In the rush to adopt low-code solutions like the Power Platform, it's easy to get caught up in the excitement. Faster development times, reduced IT backlogs, empowered users – what's not to love? But here's the thing: without proper governance, these powerful tools can quickly become a double-edged sword. From security vulnerabilities to compliance nightmares, the risks are real. And simply put, they become harder to manage and test as they inevitably grow in reach.
I've seen firsthand how a lack of governance can throw a wrench in the works. That's why in this post, we're talking about Power Platform governance. Whether you're a small business or a large enterprise, you need a solid strategy to keep your workflows, apps, and data secure, compliant, and running well.
Governance in Power Platform si not about slowing down progress, it is about enabling the business to use a platform while putting some guidelines in so that they can do so more safely.
So, grab a coffee and let's talk Power Platform governance. Trust me, your future self will thank you.
What is Power Platform Governance?
Governance in the Power Platform means setting up rules and processes that ensure safe and effective use of tools like Power Automate, Power Apps, and Power BI. Simply put, it's about keeping control over how data flows, who can access what, and ensuring everything stays compliant and secure.
Why is Governance Essential?
The very flexibility and power of the platform can become a double-edged sword if not managed properly. Here are some key reasons why governance is essential (and helpful):
1. Security Risks
Without proper controls, users might create flows or apps that expose sensitive data. For example, connecting to unsecure services like Dropbox or Twitter could lead to data leaks. Governance helps you ensure that only trusted services handle your business-critical data.
2. Compliance Failures
Industries like finance and healthcare are bound by regulations such as GDPR or HIPAA. Without the right governance in place, it’s easy to unintentionally violate these standards. A good governance strategy ensures that data handling across Power Platform apps remains compliant.
3. Shadow IT
Power Platform is so user-friendly that it can lead to shadow IT—where users build apps or automate processes without IT’s knowledge. This can result in disconnected systems, duplicate efforts, and even data loss. A solid governance plan keeps everything visible and under control, allowing IT to stay in the loop while still empowering users.
4. Performance and Scalability Issues
Poorly designed automations can cause performance problems. Without proper guidelines, users might build inefficient workflows that slow down systems. Governance helps enforce performance standards to keep automations running smoothly, even as your organization grows.
What Happens Without Governance?
Here are a few real-world scenarios where a lack of governance has led to challenges:
Data Leaks:A department creates a Power Automate flow to share reports using a connector tied to an unsecured cloud storage platform. Without governance policies in place, this flow exposes sensitive customer data to the public.
Compliance Violations:An organization operating in the healthcare space builds an app that inadvertently stores personal health information (PHI) in an unapproved location. Without governance controls ensuring that PHI is handled in compliance with HIPAA, this oversight leads to a costly violation.
Unscalable Workflows:A team develops an automation to handle routine customer requests, but without clear performance guidelines, the workflow doesn’t scale. As the company grows, the workflow becomes overwhelmed, resulting in missed customer inquiries and a drop in service quality.
These are just a few examples of what can go wrong when governance is overlooked. The good news? Each of these situations can be avoided with the right framework in place.
Key Components of Power Platform Governance
Now that we understand the risks, what should effective governance for Power Platform look like? Here are the key components:
Data Policies
The foundation of governance starts with data loss prevention (DLP) policies. These policies determine which data can be used within Power Platform apps and flows, and how that data is protected. DLP policies help control which connectors users can interact with, ensuring that sensitive business data isn’t shared with risky or consumer-grade services like Twitter or Dropbox.
By enforcing these policies, you can ensure that business-critical data is always used securely and in compliance with your organization’s data handling rules.
Environment Management
Power Platform environments are like workspaces that house your apps, flows, and data. Structuring these environments correctly is crucial for governance. You should set up separate environments for development, testing, and production, ensuring that changes are tested and validated before going live.
Each environment can have different policies and security settings, so it’s important to establish clear guidelines on how environments are used across the organization. For example, development environments might allow more flexibility with connectors and data, while production environments would be locked down with stricter rules. (Do keep in mind that you don't want the old "but it works in test" so make sure the rules are suitable.)
User Roles and Permissions
Not everyone in your organization should have full access to create, modify, or publish apps and workflows. Assigning the right roles and permissions is key to ensuring that only authorized individuals can make critical changes.
Power Platform offers a range of built-in roles—like Environment Admin, Maker, and User—which you can assign based on a user’s job function. This ensures that business users can automate processes and build apps without compromising the security or integrity of the platform.
Monitoring and Auditing
Governance doesn’t end once policies are in place—you need to actively monitor activity within Power Platform to ensure compliance is maintained. Monitoring tools allow you to track who is creating apps, what connectors are being used, and how data is flowing across different services.
Regular auditing is essential to identify potential security breaches, non-compliant workflows, or performance bottlenecks. By keeping an eye on key metrics and user activity, you can catch issues early and make adjustments before they become larger problems.
Benefits of a Strong Governance Strategy
Implementing a governance framework isn’t just about preventing problems—it actively brings benefits that help your organization grow:
Increased Visibility: With proper governance in place, your IT team gains visibility into everything happening on the platform, from who’s creating apps to how data is being used. This oversight helps prevent shadow IT and ensures that all development aligns with your organization’s overall strategy.
Improved Security: By enforcing DLP policies and role-based access controls, you reduce the risk of data leaks, unauthorized access, and compliance violations. This ensures that sensitive data is handled properly, protecting both your company and your customers.
Scalable Development: When workflows are built according to best practices and performance standards, they scale more effectively as your business grows. You won’t have to worry about inefficient automations slowing down your operations or causing bottlenecks.
Regulatory Compliance: Industries with strict data privacy regulations, such as healthcare and finance, need to ensure that automated workflows and apps comply with laws like GDPR, HIPAA, and PCI DSS. With a governance strategy in place, you can be confident that your Power Platform solutions meet regulatory standards.
Getting Started with Power Platform Governance
Building a strong governance framework for Power Platform doesn’t have to be overwhelming. Start by focusing on the basics:
Create clear policies for data usage and connectors.Define which connectors are approved for use in your organization, and establish data loss prevention rules to keep sensitive information secure.
Set up structured environments for development, testing, and production.Ensure that changes are properly tested before they reach production by using dedicated environments.
Assign roles and permissions based on job functions.Limit access to critical workflows and data by carefully managing user roles within Power Platform.
Monitor activity and run regular audits.Keep an eye on what’s happening in your Power Platform environment. This proactive approach ensures compliance, security, and performance optimization over time.
And remember, your policies don't need to be perfect, it is important to make a start and work with the business to create something which works for stakeholders (these include the business users and IT).
Conclusion
Power Platform offers incredible potential to transform how your business operates, but without proper governance, you can quickly run into issues that negate these benefits. By putting a robust governance framework in place, you protect your data, maintain compliance, and ensure that your workflows and apps are scalable and secure.
Remember, Rome wasn't built in a day, and neither is governance. But every step you take is a step towards a safer, more efficient Power Platform setup.
It’s an ongoing process that grows with your organization. In the next post, we’ll dive deeper into how to set up environments for success, ensuring that your Power Platform development is organized, efficient, and safe from the ground up.
Stay tuned for more on how to structure environments for effective governance!