Understand how business have succesfully established governance for SharePoint & Office 365 using The SharePoint Governance Framework and Procurati Governance System for SharePoint & Office 365

1. Making Governance work
for Business, IT & Users
SharePoint Saturday, Paris 2015

2. sharepointpeople.wordpress.com
linkedin.com/in/skjoenaa
facebook.com/skjoenaa
anders@sharepointpeople.dk
Anders B. Skjønaa
Partner
SharePointPeople ApsThank you!
www.sharepointpeople.dk
More information on
Governance System for Office 365 & SharePoint
www.procurati.com

3. Why are we still talking about governance?
SharePoint platform
complexity
Cost Control
Information
Management
requirements
Knowledge
Management /
Business Productivity

4. Why SharePoint governance?
Compliance Risk
CostProductivity
We practice governance, to realize and maintain focus on the value
proposition of our investment in SharePoint technology

5. Top challenges (and misconceptions)
1. «No one size fit all!»
2. We need to write a Governance plan!
3. This is sooooooo boring...
4. It’s all in my head, but I can not write it down
5. I am not confident that I can make these decisions
6. Lack of «decision base»
7. Governance «check-mark attitude»
8. (I bet you can come up with a few more of you own...)

6. What do we need to make governance a
success?
MANAGEMENT SYSTEM OWNERS
USERS
IT
• Relevance to business drivers
• Visibility of impacts and value
• Clear overview of Business
Applications and Platform Services
• Quality and consistency in
management and control
• Operational tools to maintain
compliance levels
• Visibility of status across own
domain
• Change Management
• Policies and tools to be integrated
to the way of work
• Transparency governance practice
and own compliance status

7. What do we need to make
governance a success?
ESTABLISH SHAREPOINT AS AN IMPORTANT BUSINESS PLATFORM (EVERYONE)
A COMMON AND STRICT FRAMEWORK TO PRACTICE GOVERNANCE
OPERATIONAL TOOLS THAT MAKES GOVERNANCE VISIBLE FOR ALL LEVELS OF USERS
Strategy Communication
Ownership and
Responsibilities
Management
commitment

9. DEMO
Operationalizing Governance for
Office 365 & SharePoint

10. SharePoint Governance
Strategy
Implementation
Governance
• What role is SharePoint playing
in our company?
• What are the boundaries to other
system platforms?
• Who has the responsibility to deliver
the expected value and results?
• What are the specific Business Drivers
for SharePoint?
• ”SharePoint for business”
• Establishing Roles and Resposibilities
• ”Distributed Ownership”
• Align with technical capabilities
• ”Design for Governance”
• Common framework to practice and operate
• Methods and taxonomy
• Build foundation to grow
• Maintain line-of-sight to Business Drivers
• Run a governance practice
• Maintain compliance and manage risk
for:
• Content & Information
• Technology and infrastructure
• Work processes
• Report to organization
• Update to reflect changes
• ”Method rules”

11. SharePoint Platform (Services)
Business
Applications
CorportateIntranet
HRSelfService
CollaborationPortal Platform
Services
Search
ManagedMetadata
EmployeeProfiles
Managed
Processes
Onboarding
Applications
Developmentand
customization
Information
Management

12. Why?
• A framework is an agreement on how to do things
• We need a framework to
• ensure quality and consistency across our SharePoint Service delivery
• align expectations acrosss business, it and management
• maintain high standards throughout the lifetime of the platform
• SharePoint Governance Framework
• Introduced in 2007
• Built on experiences and research done in enterprise projects
• Current version 4.5
• Framework is free to use in any shape or form

13. SharePoint Platform
SharePoint
Platform &
infrastructure
concept
PLATFORM SERVICE PLATFORM SERVICE PLATFORM SERVICE
BusinessApplication
BusinessApplication
BusinessApplication
User Access / Security
Information and Content Management
Change Management
Application Onboarding
Application Development
Branding and Navigation
Change Management & Deployment
Service Provisioning
SERVERS & OS STORAGENETWORKING
CAPACITY
MANAGEMENT
Service Level Agreement Management & Controls
GOVERNANCE

