Platinum<br />Gold <br />AUSTRALIA<br />SHAREPOINT<br />CONFERENCE<br />MARCH 8+9 2011<br />
Christian Buckley<br />Looking Under the Hood:How Your Metadata Strategy Impacts Everything You Do<br />
Christian Buckley, Director of Product Evangelism at Axceler<br /><ul><li>Most recently at Microsoft
Microsoft Managed Services (now BPOS-Dedicated)
Advertising Operations, ad platform API program
Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on...
Co-founded and sold a collaboration software company to Rational Software. Also co-authored 3 books on software configurat...
At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Mana...
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 ...
Improving Collaboration for 16+ Years<br />Mission: To enable enterprises to simplify, optimize, and secure their collabor...
The #1 reason why your 2010 deployment will fail<br />
What are you trying to accomplish with SharePoint?<br />
What is your metadata strategy for 2010?<br />
What is metadata, anyway?<br />
Where’s the metadata?<br />
<ul><li>Book title
Author
ISBN
Publisher
Name
Account Number
Credit Card
Social Security #
Billing Address
Device ID
Email
Software version</li></li></ul><li>
<ul><li>Name
Account Number
Mileage to date
Home town
Travel dates
City visiting
Flight number
GPS position
Friend’s Name
City visiting
GPS position
Distance to friend
Avoidance Flag = Yes</li></li></ul><li>
<ul><li>Status
Approval
Check in / check out
Version
User name
Department
Title
Role
Project
Document name
File type
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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.

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  • Looking Under the Hood -- Australia SharePoint Conference

    1. 1. Platinum<br />Gold <br />AUSTRALIA<br />SHAREPOINT<br />CONFERENCE<br />MARCH 8+9 2011<br />
    2. 2. Christian Buckley<br />Looking Under the Hood:How Your Metadata Strategy Impacts Everything You Do<br />
    3. 3. Christian Buckley, Director of Product Evangelism at Axceler<br /><ul><li>Most recently at Microsoft
    4. 4. Microsoft Managed Services (now BPOS-Dedicated)
    5. 5. Advertising Operations, ad platform API program
    6. 6. Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration
    7. 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. 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. 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</li></ul>My background<br />
    10. 10. Improving Collaboration for 16+ Years<br />Mission: To enable enterprises to simplify, optimize, and secure their collaborative platforms<br />Delivered award-winning administration and migration software since 1994<br />Over 2,000 global customers<br />Dramatically improve the management of SharePoint<br />Innovative products that improve security, scalability, reliability, “deployability”<br />Making IT more effective and efficient and lower the total cost of ownership<br />Focus on solving specific SharePoint problems (Administration & Migration)<br />Coach enterprises on SharePoint best practices<br />Give administrators the most innovative tools available<br />Anticipate customers’ needs<br />Deliver best of breed offerings<br />Stay in lock step with SharePoint development and market trends<br />Axceler overview<br />
    11. 11. The #1 reason why your 2010 deployment will fail<br />
    12. 12. What are you trying to accomplish with SharePoint?<br />
    13. 13. What is your metadata strategy for 2010?<br />
    14. 14. What is metadata, anyway?<br />
    15. 15. Where’s the metadata?<br />
    16. 16.
