SharePoint Operational Governance

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About the Speaker

Dan Lewis Senior Consultant, Microsoft Corporation U.S. Enterprise ServicesConsulting for IT Operations
MCITP, MCTS, MCAD, MOF

Email: dan.lewis@microsoft.com Blog: www.sharepointcomic.com Twitter: @sharepointcomic

Poll
Does your organization have a governance plan in place for Microsoft SharePoint ? a. We have one and adhere to the plan. b. We have one but do not follow it. c. We are in the process of creating a plan. d. We do not have a governance plan.

SharePoint and Governance Background

Microsoft SharePoint Server 2010

Logging service SharePoint search FAST Microsoft Office Web Apps Microsoft Excel calculation Microsoft Visio Microsoft Access Sandboxed User profile

Managed metadata
Web analytics Business connection

Microsoft InfoPath forms

Conversion Microsoft PerformancePoint Workflow capabilities

SharePoint IT Service
Business goals Services offered Users Service level agreements (SLAs) Architecture Team Management

Once your IT service is defined, the governance plan will assist you in managing the IT service

Why Do We Need Governance?

Governance is the set of policies, roles, responsibilities, and processes that guides, directs, and controls how an organization's business divisions and IT teams cooperate to achieve business goals Avoid a SharePlosion

Where Do We Start?
Create a SharePoint governance committee of different stakeholders: Compliance officers IT managers SharePoint administrators Development lead Business leaders Executive stakeholders Work through the different components of a SharePoint governance plan

Components of a SharePoint Governance Plan

Vision statement Roles and responsibilities Guiding principles Governance policies and standards: Information governance Customization Security Operations Custom

Vision Statement

Vision Statement
Describes what you want to achieve with your SharePoint environment Answers what value is being delivered Serves as guidance when you define the governance policies Does this decision align with our vision statement?

Revisit the vision statement often during the development of a governance plan to remain on track
Example: Establish a collaborative culture that encourages knowledge sharing through standards-based capabilities across all departments and divisions of Company XYZ.

Roles and Responsibilities

SharePoint Role . . . or Roles?

Roles and Responsibilities

Describe how a role or group is responsible for ensuring the SharePoint IT service is successful Identify who are the decision makers Can be at the business level, farm level, or site level

An individual is typically in more than one role in smaller environments

Typical Roles and Teams

Teams: SharePoint development team SharePoint administration team Windows administration team Microsoft SQL Server administration team Roles: Executive sponsor Business owner SharePoint farm administrator SharePoint site administrator SharePoint user

Poll
How many members are in your organizations SharePoint administration team? a. 1 b. 2 to 5 c. 6 to 10 d. 10 or more

Guiding Principles

Guiding Principles
Support the vision statement Default preference for making decisions Support the organizations standards and best practices Can fall into different categories: Content, security, operational, design

Examples: Classified information will not be stored in Contosos SharePoint environment Only out-of-the-box functionality will be used Approved master-page layouts will be used throughout the Contoso intranet

Governance Policies

Governance Policies and Standards

Policies are the definition of rules to be followed when using SharePoint Standards are the description of a standardized best practice method of something specific in SharePoint Policies and standards cover the following areas: Information Development Deployment Security Operations Support Customizations

Information Policies
Quota templates Site structure Self-service provisioning Permissions management Site templates Workflows Sandboxing Records management Metadata services Publishing

Information Policies Across Sites

Different types of sites frequently require different governance policies Published sites typically have greater governance over information than team sites, collaboration sites, and My Site websites Each type of site should have a specific governance plan

Development and Deployment Policies

Development: Development environment
Including tools that can be utilized

Design principles Lifecycle Branding Sandbox solutions Deployment: Methods Packaging Updating Support

Development Life Cycle

Use separate environments Test, test, test Track changes

Security Policies
System administration Farm administration Permissions Environment access Service account passwords SharePoint Designer Web application

Operations Policies
Farm administration SharePoint audits Site collection Server updates SharePoint updates Database maintenance Log files Backup and recovery Monitoring

Service Level Map

Service Map Example

What Does a Service Map Tell Us?

It tells about the: Hardware streams that make up a service Application streams that make up a service Types of settings that are needed for the service to function Supporting services that are needed to ensure that the service stays available Customers of the service Owners of the critical pieces within the service chain

The Benefits of a Service Map

A service map allows the organization to: Perform a business impact analysis Build SLAs, operational level agreements (OLAs), and underpinning contract service requirements (UCs) Speak in business terms Have accurate availability planning Determine dependencies for service continuity planning Complete release planning efficiently Conduct problem management effectively

Questions and Answers

Submit text questions by using the Ask button Dont forget to fill out the survey For upcoming and previously live webcasts, visit www.microsoft.com/webcast Got webcast content ideas? Contact us at http://go.microsoft.com/fwlink/?LinkId=41781

Additional Information

Key Governance Resources

TechNet: SharePoint Governance Resource Center http://technet.microsoft.com/enus/sharepoint/ff800826.aspx Governance model for SharePoint Server 2010 (diagram) http://www.microsoft.com/downloads/details.aspx?FamilyI D=33a8c9e0-57c2-4ae5-99e3-8826ab9dd701 Governance planning (white paper) http://technet.microsoft.com/en-us/library/ff848257.aspx Governance implementation (white paper) http://technet.microsoft.com/en-us/library/ff969355.aspx SharePoint Server 2010 operations framework and checklists (white paper) http://technet.microsoft.com/en-us/library/gg277248.aspx

Speaker Contact Information

Dan Lewis Senior Consultant, Microsoft Corporation US Enterprise ServicesConsulting for IT Operations
MCITP, MCTS, MCAD, MOF

Email: dan.lewis@microsoft.com Blog: www.sharepointcomic.com Twitter: @sharepointcomic

 2011 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

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