SHAREPOINT GOVERNANCE

Melody Allsebrook Dip.RIM PC.dp

AI SharePoint Business Analyst & Data Protection Practitioner

Aims of this Session▪ To introduce the concept of SharePoint Governance

▪ Help you to plan how to achieve it and your next steps

▪ Governance Plan

▪ Planning & Strategy

▪ Architecture

▪ Roles & Responsibilities

▪ Rules, Procedures, Processes

▪ Content Management

Content

So you’ve chosen SharePoint …

▪ What can it do?▪ One stop shop for business needs

▪ Provide intranet, business sites, team sites, project sites, case files, links to other web content and collaborative workspaces

▪ Can provide compliance with information laws and regulations

▪ Provides easier search and access to information

▪ Can reduce duplications and re-work, improving team productivity

▪ Provides a simple, familiar, consistent and fit for purpose approach to store, publish and manage information

SharePoint Governance Plan

What’s a SharePoint Governance Plan and why is it needed?

▪ A living, working document that defines the administration, maintenance and support of an

organisation’s SharePoint environment.

▪ Should be regularly reviewed and updated as required or as developments are made

Why is it needed?

▪ Streamlines the SharePoint deployment and environment

▪ Identifies information custodianship, roles & responsibilities

▪ Establishes the rules for appropriate usage of the system

▪ Reduces inappropriate SharePoint use patterns

▪ Prevents the SharePoint platform from becoming an unmanageable system with information

sprawl

▪ Helps to keep information secure and compliant

▪ Help to make the most of the technology

SharePoint Governance Plan

It doesn’t have to be complicated ….

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GOVERNANCE PLAN

Vision & Objectives

Policy & Process

Functionality &

Requirements

Monitoring & Auditing

Content Management

User Adoption & Support

Marketing & Comms

Architecture

Roles, Responsibilties

External Sharing

Branding

Escalation, Change

Requests

3rd party tools

Information Audit

▪ Identifies duplications

▪ Enables business classification

▪ Enables development of Information Asset Register

▪ Enables file plan build

▪ Enables easier retention scheduling

▪ Identifies personal data, how/where it’s stored, who has access, any potential breaches of the DPA?

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Marketing & Communication

▪ People generally don’t like change and fear what they don’t know.

▪ Announce the dates of change.

▪ Show off new features to help users do their jobs.

▪ Create small events to launch the new feature or system.

▪ Communicate the goals – months in advance of a new initiative.

▪ Clarify how the changes apply to them and what’s in it for them.

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Architecture Elements

▪ Planning of the architecture for the SharePoint environment is critical for a

successful implementation and business transformation – if the users can’t find the

content they need, they’ll stop using SharePoint ……..

▪ The Information Architecture should describe a uniform approach to site

organisation.

▪ 4 Core Areas:

▪ Site Structure▪ Navigation▪ Search▪ Classification

Site Structure & Heirarchy

Describes the Sites needed and how they will be organised.

▪ Typically site collections provide a hub, lower levels provide working areas

▪ How will you structure? Functional versus Organisational – or hybrid?

Principles to consider:

▪ Sites to have a specific purpose and value – not used as a ‘jumping’ area to another site.

▪ New sites created using site templates through an authorised approval process.

▪ Keep a control over the number of sites created during BAU – don’t hit ‘sprawl’.

▪ Break down content within multiple sites and document libraries to represent logical groupings and security of content.

Site Hierarchy

Functions

Projects

Team Administration

OneDrive

Custodians/Owners Responsibilities

SharePoint Governance Committee High level vision, strategy, decision making

SP Global Administrator Technical management, access, storage limits

Senior Information Risk Officer Information risk and policy management

Central Admin/Tech Support Maintenance, updates, upgrades, change requirements

Site collection config, components, settings, security, ownership, permissions

Addresses IRM policy across organisation, audits & reporting on content, high level deletion

Oversees site, design, content, use, libraries, permissions

Oversees best practice IRM in business site libraries

Provide system training on implementation and BAU for new starters, refreshers

First point of contact for end user on SharePoint use

Contributes content to libraries, moves content to team or functional areas and personal content creation

SP Site Collection Administrator

Information /Records Manager

SharePoint Site Owners

Information Asset Owners

SharePoint Trainers

Power Users

End Users

Invisible Records Management

▪ Records Management - the practice of arranging and managing locked down records of an organisation, ensuring that they cannot be tampered with, edited or deleted without authorisation, throughout their lifetime, from their creation to their eventual disposal.

