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Looking Under the Hood -- Australia SharePoint Conference

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"Looking Under the Hood: How Your Metadata Strategy Impacts Everything You Do" was presented on 3/9/2011 at the Australia SharePoint Conference in Sydney.

"Looking Under the Hood: How Your Metadata Strategy Impacts Everything You Do" was presented on 3/9/2011 at the Australia SharePoint Conference in Sydney.

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  • Opening slide please include
  • Enter Microsoft
  • Transcript

    • 1. Platinum
      Gold
      AUSTRALIA
      SHAREPOINT
      CONFERENCE
      MARCH 8+9 2011
    • 2. Christian Buckley
      Looking Under the Hood:How Your Metadata Strategy Impacts Everything You Do
    • 3. Christian Buckley, Director of Product Evangelism at Axceler
      • Most recently at Microsoft
      • 4. Microsoft Managed Services (now BPOS-Dedicated)
      • 5. Advertising Operations, ad platform API program
      • 6. Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration
      • 7. Co-founded and sold a collaboration software company to Rational Software. Also co-authored 3 books on software configuration management and defect tracking for Rational and IBM
      • 8. At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), managing deployment teams to onboard numerous high-tech manufacturing companies, including Hitachi, Matsushita, Seagate, Nortel, Sony, and Cisco
      • 9. I live in a small town just east of Seattle, have a daughter in college and 3 boys at home, and I just celebrated my 20th wedding anniversary
      My background
    • 10. Improving Collaboration for 16+ Years
      Mission: To enable enterprises to simplify, optimize, and secure their collaborative platforms
      Delivered award-winning administration and migration software since 1994
      Over 2,000 global customers
      Dramatically improve the management of SharePoint
      Innovative products that improve security, scalability, reliability, “deployability”
      Making IT more effective and efficient and lower the total cost of ownership
      Focus on solving specific SharePoint problems (Administration & Migration)
      Coach enterprises on SharePoint best practices
      Give administrators the most innovative tools available
      Anticipate customers’ needs
      Deliver best of breed offerings
      Stay in lock step with SharePoint development and market trends
      Axceler overview
    • 11. The #1 reason why your 2010 deployment will fail
    • 12. What are you trying to accomplish with SharePoint?
    • 13. What is your metadata strategy for 2010?
    • 14. What is metadata, anyway?
    • 15. Where’s the metadata?
    • 16.
    • 17.
    • 29.
    • 42.
    • Metadata 101
    • 57. “Metadata provides context for data. Metadata is used to facilitate the understanding, characteristics, and management usage of data. The metadata required for effective data management varies with the type of data and context of use.”
      ~Wikipedia.org
    • 58. Scott Singleton, Managed Metadata in SharePoint 2010 http://slidesha.re/hNPeAQ
      Metadata applied
    • 59. Author
      Title
      Location
      ISBN
      Publisher
      Topics
    • 60. Asset Type
      Company
      Asset Number
      Color code
      (by department)
      Barcode
      Tracking Number
    • 61. The role of metadata
      Metadata is the lifeblood of SharePoint
      Taxonomy and metadata drive the tools and processes that make the world go round
      Metadata powers search,
      it powers social media,
      and it powers SharePoint
    • 62. End Users
      Search
      Social Media
      Governance
      Taxonomy
      Ad Hoc
      Metadata
    • 63.
      • Ad-hoc content migration leads to junk in portal
      • 64. Legacy content gets migrated slowly, if at all
      • 65. Inconsistent taxonomy across farms and site collections
      • 66. People author locally - multiplies problems globally
      • 67. Authors don’t apply metadata= “shotgun” approach to search OR Authors apply metadata without common classification = better search, but worse authoring experience
      • 68. Portal lacks high fidelity search
      • 69. User can’t find the right content
      • 70. As a result, poor portal adoption and low user satisfaction
      WHAT HAPPENS WITHOUT STRATEGY
    • 71. Microsoft example
      (represents a small sample size)
      Users
      My Site
      Teams
      Corporate
      Departments
      Empowerment
    • 72. The islands of information have been moved to SharePoint. And?
      You can’t find anything
      You can’t tell who owns what
      You can’t tell what’s new, what’s old, or what has changed
      It’s all disconnected
      Why SharePoint Needs METADATA STRATEGY
    • 73. Taxonomy
    • 74. In Biology, taxonomyis the science dealing with the description, identification, naming, andclassificationof organisms. “however, the term is now applied in a wider, more general sense and now may refer to a classification of things, as well as to the principles underlying such a classification.”
      ~Wikipedia.org
    • 75. Your Current Taxonomy
    • 76. Why taxonomy is important
      • Ad-hoc content migration leads to junk in portal
      • 77. Legacy content gets migrated slowly, if at all
      • 78. Inconsistent taxonomy across farms and site collections
