IT Governance Portals
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The document discusses establishing proper governance for portal management. It outlines setting the stage for portal governance by defining why it is needed, what aspects can be governed, and how to develop a governance framework. The framework establishes roles, responsibilities, and policies around portal management. It also identifies 14 tactical areas that can be governed, such as user roles, content publishing, and search. Governance ensures consistent behaviors across the portal by defining who is responsible for what aspects and the decision-making processes.
IT Governance Portals
- 1. Establish Proper Portal Management Standards with a Winning Governance Strategy Adolf Allesch Cap Gemini Ernst & Young © 2004 Wellesley Information Services. All rights reserved.
- 2. What We’ll Cover … • Setting the stage for portal governance ! The why ! The what ! The how • Developing your portal governance framework: Three key steps • Fourteen tactical governing areas and deployment • Benchmarking your governance model • 7 key points to take home 2
- 3. What We’ll Cover … • Setting the stage for portal governance ! The why ! The what ! The how • Developing your portal governance framework: Three key steps • Fourteen tactical governing areas and deployment • Benchmarking your governance model • 7 key points to take home 3
- 4. Governance: Ensures Certain Behaviors • Governance: ! In its simplest form, is “who” is responsible for “what,” and the definition of the decision- making processes around the “what” 4
- 5. Portal in Particular Needs Governance Components: Search, BI, unifiers, Web servers, iViews, security ls rta Po are ex Audience: Employees, suppliers, customers, retirees, etc. l mp co Process: Portal-enabled reengineering IT a m IT program’s success rate? r og ck pr tra rd co re Business perception of IT investment? Federated portals, multidivisional access ’ rt als or Po ed f ity Intranet, extranet, www.mycompany.com ne iform un Portal pinch points (ability to achieve results) 5
- 6. How Critical Is a Portal Governance Plan? If you cannot govern: Then: • User roles • No application/content • Consistent taxonomy access • Content publishing • Poor search results • User experience • Low readership/knowledge • Community development • Low usage • etc. • Low collaboration 6
- 7. “Scope of Differences” Within Portals Is Great Typical R/3 project environment: Same functionality, different users may use different parts of the system Users Functionality Functionality HW/SW/DB Instance HW/SW/DB Instance 7
- 8. “Scope of Differences” Within Portals Is Great (cont.) Portal project environment: Must manage multiple service and content providers with multiple and potentially duplicating/conflicting requirements Role-based users Content Corp Comm Emp Svces … *Enterprise Portal Services Content Content Value-added Pgm T/E Corp Dash Intranet Commty portal services Mgmt Comm Board Mgt Foundation Search Info Security Collaboration SSO Roles services Model Portal HW SW Dev External infrastructure Infrastructure Licenses Environment Access Portal EPS* 8
- 9. What Can Be Governed? At What Level? Role Based Users Content Value-added Portal Services Browser, Devices Foundation Services Portal Infrastructure Portal Framework ICE Knowledge Management Unification LDAP Retrieval& Content Database Real -time Database Application Mngmt . Unifier Classif . Collaboration Unifier Unifiers WebDAV SOAP Portal Content Catalog JDBC System XML iViews Pages Roles Worksets Layout Landscape Technical Portal Services HTTP/ FTP HTTPS Audit, Log, User Mngmt . Personaliz . Caching Notification Rendering Monitoring Service Service Service Service Service Applications Applications // Repositories Repositories 9
- 10. What We’ll Cover … • Setting the stage for portal governance ! The why ! The what ! The how • Developing your portal governance framework: Three key steps • Fourteen tactical governing areas and deployment • Benchmarking your governance model • 7 key points to take home 10
- 11. A Portal Governance Framework • A set of principles is defined in the context of a company’s business strategies and operating model, and is then translated into specific roles, responsibilities, and reporting relationships Business Portal Governance Framework strategies Portal Portal roles and Policies and governing responsibilities procedures principles Business operating model Portal governing Organizations are The necessary frameworks are derived mapped to roles and rules for the portal to enable pursuit of responsibilities for are defined in business strategies in managing and terms of policies the context of an providing portal and procedures operating model systems and services 11