14. SharePoint Governance Framework™
BUSINESS DRIVER #1 BUSINESS DRIVER #2 BUSINESS DRIVER #3
Managed Process
Platform Service
Business Application
Managed Process
Managed Process
Platform Service
Platform Service
Platform Service
Platform Service
Business Application
Business Application
Business Application
Business Application
Business Application
Business Application
Business Application
Control A1
Control A2
Control A3
Control B1
Control B2
Control B3
Control C1
Control C2
Control C3
SHAREPOINT
GOVERNANCE
POLICY
Cost &
Business
Impact
Compliance & Risk
Productivity
SHAREPOINT
GOVERNANCE
POLICY
SHAREPOINT
GOVERNANCE
POLICY
M A N A G E D S Y S T E M S C A T A L O G U E

16. The Managed Systems Catalogue
• One catalogue of EVERYTHING we need to govern!
• In SharePoint service delivery, there are three
types of systems that may require governance:
• Business Application
• Platform Services
• Managed Processes
• Managed System characteristics
• Identified by Governance board
• Owner
• Mapped to a least one business driver
• Service Description
• Policy
Managed Process
(Managed) Business Application
(Managed) Platform Service
Managed Systems

17. WORKING EFFECTIVELY
IN PROJECTS
SECURITY IN
INFORMATION
MANAGEMENT
COST OPTIMIZATION
EMPLOYEE
EMPOWERMENT
COMPANY X
SharePoint Service
Service
Architecture &
Infrastructure
Branding &
Communications
Information
Architecture
Search
Records
Management
Managed
Metadata
Business
Connectivity
Services
SkyDrive Pro
InfoPath
User Profiles
Information
Management &
Security
Enterprise Social
SharePoint
Strategy
Development &
Deployment
Application
Onboarding
Governance
Practice
Teamsite Portal
MySite
Communities
Intranet
Secure Store
Nintex
Workflow
Mysite
Platform
SP App
Catalogue
Nintex Forms
BUSINESSAPPLICATIONSMANAGEDPROCESSES
PLATFORMSERVICES
Mapping Business Drivers and Managed Systems

18. System Description
• The system description document is explaining to a broad audience,
what this systems is doing and why we have it!
• System description content
• Managed System introduction
• Managed Systems Ownership and responsibilities
• Criticality (Related to business drivers)
• System policies required
Managed Systems

19. Policies
Policies are the rulesets we defined for any given Managed System
• Policies can adress ANY given subject relevant to the Managed
system
• Policies should be (inspired by) S.M.A.R.T.
• Specific – target a specific area for improvement.
• Measurable – quantify or at least suggest an indicator of progress.
• Assignable – specify who will do it.
• Realistic – state what results can realistically be achieved, given available resources.
• Time-related – specify when the result(s) can be achieved.
• All Policies have a general “Risk Impact” score!
• Typical “Low, Medium, High”
Managed Systems

20. Controls
Controls are the tasks we need to do regularly to ensure that we are
compliant with our policies.
• Control ID
• Control for policy #
• What is the actual control?
• What is the expected outcome?
• What is the control frequency?
• Who is responsible for conducting (and reporting on) the control?
Managed Systems

21. NON-TECHNICAL ISSUESTECHNICAL ISSUES
Technical /
Business
LEVEL 1:
SharePoint SDM
LEVEL 1:
SharePoint Platform
Service Manager (TSM)
LEVEL 2:
SharePoint Platform
Architect
LEVEL 3:
SharePoint Service
Owner
Enterprise
Architecture
OPTIONAL
START ESCALATION
Governance Policy Escalation Model (Example)

22. What do we need to make
governance a success?
ESTABLISH SHAREPOINT AS AN IMPORTANT BUSINESS PLATFORM (EVERYONE)
A COMMON AND STRICT FRAMEWORK TO PRACTICE GOVERNANCE
OPERATIONAL TOOLS THAT MAKES GOVERNANCE VISIBLE FOR ALL LEVELS OF USERS
Strategy Communication
Ownership and
Responsibilities
Management
commitment

24. sharepointpeople.wordpress.com
linkedin.com/in/skjoenaa
facebook.com/skjoenaa
anders@sharepointpeople.dk
Anders B. Skjønaa
Partner
SharePointPeople ApsThank you!
www.sharepointpeople.dk
More information on
Governance System for Office 365 & SharePoint
www.procurati.com