    17. 17. <ul><li>Book title
    18. 18. Author
    19. 19. ISBN
    20. 20. Publisher
    21. 21. Name
    22. 22. Account Number
    23. 23. Credit Card
    24. 24. Social Security #
    25. 25. Billing Address
    26. 26. Device ID
    27. 27. Email
    28. 28. Software version</li></li></ul><li>
    29. 29. <ul><li>Name
    30. 30. Account Number
    31. 31. Mileage to date
    32. 32. Home town
    33. 33. Travel dates
    34. 34. City visiting
    35. 35. Flight number
    36. 36. GPS position
    37. 37. Friend’s Name
    38. 38. City visiting
    39. 39. GPS position
    40. 40. Distance to friend
    41. 41. Avoidance Flag = Yes</li></li></ul><li>
    42. 42. <ul><li>Status
    43. 43. Approval
    44. 44. Check in / check out
    45. 45. Version
    46. 46. User name
    47. 47. Department
    48. 48. Title
    49. 49. Role
    50. 50. Project
    51. 51. Document name
    52. 52. File type
    53. 53. Author
    54. 54. Description
    55. 55. Page number
    56. 56. Retention rules</li></li></ul><li>Metadata 101<br />
    57. 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.”<br />~Wikipedia.org<br />
    58. 58. Scott Singleton, Managed Metadata in SharePoint 2010 http://slidesha.re/hNPeAQ<br />Metadata applied<br />
    59. 59. Author<br />Title<br />Location<br />ISBN<br />Publisher<br />Topics<br />
    60. 60. Asset Type<br />Company<br />Asset Number<br />Color code<br />(by department)<br />Barcode<br />Tracking Number<br />
    61. 61. The role of metadata<br />Metadata is the lifeblood of SharePoint<br />Taxonomy and metadata drive the tools and processes that make the world go round<br />Metadata powers search, <br /> it powers social media, <br /> and it powers SharePoint<br />
    62. 62. End Users<br />Search<br />Social Media<br />Governance<br />Taxonomy<br />Ad Hoc<br />Metadata<br />
    63. 63. <ul><li>Ad-hoc content migration leads to junk in portal
    64. 64. Legacy content gets migrated slowly, if at all
    65. 65. Inconsistent taxonomy across farms and site collections
    66. 66. People author locally - multiplies problems globally
    67. 67. Authors don’t apply metadata= “shotgun” approach to search OR Authors apply metadata without common classification = better search, but worse authoring experience
    68. 68. Portal lacks high fidelity search
    69. 69. User can’t find the right content
    70. 70. As a result, poor portal adoption and low user satisfaction</li></ul>WHAT HAPPENS WITHOUT STRATEGY<br />
    71. 71. Microsoft example<br />(represents a small sample size)<br />Users<br />My Site<br />Teams<br />Corporate<br />Departments<br />Empowerment<br />
    72. 72. The islands of information have been moved to SharePoint. And?<br />You can’t find anything<br />You can’t tell who owns what <br />You can’t tell what’s new, what’s old, or what has changed<br />It’s all disconnected<br />Why SharePoint Needs METADATA STRATEGY<br />
    73. 73. Taxonomy<br />
    74. 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.”<br />~Wikipedia.org<br />
    75. 75. Your Current Taxonomy<br />
    76. 76. Why taxonomy is important<br /><ul><li>Ad-hoc content migration leads to junk in portal
    77. 77. Legacy content gets migrated slowly, if at all
    78. 78. Inconsistent taxonomy across farms and site collections
    79. 79. People author locally - multiplies problems globally
    80. 80. Authors don’t apply metadata= “shotgun” approach to search OR Authors apply metadata without common classification = better search, but worse authoring experience
    81. 81. Portal lacks high fidelity search
    82. 82. User can’t find the right content
    83. 83. As a result, poor portal adoption and low user satisfaction</li></li></ul><li>CENTRALIZED<br />DECENTRALIZED<br />Site architecture is centrally controlled<br />Metadata is always applied to content<br />Site Columns and Content Types are created at site collection root<br />Lists get “bundles” of columns<br />PROS<br />Improves consistency<br />Reduces metadata duplication <br />Easy to update<br />Easy to support and train on<br />Allows document-level DIP, Workflow, Information Policies, and document templates<br />CONS<br />Requires planning<br />Requires upfront work<br />Hard to manage across site collections and portals<br />Site architecture is ad-hoc<br />Metadata may not be applied to content<br />Columns are created on lists<br />Columns are combined in an ad-hoc basis on each list<br />PROS<br />Requires no planning<br />Requires little upfront effort<br />Works across site collections and portals<br />CONS<br />Decreases consistency<br />Increases metadata duplication<br />Hard to update<br />Hard to support and train on<br />Only allows list-level Workflow, Information Policies and document templates<br />Difficult to reverse<br />Managing Metadata<br />