- 12. A Portal Governance Framework (cont.) …We will govern only common …Only …We are a elements of the community technology portal between stewards leader for divisions can create product innovation indexes Portal Governance Framework Business strategies Portal Portal roles and Policies and governing responsibilities procedures principles Business operating model …We are …Content Management autonomous and Taxonomy will be divisions managed by communities of interest 12
- 13. Portal Governance Organization Hierarchy • Assigned by business leadership • Rotational leadership Enterprise • Allocate resources Steering • Approve common portal elements: • Look-and-feel/information model Committee • Technology architecture • Policies/standards/guidelines • Taxonomy of communities Cross- • Allocate resources Business • Develop/modify: and • Technology architecture • Look-and-feel/information model Functional • Policies/standards/guidelines Councils • Taxonomy of communities Operations • Day-to-day operations of portal • Facilitate use and development Corp Business Function • Identify nonconforming and duplicated content • Deploy portal access • Content management Communities • Ownership, audience, category of data • Approval • Modify taxonomy of communities 13
- 14. Governance Framework – Sample Only govern Cross BU Our policy common Council Portal Governance Framework is…. areas… will…. Portal • Assigned by business leadership Portal roles and Policies and governing responsibilities • Rotational leadership procedures principles • Allocate resources Enterprise • Approve common portal elements: Steering • Look-and-feel/information model Committee • Technology architecture • Policies/standards/guidelines • Taxonomy of communities • Allocate resources Cross - • Develop/modify: Business • Technology architecture • Look-and-feel/information model and • Policies/standards/guidelines Functional Councils • Taxonomy of communities • Day-to-day operations of portal Operations • Facilitate use and development • Identify nonconforming and duplicated - content Corp Business Function • Deploy portal access • Content management • Ownership, audience, category of data Communities • Approval • Modify taxonomy of communities 14
- 15. Establishing Your Governance Framework • Three key qualification areas that will drive your framework ! Support: centralized or decentralized? ! Ownership: insource, outsourcing, co-source? ! Portal type: standalone portals, corporate portals, federated portals? Business 1 Business 1 Business 1 Standalone Portal Corporate Portal Federated Function Portal Business 2 Function Function Business 2 Business 2 15
- 16. Approach to Define Operational Governance Apply it! 3 Business 1 Business 1 Business 1 1 Define it! Stand Alone Corporate Federated Portal Portal Function Function Function Portal Business 2 Business 2 Business 2 AREAS Portal content 2 Map it! Portal roles Workset design Application integration SSO/authentication B Desktop strategy and loadsets Web content management Collaboration tools Oracle Portal SAP Portal A Search and taxonomies Communities Portal layout D Portal infrastructure Portal security External Oracle e-Business suite e- SAP applications Portal training Benefits) Other content & services services, C 16
- 17. Where Can it Be Governed? Infrastructure governance SSO/authentication B Portal layer Oracle Portal SAP Portal A governance D External Oracle e-Business suite e- SAP applications Benefits) Other content & services services, C Full application governance Single application governance 17
- 18. How Will it Be Governed? 2 Map it! SSO/authentication B Oracle Portal SAP Portal A D Current State Future State External Oracle e-Business suite e- SAP applications Benefits) Other content & services services, Portal content D A C Portal roles D A Workset design C A Application integration D A Desktop strategy and loadsets C A Web content managementKM A A 1 Define it! Collaboration tools A A AREAS Search and taxonomies C B Portal content Communities of interest C A Portal roles Portal layout D B Workset design Portal infrastructure B B Application integration Desktop strategy and loadsets Portal security A B Web content management Portal training A B Collaboration tools Search and taxonomies Communities Portal layout Portal infrastructure Portal security Portal training 18
- 19. What We’ll Cover … • Setting the stage for portal governance ! The why ! The what ! The how • Developing your portal governance framework: Three key steps • Fourteen tactical governing areas and deployment • Benchmarking your governance model • 7 key points to take home 19
