The governance gap in SharePoint. Tactical governance and readiness checklist

Transcription

1

2 The governance gap in SharePoint How companies view governance Creating business alignment Tactical governance and readiness checklist

3 Christian Buckley, Director of Product Evangelism at Axceler Microsoft MVP for SharePoint Server Prior to Axceler, worked for Microsoft, part of the Microsoft Managed Services team (now Office365-Dedicated) and worked as a consultant in the areas of software, supply chain, grid technology, and collaboration Co-founded and sold a software company to Rational Software. At E2open, helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), onboarding numerous high-tech manufacturing companies, including Hitachi, Matsushita, Cisco, and Seagate Co-authored Microsoft SharePoint 2010: Creating and Implementing Real-World Projects link (MS Press, March 2012) and 3 books on software configuration management. Blog: buckleyplanet.com cbuck@axceler.com

4 Published 2012 by Microsoft Press Order your copy at Tackle 10 common business problems with proven SharePoint solutions: Set up a help desk solution to track service requests Build a modest project management system Design a scheduling system to manage resources Create a site to support geographically dispersed teams Implement a course registration system Build a learning center with training classes and resources Design a team blog platform to review content Create a process to coordinate RFP responses Set up a FAQ system to help users find answers quickly Implement a cost-effective contact management system

5 Improving Collaboration since 2007 Mission: To enable enterprises to simplify, optimize, and secure their collaborative platforms Delivered award-winning administration and migration software since 1994, for SharePoint since 2007 Over 3,000 global customers in 40+ countries Dramatically improve the management of SharePoint Innovative products that improve security, scalability, reliability, deployability Making IT more effective and efficient and lower the total cost of ownership Focus on solving specific SharePoint problems (Administration & Migration) Coach enterprises on SharePoint best practices Give administrators the most innovative tools available Anticipate customers needs Deliver best of breed offerings Stay in lock step with SharePoint development and market trends

6 Why are we talking about governance? SharePoint out of the box is a powerful platform But many organizations don t think they have the time, money, people to spend on planning The result? o Site sprawl o Unfettered content o Process lawlessness

7 Why are we talking about governance? A new survey has found that almost half of SharePoint users disregard the security within SharePoint. Steps need to be taken that recognize the increasing porosity of the perimeter and allow the workforce to harness the power SharePoint offers without compromising security. Jan/Feb 2012, IDM.net.au

8 Why are we talking about governance? A 2012 CIO survey by Gartner shows an increasing push in collaboration, analytics, and cloud computing. They predict that by 2016, 20% of CIOs in regulated industries will lose their jobs for failing to implement the discipline of information governance successfully.

9

10 From Creating Passionate Users, Kathy Sierra

11 The Business Matters SharePoint Doesn t Matter

12 Business Need GOVERNANCE Governance is the set of policies, roles, responsibilities, and processes that guide, direct, and control how an organization's business divisions and IT teams cooperate to achieve business goals. Service

13 Survey We looked at four areas: o Governance perceptions within the organization (what they think it means, where respondents believe their organizations are today) o Governance roles (defining differences in roles and accountability) o Governance planning (implied healthy practices, whether organizations are thinking about the right things and within the right scope) o Governance readiness (questions to help determine ability to implement best practices)

14

15

16

17

18

19

20

21

22 Defining Terms Your Process Nightmare Governance definitions vary, so it is important to figure out what it means within your company, and proactively manage it

23 Governance is about taking action to help your organization organize, optimize, and manage your systems and resources.

24 What does governance look like in SharePoint?

25 Draft Outline of presentation Overview / introduction How to Successfully Move to 2010 Before / Now clean up your 2007 environment Challenges with SharePoint Administration How Axceler ControlPoint can help During right tools to reduce risks, errors and ensure successful move Challenges with SharePoint Migration / Upgrades How Davinci Migrator for SharePoint can help After ongoing management and administration Customer success stories About Axceler

26

27

28 Business Need GOVERNANCE Service

29 Getting Some Perspective Before you can talk about governance, either strategically or tactically, you need shared understanding of two things: o The business value to be delivered o The scope of what is to be built (preferably before you start)

30 The Keys to Successful Governance

31 Structure/Architecture Web App Site Collection Site Site Site Sub-si Sub-si Sub-si Farm Site Collection Site Web App Site Collection Site Site Sub-si

32 Policies, Process, and Standards

33 Ownership and Accountability

34 Measurement and Reporting

35 Automation

36 Practical Governance

37 Practical Governance Permissions Content and Storage Usage and Activity Restructuring

38 Are you effectively managing your SharePoint Permissions? Perform regular security checks across your farm, down to the document level Proactively review, delete, and reassign user permissions as needed Clean up users who are no longer in Active Directory but are in SharePoint Review SharePoint groups Have a process to backup and restore permissions Document site permissions (roles) so that its easier to duplicate for new employees Monitor SharePoint CALs

39 Any changes required to your Content & Storage? Monitor and track the growth of sites for better planning, especially with migrations Analyze web part usage to determine which sites are using which web parts Understand and manage SharePoint features Ensure consistent branding and behavior: site themes, quotas, regional settings

40 Do you know your Usage and Activity trends? Analyze activity down to the site, page, document level Identify who is accessing which documents, including details on that activity (i.e. checking in a document, editing a document, or just viewing a document s properties) Isolate sites that are no longer needed and delete them Compare activity from the past to help anticipate the future Find sites with the most or least activity

41 Do you need to reorganize your farm? Proactively manage architecture of your site collections, sites, lists, libraries, folders and items within your farm or across farms Have a plan for moving content and structure from test environment to production environment Understand impacts due to architectural changes or business changes

42 Best Practices from Survey Respondents Your priority is to get an information architecture and taxonomy linked to business process management. Ensure governance is prioritized from the outset. Organizations will have to increase their investment in related tools and technologies, both the facilitate the development and refinement of policy, and to distill policies into executable rules that tools can apply to information. Make sure that any innovations are championed and advertised to that others can see what can be achieved and they can relate back to their own challenges. Think about the basic services being provided and how staff can be more productive rather than introduce the bells and whistles.

43 Readiness o How important is governance in your organization/company today? o Do you have a SharePoint governance plan in place today? o If yes, who are the stakeholders included in your governance body? (end users, IT managers, administrators, etc) o Do you have specific information management policies in place? o Do you maintain Service Level Agreements with your end users? o Do you have an operational change management model in place to review and prioritize feature requests and customizations? o Do you regularly run audits on usage, security, content, or permissions?

44

45

46 SharePoint Governance Maturity Benchmark (Whitepaper) My European SharePoint Conference Community Governance Rules! series (on-demand webinars) Microsoft Governance Guides webinar article webinar article webinar article webinar article webinar article governance best practices and

47 @buckleyplanet presentations blog book governance4hybrid Order your copy at