    84. 84. What is your broader strategy for tagging, metadata and taxonomy? <br />Map out your high level taxonomy (web applications and site collections) and schemas (Content Types)<br />Understand your current-state and future-state plans, and how they relate to your metadata<br />
    85. 85. How is metadata managed inside of SharePoint?<br />
    86. 86. THE ROLE OF SERVICES<br />SharePoint 2010 offers many services OOTB<br />Search<br />Excel Services<br />BCS<br />Project Server<br />Web Analytics<br />Access<br />Performance Point<br />Visio<br />Word<br />Office Web Apps<br />People<br />These centrally managed services allow for greater control across the enterprise<br />Have your cake and eat it through centrally managed services<br />
    87. 87. What is Behind Managed Metadata <br />It is a service application created by a Farm Administrator<br />It is added to a farm’s default list<br />You can also create a content type hub, which is a URL to a site collection<br />
    88. 88. It’s basically a definition of an artifact that can be stored in a SharePoint site. For example:<br />A project document, including<br />File type<br />Date created<br />Author<br />Last modified<br />It is part of a workflow, including<br />Who needs to approve<br />Date of approval<br />It includes information management policies that<br />Cannot be edited once approved<br />Content Type<br />
    89. 89. Scott Singleton, Managed Metadata in SharePoint 2010 http://slidesha.re/hNPeAQ<br />
    90. 90. Content types can be shared<br />Create a content type hub, which is an blank site collection used to publish content types<br />Publish the content types<br />Consume them<br />Content types become visible in subscriber’s content type galleries<br />Syndication<br />
    91. 91. Managing Terms<br />Service Application Instance<br />Term Group<br />Term Set<br />Term<br />Create a term set and terms<br />Use the managed metadata<br />Pick the terms<br />
    92. 92. Enterprise keywords<br />Folksonomy<br />Social tagging<br />Keywords<br />
    93. 93. Term Set = Taxonomy<br />Related terms<br />Managed through governance policies<br />Managed Metadata Column<br />Can be in a list, a library, or a content type<br />Associated with a term set<br />Found through Managed Metadata term set<br />Keywords set = Folksonomy<br />User generated tags<br />Anyone can add them<br />Require ongoing governance<br />
    94. 94.
    95. 95.
    96. 96.
    97. 97.
    98. 98.
    99. 99. What is the role of governance?<br />
    100. 100. <ul><li>Map out your high level taxonomy
    101. 101. Web applications
    102. 102. Site collections
    103. 103. Content Types
    104. 104. Understand the current-state and future-state of your environment, any gaps, and how it relates to your metadata
    105. 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</li></li></ul><li>Understand the term group properties<br />Group name<br />Description<br />Contributors<br />Group Managers<br />Understand the term store properties<br />Term store administrators<br />Default and working languages<br />Managing Your Term Groups and Stores<br />
    106. 106. Jumpstart your governance<br />Have a plan<br />Create an internal SharePoint user group<br />Clearly define roles and responsibilities<br />Outline your taxonomy, communicate it, and iterate<br />Create a governance site<br />Learn and evolve<br />
    107. 107. Lessons Learned<br />
    108. 108. Christian Buckleycbuck@axceler.com+1 425-246-2823@buckleyPLANETwww.buckleyPLANET.com and http://info.axceler.com<br />Additional Resources available<br />Enabling Social Media through Metadata http://slidesha.re/gdjoaz<br />Managed Metadata in SharePoint 2010, Scott Singleton http://slidesha.re/hNPeAQ<br />Contact me<br />
    109. 109. Gold Sponsors<br />Silver Sponsors<br />Bronze Sponsors<br />
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