- 20. Fourteen Key Areas That Require Governance 1. Portal content WORKING EXAMPLE 2. Portal roles 3. Workset design 4. Application integration 5. Desktop strategy and loadsets 6. Web content management 7. Knowledge management 8. Collaboration tools 9. Search and taxonomies 10. Communities 11. Portal layout 12. Portal infrastructure 13. Portal security 14. Portal training 20
- 21. Portal Content – Definition AREAS Portal Content Types O riginal Source Portal content Portal roles Application Transactional Transactional S ystem s&& Internet Internet Internet Workset design Access S ystem s & Content & Legac y D B Legac y D B Integration Services Application integration Desktop strategy and loadsets UEser rise Po rtal E n terp User rise Po rtal n terp Web content management Unstructured Structured Collaboration tools R o le - B ased U n ificatio n Search and taxonomies S o lu tio n s Communities Portal layout Portal infrastructure D ata W arehouse D ata W arehouse & D SS KC ontent & now ledge Business & D SS Portal security Intelligence C ontent & MD ocum ents anagem ent D ocum ents Portal training Extracted & M anipulated Drivers: # of data marts/warehouses # of applications # of reporting tools # of Web sources # of KM tools # of intranet sources # of services 21
- 22. Portal Content – Governance Areas Portal Content Types Integration approach Original Source Transactional Application Systems& Access & Legacy DB Integration DB Internet Internet Internet Content & Services • iViews Content Integration User Portal Enterprise Portal User Enterprise • External services Unstructured Structured Role-Based Role- Unification Solutions • Web services Data Warehouse Data & DSS & Business Knowledge Content & Content & Intelligence Management Documents Documents Extracted & Manipulated • Structure Content Structure • Pages • Worksets Portal Data Model Drivers: # of integration approaches, # structure design 22
- 23. Portal Tactical Governance Planning Template Operational Area: “WHAT” Definition of Tactical Scope Elements: a) b) c) Tactical Element Support Detail: • • • “HOW Suggested Governance Organizational Model: and Governance Model Impact Assessment : HOW MUCH” “WHO” • Policy / Procedural Resource Definition to Operationalize: • Skill sets • Tools Timing to Operationalize: “WHEN” Geographical Impact: “WHERE” 23
- 24. Portal Tactical Governance/Scope Portal data model Operational area: Portal data model Content administration Definition of tactical scope elements: Content distribution a) Which content sources are available? Role management b) For whom are the content sources available? Workset management c) How is access to content organized? By which roles? Worksets? Pages? iViews? d) What is the assignment structure for content? User – Role Assignment, Role – Workset/Pages/ iView development iView Assignment iView management e) Which kind of navigation is used in the portal? Loadset management f) Are entry points defined within the roles? Workset or folder? g) Glossary of terms Web content administration Web content mgmt services Tactical element support detail: Collaboration administration • Search & classification mgt Suggested governance organizational model: Governance model impact assessment : Taxonomy management Taxonomy Mgt • Policy/procedural Community management Resource definition to operationalize: Portal layout Portal Layout • Skill sets Portal infrastructure mgt • Tools Timing to operationalize: Portal security management Geographical impact: Portal training management TEAM/STAFFING: 24
- 25. Example: 1 – Define it, 2 – Map it, 3 – Apply it Portal Content Current State Future State Define it! Portal Content Types Portal Content D A Portal Roles D A Map it! Original Source Transactional Transactional Application Systems& Access & Internet Internet Internet Content & Portal Content Workset Design C DA A Legacy DB Integration Services Application Integration D A Desktop Strategy and Loadsets C A User Portal Enterprise Portal User Enterprise Web Content Management KM A A Unstructured Structured Role-Based Role- Unification Solutions Collaboration Tools A A Search and Taxonomies C B Data Warehouse Communities of Interest C A & DSS Business Knowledge Content & Portal Layout D B 2 Intelligence Management Documents 1 Portal Infrastructure B B Extracted & Manipulated Portal Security A B Portal Training A B D Oracle Portal SAP Portal 1 A SAP applications External Oracle e Business suite - SAP applications Apply it! Apply it! Apply it! Apply it! Benefits) Other content & services services, Business 11 Business 1 Business 1 Business Function Function CPS Function Business Function CPS Business 2 Business Business Interoperability Integration 3 3 3 3 -Business Portal Services -Corporate Portal Services -Corporate Portal Services + -Business Portal Services 25
