Enforcing SharePointGovernanceRandy WilliamsEnterprise Trainer and EvangelistAvePoint
Randy Williams            Enterprise Trainer & Evangelist            Based in San Diego, CA            SharePoint MVP f...
What isgovernance
Origin: Greek kybernân to steer (a ship) Latin gubernāre Medieval Latin gubernantia Old French gouverner Middle Engli...
Governance is (much) bigger thanSharePoint                   Business                   Governanc                       e ...
What isSharePointgovernance
What is governance? Governance defines theprocesses, people, policies     and technologies   that deliver a service
BUSINESSGOVERNANCEMANAGEMENT  SERVICE
Where the enforcement problems begin…
“Site Map”                          http://intranet             HR                                 Finance              Va...
Common site map (small organizations)                          http://intranet             HR                             ...
Common site map (larger organizations)                          http://intranet             HR                            ...
Common mistakesSite map = site hierarchyWhile easy to build out, manageability is constrainedGovernance challenges   Secu...
Info Architecture vs. Info ManagementInformation Architecture  Organize and describe content       Metadata       Struct...
Info Architecture vs. Info ManagementInformation Architecture                Information Management  Organize and describe...
Info Architecture vs. Info ManagementInformation Architecture                Information Management  Organize and describe...
Does governance input affect yourarchitecture?Absolutely! In fact, they’re interdependent   You cannot architect a farm w...
Management controls and scopes                       Farm     Zone        Web Application     Service Application         ...
Here’s a simple example…
Translating Business Needs into ArchitectureBusiness needs   Human resources wants to work on 75 HR    documents   Engin...
Information and Service Management Architecture                        Farm                                      Service  ...
FarmSites                  TEAMS                Content DB              Site collection               Departments        E...
Farm   Sites                                           TEAMS                                         Content DB           ...
Some other examples“My Asia team must be able to collaborate locally”   Create a separate farm for users in Asia“Only my ...
The Great DivideManagement requirements  more “containers”   Web applications   Site collections   Content databasesIn...
The Management Headache                                                                                                   ...
What’s the Solution?
1. Find the right balance when making designdecisionsConsiderations      Scalability      Performance      Ease of admi...
2. Separate site map from architecture                                                                Site Map (the “Inter...
3. Find ways to simplify administrationIf you administer through a “single pane of glass” on     Farms                   ...
How is this done?Adaptive navigation     Manual top-link and quick launch menus     Third-party or custom navigation con...
Site Provisioningwith PowerShell
DocAve Overview  Migrate     Integrate      Manage          Optimize       Protect           Report• Content   • Connector...
Using DocAve Administrator
Enforcement best practices Only define policies that can be enforced Use your service architecture to proactively enforc...
Important questions to ask…Have users been trained on your governance plan?   Don’t teach users how to use SharePoint   ...
Resources TechNet     http://technet.microsoft.com/en-us/sharepoint/ff800826.aspx     http://technet.microsoft.com/en-u...
Thank you
Enforcing SharePoint Governance
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Enforcing SharePoint Governance

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Having a good SharePoint Governance strategy in large effect defines the success of your SharePoint deployment. In this session Randy Williams, SharePoint Evangelist discusses the policies that should be enforced when implementing a SharePoint Governance strategy and drills down on solutions to do this.

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  • Having a good SharePoint Governance strategy in large effect defines the success of your SharePoint deployment. In this session Randy Williams, SharePoint Evangelist and MVP, discusses the types of policies that should be enforced when implementing a SharePoint Governance strategy. You will learn how to align your governance requirements with SharePoint farms, Web applications, site collections, and other components. Join us to gain a deeper understanding of the intricacies and challenges and take away practical, blueprint-like guidance to what a governable SharePoint architecture might look like in your enterprise.
  • Animation of the settings complexity of SharePoint
  • Enforcing SharePoint Governance