BUT

▪ Users are not interested in Records Management

▪ Corporate EDRMS implementations that require users to greatly change their behaviour have often failed

▪ Consider application of policies without users making drastic changes?

Navigation

▪ How will users move around the solution?

▪ It is the layout of site collections and sites.

▪ Works together with site hierarchy to provide an intuitive and scalable method of locating information.

▪ Considers other Sites that users need to visit and collaborate on.

▪ May align with organisational structure.

Search

▪ Better in SharePoint Online than previous SharePoint versions

▪ Should be designed

▪ Finding information effectively takes a combination of browsing and search

▪ Closely linked with metadata – search is only as good as the quality of the metadata

▪ Search results include Name, URL, Teaser, Author, Date Modified

Search Results can be refined…..

▪ Typical refiners:▪ File type

▪ Author

▪ Modified date timeline

Classification

▪ Should be simple, flexible, compliant

▪ Should withstand constant organisation restructures (make it functional)

▪ Should withstand organisation re-delegation of responsibilities

▪ Promotes a long term structure

▪ Should be easy and intuitive for users to find information

▪ Should be able to automate and apply retention/life cycle policies to content

▪ Can segregate business content from team administration content

▪ Aids retention scheduling

▪ Aids access controls

▪ Feeds into the information audit

▪ Involve the users

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Content Management

Get rules in place to manage content - consider:

▪ Retention & Disposal – automate where possible.

▪ Content Types

▪ Use of folders (max 3 levels)

▪ Views

▪ Use links not attachments in emails.

▪ Emails are records too!

▪ Drag & drop from Outlook …..

5. Document Libraries and Lists

▪ A site can contain Lists and Libraries.

▪ A document library can be thought of as a type of shared drive.

▪ A list is like a simple Excel table with rows and columns; each row is an item in the list. A column is a property (descriptive piece of information) about the item.

▪ A site should NOT exceed 20 lists or libraries.

Versioning

▪ Versioning is a library setting▪ All documents in the library must have the same approach to versioning

▪ Three settings▪ No version numbering

▪ Works like a file share – the file is simply replaced when updated

▪ Major version numbering▪ 1.0, 2.0, 3.0, 4.0 … Number increased every time file or metadata is changed

▪ Major and minor version numbering▪ 0.1, 0.2, … Approve: 1.0, 1.1, 1.2, … Approve 2.0 …

▪ Approval increments the major number

Give users rules and principles to work by ….

AIIM Organisational Information Survey 2014 – 2015

Customer Service (User Support)

▪ Training should not be optional!

▪ Training helps power users and end users understand the reason for adoption. Doesn’t need to be expensive – can be made internally.

▪ Provide kick-off training then frequent awareness sessions (lunch & learn?)

▪ Provide users with a means to give feedback and ask questions.

▪ Communicate quick help – tip sheets, video tutorials, reference documents

▪ Provide an online reference knowledge portal – in your Governance Site

Naming Convention

▪ A consistent approach to naming (columns, folders, documents, records etc.) across the organisation.

▪ Enables everyone to identify content and context without having to open the file itself.

▪ Names should be:▪ Objective

▪ Meaningful

▪ Concise

▪ Standardised

Create a Governance Site in SharePoint

A great place for:

▪ Users to find information on what to put where, how to get a new site etc.

▪ Storing a list of site owners, information asset owners and other contacts

▪ Publish meeting minutes of the Governance Board

▪ Publish the governance plan

▪ Publish a site list – with links

▪ Storing available content types and metadata lists

▪ Storing reports from the SharePoint environment

▪ Storing training slides

Test Before Roll Out

Use a Pilot Team to make sure ………………….

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Questions? ??

Automated Intelligence Ltdwww.automated-intelligence.com

melody@automated-intelligence.com