SharePoint Governance Case Study

SharePoint Governance fromthe Trenches: Case Study

INTRODUCTION TO PRESENTERS

Christian Buckley

Position: Managing Director, AmericasResponsibility: Head of Marketing and Business DevExperience: Since 2005, 4-time MVPLove: Solving business problems, governanceInterests: Family, road trips, 80’s new wave musicContact:

e: [email protected]: +1 425 246 2823

Melinda Morales

Position: Business Analyst, A-TeamResponsibility: Make collaboration productiveExperience: SP since 2007, 10 years at SonyLove: Business/IT Mediation, GovernanceInterests: Music, Gaming, All things ArtContact:

e: [email protected] t: +1 619 623 1587

mailto:[email protected]

mailto:[email protected]

About GTconsult

AGENDA

• Why governance continues to spark interest

• Adventures in Governance

• Next steps

Why Governance?

Why haven’t we figured this out

yet?

SharePoint Growth & Evolution

The CIO Dilemma:

Balancing end user

requests with compliance

and governance

constraints, weighing

costs and flexibility

The practical approach

#1. Partner IT with business & Hash it out.

#2. Make it Official & Lay the fence.

#3. Communicate & Empower.

#4. Monitor & Refine.

Governancevs. Policy

Policy: rules of how you expect users to engage in the platform. This should include any :

• IT security parameters

• what users are and are not allowed to do in the tool

• any information as to expectations for specific roles

Governance: outline the ways in which you intend to uphold policy and ensure your platform is

performing optimally.

• process related information

• details on any controls enforced and how the user is expected to work within the bounds you have set

• readily available and easily browsed

• living document

1. Partner IT with business & Hash it out.

Branch out, share the burden with areas of business where there is a vested interest.

Brainstorm and DREAM BIG!

Take the time to map out clear areas of responsibilities.

Stay optimistic and objective.

• Business wants to use the platform in all its glory

• IT wants to control the use of the platform

• Passionate teams can mean high emotions during discussions

• Balancing the give and take

• High expectations on IT to take on all that comes with SharePoint

• Avoiding the land of file shares

CH

ALLEN

GES

Define policy and begin governance

documentation

Implement controls and monitoring

practices

Governance Board initiation

Prepare to inform and engage users

• Very clear outline of roles and responsibilities with agreement from key parties

• Keeping it real – don’t sign yourself up for something that you cannot support

• Facilitating presentation and approval from key execs can be a big job

• Maintain the balance between locked down and wide open

• Trying to avoid customizations

• How to clearly communicate implemented controls without scaring your users

CH

ALLEN

GES

2. Make it official & Lay the Fence.

• Finding the right channels for your audience

• Managing the flow of incoming communications

• Soft skills are key

• Buy-in from management

• Sticking to your promises of recognition or engagement

• Garnering excitement

CH

ALLEN

GES

Empower your end users with access to

information

Establish trusted channels of

communication

Foster two way communications

Reward good behavior

3. Communicate & Empower.

• Gaining user trust

• Becoming a critical part of business solutioning

• Formation of a cohesive team

• Keep it agnostic

CH

ALLEN

GES

Maintain structureStay involved Get to know your users Actively monitor

4. Monitor. & Refine

Recommendations

#1. Partner IT with business & Hash it out.

Break down the walls of communication and share the ownership of your platform with the business.

Come to agreement on what tools should be available for users and which should be locked down.

#2. Make it official & Lay the fence.

Map potential risks from increased development ability for users. Create policy to direct users and

stakeholders as to the intent of the tool and the proper uses. Implement parameters for users to operate

in safely. Publish governance documentation.

#3. Communicate & Empower.

Reach out to your Power Users and engage them on the new direction. Get feedback on the established

parameters and get buy in. Define a method of empowerment that encourages users to play by the rules

and want to learn the best way of building their own solutions.

#4. Monitor & Refine.

Keep tabs on what the business is doing and who is doing it. Monitor for any breaches of governance or

policy.

The journey to practical governance

A case study

• Quiet launch of SharePoint 2007• Relied upon word of mouth for adoption• User excitement generated quickly due to the change from tightly

controlled intranet pages and file shares to a user-managed open platform

• Upgrade to 2010 and move to shared farm

PRACTICAL-ly Perfect in Every Way

A Step in the Right Direction

Cause and Effect

Whisperings of the “G” Word

Content Explosion

The Starting Point

The Starting Point

• Management encourages users to share documents through platform• The move from file shares to SharePoint begins• Users begin to explore build of solutions instead of just file shares• Intranet pages being re-built by business users• Site-a-palooza, skyrocketed to over 6k sites• The amount of growth following upgrade was unexpected• Administration teams were struggling to keep pace• User frustration on the rise due to the sea of sites

Content Explosion



Cause and Effect


Content Explosion

The Starting Point

Governance

• The time for governance is upon us• Starts and stops initially• Challenges with ownership, management buy-in, prioritization• A long and winding road




Cause and Effect


Content Explosion

The Starting Point

• Business Stakeholders began to build the case for business ownership• Internal audit results again pushed for governance• Mandatory upgrade to 2013 aided the call for shared ownership of the

platform

Cause and Effect



Cause and Effect


Content Explosion

The Starting Point

• Business ownership of the platform is officially established• Full speed ahead on governance best practices• Begin the switch from file shares to solutioning• Governance Committee established• Focus on Clean-up

• Analysis of what the business needs and what corporate mandates exist to create policy

• Began a deep dive into content for clean-up and identification• Set mandates for eligibility to migrate to new platform in order to force

compliance


Key Focus Areas

1. Identify abandoned sites2. Identify business critical sites3. Catalog front-end customizations4. Define ownership of every remaining

site5. Classify information on remaining

sites6. Inform all known site owners of new

policyPRACTICAL-ly Perfect in Every Way


Cause and Effect


Content Explosion

The Starting Point

Practical Approach• “Teach them to fish” approach• Rewards and recognition program put into place• Communication is key• Leveraging business-side ownership for building relationships with

usersPractical Implementation• Implementation of Center of Excellence• Formalized reporting on violation of policy and guidelines• Regular governance committee meetings• Living, breathing governance entity




Cause and Effect


Content Explosion

The Starting Point

Q&A

Questions? Throw them at

us!

Let’s get your governance party started!

Jump on the governance train with this classroom based workshopOffsite location based workshop to jump start governance.Full day curriculum to understand your current roadblocks, plan future state and identify next steps.Come away with tools and resources in-hand to help guide your way.

Workshop

Tailored deep dive into your org’s technology cultureOnsite deep dive offering to analyze, plan and implement your governance.Packaged offerings including:Up to 4 day discovery and observation with recommendationsImplementation project workCoaching

Flex Packages

Consultant in your pocket.Pre-paid dedicated support hours to be used at your discretion.Some of our covered areas include:Branding & ImplementationBusiness IntelligenceCollaboration & SocialDocument ManagementSecurity & GovernanceWorkflow & BPA

A-TeamAt GTconsult, we recognize the importance of practical governance and the challenges that come along with building a solid framework.

We have several governance focused offerings to help you along the way to an environment that is PRACTICAL-ly perfect in every way!

Contact GTconsultIf you would like to talk to GTconsult about your SharePoint governance strategy and how we can help make your deployment successful, please visit our website at www.GTconsult.com

Or send us an email with your questions:

[email protected]@GTconsult.com

SharePoint Governance Case Study

Technology

Transcript of SharePoint Governance Case Study