SharePoint Governance - No one should carry the burden alone
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Building a SharePoint Governance is often complicated and complex. In this presentation I showed that it can and should be made out to be simple. With contextual Wiki pages instead of heavy PDFs it can provide a helpful SharePoint Governance to your users. In fact, the key word to take away is "Guideline" and not policing SharePoint. Helping people use the platform correctly with Governance.
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SharePoint Governance - No one should carry the burden alone
- 1. Governance No one should carry this burden alone
- 2. @bniaulin share-gate.com/blog by Benjamin Niaulin, a SharePoint GEEK
- 3. YAY… MORE GOVERNANCE TALK (shout out to my dog)
- 5. 30% of those that took an AIIM.org survey claim « big issues » with governance and security http://redmondmag.com/articles/2014/09/01/sharepoint-governance.aspx
- 6. Estimates suggest that an organization of 3,000 employees will spend more than $4 million in SharePoint-related costs over a three-year period http://redmondmag.com/articles/2014/09/01/sharepoint-governance.aspx
- 7. GOVERNANCE IS A JOURNEY, IT DOESN’T END
- 8. AND YOU OFTEN THINK ABOUT IT WHEN IT’S TOO LATE AND CHAOS REIGNS
- 9. I saw an Intranet built under the Central Administration
- 10. ! Central Administration http://sharepoint:59999 ! ! Intranet ! HR ! SALES ! SITE ! SITE http://sharepoint:59999/ sites/intranet http://sharepoint:59999/ sites/hr http://sharepoint:59999/ sites/sales
- 11. A new SharePoint farm installation per department/team
- 12. 200 Libraries Going through to update a column with a new choice
- 13. Taking File Shares, dumping them into SharePoint and continue to use Folders to organize content
- 14. INSTALLED AS STANDALONE WITH SQL EXPRESS AND 4GB LIMIT
- 15. -Sean Wallbridge « Google the words ‘View All Site Content’ see what happens »
- 16. …
- 17. There is still hope
- 18. JUST BE PREPARED TO GO ALL THE WAY THROUGH WITH IT
- 19. BEFORE your SharePoint project starts
- 20. Do you have a REASON to be using SharePoint? or do you want to use it because you have free licenses?
- 21. « Tell me what SharePoint can do, and I'll tell you what I want. »
- 23. Instead of thinking features, think of what the business needs are
- 24. KNOW WHERE YOU’RE GOING? Don’t put SharePoint in just for a specific project without a vision. Remember, it’s a platform.
- 25. DON’T UNDERESTIMATE SHAREPOINT « We’ll just put it temporarily for us in IT and start it properly later on » does not work
- 26. KNOW why you want it and what you want to do with it
- 27. The SharePoint Governance Plan is a guidebook outlining the administration, maintenance, and support of X Corporation’s SharePoint environments. It identifies lines of ownership for both business and technical teams, defining who is responsible for what areas of the system. Furthermore it establishes rules for appropriate usage of the SharePoint environments. Governance From Microsoft’s sample governance plan
- 28. ASSEMBLE AN EPIC TEAM FOR THE GOVERNANCE COMMITTEE BRING THE RIGHT PEOPLE TOGETHER
- 30. Roles Responsibilites Name(s) Governance Committee Assign SharePoint roles and responsibilities in the organization Evaluate objectives Define rules and processes Produce report for Management Committee Server Farm Administrator Administration of Servers: - SharePoint - SQL Maintenance on software Hardware Operations Administration Central Administration Content Database Service Application Web Application Site Collection Backup and Restore Copy Monitoring Operating System Site Owner Create and manage: Sub sites List and libraries Security
- 32. For each solution area, who is accountable to ensure that policies are followed?
- 33. How will accountability be evaluated? How often? By whom?
- 34. How will the Governance Plan be communicated to users?
- 35. What are the expectations around user training (who takes which training)? For example, are new Site Owners expected to take any type of training before they get their “super powers”?
- 36. What is the provisioning process to get a new site collection? Does it vary by type of site requested?
- 37. Will all users have OneDrive for Business?
- 39. SO HOW WILL YOU GUIDE YOUR USERS TO USE SHAREPOINT
- 40. NO ONE will read it if it’s too BIG
- 41. TRY OTHER WAYS OF SHARING THE GUIDELINES. PERHAPS A WIKI SITE?
- 42. AND EASILY INCORPORATE IN YOUR TRAINING IN-CLASS | SELF-SERVICE VIDEOS | DOCUMENTATION | PROVIDE TRAINING KIT FOR NEW SITE OWNERS
- 43. image by Susan Hanley Link to governance about documents from doc libs
- 44. Just in time training and governance – the Site Pages wiki library image by Susan Hanley
- 45. Small chunks of consumable content image by Susan Hanley http://tiny.cc/ ContentAuthoring
- 46. Training Governance image by Susan Hanley
- 47. YOU’LL NEED A LOGICAL ARCHITECTURE TO KNOW WHAT GOES WHERE?
- 48. TOOLS THAT HAVE HELPED ME BUILD THESE XMind Mind Manager Visio Book by Ruven Gotz – “Practical SharePoint 2010 Information Architecture” Balsamiq Excel Word
- 50. HOW WILL THEY REQUEST SITES?
- 53. ! Name Email Phone Department Manager Site Name Desired Date Desired Administrator While other questions may help you better understand the actual requirements: What will the site be used for? Collaboration Project Community Publications How long will you need it for? What type of documents will you be working on? Have you done the provided SharePoint Training? SOME QUESTIONS MAY BE AS SIMPLE AS:
- 54. WHICH SITE TEMPLATES WILL YOU PROVIDE? WHAT POLICIES ARE ASSIGNED TO THEM? EX: CONTROLLED VS UNCONTROLLED
- 56. FOLLOW UP WITH AN EASY TO UNDERSTAND SUPPORT MODEL
- 57. AND NEVER UNDERESTIMATE THE POWER OF A SITE AGREEMENT
- 59. IT IS ALL SIMPLY THE ANSWERS TO THOSE « RIGHT » QUESTIONS ASKED BY THE TEAM AND SET BY THE COMMITTEE
- 60. A SET OF RULES AND GUIDELINES EASILY CONSUMED BY THOSE WHO NEED IT
- 61. a simple, governance plan
- 62. woah…I know SharePoint Governance
- 63. LEARNED EVERYTHING FROM SUSAN HANLEY and still learning… http://www.susanhanley.com/presentations.htm Images, Questions and lots of useful information mentioned in this presentation come from her amazing work