Making Governance work for Business, IT & Users. SharePoint Saturday, Paris 2015

Transcription

1 Making Governance work for Business, IT & Users SharePoint Saturday, Paris 2015

2 Thank you! Anders B. Skjønaa Partner SharePointPeople Aps sharepointpeople.wordpress.com linkedin.com/in/skjoenaa Governance System for Office 365 & SharePoint facebook.com/skjoenaa

3 Why are we still talking about governance? SharePoint platform complexity Cost Control Information Management requirements Knowledge Management / Business Productivity

4 Why SharePoint governance? We practice governance, to realize and maintain focus on the value proposition of our investment in SharePoint technology Compliance Risk Productivity Cost

5 Top challenges (and misconceptions) 1. «No one size fit all!» 2. We need to write a Governance plan! 3. This is sooooooo boring It s all in my head, but I can not write it down 5. I am not confident that I can make these decisions 6. Lack of «decision base» 7. Governance «check-mark attitude» 8. (I bet you can come up with a few more of you own...)

6 What do we need to make governance a success? MANAGEMENT Relevance to business drivers Visibility of impacts and value IT Clear overview of Business Applications and Platform Services Quality and consistency in management and control SYSTEM OWNERS Operational tools to maintain compliance levels Visibility of status across own domain Change Management USERS Policies and tools to be integrated to the way of work Transparency governance practice and own compliance status

7 What do we need to make governance a success? ESTABLISH SHAREPOINT AS AN IMPORTANT BUSINESS PLATFORM (EVERYONE) A COMMON AND STRICT FRAMEWORK TO PRACTICE GOVERNANCE OPERATIONAL TOOLS THAT MAKES GOVERNANCE VISIBLE FOR ALL LEVELS OF USERS Strategy Communication Ownership and Responsibilities Management commitment

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9 DEMO Operationalizing Governance for Office 365 & SharePoint

10 SharePoint Governance Run a governance practice Maintain compliance and manage risk for: Content & Information Technology and infrastructure Work processes Report to organization Update to reflect changes Method rules Governance Strategy What role is SharePoint playing in our company? What are the boundaries to other system platforms? Who has the responsibility to deliver the expected value and results? What are the specific Business Drivers for SharePoint? SharePoint for business Implementation Establishing Roles and Resposibilities Distributed Ownership Align with technical capabilities Design for Governance Common framework to practice and operate Methods and taxonomy Build foundation to grow Maintain line-of-sight to Business Drivers

11 Corportate Intranet HR Self Service Collaboration Portal Search Managed Metadata Employee Profiles Onboarding Applications Development and customization Information Management Business Applications Platform Services Managed Processes SharePoint Platform (Services)

12 Why? A framework is an agreement on how to do things We need a framework to ensure quality and consistency across our SharePoint Service delivery align expectations acrosss business, it and management maintain high standards throughout the lifetime of the platform SharePoint Governance Framework Introduced in 2007 Built on experiences and research done in enterprise projects Current version 4.5 Framework is free to use in any shape or form

13 SharePoint User Access / Security Information and Content Management Change Management Platform & infrastructure concept Business Application Business Application Business Application GOVERNANCE Application Onboarding Application Development Branding and Navigation Change Management & Deployment Service Provisioning PLATFORM SERVICE PLATFORM SERVICE PLATFORM SERVICE SharePoint Platform Service Level Agreement Management & Controls SERVERS & OS NETWORKING CAPACITY MANAGEMENT STORAGE

14 SharePoint Governance Framework BUSINESS DRIVER #1 BUSINESS DRIVER #2 BUSINESS DRIVER #3 M A N A G E D S Y S T E M S C A T A L O G U E Managed Process Platform Service Platform Service Business Application Business Application Business Application Managed Process Platform Service Platform Service Business Application Business Application Business Application Managed Process Platform Service Business Application Business Application SHAREPOINT GOVERNANCE POLICY SHAREPOINT GOVERNANCE POLICY Productivity Cost & Business Impact SHAREPOINT GOVERNANCE POLICY Compliance & Risk Control A1 Control A2 Control A3 Control B1 Control B2 Control B3 Control C1 Control C2 Control C3

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16 The Managed Systems Catalogue One catalogue of EVERYTHING we need to govern! In SharePoint service delivery, there are three types of systems that may require governance: Business Application Platform Services Managed Processes Managed Systems (Managed) Business Application Managed System characteristics Identified by Governance board Owner Mapped to a least one business driver Service Description Policy (Managed) Platform Service Managed Process

17 PLATFORM SERVICES Information Architecture SkyDrive Pro InfoPath User Profiles Business Connectivity Services Managed Metadata Records Management Search Secure Store SP App Catalogue Mysite Platform Nintex Workflow Nintex Forms WORKING EFFECTIVELY IN PROJECTS SECURITY IN INFORMATION MANAGEMENT COMPANY X SharePoint Service COST OPTIMIZATION EMPLOYEE EMPOWERMENT Teamsite Portal Information Management & Security Branding & Communications Service Architecture & Infrastructure Intranet Communities MySite Development & Deployment Application Onboarding Governance Practice SharePoint Strategy Enterprise Social BUSINESS APPLICATIONS MANAGED PROCESSES Mapping Business Drivers and Managed Systems

18 System Description The system description document is explaining to a broad audience, what this systems is doing and why we have it! System description content Managed System introduction Managed Systems Ownership and responsibilities Criticality (Related to business drivers) System policies required Managed Systems

19 Policies Policies are the rulesets we defined for any given Managed System Policies can adress ANY given subject relevant to the Managed Managed Systems system Policies should be (inspired by) S.M.A.R.T. Specific target a specific area for improvement. Measurable quantify or at least suggest an indicator of progress. Assignable specify who will do it. Realistic state what results can realistically be achieved, given available resources. Time-related specify when the result(s) can be achieved. All Policies have a general Risk Impact score! Typical Low, Medium, High

20 Controls Controls are the tasks we need to do regularly to ensure that we are compliant with our policies. Control ID Control for policy # What is the actual control? What is the expected outcome? What is the control frequency? Who is responsible for conducting (and reporting on) the control? Managed Systems

21 Governance Policy Escalation Model (Example) TECHNICAL ISSUES NON-TECHNICAL ISSUES OPTIONAL Enterprise Architecture LEVEL 3: SharePoint Service Owner LEVEL 2: SharePoint Platform Architect LEVEL 1: SharePoint Platform Service Manager (TSM) Technical / Business LEVEL 1: SharePoint SDM START ESCALATION

22 What do we need to make governance a success? ESTABLISH SHAREPOINT AS AN IMPORTANT BUSINESS PLATFORM (EVERYONE) A COMMON AND STRICT FRAMEWORK TO PRACTICE GOVERNANCE OPERATIONAL TOOLS THAT MAKES GOVERNANCE VISIBLE FOR ALL LEVELS OF USERS Strategy Communication Ownership and Responsibilities Management commitment

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24 Thank you! Anders B. Skjønaa Partner SharePointPeople Aps sharepointpeople.wordpress.com linkedin.com/in/skjoenaa Governance System for Office 365 & SharePoint facebook.com/skjoenaa