The document outlines the steps to effective SharePoint governance. It recommends establishing 5 governance teams - a business strategy team, solutions/technical strategy team, and 3 tactical teams. These teams establish objectives, policies, and processes. A governance site is also recommended to house documentation and resources in a collaborative manner. External frameworks can provide guidance but each organization's approach will vary based on their unique needs. Effective governance is an ongoing process of continuously evaluating and improving practices.

1. The Steps To Effective
SharePoint Governance
Presented By: Richard Harbridge
#SharePointFest @RHarbridge
#SharePointFest @RHarbridge

2. Who am I?
Boston
Washington
#SharePointFest @RHarbridge

3. SPTechCon
The SharePoint
Technology Conference
#SharePointFest @RHarbridge

4. Our Goal Today…
From Here To Here
#SharePointFest @RHarbridge

5. #SharePointFest @RHarbridge

6. #SharePointFest @RHarbridge

7. Why Do I Need
Effective Governance?
#SharePointFest @RHarbridge

8. There are big risks that are
almost always realized when you
don’t have it!
#SharePointFest @RHarbridge

9. SharePoint Sprawl
Risk: Un-Managed Sites and Content were
not periodically reviewed for accuracy and
relevance.
#SharePointFest @RHarbridge

10. Quality Deterioration
Risk: Did not ensure that content quality
is maintained for the life of the portal.
#SharePointFest @RHarbridge

11. Frustration Failure
Risk: Did not consistently provide a high
quality user experience.
#SharePointFest @RHarbridge

12. Priority Paralysis
Project Priority
Fileshare Migration 1
Partner Extranet 1
Executives Kitten Picture Rotator 1
Risk: Did not establish clear decision 1
Legacy Application Integration
making authority/ownership and 1
Governance Planning
Put Out Server Room Fires
escalation procedures so that conflicts1
and/or policy violations are resolved in a
timely manner.
#SharePointFest @RHarbridge

13. Ineffective Use of Time/Resources
Risk: Did not ensure that the portal
strategy is aligned with business
objectives so that it continuously delivers
business value.
#SharePointFest @RHarbridge

14. It’s not just about insuring
against or mitigating those risks!
#SharePointFest @RHarbridge

15. What does
that mean?
Without effective governance
organization, performance, and
capability are significantly
reduced.
#SharePointFest @RHarbridge

16. Without Governance
#SharePointFest @RHarbridge

17. Executing Governance
#SharePointFest @RHarbridge

18. With Governance
#SharePointFest @RHarbridge

19. The Outcome
You can now communicate why
Governance is important/required.
#SharePointFest @RHarbridge

20. What to watch out for…
It’s not insurance.
It makes your SharePoint
investments more successful.
#SharePointFest @RHarbridge

21. Building The
Governance Teams
#SharePointFest @RHarbridge

22. How do we start?
#SharePointFest @RHarbridge

23. Recommended Governance Teams
There are typically 5 teams for SharePoint Governance:
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team
#SharePointFest @RHarbridge

24. The Strategy Teams
#SharePointFest @RHarbridge

25. Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team
#SharePointFest @RHarbridge

26. Business Strategy Team
Role: Provide strategic insight, Sample Representative Interests
direction and prioritization for Executive Sponsor
the portal. Knowledge Management
Information/Technology Services
Finance
Sales and Marketing
Human Resources
Decentralized Business Legal and Compliance
Operations
IT Centralized People Development and Training
Administration
#SharePointFest @RHarbridge

27. Define, Prioritize and Plan
#SharePointFest @RHarbridge

28. Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team
#SharePointFest @RHarbridge

29. Solution (Technical) Strategy Team
Role: Provide technical insight,
direction and prioritization for
the portal. Sample Representative Interests
Application Development
Infrastructure
Enterprise Architecture
Security
People Development and Training
Tip: If a business direction requires new
Communications
integration or effort with other technologies
then a technical representative for that
technology will be necessary.
#SharePointFest @RHarbridge

30. HR Onboarding Solutions
• Onboarding Workflow
• Onboarding Electronic Forms
• Integration with HRIS
• New Employee Site
#SharePointFest @RHarbridge

31. Map Solutions to Objectives
 Direct Relationship  Indirect Relationship
Automate and Automate and
Automate and Centralize
Improve HR Improve Provide HR Self
Improve HR Knowledge and
Employee File Absence Service
Onboarding Resources
Management Management
Adjust Site
Structure
   
Onboarding
Workflow
 
Onboarding
Electronic Forms
  
Integration With
HRIS
    
New Employee
Site
    
Document
Capture   
Automation
* Objectives/solutions should be more specific – Example purposes only.
#SharePointFest @RHarbridge

