Explring the Myths, Risks and Realities f SharePint Gvernance AIIM Suthwest Chapter Octber 13, 2010 Renu Isaac 2009 Access Sciences Crpratin All rights reserved. 1
Agenda SharePint Gvernance Why Bther? Dispelling Cmmn Gvernance Myths Case Study - Chevrn USA, Inc. 2010 Access Sciences Crpratin All rights reserved. 2
Why Bther? SharePint n the Rise 53 % f rganizatins, have implemented r are implementing MOSS 2007 as key elements f their verall infrmatin infrastructures (AIIM survey, 2010), an increase f 23% ver 2009 numbers Gartner ECM Magic Quadrant 90 100 % f SharePint users intend t shift t SharePint 2010 % plan t shift t SharePint 2010, befre 2011 end (Metalgix survey, 2010) 2010 Access Sciences Crpratin All rights reserved. 3
Why Bther? Typical Scenaris* 50 % f SharePint implementatins were subject t a frmal business case 22 % f rganizatins with n previus experience with ECM r DM systems prvide any guidance t staff n the use f cntent types and classificatin 36 % f rganizatins surveyed have n wnership at senir executive level f dcument and recrds management 46 12 % recgnize the need fr a frmal plan r strategy fr using SharePint in relatin t ther ECM investments but dn t have ne % dn t even knw where t start *AIIM survey cnducted between May 6 th and June 5 th, 2010 invlving 624 individual members f the AIIM cmmunity 2010 Access Sciences Crpratin All rights reserved. 4
Why Bther? The Nature f SharePint SharePint empwers end users! Pwerful cllabratin tls Custmizable and lcally cnfigurable Scial netwrking tls Web cntent publishing Administrative capabilities and has a plethra f uses! Cllabratin/Team Sites, dcument management, replacing file shares, web cntent, frums, wikis, and blgs 2010 Access Sciences Crpratin All rights reserved. 5
Why Bther? Withut effective gvernance Risks are Realized Pwerful cllabratin tls > replicated file shares, cntent explsin, pr findability Custmizable and lcally cnfigurable > unsupprtable, upgrade issues Scial netwrking tls > inapprpriate use, privacy Web cntent publishing > lack f branding, lss f identity Administrative capabilities > lss f data, imprper security Business Value is Lst 2010 Access Sciences Crpratin All rights reserved. 6
An Incnvenient Truth Effective Gvernance can make the difference between the success and failure f yur SharePint deplyment! Begin with the end in mind! 2010 Access Sciences Crpratin All rights reserved. 7
Explring the Myths Myth #1: Gvernance is just abut site security r audit and cmpliance Truth: Gvernance is the set f plicies, rles, respnsibilities, and prcesses that yu establish in an enterprise t guide, direct, and cntrl hw the rganizatin uses technlgies t accmplish business gals. (Micrsft Definitin) Identify yur business gals Imprved Infrmatin Management? Recrds Management? Cllabratin and Scial Netwrking? Business Prcess Autmatin? Create a cmprehensive gvernance plan that supprts yur business gals 2010 Access Sciences Crpratin All rights reserved. 8
A Gvernance Mdel What t Gvern Audit & Metrics Gvernance Grups Training & Certificatin SharePint Slutin Plicies & Rules Prcess & Prcedures System Design 2010 Access Sciences Crpratin All rights reserved. 9
Explring the Myths Myth #2: Gvernance hampers adptin Truth: Right-sized gvernance enables business slutins It is a balancing act! Autmate prcesses t streamline prvisining, change management Ensure adequate training is mandatry Resurce apprpriately fr supprt staff Cmmunicate clearly rules and guidelines, and wh makes the decisin 2010 Access Sciences Crpratin All rights reserved. 10
Explring the Myths Myth #3: Design it right and we wn t need gvernance Truth: Nt everything can be baked in, and lcked dwn Highly cnfigurable lcally Custmizatin shuld be minimized fr vendr-supprtable deplyments SharePint 2010 features als need gvernance 2010 Access Sciences Crpratin All rights reserved. 11
Explring the Myths Myth #4: Fcus n technlgy and gvernance will fllw Truth: Gvernance is difficult and expensive t retrfit There are challenges t vercme, s start early! Design plicy and prcess, translate t design r cmmunicate via training Catch-up after mismanagement results in lack f trust, custmer dissatisfactin, cleanup, and redesign verheads 2010 Access Sciences Crpratin All rights reserved. 12
Explring the Myths Myth #5: Gvernance f a SharePint envirnment is impssible Truth: Effective gvernance is achievable Dn t enable every aspect f yur service capability, until yur supprt capability is mature Identify high pririty areas and address first Leverage existing gvernance bdies - use a federated mdel Evangelize, use cmmunities f practice 2010 Access Sciences Crpratin All rights reserved. 13