unlocking the value of your information
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Unlocking the Value of Information in SharePoint- in a Manageable Way
Intergen Twilight 28 July 2010
Steve LapwoodSenior Management Consultant
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SharePoint use – a QUIZ!
What is your
experience of finding
information?
How many sites are there? And
how many in frequent use?
How are sites set up? What
happens when sites “fade”?
Who decides and sets up libraries?
Who decides and sets up
content types?
Who in the room uses SharePoint?
What for?Who administers the sites? What guidelines are
there for storing content in sites?
How widespread is SharePoint in
your organisation?What is wrong with this picture?
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50% of SharePoint implementation had a business case half required financial justification
Most have no management plan on features to be used 25% of organisations have no experience of ECM/DMs 22% provide guidance on content types and classification
15% have retention/disposal policies
“… risking content chaos within SharePoint as well as outside of it”
In a recent AIIM’s study:
Governance in a SharePoint Context
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The case for governance The correct balance Levels of governance Governance structure Guiding Principles Governance Framework Roles and responsibilities Q&A
Topics
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SharePoint Governance PrinciplesThe goal is to ensure that SharePoint investments deliver on expected business goals
Governance is effectively conducted through a solid framework
Reference frameworks for governance: www.isaca.org
Business Impact
Security
Productivity
Compliance
Governance
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It’s in the Balance
ITControl
UserEmpowerment
Acknowledgements: Joel Oleson
Standardization Flexibility
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SharePoint Governance Scope
Acknowledgements: Oleson, Jamison, Cardarelli, Hanley
EnterpriseSites
BusinessArea Sites
Department &Team Sites
Project Team, Meeting and Document Workspace Sites
Personal My Sites
PermanentKnowledge Management
ApplicationsInformation Sharing
TemporaryCollaboration
Ad HocLoosely GovernedPush/pull content
ControlledTightly Governed
Push contentAccountability
PermanentInformation
Views
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GovernancerolesIT
Executive Stakeholde
rs
End Users
Governance Board
Operational Team
Business(Content Owners)
Role guidelines
Executive Stakeholders:SharePoint vision and setting the business impact. Hasan interest in following ROI on SharePoint.
Business (Content Owners):Own individual business applications. Will drive related governance policies forthese applications and bridge applications to business impact.
End Users:Will actively drive governance controls and tasks in the daily work. A very importantgroup to have on board in governance to optimize adoption.
IT:Owners of the tech platform and related policies and controls. A very importantrole in the governance board in relation to service level maintenance and scopingof the platform.
Complete Role Guide
The SharePoint Governance Framework includes a complete list of roles for driving a professional governance organization for SharePoint
Governance Structure (example)
Acknowledgements: Netmedia
Intergen’s Governance Framework
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Vision Purpose, objectives, desired future-state and value
to the enterprise People
Roles and responsibilities Processes
How to accomplish tasks Technology
Leverage features to enforce policies through technology
Policy Guiding principles – what people should/shouldn’t do Policies and standards
Governance Framework covers …
Acknowledgements: Joel Oleson
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SHAREPOINT GOVERNANCE PLAN (OLESON)
Sample Frameworks
Executive Summary Introduction
Objectives, Scope, Audience, Risks
Resources Roles and Responsibilities, People,
Governance Hierarchy Governance Model
Operations PoliciesApplication Usage Policies
Communications and Training
Comms, Training, Support Plans
ESSENTIAL SHAREPOINT 2010 (JAMISON, CARDARELLI, HANLEY)
Vision StatementRoles and Responsibilities
Overall, Site/Site Collections
Guiding Principles General, Security, Design, Content
Policy and Standards Content Design
Sites, Layout, Content Types and Metadata, Social tags, Content Specific, Security, Branding
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Intergen’s Governance Framework Elements
Framework Element Policy Role & Responsibility
Process Framework Element Policy Role & Responsibility
Process
Ownership Profiles Vision and Goals Compliance Roadmap Retention/disposal Budget Security Projects Access Site Ownership Permissions Site Admin Deployment Functions/Features Documentation Document Management Education Search Adoption Forms Management SharePoint Admin Workflow Provisioning Feedback Monitoring Business Intelligence Site Lifecycle Site Topology IT Service Delivery Information Architecture Infrastructure Branding Modifications Templates Integration Content/Information Management
Transition
Classification Applications Support
Taxonomy Service Delivery Links
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Governing Principles (examples)
General Principles Levels of governance of sites
SP is another system to which IT policies apply
Site Design Principles
Consistent user experience
Minimize training needs
Find-ability Understand objectives
Pages have content owners
Content Principles Content posted in one place
Edit in place Site Owners are accountable
Links instead of attachments
Copyrighted material requires approval
Security Principles
Access to information
Role-based security
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Governance Structure (example)
Governance Board
Operations Group
Site Owners
Site Admin
Contributors/ Visitors
IM/KM IS/IT
SP Architect
Applications
Operations
SP Ad min Helpd esk
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Roles and Responsibilities - BusinessRole Responsibility Type of Persons
Governance Board
Vision, strategy, roadmap, KPI’sApproves recommendations
Senior business managersIS senior managersUser reps
Operations Group Delivery managementRecommendations, standardsApprove requestsAdoption
Governance Board repSite collections ownersIS application managementSP Architect
Site Collection Business Owner
Leadership, purpose, structure, guidance on useApprove requestsAdoption
Business managers
Site Business Owner
Leadership, define: purpose, membership, structure, lifecycle, access, permissions, workflows, quality, adoption
Business managers
Site Admin Implement: site actions, access, permissions, education, support
Administrator, power user
Contributor, Visitor
Create, review, publishView
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Roles and Responsibilities – IM/IS ServicesRole Responsibility Type of Persons
Information Management
IM policies, guidance, education, supportTaxonomy, terms, metadata
Enterprise KM/IM team
SharePoint Architect
Evangelist, design authority, implement roadmap, review requests, recommend
IS Architect
SharePoint Admin Provisioning, templates, access requests, education, support Systems Admin
Help Desk Problem management, resolution, routing
Service Provider Architectural support, technical supportProject delivery, development, business consultingManaged services
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