Mary leigh mackie-enforcing-sp_gov-spsbe04

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​So you've heard about "Governance" from all angles in the SharePoint community-the fact that you need "People" to define "Policies", but what Processes are actually required to bring this to …

​So you've heard about "Governance" from all angles in the SharePoint community-the fact that you need "People" to define "Policies", but what Processes are actually required to bring this to fruition? This session will discuss how to bring these three P's together by enforcing established Policies through Processes built using out-of-the-box SharePoint by the People (SharePoint IT Administrators and Site Owners). The session will cover what is feasible using native SharePoint 2010 functionality, and what to watch for to ensure you are planning for common challenges customers face.

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  • 1. #SPSBEEnforcing SharePoint 2010 Governance #SPSBE04 Mary Leigh Mackie @mlmackie | mlmackie@avepoint.com AvePoint – VP, Product Marketing
  • 2. A big thanks to our sponsorsPlatinum SponsorsGold Premium Sponsors Venue SponsorGold Sponsors
  • 3. AGENDA• Definition and Purpose of Governance• SharePoint Governance Challenges • IT Governance • Information Governance • Application Management• What does SharePoint Governance look like? • Out of the box capabilities • When to think about additional technology options• Final Considerations
  • 4. KEY PLAYERS OF GOVERNANCE People Policy Process Technology
  • 5. GOVERNANCE SPECTRUM Chaos Restricted
  • 6. INTRODUCING A GOVERNANCE PLAN Integration Applications Collaboration Content
  • 7. TODAY’S FOCUS AREAS FOR SHAREPOINTGOVERNANCE  IT governance of the software itself and the services you provide IT Information Governance  Information governance of Governance the content and information that users store in those services. Application Management  Application governance of the custom solutions you provide
  • 8. GOVERNANCE AND SITE TYPES
  • 9. GETTING THE RIGHT TOOLS FOR THE JOB…• Standard administration interfaces • Quotas, locks, permissions, records management• Powershell • Administrative functions, Data protection• SharePoint services and features • Managed metadata service for classification • ISV solutions for management• SharePoint Designer, Visual Studio Manual Automated
  • 10. WHAT TO GOVERN IN SHAREPOINT?• Best Practices: Quotas and Limits• Content: Site lifecycle management• Social or not? Impact = Exposure If this leaks, will it hurt Value = Availability If this isn’t available, my business? can my business run? Asset classification• Security, Infrastructure and Web Application policies• Service Level Agreement
  • 11. IT GOVERNANCE Centrally Managed Locally ManagedSoftware, Services, andSites are hosted and Software, Services, and Sitesmanaged centrally by a core are hosted and managedIT group locally by individual groupsA successful IT service includes the following elements:• A governing group defines the initial offerings, policies, and evaluates success of the service• The policies you develop are communicated to your enterprise and are enforced• Users are encouraged to use the service and not create their own solutions – installations are tracked• Multiple services are offered to meet different needs in your organization
  • 12. SERVICE-LEVEL AGREEMENTS SHOULD INCLUDE:• Length of time and approvals necessary to create a site.• Costs for users/departments.• Operations-level agreement – which teams perform which operations and how frequently.• Policies around problem resolution through a help desk.• Negotiated performance targets for first load of a site, subsequent loads, and performance at remote locations.• Availability, recovery, load balancing, and failover strategies.• Customization policies.• Storage limits for content and sites.• How to handle inactive or stale sites.