- 26. Content Distribution and Assignment AREAS Portal content • Which roles get which content? Portal roles Workset design • How will they navigate to the content? Application integration Desktop strategy and loadsets • How is the content presented? Web content management Portal Data Model Collaboration tools Content Search and taxonomies Communities admin Portal layout Roles Portal infrastructure and Portal security Portal training Worksets Folders distribution Portal Content Types Original Source Pages Transactional Application Internet Internet Internet Systems& Systems & Access Content & Legacy DB Legacy DB Integration Services External . User Portal Enterprise Portal User Enterprise iViews Unstructured Structured Role-Based Role- Unification services Solutions Data Warehouse Data & DSS & Business Knowledge Content & Content Intelligence Management Documents Drivers: # roles, # navigation approaches Documents Extracted & Manipulated 26
- 27. Portal Role Management – Governance Areas AREAS • User management Portal content Portal roles ! LDAP Workset design Application integration ! Hierarchy Desktop strategy and loadsets Web content management ! Migration Collaboration tools Search and taxonomies ! Maintenance Communities Portal layout • Role design Portal infrastructure ! Unique content Portal security Portal training Role ! # of roles per user Portal Content Types Original Source ! Composite vs. nested Management Assignments Transactional Application Internet Internet Internet Systems& Systems & Access Legacy DB Legacy DB Integration Content & Services ! . • Role language User Portal Enterprise Portal User Enterprise Unstructured Structured Role-Based Role- Unification Solutions Data Warehouse Data & DSS & ! Default language Business Knowledge Content & Maintenance Content ! Intelligence Management Documents Documents Extracted & Manipulated Drivers: # role sources, # role types, # languages 27
- 28. Workset Design Overview/Definition AREAS • Worksets comprised of task-related items Portal content that can be accessed directly or through Portal roles Workset design Application integration a folder structure Desktop strategy and loadsets Web content management Collaboration tools Search and taxonomies Roles Communities Portal layout Portal infrastructure Worksets Folders Portal security Portal training Pages Workset Management External iViews Services Drivers: # access points needed, # names, # languages 28
- 29. Role > Workset > Services 29
- 30. Content Layout 30
- 31. Application Integration via iViews • iView Types AREAS ! .Net Portal content ! Master iView Portal roles ! Java Workset design Application integration ! Inherited Desktop strategy and loadsets ! Enhanced Web content management ! Unifier iViews Collaboration tools Search and taxonomies ! Eventing iViews iView Development Communities • iView Catcher Portal layout Portal infrastructure • iView Development Portal security ! PDK Portal training ! iView Editor • Development process • iView management ! Import/export ! Personalization iView Management ! Migrations Drivers: # iView types, # development tools 31
- 32. Desktop Strategy and Loadset/Definition AREAS DeployableWorkstationComponents Portal content Functional Applications Portal roles Sof tware Layer Business UnitCUEs Peregrine AssetCenter Access Visio Technical SAP Thick Client FINS Thick Remedy Workset design Distribution Client Client Shortcut Application integration Desktop strategy and loadsets Core Workstation Components Web content management Core Applications Collaboration tools Layer Office SharePoint SAP myExtra! Citrix Visio Remote Search and taxonomies Standard WebClient Portal WebClient Client Standard Access Shortcut Client Communities Utilities Portal layout and Tools Portal infrastructure Layer Norton Tivoli Acrobat Macromedia Macromedia Macromedia TenCORE SmartForce Java2 Java Microsoft MDAC Disk AntiVirus Client Reader Shockwave FlashPlayer Authorware Player Player Platform WebStart JVM Imaging CE Player Player Portal security Portal training Operating System Windows * currentgenerationOS as indicatedby Layer XP* migrationprocess. PhysicalWorkstationComponents Hardw areLayer Laptop Desktop Hardware Hardware Standards Standards Common user environment (CUE) – applets, plug-ins 32
- 33. Desktop Loadset – Governance Areas • Loadset standards ! User-based definition(s) ! Ownership ! Coordination ! Asset inventory coordination/reporting Loadset ! Timing/scheduling Management ! Confirmation of S/W push ! Service level agreements (SLAs) Drivers: # BUs, # user profiles, IT standards 33