32. SharePoint will be…
 Utilized by Business Users to develop and implement business solutions that use
technology without IT’s direct involvement.
 Our primary unified application delivery platform.
 Our primary workflow/business process automation platform.
 Our intranet and communication center for internal corporate communications.
SharePoint will not be…
 Our (external) web content management platform.
 Our primary document management platform.
 Our contact management platform.
#SharePointFest @RHarbridge

33. Strategic Responsibilities
 Defining Clear Objectives and Priorities
 High Level Solutions Definition and Ownership
 High Level Platform Classification
 Communication Planning and Management
 Resource/Capability Management
 Expectation Management
#SharePointFest @RHarbridge

34. The Tactical Teams
#SharePointFest @RHarbridge

35. Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team
#SharePointFest @RHarbridge

36. The Tactical Operations Team
Role: Provide operational (IT-
related) support and
maintenance for the system
Sample Representative Interests
infrastructure Infrastructure
Domain Administrators
Networking
Servers and Environments
Quality Assurance
They manage the more routine maintenance of
Security
the system by performing nightly backups,
Databases
performance monitoring and analysis, and
keeping the environment current with security
releases and upgrades.
#SharePointFest @RHarbridge

37. Operations Responsibilities
 Objectives/Priorities
 Disaster Recovery Plan
 Storage and Quota Policies
 Monitoring Plans
 Maintenance Plans
 Service Level Agreements
 Security Policies
 Deployment Process, Policies, and Schedule
#SharePointFest @RHarbridge

38. Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team
#SharePointFest @RHarbridge

39. The Tactical Development Team
Role: Customize/configure,
personalize, and leverage
SharePoint to achieve business
Sample Representative Interests
objectives. SharePoint Designer
Visual Studio
Source Control
Quality Assurance
Webparts
This team is a loosely-knit community who's
Templates
membership ranges from highly skilled
programmers to technically savvy end users in
charge of personalizing departmental team sites.
#SharePointFest @RHarbridge

40. Development Responsibilities
 Objectives/Priorities
 Branding Guide
 SharePoint Designer Policy
 Workflow Policy
 Development Standards (Including OOTB vs Custom)
 Development Environment Policy
 Testing Requirements
 Deployment Process, Policies, and Schedule
SharePoint Standards Online
#SharePointFest @RHarbridge

41. Governance Teams
 Business Strategy Team
 Solutions/Technical Strategy Team
 Tactical Teams:
 Tactical Operations Team
 Tactical Development Team
 Tactical Support Team
#SharePointFest @RHarbridge

42. The Tactical Support Team
Role: Provide support of the
SharePoint applications and
platform. Sample Representative Interests
Support and HelpDesk
People Development and Training
Knowledge Management
Taxonomy and Ontology
Navigation and Organization
Creates and manages a support system with
Coaching
effective training and proper channels of
question or issue escalation and resolution. This
team should also include influential users and
leaders.
#SharePointFest @RHarbridge

43. Support Responsibilities
 Objectives/Priorities
 Site Classification and Platform Classification
 Site Provisioning Process/Questionnaire
 User Expectations Agreement
 Roles and Responsibilities
 Support Agreement(s)
 Training and Communication Plans
 MySite Policies (Pictures)…
#SharePointFest @RHarbridge

44. Support Responsibilities
 User Lifecycle Policy
 Taxonomy Management
 Social Policies
 Content Standards
 Legal and Compliance Policy
 Search Management
SharePoint Standards Online
#SharePointFest @RHarbridge

45. Multiple Tiers for Escalation
(You can’t know everything)
Tactical Support Team
Help Desk
Site Administrators
End Users
Learning Libraries/Online/Help
#SharePointFest @RHarbridge

46. Measure Support
Learn and use data to be proactive.
#SharePointFest @RHarbridge

47. Deployment Process/Policies
Extremely Important! Ensure
you have clear schedules and
ownership.
#SharePointFest @RHarbridge

48. Governance Tip
If possible have one member in all
of the Governance teams or some
members across multiple teams!
#SharePointFest @RHarbridge

49. Governance Tip
Create a “Business Solution
Governance Team”. This team
allows you to find business users
who want to be involved.
#SharePointFest @RHarbridge

50. The Outcome
Everyone Achieves a Shared
Understanding of SharePoint Related
Processes.
#SharePointFest @RHarbridge

51. What to watch out for…
Not just documents, policies, and
procedures. It is an active and ongoing
process.
#SharePointFest @RHarbridge

