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Microsoft Office SharePoint Server 2007 Governance: From Chaos to Success in Ten Steps Joel Oleson – SharePoint Technical Evangelist www.sharepointjoel.com.

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Presentation on theme: "Microsoft Office SharePoint Server 2007 Governance: From Chaos to Success in Ten Steps Joel Oleson – SharePoint Technical Evangelist www.sharepointjoel.com."— Presentation transcript:

1 Microsoft Office SharePoint Server 2007 Governance: From Chaos to Success in Ten Steps Joel Oleson – SharePoint Technical Evangelist www.sharepointjoel.com www.sharepointjoel.com www.twitter.com/joeloleson

2 2 7+ Year SharePoint Veteran 5 Years in MS IT 2 Years in Product Team SharePoint Consultant and Trainer 5 yrs TechEd US & Europe Globe Trotter Ate crickets last week Who is SharePoint Joel?

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4 1) Confront Reality 2) Create a Governance Plan 3) Get an Exec Sponsor 4) Create the Dream Team 5) Build Services not Stuff 6) Define Clear Policies and Standards 7) Invest in Scalable Information Architecture 8) Dont forget Change Management 9) Adoption is What Counts 10) Keep it Simple Stupid. 10 Steps To Ensure Success

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7 IT Control User Empowerment

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10 Through 2010, less than 35% of sites turning on Windows SharePoint Services will put effective governance techniques in place. Gartner

11 Governance uses people, process, technology, and policies to define a service, resolve ambiguity, and mitigate conflict within an organization SharePoint Governance 11 Source: The Burton Group

12 12 SharePoint Governance Plan People Roles and responsibilities Process How to accomplish common tasks such as creating a new site or requesting new business requirements Technology Leveraging features and tools to enforce policies through technology Policy Collection of principles - What site owners, designers, developers should/shouldnt do

13 13 Clear Vision, Mission and Goals TCO Optimize Remove legacy Drive Efficiency Standards and Consistency Brand Reduce redundant technology Provide best practices Provide Service and Solution Empower Business Empower Teams Empower End Users

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15 15 Exec Sponsor with $$$$$$ Get me SharePoint or Youre FIRED!

16 16 Data Governance Roles And Responsibilities September 2007 Data Governance: What Works And What Doesnt

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18 18 SharePoint is Plastic. What is your Creation?

19 19 Cleverworkarounds.com

20 20 Two Types of Service Models CommodityHostingApplicationHosting Out of the box (Standard) Custom (Dedicated)

21 21 Containment Hierarchy Items Files, calendar items, contacts, customers, images, custom Lists Doc Lib, Pages, Events, Discussions, Surveys, etc… * Sites Wikis, Blogs, Team, Doc, Meeting Workspaces * Site Collections Internet, Intranet Portal, Wikis, Blogs, Team, Doc, Meeting Databases Content, Config, SSP, Search * Web Applications Central Admin, SSP Admin, Content Servers Web Front End, APP, SQL * Farm Internet, Extranet, Intranet

22 22 Joel's Cheat Sheet for Hosting Site Collection Support 100s-100K+ sites Ideal for Blogs & Collaborative environments Sites Information and aggregation portals such as Intranets Internet sites with page libraries Web App Ideal for point solutions, departments, and groups of site collections Namespace and relationship autonomy Dedicated Farm(s) Ideal for applications built on SharePoint Great for staged deployments i.e. authoring to production

23 Commodity Hosting Examples Meetings and Workspaces /workspaces 500MB Self Service 6 months confirm then archive Excluded from search Mysites /mysites 100MB Self Service 1 year if not used No confidential IP User Quotas Team & Group /teams 5GB-15GB Help Desk provisioned Listed in Site directory Archived on Demand Adhoc Structured Short term Long term Collaboration ServiceCollaboration ServiceOffering

24 24 SharePoint Shared Services Platform Well Managed, High Availability, DR SharePoint Shared Services Platform Well Managed, High Availability, DR Team Sites My Sites Corporate Portal App 1 App 2

25 25 SharePoint Governance Model Division Portals Groups & Teams Projects & Workspaces My Sites Central Portal Portal/Web Collaboration

26 26 SharePoint Governance Model Permanent Central Portal Enterprise Search Enterprise Browse Division Portals Groups & Teams Projects & Workspaces My Sites Corporate Business Taxonomy With Divisional Stakeholders Per User Ad Hoc Self Service w/ Life Cycle Management Permanent Division Portals Business Process Division News, Scorecards Group Reporting Semi Structured Group, Team, Project Sites and Workspaces Blogs, bios, Social Central Portal

27 27 Multi Deployment/Global Model Regional Portal Team Workspaces My Sites Regional Portal Team Workspaces My Sites Central Portal Team Workspaces My Sites Incremental Indexing over the WAN (Federated Search)

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30 30 SharePoint Operational Roles Infrastructure Support SharePoint Administrator Content Administrator SharePoint Developer(s) Business Intelligence Business Forms Search Content Management Collaboration Portal Platform Services

