Taming the Wild, Wild West: Creating a Practical and Consumable Governance Plan for SharePoint Solutions 25 February 2014 ©2014 SUSAN HANLEY LLC.

Transcript Taming the Wild, Wild West: Creating a Practical and Consumable Governance Plan for SharePoint Solutions 25 February 2014 ©2014 SUSAN HANLEY LLC.

Agenda     What do we really mean by governance? Why there are so many definitions?

Preparing to develop your governance plan – asking the right questions Getting started – working through some of the key questions Making it real – communicating and monitoring - just in time, consumable governance in action 2

Just what do we mean when we talk about SharePoint governance?

This is a faded leaf.

This is a high mountain.

This is a branch.

This is a snake.

This is a tree.

This is a cave.

A winning formula = + + 4

Why do we care?

It really should be pretty simple … and directly tied to business goals Current State Desired Future State 6

Understand what your end state goal really is!

Understand what your end state goal really is

“It’s always best to start at the beginning.”

Glinda

“Forget about the beginning, start with the END.”

Sue

No Sharp Edges

Governance in Three Words

But, before you start, be sure you can …

Commit

1. Align with business goals – what are we trying to accomplish?

Because that will drive how strict you need to enforce your rules

2. Align with existing policies – especially information assurance and records management

2. Align with existing policies – especially information assurance and records management Because you shouldn’t have to invent everything new and you may need to “design it in”

place?

3. Understand existing teams and roles – what is already in place?

Because people already have jobs and you may need to define new roles or relationships

4. Engage with HR - early

4. Engage with HR - early Because if job descriptions need to be changed, you’d better have some support

Put together the right team – small, inclusive, empowered

Have the right conversations

Answer the Key Questions     Vision and Overview Enterprise Decisions   Compliance Training    Access Provisioning Branding and Functionality   Information Architecture Content Life-cycle Management   Personal Sites/Social Features Operational Decisions Roles and Responsibilities Site-Specific Decisions (and Roles) http://tiny.cc/SharePointGovQuestions 17

Your vision and goals drive your governance plan

Policies Guidelines    Compliance-focused Few Enforceable    Grounded in business value Relevant to each user Sensible 19

Examples of Social Media Governance Policies http://socialmediagovernance.com/policies.php

One size does not fit all Intranet (Home Page) Intranet (Sub-sites/Secondary pages) Departmental Portals Personal Sites – Social Content Personal Sites – User Profile Team Sites Personal Sites – Personal Content 21

First, talk about general concepts … then go through the details

Solution Area Vision Type of Content Ownership/ Accountability Frequency/Type of Review Governance Overview

Intranet Home Page Targeted information based on users role • • • • News Important Links Personal KPIs People and Culture Corporate Communications • • Ongoing review for news All documents and pages reviewed at least annually • • • Tightly controlled Formal content management processes Content managed by Corporate Communications Intranet Sub-sites Departmental Portals Team Sites Personal Sites – Social Content Personal Sites – User Profile Personal Sites – Personal Content 22

Understand how Records Management fits in     Do you already have a Records Management plan?

How do this impact active collaboration content in SharePoint?

   How does this affect your intranet content: Pages Documents Images What are the policies regarding social content (Yammer/Newsfeed)?

Enterprise Policy Questions – Records Management

Key Governance Question

• • • • • • • • • How do the corporate records and discovery policies address: Intranet pages Intranet documents Intranet news articles Intranet images Team site documents Community or Team site Discussion Lists Other Community or Team site lists and images Newsfeed Individual user content in SkyDrive Pro Are there specific events in SharePoint that need to be logged for audit purposes? Are the right reporting tools in place to ensure that this can happen?

Decision/Answer

Enterprise Policy Questions - Compliance

Key Governance Question

What processes must be in place to ensure compliance?

• • Is there a penalty for non-compliance? If so, how will it be enforced? Are the penalties different for different types of sites/solutions?

If the governance plan says that page and site owners are responsible for content management, are you prepared to de-commission pages where no one in the organization will step up to page ownership responsibilities? Who will be responsible for making these decisions?

Is a third-party tool needed to help ensure and manage compliance?

Decision/Answer

Second Exercise: Let’s Practice    The User Profile Why? Expertise Location Should be easy, right?

Three basic information pages in the User Profile 28

The picture     Do you want users to be able to upload their own picture?

What kind of picture is acceptable?

Are there legal or privacy issues associated with pictures?

Can users “opt out” if you are planning to source the picture from, as an example, your badge pictures? (which everyone hates, by the way) 29

Ask Me About      How well does someone have to know a topic in order to list it here?

How many topics to do you want people to list?

What about people who say they don’t want to be contacted?

How will you keep this information current?

How is expertise sharing evaluated within the organization?