      • 79. People author locally - multiplies problems globally
      • 80. Authors don’t apply metadata= “shotgun” approach to search OR Authors apply metadata without common classification = better search, but worse authoring experience
      • 81. Portal lacks high fidelity search
      • 82. User can’t find the right content
      • 83. As a result, poor portal adoption and low user satisfaction
    • CENTRALIZED
      DECENTRALIZED
      Site architecture is centrally controlled
      Metadata is always applied to content
      Site Columns and Content Types are created at site collection root
      Lists get “bundles” of columns
      PROS
      Improves consistency
      Reduces metadata duplication
      Easy to update
      Easy to support and train on
      Allows document-level DIP, Workflow, Information Policies, and document templates
      CONS
      Requires planning
      Requires upfront work
      Hard to manage across site collections and portals
      Site architecture is ad-hoc
      Metadata may not be applied to content
      Columns are created on lists
      Columns are combined in an ad-hoc basis on each list
      PROS
      Requires no planning
      Requires little upfront effort
      Works across site collections and portals
      CONS
      Decreases consistency
      Increases metadata duplication
      Hard to update
      Hard to support and train on
      Only allows list-level Workflow, Information Policies and document templates
      Difficult to reverse
      Managing Metadata
    • 84. What is your broader strategy for tagging, metadata and taxonomy?
      Map out your high level taxonomy (web applications and site collections) and schemas (Content Types)
      Understand your current-state and future-state plans, and how they relate to your metadata
    • 85. How is metadata managed inside of SharePoint?
    • 86. THE ROLE OF SERVICES
      SharePoint 2010 offers many services OOTB
      Search
      Excel Services
      BCS
      Project Server
      Web Analytics
      Access
      Performance Point
      Visio
      Word
      Office Web Apps
      People
      These centrally managed services allow for greater control across the enterprise
      Have your cake and eat it through centrally managed services
    • 87. What is Behind Managed Metadata
      It is a service application created by a Farm Administrator
      It is added to a farm’s default list
      You can also create a content type hub, which is a URL to a site collection
    • 88. It’s basically a definition of an artifact that can be stored in a SharePoint site. For example:
      A project document, including
      File type
      Date created
      Author
      Last modified
      It is part of a workflow, including
      Who needs to approve
      Date of approval
      It includes information management policies that
      Cannot be edited once approved
      Content Type
    • 89. Scott Singleton, Managed Metadata in SharePoint 2010 http://slidesha.re/hNPeAQ
    • 90. Content types can be shared
      Create a content type hub, which is an blank site collection used to publish content types
      Publish the content types
      Consume them
      Content types become visible in subscriber’s content type galleries
      Syndication
    • 91. Managing Terms
      Service Application Instance
      Term Group
      Term Set
      Term
      Create a term set and terms
      Use the managed metadata
      Pick the terms
    • 92. Enterprise keywords
      Folksonomy
      Social tagging
      Keywords
    • 93. Term Set = Taxonomy
      Related terms
      Managed through governance policies
      Managed Metadata Column
      Can be in a list, a library, or a content type
      Associated with a term set
      Found through Managed Metadata term set
      Keywords set = Folksonomy
      User generated tags
      Anyone can add them
      Require ongoing governance
    • 94.
    • 95.
    • 96.
    • 97.
    • 98.
    • 99. What is the role of governance?
    • 100.
      • Map out your high level taxonomy
      • 101. Web applications
      • 102. Site collections
      • 103. Content Types
      • 104. Understand the current-state and future-state of your environment, any gaps, and how it relates to your metadata
      • 105. With Managed Metadata Service in 2010, it is critical that you set up a governance model to guide this process, or it will quickly get out of hand
    • Understand the term group properties
      Group name
      Description
      Contributors
      Group Managers
      Understand the term store properties
      Term store administrators
      Default and working languages
      Managing Your Term Groups and Stores
    • 106. Jumpstart your governance
      Have a plan
      Create an internal SharePoint user group
      Clearly define roles and responsibilities
      Outline your taxonomy, communicate it, and iterate
      Create a governance site
      Learn and evolve
    • 107. Lessons Learned
    • 108. Christian Buckleycbuck@axceler.com+1 425-246-2823@buckleyPLANETwww.buckleyPLANET.com and http://info.axceler.com
      Additional Resources available
      Enabling Social Media through Metadata http://slidesha.re/gdjoaz
      Managed Metadata in SharePoint 2010, Scott Singleton http://slidesha.re/hNPeAQ
      Contact me
    • 109. Gold Sponsors
      Silver Sponsors
      Bronze Sponsors