Transcript Creating a Practical and Consumable SharePoint Governance Plan Sue Hanley [email protected] @susanhanley KM World 2013 November 5, 2013

Creating a Practical and
Consumable SharePoint
Governance Plan
Sue Hanley
[email protected]
@susanhanley
KM World 2013
November 5, 2013
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Agenda
 Introductions
 Exercise: The Governance Journey
 Understanding what we really mean by
governance—and why there are so many
definitions
 Preparing the roadmap – asking the right
questions
 Making it real – communicating and
monitoring
 Live Demo – just in time, consumable
governance in action
 Sharing experiences
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• Independent consultant specializing in
• Governance
• User Adoption
• Metrics
• Information Architecture
• Knowledge Management
• Portals, Intranets, Collaboration Solutions
• Led national Portals, Management Collaboration, and
Content practice for Dell
• Director of Knowledge Management at American
Management Systems
[email protected]
susanhanley
www.susanhanley.com
http://www.networkworld.com/community/sharepoint
3
This is a
faded leaf.
Just what do
we mean when
we talk about
SharePoint
governance?
This is a high
mountain.
This is a
branch.
This is a
snake.
This is a tree.
This is a cave.
4
+
A winning
formula
=
+
5
Why do we
care?
6
It really should
be pretty
simple … and
directly tied to
business goals
Current State
Desired Future State
7
Governance is
the MEANS to
the END
Desired Future State
8
Understand
what your end
state goal
really is!
9
Determine the
path to get
there
10
No Sharp Edges
Governance in
Three Words
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1. Align with
business goals
– what are we
trying to
accomplish?
Because that will drive
how strict you need to
enforce your rules
12
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”
13
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
14
4. Engage with
HR - early
Because if job
descriptions need to be
changed, you’d better
have some support
15
Put together
the right team
– small,
inclusive,
empowered
16
Have the right
conversations
17
Answer the
key questions
 Vision and Overview
 Enterprise Decisions
 Compliance
http://tiny.cc/SharePointGovQuestions
 Training
 Access
 Provisioning
 Branding and Functionality
 Information Architecture
 Content Life-cycle
Management
 Personal Sites/Social Features
 Roles and Responsibilities
 Site Specific Decisions
 Operational Decisions
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Intranet (Home Page)
Intranet (Sub-sites/Secondary pages)
One size does
not fit all
Departmental Portals
Personal Sites –
Social Content
Personal Sites – User Profile
Team Sites
Personal Sites – Personal Content
19
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 Subsites
Departmental
Portals
Team Sites
Personal Sites
– Social
Content
Personal Sites
– User Profile
Personal Sites
– Personal
Content
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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)?
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Key Governance Question
Enterprise
Policy
Questions –
Records
Management
Decision/Answer
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?
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Is there a
penalty for
noncompliance?
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Key Governance Question
Decision/Answer
What processes must be in place to ensure
compliance?
Enterprise
Policy
Questions 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 decommission 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?
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 The User Profile
 Why? Expertise Location
 Should be easy, right?
Second
Exercise:
Let’s Practice
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Three basic
information
pages in the
User Profile
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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)
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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?
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Distribute the questions in
advance
My lessons
learned about
the
“governance
conversations”
No more than 2-3 hours per
conversation
Not all in the same week
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It takes a
village
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Enterprise Roles
SharePoint
Executive
Sponsor
SharePoint
Administrator
SharePoint IT
Owner
Application
Development
Team
SharePoint
Architect
SharePoint
Infrastructure
Support Team
Training and Communications
SharePoint
Steering
Committee
Intranet
Business Owner
Intranet
Steering
Committee
Help Desk
Intranet IT
Owner
Intranet Page
Owners
Intranet
Information
Architect
Intranet Content
Authors
Coaches
Power Users
Intranet Visitors
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Site Roles
Solution
Analyst
The Owner is
Site
Visitors but
accountable,
we’re all
responsible!
Site Sponsor
Business
Owner
Content
Authors
Site Manager/
Contact (s)
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How will you tell the
story?
Making it
consumable
How will you provide
guidance and
direction?
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Typical
Governance
Plan
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Our goal:
Consumable
… and just in
time
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Principles
 Consumable chunks –
no big documents or
long pages
 “Quick Guides”
 Integrate with training
 Interconnected
 JUST IN TIME!
http://tiny.cc/ContentAuthoring
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DEMO
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The ribbon is
great, but you
can also add
CEWPs to
surface “in
place”
Link to governance
about documents
from doc libs
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http://socialmediagovernance.com/policies.php
Examples of
Social Media
Governance
Guidelines
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Socialize,
Promote,
Verify
Socialize
Find Champions
Be responsive to feedback
Communicate
persistently
Trust, but verify
40
… and
incorporate
into training
41
“Governance”
Training
42
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
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Governance =
Your lesson
learned
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Questions?
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