SharePoint 2010 Pragmatic implementation and use at a corporate level Carol Van der Donck

Agenda What is SP2010 Some facts SharePoint Governance Conclusion

Agenda What is SP2010 Some facts SharePoint Governance Conclusion

SharePoint 2010 Overview SharePoint Server 2010 Ribbon UI SharePoint Workspace SharePoint Mobile Office Client Office Web App Integration Standards Support Tagging, Tag Cloud, Ratings Social Bookmarking Blogs and Wikis My Sites Activity Feeds Profiles and Expertise Org Browser Enterprise Content Types Metadata and Navigation Document Sets Multi-stage Disposition Audio and Video Content Types Remote Blob Storage List Enhancements Social Relevance Phonetic Search Navigation FAST Integration Enhanced Pipeline PerformancePoint Services Excel Services Chart Web Part Visio Services Web Analytics SQL Server Integration PowerPivot Business Connectivity Services InfoPath Form Services External Lists Workflow SharePoint Designer Visual Studio API Enhancements REST/ATOM/RSS

Agenda What is SP2010 Some facts SharePoint Governance Conclusion

SharePoint adoption ©AIIM

How it is used ©AIIM

Organizational challenges ©AIIM

Agenda What is SP2010 Some facts SharePoint Governance Conclusion

SharePoint 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.

Governance stakeholders – Information architects or taxonomists – Compliance officers – Influential information workers – IT technical specialists – Development leaders – Trainers – IT managers – Business division leaders – Financial stakeholders – Executive stakeholders Form and use a governance group to create and maintain the policies and include the following roles:

SharePoint governance

Scope of sites

IT governance Quotas Site lifecycle management and Self-service site provisioning Asset classification Data protection (backup and recovery) Branding and navigation Security, infrastructure and software updates …

Multiple services Basic servicePremium service DescriptionA server farm that hosts s of site collections. Short-lived sites with small team sites A server farm hosting a highly critical site or highly customised site ExampleCollaboration site to plan an eventEnterprise intranet with back- end system integrations CustomisationsOnly user interfaceExtensive, tested and reviewed before deployment. Sandboxed. CostMinimalHigh Self service provisioningYesNo Backup frequencyTwice weeklyDaily Backups maintained for14d60d Problem resolution2d3h

Information management governance Wikis and blogs Anonymous comments Anonymous access External data Terms What to govern? Pages Lists Documents Records Rich media

Information management governance Workflows Approval Content types Information management policies Managed metadata Content Organizer Blocked file types …

Customisation governance Lifecycle management Separation of environments Testing Source code control and version tracking Branding Consistent branding with a corporate style Store approved master pages in site galleries Define which parts of the template can be changed by site owners Allow room for sub-branding of individual team or project brands.

Customisation governance Features Specific policies regarding each type of customization (code-based/ no-code) Sandboxed solutions Processes for analyzing customizations Process for piloting and testing customizations Guidelines for packaging and deploying customizations Guidelines for updating customizations Approved tools for development Who is responsible for ongoing code support Service level descriptions

Agenda What is SP2010 Some facts SharePoint Governance Conclusion

Outcome I General guidelines – Objective – Vision Statement – Roles and responsibilities – Principles Content Management – Posting content to exisiting pages/sites – Posting content to the Home Page – Posting content to personal pages – Social tags and ratings – Records retention – Auditing and review

Outcome II Design policies and standards – Creating new subsites – Page layout and organisation – Content types and metadata – Security – Branding Customisation policies and standards – Browser based updates – Updates based on SharePoint Designer – Sandboxed solutions – Centrally deployed / 3rd party solutions

Lessons learned ©AIIM Set up a proper IM vision for the enterprise before starting the real implementation Don't customize if there's a way to avoid it Get a consultant and implement policies. SP can become a black hole unless managed carefully SP is rather easy to roll out and is attractive to end-users, so the risk is that everybody becomes an administrator and that governance is neglected Define your problems so you know what you're solving for. Just changing to SP is not going to help unless you understand the business issues you're solving for Sort out governance. Sort out training. Sort out an IA. Sort out a basic taxonomy Focus on business requirements - don't let IT drive the implementation People achieve business objectives, not software

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