Governance Planning
Verify & Validate SharePoint Oversight Committee June 2014
SHAREPOINT GOVERNANCE ď ˝
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.
Š2014 DAWN QUINN
2
COMMITTEE MISSION
MISSION STATEMENT
The mission of the SharePoint Oversight Committee, hereafter called the “Committee”, is to Verify & Validate SharePoint initiative goals and to ensure they align with the Family Service Association of San Antonio, hereafter called “Family Service”, organizational goals. To verify and validate, the Committee will research, document, compile, organize and publish the SharePoint Governance Plan, to be submitted to Executive Cabinet for approval and wide-spread adoption. Goal alignment refers to cooperation among Family Service stakeholders striving to achieve a common cause, in this scenario, to design and deliver SharePoint governance.
©2014 DAWN QUINN
3
PLAN GOALS
An effective governance plan ensures the SharePoint solution is managed and used in accordance with its designed intent to prevent it from becoming an unmanageable environment. The primary goals of this Governance Plan are to: A. B. C. D.
Create the people infrastructure to govern and support the SharePoint environments; Document a set of core business outcomes as a result of using SharePoint; Document initial governing policies and procedures of the SharePoint environment; and, Communicate the need for Family Service to provide support via people and resources.
©2014 DAWN QUINN
4
Template for Documenting the Verify & Validate – create one row for each relevant area of the solution Solution Area
Vision
Type of Content
Ownership/ Accountability
Frequency/Type of Review
Governance Overview
Intranet Home Page
Targeted information based on users role
News Important Links Personal KPIs * People and Culture (Policies & Procedures)
Organization Communications (Policies & Procedures)
• Ongoing review for news • All documents and pages reviewed at least annually (Policies & Procedures)
• Tightly controlled • Formal content management processes • Content managed by Organization Communications (Policies & procedures)
• • • •
Intranet Subsites Departmental Portals Team Sites Personal Sites – Social Content (Blogs, Wikis) Personal Sites – User Profile Personal Sites – Personal Content
* KPI: Key performance indicator ©2014 DAWN QUINN
5
EXAMPLE OF VERIFY & VALIDATE: SOCIAL MEDIA
Verify & Validate questions:
What are the specific business objectives for the social media features of SharePoint? What are the business-specific “moments of engagement” where social media will drive value? Is there an existing social media policy that applies to SharePoint or can be adapted to cover internal social networking? Who are the key stakeholders for the social media solution?
Who is involved in content creation? Who is involved in content consumption? Who will be impacted?
©2014 DAWN QUINN
6
WHAT TO GOVERN
Verify and validate questions need to be created for each SharePoint feature deployed at Family Service.
Social (blogs, wikis, newsfeeds, Yammer) Document libraries Content management eDiscovery Search Intranet and Internet web sites Roles and permissions (security, compliance, quality assurance) Enterprise training Provisioning
“The key to successful plans for SharePoint governance starts with having the right conversations with the right individuals at the right time. If you start with the right questions, you can build your governance plan from the answers.” ~ Susan Hanley
©2014 DAWN QUINN
7
NEXT STEP
Research, document, compile, and publish verify and validate questions. Sample verify and validate questions:
©2014 DAWN QUINN
8
Verify & Validate Questions (con’t)
©2014 DAWN QUINN
9
Verify & Validate Questions (con’t)
©2014 DAWN QUINN
10
Verify & Validate Questions (con’t)
©2014 DAWN QUINN
11
Verify & Validate Questions (con’t)
©2014 DAWN QUINN
12
SUMMARY
Effective governance planning is critical for the ongoing success of the Family Service SharePoint solution. The SharePoint solution is only as good as the value of its underlying content. A strong governance plan is essential to ensure that the SharePoint solution delivers worthwhile content to its users in an effective way. A governance plan establishes the processes and policies needed to ensure that the solution strategy is aligned with business goals so that it continuously delivers business value.
©2014 DAWN QUINN
13