52. Setting Up A
Governance Site
#SharePointFest @RHarbridge

53. Why a Governance Site?
1. It’s a lot of content.
2. It’s a collaborative process.
3. It’s an ongoing process.
4. Each piece of content should
have a clear owner.
5. Content will need to
be shared.
#SharePointFest @RHarbridge

54. Governance Announcements
#SharePointFest @RHarbridge

55. SharePoint Solutions Listing
In addition you can also create a
‘Roadmap’ or basically a Gantt Chart or
visual indicator of solutions to show
what you have achieved and where you
are going with SharePoint.
#SharePointFest @RHarbridge

56. Team Rosters and Definitions
#SharePointFest @RHarbridge

57. Policies, Standards and Guidelines
Use Search, Metadata, and
Approval Workflows to help
improve management and user
experience.
For living documents/standards that
require many authors try a Wiki!
SharePoint Standards Online
#SharePointFest @RHarbridge

58. FAQs and a Glossary
SharePoint Glossary Online
#SharePointFest @RHarbridge

59. Patterns and Practices
#SharePointFest @RHarbridge

60. Team Resources and Minutes
#SharePointFest @RHarbridge

61. Feedback and Surveys
Embed feedback
options throughout
the sites!
Don’t forget to
share stories!
#SharePointFest @RHarbridge

62. Self Help and Support Resources
#SharePointFest @RHarbridge

63. Self Help and Support Resources
#SharePointFest @RHarbridge

64. Complete Site Listing
Include things like:
• The owner and secondary
owner of the site.
• The purpose of the site.
• The URL, Size, and Usage Level
of the site.
• The last time the site was
#SharePointFest @RHarbridge the support team.
engaged by

65. The Outcome
Using the SharePoint Platform we can
effectively manage SharePoint
Governance.
#SharePointFest @RHarbridge

66. What to watch out for…
Just having the Governance site isn’t
enough. Content must remain fresh.
#SharePointFest @RHarbridge

67. Governance Resources
#SharePointFest @RHarbridge

68. IS
Use them.
#SharePointFest @RHarbridge

69. Governance Checklist
#SharePointFest @RHarbridge

70. TechNet, Community and More..
#SharePointFest @RHarbridge

71. are
Use them.
#SharePointFest @RHarbridge

72. No Single “Approach”
Projects Communities
Tasks Practices
#SharePointFest @RHarbridge

73. Define Governance Control Levels
Home Page
“PUBLIC” SITES: Open Tightly
to all employees controlled,
formal
Functional Areas governance
Department Site –
“Public”
“PRIVATE” SITES: Open Some control,
to business group Department Team Site – “Private” some formal
members governance
TEAM SITES: Generally open Looser control,
Project/Initiative Team Sites less formal
to team members
governance
Personal Sites– My Sites
#SharePointFest @RHarbridge

74. ITIL Framework
#SharePointFest @RHarbridge

75. COBIT Framework
#SharePointFest @RHarbridge

76. SharePoint Deployment and Governance
using COBIT 4.1
Chennault & Strain
#SharePointFest @RHarbridge
http://www.amazon.com/SharePoint-Deployment-Governance-Using-COBIT/dp/1604201177

77. Microsoft Operations Framework (MOF)
#SharePointFest @RHarbridge

78. SharePoint Maturity Model
Sadalit van Buren
#SharePointFest @RHarbridgehttp://sharepointmaturity.com

79. The Outcome
There is a ton of material out there to
support you.
#SharePointFest @RHarbridge

80. What to watch out for…
External best practices, policies,
standards, and ideas may or may not be
the right fit.
#SharePointFest @RHarbridge

81. Steps to Effective Governance…
1. Understand The Need For Governance
2. Build Your Governance Teams
3. Understand How SharePoint Is/Should Be Used
4. Develop/Practice Guidance and Policies
5. Return to Step 2 and Repeat Steps 2 through 4
6. You Have Perfect Governance
You Can Never Truly Achieve Perfect Governance.
So long as you are performing the steps
you are achieving Effective Governance.
#SharePointFest @RHarbridge

82. Thank You
Organizers, Sponsors and You for Making this Possible.
Questions? Ideas? Feedback? Contact me:
 Twitter: @RHarbridge
 Blog: http://www.RHarbridge.com
 Email: Richard@RHarbridge.com
 Resources:
700+ SharePoint IA Slides at.. PracticalIntranet.com
130+ SharePoint Standards at.. SPStandards.com
15 Pages of Important Questions at.. SharePointDiagnostics.com
#SharePointFest @RHarbridge