  • 13. THROTTLING AND LIMITSFunction Limit ConfigurableList View Threshold 5,000 (20,000 for admins & Yes, Central Admin/web App auditors) SettingsList View Lookup 8 Yes, Central Admin/web App SettingsAllow OM Override On by default Yes, Central Admin/web App SettingsDaily time window None Yes, Central Admin/web App SettingsIndexes Per List 20 NoUnique Permissions 50,000 Yes, Central Admin/web App SettingsSharePoint Workspace 30,000 No
  • 14. SOCIALSocial Feature Benefits ConsiderationsTagging Navigation, Search, Personal Content Control, Security, SearchNote Board Quick communication Content Control, Security, SearchRatings Feedback UsageBookmarklets Quick and easy links External linksExpertise Find people Examples, Privacy, Content ControlProfiles Additional Info Privacy, Content ControlBlogs Knowledge Transfer Corporate PolicyWikis Knowledge Transfer Performance and PolicyDiscussion Boards Knowledge Transfer Moderation and Policy
  • 15. REPORTS AND INVENTORY OF USAGE• Web Analytics Reporting • Traffic • Search • Inventory• PowerShell• Inventory • Sites • Quotas • Content Types • Branding • Customizations • Security
  • 16. SIMPLIFYING IT GOVERNANCEIMPLEMENTATION WITH TECHNOLOGYCONSIDER 3RD PARTY TOOLS TO:• Centrally enforce limitations – plans and policies for • Data Protection, Recovery, and Availability • Audit Policies • Permission management• Scalability in Management • Giving IT Teams the technology to manage thousands of users • Terabytes of Content • Millions of Audit Records
  • 17. INFORMATION GOVERNANCE Loosely Managed Highly RestrictedContent is tagged only socially and Content is tagged with structurednot tracked; permissions and metadata, permissions are tightlyarchiving are not controlled or controlled, content is archived or purgedmanaged. per retention schedules.Appropriate for: Appropriate for:• Low-business-impact • Structured content content • High-business-impact content• Short-term projects • Personal identifiable information• Records • Records• Collaboration
  • 18. INFORMATION GOVERNANCE CHALLENGES Proliferation
  • 19. INFORMATION ARCHITECTURE Wireframe & Search & Site Map Navigation Information Architecture Managed Content Types Metadata
  • 20. MANAGEMENT CONTROLS AND SCOPES Farm Service Zone Web Application Application Content DB Site collection Top-level site Sub site List/Library Sub site [Folder] Item / Document
  • 21. QUESTIONS TO ASK WHEN DESIGNING A SITE OR SOLUTION: • How will the site or solution be structured and divided into a set of site collections and sites? • How will data be presented? • How will site users navigate? • How will search be configured and optimized? • Is there content you specifically want to include or exclude from search? • What types of content will live on sites? • How will content be tagged and how will metadata be managed? • Does any of the content on the sites have unique security needs? • What is the authoritative source for terms? • How will information be targeted at specific audiences? • Do you need to have language- or product-specific versions of your sites?http://www.criticalpathtraining.com/Members/Pages/Presentations.aspxIncorporating Managed Metadata in Custom Solutions in SharePoint 2010 Session
  • 22. INFORMATION ACCESS Information Management: IT Governance: Access Permissions and Audiences Should I use How do I makeHow do I structure How do I target How do I make this Information Rights sure that only permissions in a content to specific content accessible Management (IRM) people who need site? audiences? to external users? to protect content? access have it? Determine the rules or policies that you need to have in place for the following types of items: • Pages • Blogs and Wikis • Lists • Anonymous comments • Documents • Anonymous access • Records • Terms and term sets • Rich media • External data
  • 23. INFORMATION ASSESSMENT Availability Redundancy Access
  • 24. INFORMATION LIFECYCLE MANAGEMENT Birth Life Rest
  • 25. INFORMATION MANAGEMENTKEEP CONTENT ‘CLEAN’, ENABLE AUDITING, RESTRUCTURE ASYOU GROW
  • 26. SHAREPOINT 2010 IM: IN PLACE RECORDSLOCK DOWN DOCUMENTS, PAGES, AND LIST ITEMS WITHOUT ANARCHIVE Declare items records in bulk Lock down non- document content, like wikis
  • 27. IN PLACE RECORDS & POLICIESCREATE SEPARATE RETENTION SCHEDULES FOR RECORDS Different policies for records Schedule declaration as part of lifecycle policy
  • 28. APPLICATION MANAGEMENT Strictly Managed Loosely Managed Customizations must adhere to customization policy, deployments Rules about development and updates tested and rigorously environments or customizations managed. are less rigid.Determine customization types you want to allow, and how to manage them:• Service level descriptions • Guidelines for updating customizations• Processes for analyzing customizations • Approved tools for development• Process for piloting and testing customizations • Who is responsible for ongoing code support• Guidelines for packaging and deploying • Specific policies regarding each potential type of customizations customization (done through the UI or SD)