    1. 1. Enforcing SharePointGovernanceRandy WilliamsEnterprise Trainer and EvangelistAvePoint
    2. 2. Randy Williams  Enterprise Trainer & Evangelist  Based in San Diego, CA  SharePoint MVP for 2009, 2010, 2011  Speaker at many global conferences 20+ years in IT Columnist: SharePoint Pro magazine randy.williams@avepoint.com @tweetraw
    3. 3. What isgovernance
    4. 4. Origin: Greek kybernân to steer (a ship) Latin gubernāre Medieval Latin gubernantia Old French gouverner Middle English governaunce
    5. 5. Governance is (much) bigger thanSharePoint Business Governanc e IT Governanc e Service Governanc e
    6. 6. What isSharePointgovernance
    7. 7. What is governance? Governance defines theprocesses, people, policies and technologies that deliver a service
    8. 8. BUSINESSGOVERNANCEMANAGEMENT SERVICE
    9. 9. Where the enforcement problems begin…
    10. 10. “Site Map” http://intranet HR Finance Vacation & Sick Financial Expense Benefits Day Tracking Performance Reports
    11. 11. Common site map (small organizations) http://intranet HR Finance Vacation & Sick Financial Expense Benefits Day Tracking Performance Reports
    12. 12. Common site map (larger organizations) http://intranet HR Finance Vacation & Sick Financial Expense Benefits Day Tracking Performance Reports
    13. 13. Common mistakesSite map = site hierarchyWhile easy to build out, manageability is constrainedGovernance challenges  Security management (chaos)  Policy enforcement  Classification challengesLack of separation between portal and collaboration contentDesign must reflect both  Information architecture  Information management
    14. 14. Info Architecture vs. Info ManagementInformation Architecture Organize and describe content  Metadata  Structure  Relationships Inputs  Knowledge Management team  Librarians  Content owners  Subject matter experts (SMEs) Outcomes  Site map (navigation)  Taxonomy  Search  Audiences (targeting)
    15. 15. Info Architecture vs. Info ManagementInformation Architecture Information Management Organize and describe content Manage the content & service  Metadata  Access levels (permissions)  Structure  Lifecycle  Relationships  Storage Inputs Inputs  Knowledge Management team  Information management policies  Librarians  IT usage policies  Content owners  Regulatory environment  Subject matter experts (SMEs)  SLAs Outcomes Outcomes  Site map (navigation)  Access levels  Taxonomy  Records management  Search  Compliance  Audiences (targeting)  Performance
    16. 16. Info Architecture vs. Info ManagementInformation Architecture Information Management Organize and describe content Manage the content & service  Metadata  Access levels (permissions)   Structure How you describe content is Relationships   Lifecycle Storage Inputs fundamentallyInputs  Knowledge Management team different than  Information management policies  Librarians  Content owners how you manage policies  IT usage it  Regulatory environment  Subject matter experts (SMEs)  SLAs Outcomes Outcomes  Site map (navigation)  Access levels  Taxonomy  Records management  Search  Compliance  Audiences (targeting)  Performance
    17. 17. Does governance input affect yourarchitecture?Absolutely! In fact, they’re interdependent  You cannot architect a farm without governance input  You cannot create a governable service without a solid architectureIn other words, the architecture helps enforce governancepoliciesThese policies help determine how many farms, webapplications, content databases, site collections you’ll needLet’s see why…
    18. 18. Management controls and scopes Farm Zone Web Application Service Application Content DB Site collection Top-level site Sub site List/Library Sub site [Folder] Item / Document
    19. 19. Here’s a simple example…
    20. 20. Translating Business Needs into ArchitectureBusiness needs  Human resources wants to work on 75 HR documents  Engineering wants to work on 25 engineering documentsPolicy requirements  Access to these documents must be restricted to users in respective department
    21. 21. Information and Service Management Architecture Farm Service Zone Web App App Content DB Site collection Site Library [Folder] Document
    22. 22. FarmSites TEAMS Content DB Site collection Departments Engineering HR Scope Control (web site)
    23. 23. Farm Sites TEAMS Content DB Site collection Departments Engineering HRGovernance Policy Management = Scope (web site) + Control
    24. 24. Some other examples“My Asia team must be able to collaborate locally”  Create a separate farm for users in Asia“Only my engineering group should be able to upload largeAutoCAD drawings”  Store in a separate web application“I need to limit the amount of content that marketing creates”  Store in a separate site collection
    25. 25. The Great DivideManagement requirements  more “containers”  Web applications  Site collections  Content databasesIn order to manage something more effectively, you increase themanagement effortOut-of-box features scoped to a single site collection  Navigation  Security management  SharePoint Groups  Quotas, auditing, content types, content rollup, and many more
    26. 26. The Management Headache Central Admin Too many setting pages… WebApp WebApp Settings Settings Site Collection Site Collection Site Collection Site Collection Settings Settings Settings Settings Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings Site SettingsList Settings Library Settings Site Settings List Settings Library Settings
    27. 27. What’s the Solution?
    28. 28. 1. Find the right balance when making designdecisionsConsiderations  Scalability  Performance  Ease of administration  Future requirements  Upgrade  BudgetMost all are trade-off decisions  The “yin and yang of SharePoint”
    29. 29. 2. Separate site map from architecture Site Map (the “Interface”) http://intranet HR Finance Vacation & Sick Day Benefits Financial Performance Expense Reports Tracking Service Architecture (the “Back end”) http://apps http://apps http://teams http://teams http://intranet http://intranet Site Collection Site Collection // HR Engineering Finance Site Collection Site Collection Site Collection Site Collection Custom App HR Engineering Finance User Profile Search MMS Service
    30. 30. 3. Find ways to simplify administrationIf you administer through a “single pane of glass” on  Farms Security  Web applications Configuratio  Content databases ns  Site collections  … ReportsYou can Search  Manage access, groups, provision users, audit  Enforce policies such as “We require checkout enabled for each library in the http://teams web application”  Minimize administrative burden
    31. 31. How is this done?Adaptive navigation  Manual top-link and quick launch menus  Third-party or custom navigation controls  Use portal site connection to link site collections together  Search-based navigationAutomated administration  PowerShell  Write custom code  Consider automated provisioning for things like sites and site collections  Use third-party administration tools
    32. 32. Site Provisioningwith PowerShell
    33. 33. DocAve Overview Migrate Integrate Manage Optimize Protect Report• Content • Connector • Administrat • Archiver • Protect all • Report and Manager or critical configure • Replicator • Connector SharePoint administrati • Content • Storage assets from ve alerts on Manager Manager network vital • Content failure, non- SharePoint Shield compliant statistics • Deployment content & Manager accidental deletions • Replicator
    34. 34. Using DocAve Administrator
    35. 35. Enforcement best practices Only define policies that can be enforced Use your service architecture to proactively enforce as much as possible (automated) Determine how other policies get enforced Do not try to automate everything Manual Semi-automated Automated Enforcement Enforcement
    36. 36. Important questions to ask…Have users been trained on your governance plan?  Don’t teach users how to use SharePoint  Train users to achieve the requirements of the solution  Have it involve day-to-day activitiesWill your users do the right thing?Are resources available to enforce?Has the farm been architected withgovernance in mind?
    37. 37. Resources TechNet  http://technet.microsoft.com/en-us/sharepoint/ff800826.aspx  http://technet.microsoft.com/en-us/library/cc262287.aspx  http://technet.microsoft.com/en-us/library/cc262787.aspx White Papers: http://www.avepoint.com  Resources
    38. 38. Thank you

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