SHAREPOINT SATURDAY TWIN CITIES TAMING THE WILD, WILD WEST: CREATING A PRACTICAL AND CONSUMABLE GOVERNANCE PLAN FOR SHAREPOINT SOLUTIONS April 5, 2014 Sue Hanley www.susanhanley.com ©2014 SUSAN HANLEY.
Download ReportTranscript SHAREPOINT SATURDAY TWIN CITIES TAMING THE WILD, WILD WEST: CREATING A PRACTICAL AND CONSUMABLE GOVERNANCE PLAN FOR SHAREPOINT SOLUTIONS April 5, 2014 Sue Hanley www.susanhanley.com ©2014 SUSAN HANLEY.
SHAREPOINT SATURDAY TWIN CITIES TAMING THE WILD, WILD WEST: CREATING A PRACTICAL AND CONSUMABLE GOVERNANCE PLAN FOR SHAREPOINT SOLUTIONS April 5, 2014 Sue Hanley www.susanhanley.com ©2014 SUSAN HANLEY LLC Agenda • What do we really mean by governance? • Preparing to develop your governance plan – asking the right questions • Making it real – communicating and monitoring just in time, consumable governance in action 2 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. 3 A winning formula = + + 4 Why do we care? Why do we care? 5 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 7 “It’s always best to start at the beginning.” Glinda “Forget about the beginning, start with the END.” Sue 8 No Sharp Edges Governance in Three Words 9 But, before you start, be sure you can … Commit 10 1. Align with business goals – what are we trying to accomplish? 1. Align with business goals – what are we trying to accomplish? Because that will drive how strict you need to enforce your rules 11 2. 2. Align with existing policies – especially information assurance and Align with existing records management Because you policies – especially information assurance and records management shouldn’t have to invent everything new and you may need to “design it in” 12 3. Understand existing teams and roles – what is already 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 13 4. Engage with HR - early 4. Engage with HR - early Because if job descriptions need to be changed, you’d better have some support 14 Put together the right team – small, inclusive, empowered 15 Have the right conversations 16 The Governance Questions Vision and Overview Enterprise Decisions Compliance Training Access Provisioning Branding and Functionality Information Architecture Content Life-cycle Management Personal Sites “Social” Operational Processes Roles and Responsibilities Site-Specific Decisions (and Roles) http://tiny.cc/SharePointGovQuestions 17 My lessons learned about the “governance conversations” Get the right people in the room Distribute No more the than 2-3 questions hours per in advance conversation Not all in the same week, please 18 Your vision and goals drive your governance plan 19 Policies Compliance-focused Few Enforceable Guidelines Grounded in business value Relevant to each user Sensible 20 Is there a penalty for non-compliance? Is there a penalty for non-compliance? 21 Examples of Social Media Governance Policies http://socialmediagovernance.com/policies.php 22 It takes a village 23 Enterprise Roles SharePoint Executive Sponsor SharePoint IT Owner SharePoint Business Owner SharePoint Infrastructure SharePoint Support Administrator Team Application Development Help Desk Team Steering Coaches Committee/ Governance Board Evangelists Training and Communications Intranet Intranet Steering Business Owner Committee Intranet IT is accountable, Intranet Page The Owner but Ownerwe’re all responsible! Owners Intranet Information Architect Intranet Content Authors Intranet Visitors 24 Site Roles Solution Analyst Site Sponsor/ Business Owner Content Authors Site Visitors Site Manager/ Contact (s) 25 How will you provide guidance and direction? How will you tell the story? 26 Typical Governance Plan 27 Our goal: Consumable … and just in time 28 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 29 Use out-of-the-box CEWPs to surface guidance “in place” Link to governance about documents from doc libs 30 31 Small chunks of consumable content CQWP to easily surface related content 32 Short, consumable guiding principles 33 Role-Based Roadmaps 34 Socialize, Promote, Verify Socialize Find Champions Be responsive to feedback Communicate persistently Trust, but verify 35 … and incorporate into training 36 Training Governance 37 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 38 Your lesson learned Governance = 39 Governance User Adoption Susan Hanley Metrics Information [email protected] Architecture • Knowledge Management www.susanhanley.com • • • • susanhanley susanhanley www.slideshare.net/susanhanley http://www.networkworld.com/ community/sharepoint 40 Thank you #SPSTC sponsors!