- 34. Governing the Enterprise Information World AREA Portal content Portal roles Workset design Application integration Desktop strategy and loadsets Web contentmanagement administration Collaboration tools Search and taxonomies Communities Original Source Portal layout Transactional Transactional iViews Internet Internet Yahoo! Portal infrastructure Portal security Systems & Systems Portal training Legacy DB Legacy DB Unification Platform UserPortal UserPortal Unstructured Structured My Support My Applications Services Rest of the World Role based Solutions My Project(s) My Line Organizations My Location My Info Professions Business Data Warehouse Knowledge Unstructured Unstructured Warehouse & Analytics Analytics Management Documents Documents Extracted & Manipulated External Content 34
- 35. Web Content Management (WCM) and KM • Content Management AREAS ! Authoring Portal content ! Publishing Web Content Portal roles Workset design ! Workflow Management Application integration Desktop strategy and loadsets • Permissions Administration Web content management ! Read, write, delete, full Collaboration tools Search and taxonomies Communities • Repositories Portal layout ! Creation, maintenance, archive Portal infrastructure ! Folders structures, naming Portal security Portal training • Access ! Receivers Web Content ! Providers • Services Management ! Subscribe Services ! Feedback ! Rate ! Vote ! Send to 35
- 36. Web Content Management (WCM) and KM (cont.) • Content Management • Authoring • Publishing Web Content Management Administration • Workflow • Permissions • Read, write, delete, full Form creation Form creation Authoring Authoring Publishing Publishing notification sent User: Author Author Approver Document: Created Final Edit Approved Published Status: In Progress Awaiting Approval Released notification sent Drivers: # forms/style sheets, # approvals 36
- 37. Web Content Management (WCM) and KM (cont.) • Repositories Collection Resource • Creation, maintenance, archive Web Content • Folders structures, naming Management • Access Services Repository Manager • Receivers • Providers • Services Namespace Manager Property Manager Content Manager Lock Manager • Subscribe Versioning Manager Security Manager Delta Manager • Feedback • Rate • Vote • Send to Drivers: # services, repository scope 37
- 38. SAP Collaboration Overview AREAS Portal content Portal roles Chat Workset design Application integration Awareness Collaboration Desktop strategy and loadsets Room Feedback, Web content management Instant Rating Collaboration tools Search and taxonomies Messaging Portal Portal Discussions Communities Application Portal layout Collaboration Services Collaboration Services Sharing Portal infrastructure Portal security Portal training Portal Content Portal Content WebEx Framework Framework Lotus Notes Lotus Sametime* Exchange ..... ..... Real Time Asynchronous 38
- 39. Collaboration/Governance Areas AREAS • Collaboration room(s) Portal content Portal roles ! Creation Workset design Application integration Desktop strategy and loadsets ! Roles Web content management Collaboration Collaboration tools ! Templates Search and taxonomies Administration Communities Portal layout ! Worksets Portal infrastructure Portal security ! iViews Portal training • Third-party tools Drivers:# templates, # of communities 39
- 40. Search – Governance Areas AREAS • Search Portal content ! Header/iView Portal roles ! Repositories Workset design Application integration ! Permissions Search and Desktop strategy and loadsets Web content management ! Search options/terms/index groups Collaboration tools Classification Search and taxonomies ! Browsing taxonomies Communities Management Portal layout ! Results (views) Portal infrastructure Portal security ! Saved searches Portal training ! Assigning classifications Drivers:# repositories, # search services, # classifications 40
- 41. Taxonomies Definition • Taxonomy ! A taxonomy is a custom- defined hierarchy of categories that provides the user with an easy and Concept : Example Based Taxonomy (EBT) intuitive way of navigating to the relevant information News Categories News ! A category in a taxonomy Politics Politics Sports Sports Business Business corresponds to one class; it groups together similar Europe Europe US US Football Football Basketball Basketball SAP SAP IBM IBM Microsoft Microsoft documents Training documents Assigned documents 41
- 42. Taxonomy – Governance Area • Taxonomies ! Index definitions ! Classification rules Taxonomy Management ! Classification workflow ! Metadata Drivers: # indexes, classification scope 42
- 43. Communities of Interest – Definition AREAS Portal content Portal roles Workset design Application integration Desktop strategy and loadsets Web content management Collaboration tools Search and taxonomies Communities Portal layout Portal infrastructure Portal security My Support Services Rest of the My Applications Portal training World My Project(s) My Line Organizations My Location My Info Professions External Content Drivers: functional scope, membership, life cycle, deployments, frequency 43