My lessons learned about the “governance conversations”

Distribute the questions in advance No more than 2-3 hours per conversation Not all in the same week, please

It takes a village

Enterprise Roles SharePoint Executive Sponsor SharePoint Administrator SharePoint Infrastructure Support Team SharePoint IT Owner SharePoint Business Owner Application Development Team Steering Committee/ Governance Board Training and Communications Help Desk Coaches Power Users Intranet Business Owner Intranet Steering Committee Intranet IT Owner Intranet Page Owners Intranet Information Architect Intranet Visitors Intranet Content Authors 33

Site Roles Site Sponsor/ Business Owner Solution Analyst Site Manager/ Contact (s) Content Authors Site Visitors 34

Sample Role Description| Executive Sponsor         Effective sponsorship is critical to the successful adoption of portal and collaboration technology by the user community.

The Executive Sponsor will: Believe in the value of knowledge sharing and demonstrate commitment to the effective use of [Solution Name] as a communications and collaboration platform.

Secure critical resources required to make [Solution Name] successful.

Legitimize the business process changes required to effectively use the technology. Set direction and provide guidance.

Resolve issues.

The primary responsibility of the sponsor is to help communicate and champion the value of the [Solution Name] to all levels of the organization.

Sample Role Description| Steering Committee        The [Solution Name] Steering Committee serves as a governance body with the ultimate responsibility for meeting organizational goals for [Solution Name].

The [Solution Name] Steering Committee: Establishes and updates business goals for [Solution Name], both quantitative and qualitative.

Reviews performance against goals, including audit results.

Identifies, reviews, and approves any initiatives to improve value.

Reviews, maintains and approves significant changes to policies or processes.

Meets quarterly, at least initially, and as needed based on significant events.

Sample Role Description| Site Owner  The Site Owner has responsibility for ensuring that content for a particular site is properly collected, reviewed, published, and maintained over time and that the design of the site follows policies and guidelines and meets business goals. Site Owners must have SharePoint training relevant to the level of template configuration required for their site. (Site Owners who want to make more changes need more training.) By accepting the responsibilities of site ownership, Site Owners commit to understanding and following the governance plan.

Site Owner Responsibilities, continued              The Site Owner: Reviews and understands the [Solution Name] governance plan and commits to following design and content policies and guidelines on the site.

Facilitates content management for the site and is accountable for ensuring that all content on the site complies with organizational policies and guidelines.

Serves as the key contact person for the site. Reviews site-specific Content Types, document profiles, properties and list values. Modifies site specific list values as needed. Identifies need for new global list values to the Information Architect.

Helps maintain site architecture/metadata to ensure effective search and navigation.

Periodically reviews content entered by others to ensure that “metadata” is assigned correctly and makes changes as necessary.

Works with content owners to remove old or irrelevant content and “sunset” old content or sub-sites.

Works with the Site Sponsor to identify where workflow and approval are required before content can be published.

Identifies the appropriate review cycle for content on their pages (at least quarterly but may be more frequent based on business need).

Promotes usage of their site. Works with the Site Sponsor to ensure that security requirements (read, write, design) for their site are implemented according to the governance plan.

Implements the site security model, ensuring that users have appropriate access rights to the various areas in the site.

Sample Role Description| Site Members (Contributors)      A Site Member: Enters metadata for contributed content.

Notifies appropriate Site Owner when new metadata is required, including new values in lists.

Periodically reviews contributed content for relevance and accuracy.

Deletes or updates content no longer accurate or relevant.

How will you tell the story?

How will you provide guidance and direction?

Typical Governance Plan 41

Our goal: Consumable … and just in time 42

Principles     

Consumable chunks – no big documents or long pages “Quick Guides” Integrate with training Interconnected Just in time!

http://tiny.cc/ContentAuthoring VisualSP from SharePoint-Videos.com

The ribbon is great, but you can also add CEWPs to surface “in place” Link to governance about documents from doc libs 44

Just-in-time governance – the wiki 45

The Governance Library 46

Socialize, Promote, Verify Socialize Find Champions Communicate persistently Be responsive to feedback Trust, but verify 47

… and incorporate into training 48

My Lessons Learned        It’s really about both assurance and guidance – and it takes COMMITMENT – plan, plan, plan No one cares about governance – until you make it all about them!

Less is more – avoid unnecessary bureaucracy – and long documents Small chunks of consumable content – just in time!

Build best practices into your site templates and automate everything you can A governance plan doesn’t replace training … and training should include governance 49

Your lesson learned

Governance =

• • • • • Governance User Adoption Metrics Information Architecture Knowledge Management Susan Hanley [email protected]

www.susanhanley.com

susanhanley susanhanley www.slideshare.net/susanhanley http://www.networkworld.com/ community/sharepoint 51