31 31 SharePoint Deployments are you ready? Forming Who is at the table? Get use to the platform OOB, what does it do, how does it work.. Vision, Mission, Project Plans, etc... Storming Work it out... OLAs, SLAs and various kinks watch your requirements for follies take on challenges your deployment and team. Norming Be Proactive... As people get use to the processes, procedures, and agreements now is the time to shine be *proactive* and ensure monitoring and effective reporting. Performing Were doing it! Now that teams and your deployment is reaching its potential now you are ready to take on big challenges. Adapted from Tuckman and Jensen 1977

32 32 Joels Deployment Model Newbie WSS, Collab, Blogs, Wikis, Doc Mgmt Tween Portal, Search, My sites, Profiles WCM in place with approval Teen Excel Services, KPIs Custom Web Parts Third Party Business Solutions Variations Rockstar Multi Stage Custom Development Custom Solutions BDC, Integration Business Applications Are you trying to be a Rockstar with the experience of a newbie?

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35 Standardization Flexibility

36 36 Defining Policies Do I charge back for site hosting? What quota should I allow? Should I allow SharePoint Designer? What should I do with online web parts? Dev & Third party solutions? Solution Deployments!!! (.wsp) Adhoc Structured Self Service Smaller Quota Quicker Expiration OOB IT Provisioned Larger Quota Permanent Supported Dev env. $$$ Charge Back

37 37 Policies Support Services IT Hosted Services Site Collection Hosting Low cost to Free (low barrier) Self Service (w/ meta data capture or workflow) Fixed Quotas SharePoint Designer (optional) Out of box templates + Application Templates Web App Hosting $ Charge Back Multi Tenant Web App/App Pool No GAC access Custom Site Templates Limited LOB Integration Premium App Hosting $$$ Charge back Dedicated Virtual or Physical Separation Custom LOB Integration Business Focused Dev Dev/Test environments

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41 41 Another SharePoint Site Site Collection Another Site Collection Root Site How about another one? Root Site Child Site Descendent Site Child Site Site Collection Root Site Child Site Descendent Site Another SharePoint Site Site Collection Another Site Collection Root Site How about another one? Root Site Child Site Descendent Site Child Site Site Collection Root Site Child Site Descendent Site Arlington

42 42 Another SharePoint Site Site Collection Another Site Collection Root Site How about another one? Root Site Child Site Descendent Site Child Site Site Collection Root Site Child Site Descendent Site Baltimore

43 43 Portal Information Arch example Build initial site architecture and delegate Home Payroll Support T & E R & D Training Executive Sales Finance Production IT Customer Support Customer Support BOD Site Contributors = Board of Directors Site Designers = SharePoint Designers Site Managers = SharePoint Administrators Site Contributors = Board of Directors Site Designers = SharePoint Designers Site Managers = SharePoint Administrators Site Visitors = Everyone Site Contributors = Everyone Site Designers = SharePoint Designers Site Managers = SharePoint Administrators Site Visitors = Everyone Site Contributors = Everyone Site Designers = SharePoint Designers Site Managers = SharePoint Administrators Site Visitors = Production Team Site Contributors = Research and Development Team Site Designers = SharePoint Designers Site Managers = SharePoint Administrators Site Visitors = Production Team Site Contributors = Research and Development Team Site Designers = SharePoint Designers Site Managers = SharePoint Administrators Site Visitors = Registered Customers Site Contributors = Customer Support Team Site Designers = SharePoint Designers Site Managers = SharePoint Administrators Site Visitors = Registered Customers Site Contributors = Customer Support Team Site Designers = SharePoint Designers Site Managers = SharePoint Administrators Source: The Burton Group

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46 46 Process Models for Dev Life Cycle Code Introduction Coexistence Dev UAT Authoring POC Validate Test Users Workflows BPM Prod Release Management Configuration Management Operations Monitoring, Security & Patch Management Communications & Service Management Code Propagation Testing & Deployment

47 Microsoft Operations Framework 4.0 http://go.microsoft.com/fwlink/?LinkId=116390

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52 K.I.S.S.

53 Do you really need that list def, site def, or wiz bang widget? Dont start with BDC and Excel Services requirements if youre trying to deploy a simple portal or search solution… Start with Search, its an easy win. Watch for Scope Creep it is very easy in SharePoint. Keep It Simple Stupid.

54 Cutting corners – My Devs are My Admins The SharePoint project is no longer SharePoint (its so custom) Production is test and dev, and where I introduce my service packs SharePoint is a simple install... (cmon its a Microsoft app... No one will even notice it.) Lets just get it out there, then well figure out this governance and operations stuff... Key takeaways today...

55 55 Resources and Plugs Joels Blog – http://www.sharepointjoel.comhttp://www.sharepointjoel.com Nintex Reporting – http://www.nintex.com/reporting/http://www.nintex.com/reporting/ SharePoint Governance Resources http://technet.microsoft.com/en- nz/office/sharepointserver/default(en-us).aspx CodePlex Governance Tools http://www.codeplex.com/governance Join a SharePoint User Group

56 SharePoint Deployment Essentials & Governance Checklist

57 57 G-day Mates! Enjoy the Party...

58 Questions?

59 Related Content SharePoint Global Deployment – OFC 373 – Joel Oleson and Ben Curry

60 © 2008 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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