- 44. Portal Layout – Definition AREAS Portal content Portal roles Workset design Application integration Desktop strategy and loadsets Portal Web content management Environment C Collaboration tools Business 1 Search and taxonomies A Communities Portal layout Portal infrastructure Portal security B CPS D Portal training Functions C Business 2 Drivers: audience, # of federated portals, deployment maturity 44
- 45. Portal Infrastructure – Governance Areas AREAS • Solution architecture Portal content Portal roles ! S/W and H/W definitions Workset design Application integration Desktop strategy and loadsets • Migrations Web content management Collaboration tools ! Patch and upgrade paths Search and taxonomies Communities • Load testing Portal layout Portal Portal infrastructure Portal security • Logical system names Infrastructure Portal training • Technical support Management ! Vendor support (OSS) ! On-site support ! Remote support • Backup/restore 45
- 46. Portal Security – Definition AREAS Portal content • LDAP design Portal roles Workset design ! User maintenance Application integration Desktop strategy and loadsets Web content management • Single or dual mode portals Collaboration tools Search and taxonomies • Organizational context Communities Portal Portal layout ! HR org, contractors, extranet Portal infrastructure Security Portal security Portal training • Security context Management ! Digital certs, PKI, VPN, SSO • Topological context ! Centralized, decentralized ! SLAs • Devices 46
- 47. Portal Training Governance Areas AREAS Portal content • Team training Portal roles ! Technical Workset design Application integration Desktop strategy and loadsets ! Functional Web content management Collaboration tools Search and taxonomies ! Upgrade Portal Communities Portal layout • End user Training Portal infrastructure Portal security ! Internal Management Portal training ! External • Training methods • Training tools • Training support 47
- 48. What We’ll Cover … • Setting the stage for portal governance ! The why ! The what ! The how • Developing your portal governance framework: Three key steps • Fourteen tactical governing areas and deployment • Benchmarking your governance model • 7 key points to take home 48
- 49. What Is the Right Level of Portal Governance? • CobiT is a general framework aimed at IT governance with scales that are easy to apply • The maturity model focuses on the management aspects of an actual process Reference: IT Governance Institute www.ITGovernance.org 49
- 50. How Far Should We Go? The WHAT The HOW The HOW MUCH 50
- 51. 7 Key Points to Take Home • Portal governance is critical for growth/stability/value …discuss with your IT leadership • Your governance framework is Portal Governance Framework driven by the type of support Business Strategies organization, the ownership, and Portal Governing Principles Portal Roles & Policies & Responsibilities Procedures portal type(s) …identify your Business Operating current state framework Model Portal Content Types Original Source Transactional Transactional Application Internet Internet Internet Systems& Systems & Access Content & • There are 3 steps to governance: Legacy DB Legacy DB Integration Services User Portal Enterprise Portal User Enterprise Unstructured Structured Role-Based Role- Unification a) Define it! Solutions Data Warehouse Data & DSS & DSS Business Knowledge Content & Content & Intelligence Management Documents Documents Extracted & Manipulated 51
- 52. 7 Key Points to Take Home (cont.) • Map it! Where you are today or need SSO/authentication to be tomorrow Oracle Portal SAP Portal External Oracle e-Business suite e- SAP applications Benefits) services Other content & services, • 5. Apply it! Try it on your portal or Business 11 Business Business 1 Business 1 CPS intranet project Function Function Business Function CPSBusiness Function Business 2 Business Interoperability Integration -Business Portal Services -Corporate Portal Services -Corporate Portal Services + -Business Portal Services AREAS Portal Content Portal Roles Workset Design • 6. There are 14 tactical elements to Application Integration Desktop Strategy and Loadsets Web Content Management govern in portals, each with key Collaboration Tools Search and Taxonomies Communities drivers; assess your readiness for the Portal Layout Portal Infrastructure Portal Security 14 areas Portal Training • 7. Maturity models exists; gauge your progress with CoBIT 52
- 53. Your Turn! Adolf Allesch VP, SAP NetWeaver Technology SAP Portals Practice Leader Cincinnati, OH Questions? Mobile: 513-295-4362 adolf.allesch@cgey.com 53