My Sites
Install News Gator
Existing business units
Market Data
Asia PAC
Phase II - Stabilize
Dev. Env.
Oct 31st
2011
May 31st
2012
May 31st
2013
Phase III – Go To Enterprise Phase IV –Business Engagement
Training: Essentials I
Essentials II
SP Designer
InfoPath
BI
Training: Essentials I
Essentials II
SP Designer
InfoPath
BI
Health check
Deploy News Gator
Governance Plan
Intranet –Workflows
InfoPath forms
Migrate all overseas instances
to single SharePoint deployment
Further engage business
units to identify business impact
of the SharePoint platform
to their business operations.
IT
Deploy support and helpdesk plan
Configure, custom
and 3rd
party web parts
Configure, custom
3rd
party web parts, and .Net
Develop Awareness of SharePoint
Road MapRoad Map

16. Production | Q & A Environment
Jun 3rd
2011
Projects
Adoption
Organization
Infrastructure
Training: Essentials I
Essentials II
Intranet Migration
Asset Library
Project Man. Workbench
My Sites
Install News Gator
Existing business units
Market Data
Asia PAC
Phase II - Stabilize
Dev. Env.
Oct 31st
2011
May 31st
2012
May 31st
2013
Phase III – Go To Enterprise Phase IV –Business Engagement
Training: Essentials I
Essentials II
SP Designer
InfoPath
BI
Training: Essentials I
Essentials II
SP Designer
InfoPath
BI
Health check
Deploy News Gator
Governance Plan
Intranet –Workflows
InfoPath forms
Migrate all overseas instances
to single SharePoint deployment
Further engage business
units to identify business impact
of the SharePoint platform
to their business operations.
IT
Deploy support and helpdesk plan
Configure, custom
and 3rd
party web parts
Configure, custom
3rd
party web parts, and .Net
Develop Awareness of SharePoint
Road MapRoad Map

17. Implementing GovernanceImplementing Governance
(MUST DOs)(MUST DOs)
Taxonomy
Governance Plan: Clear Goals, Vision,
Mission and Metrics
Training (Culture and Adoption)
Service Definition & Service Model (KISS)
Information Architecture
Policies and Procedures (WSS, MOSS,
Customization, Development)

18. Production | Q & A Environment
Jun 3rd
2011
Projects
Adoption
Organization
Infrastructure
Training: Essentials I
Essentials II
Intranet Migration
Asset Library
Project Man. Workbench
My Sites
Install News Gator
Existing business units
Market Data
Asia PAC
Phase II - Stabilize
Dev. Env.
Oct 31st
2011
May 31st
2012
May 31st
2013
Phase III – Go To Enterprise Phase IV –Business Engagement
Training: Essentials I
Essentials II
SP Designer
InfoPath
BI
Training: Essentials I
Essentials II
SP Designer
InfoPath
BI
Health check
Deploy News Gator
Governance Plan
Intranet –Workflows
InfoPath forms
Migrate all overseas instances
to single SharePoint deployment
Further engage business
units to identify business impact
of the SharePoint platform
to their business operations.
IT
Deploy support and helpdesk plan
Configure, custom
and 3rd
party web parts
Configure, custom
3rd
party web parts, and .Net
Develop Awareness of SharePoint
Road MapRoad Map

19. Containment HierarchyContainment Hierarchy

20. Governance CommitteeGovernance Committee
Ex sponsor

21. Who has a Governance Plan?Who has a Governance Plan?

22. How to implement?How to implement?
Governance documentsGovernance documents

23. How to implement?How to implement?
Governance documentsGovernance documents

24. Demo of documentsDemo of documents

25. Make it easyMake it easy
Instead of:
https://sitecollection/NA/Sites/Governance/SharedDocs/
DNS:
Http://Governance

26. 33rdrd
party web partsparty web parts
Document Event Tracker Feature

27. Each document should stateEach document should state
Relating document(s)
Target reader
What’s in it for the reader
Owner of the policy
Policies and procedures of subject
Similar structure for each document

28. Governance Top Ten ListGovernance Top Ten List
1. Have a Clear Vision
2. Key Roles and Responsibilities
3. Deployment Model
4. One Size Does Not Fit All
5. Policies
6. Guiding Principles
7. Launch a Roll-out (Adoption) Strategy
8. Content Management Plan
9. Training Plan
10. Governance Plan Document(s)

29. Signs of it is all going wrongSigns of it is all going wrong

30. Business Deployment FailuresBusiness Deployment Failures

31. Attention TestAttention Test
You will never see it comingYou will never see it coming

32. What it takes for successfulWhat it takes for successful
GovernanceGovernance

57. Future readingFuture reading
Microsoft SharePoint Server Governance & Best
Practices group

58. SharePoint gun for hireSharePoint gun for hire

59. SummarizeSummarize
 Governance in general
 Where to start
 How to implement it
 Signs of it is all going wrong
 What it takes for a successful Governance
plan to work

60. Microsoft confidential internal use only
e-peterward@wardpeter.com
b-www.wardpeter.com
p- 862 220 6080
Be part of the experienceBe part of the experience
Questions?