Three B’s of SharePoint

Overall in SharePoint the three B’s are important concepts to know in regard to the framework options of SharePoint:

Business Connectivity Services (BCS) – Enables users to read and write data from external systems – through web services, databases and .Net assemblies.

Business Data Catalog – Provides connectivity to back-end business systems and data sources.

Business Data Connectivity (BDC) – provides business connectivity using a declarative model to external systems so that external data can be exposed in SharePoint.

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Design a SharePoint Taxonomy

One of the most important aspects of SharePoint is having a good taxonomy -> because how users find information as well as where new sites and subsites are built depends on taxonomy.

Typically, I recommend that a taxonomy be filled in as such – so that end-users can start to see how the information, libraries and meta-data in their site will be created:

The one item – I’ve been utilizing for many years is the use of a private site which basically is a team site with unique permissions only to those users whom are granted permission to that said site.

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How to Measure Success in SharePoint

The following are some items to consider to measure that SharePoint is successful:

•       End-users understand the capabilities of the platform and are well trained to use them

•       New sites and applications are systematically introduced with quick time-to-market leveraging site templates, compliant with standards which follow approved corporate branding

•       Governance teams review and proactively act based on the usage data and business needs

•       Business users are aware of the security model and help to enforce

•       Service-level agreements (SLAs) are in place, platform performance is good, and any custom coding and enhancements are well tested

•       The growth of the server farms, servers, and storage is planned out to be scalable as the business needs

•       Operational costs are in line with business value delivered by the platform

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Building and Evolving SharePoint Governance

The following are some points to take on while building the phases of a SharePoint Governance plan:

•       Initial work stream should focus on:

- Addressing major areas of operations, support and development activity

- Mitigate key immediate risks

- Establish the right organizational structure and ownership is key (people aspect)

- Develop foundation of governance polices, standards and a compliance process

•       Leverage existing processes and teams

•       Bring in new teams only to help with gaps in the organization

•       Realize that the governance document or wiki is a living document and will change with the business

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SharePoint Governance Phases

The following are three key phases to utilize when putting together a SharePoint governance planned approach:

•       Phase 1 – Plan and Initiate

•       Establish appropriate teams and oversight

•       Develop actionable SharePoint strategy aligned with business needs

•       Define initial set of policies & standards with focus on short term pain points

•       Start education and training

•       Implement compliance enforcement processes

•       Phase 2 – Operationalize

•       Integrate policies and standards into day-to-day activities and existing processes

•       Finalize policies and standards

•       Continue oversight, education and training

•       Automate compliance where possible

•       Phase 3 – Mature as needed

•       Review progress and results

•       Mature policies, standards and processes

 

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Key Contents of a SharePoint Governance Plan

The following are some items to make sure a SharePoint governance plan accounts for:

·         Vision

·         Key Roles and Responsibilities

·         Information Governance Policies

·         Operations and Support Governance Policies

·         Development Governance Policies

·         Security Policies

·         Training Plan

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Gaps and opportunities in SharePoint

The following are some key and core gaps and opportunities that are common within many SharePoint environment:

•       Lack of business focus

•       Lack of formalized support structure for SharePoint

•       Lack of scalability of the architecture

•       Lack of evaluating business risks around content stored in SharePoint

•       Lack of an information management records and taxonomy management policy

•       Lack of appropriate service level agreement for SharePoint

•       Lack of high availability and a disaster recovery strategy

•       Lack of a monitoring strategy

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