  • 29. CUSTOMIZATIONS & BRANDING• Isolate custom solutions: Sandbox Solutions • Cannot use certain computer and network resources • Cannot access content outside the site collection they are deployed in. • Can be deployed by a site collection administrator. • Governed: only a farm administrator can promote a sandboxed solution to run directly on the farm in full trust.• Master Pages and Page Layouts• Themes• To “Designer” or not to “Designer”• Separate development, pre-production, and production environments (keep these environments in sync)
  • 30. CHALLENGES WITH SHAREPOINT DEVELOPMENT• Environment setup• Platform learning curve• Toolset support• Team development• Versioned releases
  • 31. LIFECYCLE MANAGEMENT PROCESS
  • 32. APPLICATION LIFECYCLE MANAGEMENTSource: Microsoft TechNet, MSDN, and blogs
  • 33. IMPLEMENTING GOVERNANCE POLICIES
  • 34. GOVERNANCE PLANSQuotas Customizations Information10 GB SP Designer Ownership50 GB Site Galleries Content Types100 GB Sandbox Solutions Ethical Walls Backup Storage InfoMgmt Auditing 1 hour Tier 1 – SAN 7 years Full Audit 1 day Tier 2 – NAS 3 years Views + Edits 1 week Tier 3 – Azure 1 year Views
  • 35. SHAREPOINT POLICY BUNDLES Gold Silver BronzeBackup 1 hour 1 day 1 weekStorage Policy (RBS) Tier 1 – SAN Tier 2 – NAS Tier 3 – AzureInfo Mgmt Policies 7 years 3 years 1 yearAuditing Full View + Edits ViewsSharePoint Designer Enabled Disabled DisabledContent Database Isolated DB Shared SharedSandboxed Solutions Enabled Disabled DisabledQuota 100Gb 50Gb 10GbCost $$$$$$ $$$$ $$
  • 36. SERVICE REQUEST TYPES – SURFACINGOPTIONS TO CONTENT OWNERS AND BUSINESSUSERS• Site Collection Request• Transfer / Clone User Request• Site Collection Content Lifecycle Request• Sub-site Request• Content Move Request• Solution Package Deployment Request• Gallery Artifact Deployment Request• Recover Content Request• Report Request
  • 37. SERVICE REQUEST TYPE - SITE COLLECTION REQUEST Sales HR ProjectPolicy Silver Silver, Bronze Gold, SilverSecurity Sales Management HR Management Marketing ManagementSite Templates Custom Sales Enterprise Wiki Team Site, Template Publishing SiteService Type Metadata Acct Type: EPG/SMB/FINWorkflow 1 Step 3 Step 2 StepGlobal Metadata Location Location LocationPrimary/Secondary *Fill in the blank* *Fill in the blank* *Fill in the blank*Site Contact
  • 38. ADDITIONAL CONSIDERATIONS and wrap-up
  • 39. GOVERNANCE AND TRAINING • Governance doesnt work without user adoption and compliance. • End-user training and education, good content, and search are keys to user adoption. • Document governance plan.
  • 40. GOVERNANCE STAKEHOLDERSForm and use a governance group to create and maintain the policies andinclude the following roles:• Information architects or taxonomists• Compliance officers• Influential information workers• IT technical specialists• Development leaders• Trainers• IT managers• Business division leaders• Financial stakeholders• Executive stakeholders
  • 41. KEY TAKEAWAYS• Governance is there to ensure IT solutions achieve business goals• Start simple• Training• Keep it fresh• Don’t have a policy unless you can enforce it
  • 42. We need your feedback! Scan this QR code or visit http://svy.mk/sps2012be Our sponsors:
  • 43. CONTACTAvePoint Mary LeighPhone Slides (sorry, no phone ) (201) 793-1111 www.slideshare.net/mlmackie 1-800-661-6588 (toll-free)Email Email sales@avepoint.com maryleigh.mackie@avepoint.comSocial & Community Social & Community www.DocAve.com www.DocAve.com http://www.facebook.com/AvePointInc www.facebook.com/maryleigh.mackie @AvePoint_Inc @mlmackie
  • 44. RESOURCESProduct Info: http://www.avepoint.com/sharepoint- solutions/governance-and-complianceNEW PRODUCT! Governance Automation: http://www.avepoint.com/GovernanceA utomation Download a FREE, fully-enabled 30 Day trial of DocAve at www.avepoint.com/download Website houses all white papers, case studies, download links, datasheets, etc!
  • 45. ADDITIONAL RESOURCES(PLEASE CLICK IMAGES OR VISIT WWW.AVEPOINT.COM/RESOURCES) WhitePapers from AvePoint’s OwnCustomer Success Stories SharePoint Experts © 2011 AVEPOINT, INC. ALL RIGHTS RESERVED. NO PART OF THIS MAY B E REPRODUCED, STORED IN A RETRIEVAL SYSTEM, OR TRANSMITTED IN ANY FORM OR BY ANY MEANS, WITHOUT THE PRIOR W RITTEN CONSENT OF AVEPOINT, INC.
  • 46. AVEPOINT: WHO WE AREGlobal Leader -- Microsoft® SharePoint Infrastructure Management “Clearly AvePoint is making the most of both Microsoft technology and the Microsoft Partner Network in its quest to create a profitable business.” – Jon Roskill, Microsoft Corporate Vice President, Worldwide Partner Group