Making share point governance work for business, it and users
Download as PPTX, PDF1 like2,002 views
The document discusses the importance of effective governance for SharePoint and Office 365, outlining challenges and misconceptions associated with governance practices. It emphasizes the need for a common framework, operational tools, and clear communication to ensure quality and compliance across business applications and platform services. The SharePoint Governance Framework, introduced in 2007, provides guidelines and policies to align expectations and maintain high standards throughout the platform's lifecycle.
Making share point governance work for business, it and users
- 1. Making Governance work for Business, IT & Users Oslo, 17.10.2015
- 2. sharepointpeople.wordpress.com linkedin.com/in/skjoenaa facebook.com/skjoenaa anders@procurati.com Anders B. SkjønaaManaging Partner Procurati
- 3. Why are we still talking about governance? SharePoint platform complexity Cost Control Information Management requirements Knowledge Management / Business Productivity
- 4. Why SharePoint governance? Compliance Risk CostProductivity We practice governance, to realize and maintain focus on the value proposition of our investment in SharePoint and Office 365 technology
- 5. Top challenges (and misconceptions) 1. «No one size fits all!» 2. We need to write a Governance plan! 3. This is sooooooo boring... 4. 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 SYSTEM OWNERS USERS IT • Relevance to business drivers • Visibility of impacts and value • Clear overview of Business Applications and Platform Services • Quality and consistency in management and control • Operational tools to maintain compliance levels • Visibility of status across own domain • Change Management • 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
- 9. Build Strategy Service Platform Definition Platform Service Catalogue Managed System Catalogue System Ownership Policies / Controls Operational Governance Implementation Process for Governance Practices Preparation Phase Build Phase Operate IT Strategy ITIL Service Delivery From SharePoint Governance Framework 5.2 Master Class Curriculum
- 10. Strategy Implementation Governance • 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. SharePoint Platform (Services) Business Applications CorportateIntranet HRSelfService CollaborationPortal Platform Services Search ManagedMetadata EmployeeProfiles Managed Processes Onboarding Applications Developmentand customization Information Management
- 12. Why? • A framework is an agreement on how to do things • We need a governance practice 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 5.2 • Framework is free to use in any shape or form
- 13. SharePoint Platform SharePoint Platform & infrastructure concept PLATFORM SERVICE PLATFORM SERVICE PLATFORM SERVICE BusinessApplication BusinessApplication BusinessApplication User Access / Security Information and Content Management Change Management Application Onboarding Application Development Branding and Navigation Change Management & Deployment Service Provisioning SERVERS & OS STORAGENETWORKING CAPACITY MANAGEMENT Service Level Agreement Management & Controls GOVERNANCE
- 14. SharePoint Governance Framework™ BUSINESS DRIVER #1 BUSINESS DRIVER #2 BUSINESS DRIVER #3 Managed Process Platform Service Business Application Managed Process Managed Process Platform Service Platform Service Platform Service Platform Service Business Application Business Application Business Application Business Application Business Application Business Application Business Application Control A1 Control A2 Control A3 Control B1 Control B2 Control B3 Control C1 Control C2 Control C3 SHAREPOINT GOVERNANCE POLICY Cost & Business Impact Compliance & Risk Productivity SHAREPOINT GOVERNANCE POLICY SHAREPOINT GOVERNANCE POLICY M A N A G E D S Y S T E M S C A T A L O G U E
- 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 System characteristics • Identified by Governance board • Owner • Mapped to a least one business driver • Service Description • Policy Managed Process (Managed) Business Application (Managed) Platform Service Managed Systems
- 17. WORKING EFFECTIVELY IN PROJECTS SECURITY IN INFORMATION MANAGEMENT COST OPTIMIZATION EMPLOYEE EMPOWERMENT COMPANY X SharePoint Service Service Architecture & Infrastructure Branding & Communications Information Architecture Search Records Management Managed Metadata Business Connectivity Services SkyDrive Pro InfoPath User Profiles Information Management & Security Enterprise Social SharePoint Strategy Development & Deployment Application Onboarding Governance Practice Teamsite Portal MySite Communities Intranet Secure Store Nintex Workflow Mysite Platform SP App Catalogue Nintex Forms BUSINESSAPPLICATIONSMANAGEDPROCESSES PLATFORMSERVICES Mapping Business Drivers and Managed Systems
- 18. Artifact: 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. Artifact: Policy Policies are the rulesets we defined for any given Managed System • A policy can adress ANY given subject relevant to the Managed 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” Managed Systems
- 20. Artifact: 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. NON-TECHNICAL ISSUESTECHNICAL ISSUES Technical / Business LEVEL 1: SharePoint SDM LEVEL 1: SharePoint Platform Service Manager (TSM) LEVEL 2: SharePoint Platform Architect LEVEL 3: SharePoint Service Owner Enterprise Architecture OPTIONAL START ESCALATION Governance Policy Escalation Model (Example) A part of the Managed System Description
- 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
- 24. sharepointpeople.wordpress.com linkedin.com/in/skjoenaa facebook.com/skjoenaa anders@procurati.com Anders B. Skjønaa Managing Partner Procurati Thank you! More information on Governance System for Office 365 & SharePoint www.procurati.com Im all ears…