Presenting SharePoint as a service back to your organization
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Presenting SharePoint as a Service Back to Your Organization Join Jeremy Thake, SharePoint MVP and Chief Architect at AvePoint, and Mary Leigh Mackie, Vice President of Product Marketing at AvePoint, to gain insight into how Microsoft SharePoint can be presented as a service back to your organization. Based on experiences speaking with large enterprise organizations with multiple workloads inside SharePoint, they’ll explain why many organizations have encouraged distributed management of SharePoint across the business rather than centrally managed by the IT department. This session will discuss how to strike a successful balance between top-down control and trusting users to "do the right thing", resulting in a desired distributed management method that complies to policies agreed upon by the organization’s governance committees. Topics such as accountability, restrictions, site lifecycle management, adoption, and return on investment of the service will be highlighted, as well as a review of available solutions to support delivery of SharePoint as a service. You’ll leave with a fresh understanding of: • How organizations are presenting SharePoint as a service • Several of the key services presented to business users • Best practices for measuring adoption and return on investment • Incorporating guidance for optimized information architecture
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Presenting SharePoint as a service back to your organization
- 1. Presenting SharePoint as a Service Back to Your Organization Jeremy Thake Mary Leigh Mackie Chief Architect VP of Product Marketing
- 2. Jeremy Thake © 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 3. Agenda • Presenting SharePoint as a service • Drawing the line between IT and the business • Key services • Measuring adoption and ROI © 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 4. Agenda • Presenting SharePoint as a service • Drawing the line between IT and the business • Key services • Measuring adoption and ROI © 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 5. Presenting SharePoint as a service Business Issues Accountability Who owns the site? Is the site still accessed and used? Quality Is the site still active? Is the content still accurate? Restrictions How do we prevent sharing of confidential documents? Compliance Sensitive data stored in unsecure areas? PII? © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 6. Presenting SharePoint as a service Business Issues Appropriateness Is there PII content uploaded? Is there content stored that should be in another system? Discoverability Search result relevant? Not knowing where to look? Adoption How do I measure SharePoint success? Infrastructure How do I manage storage growth? What are the SharePoint uptime service level agreements? © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 7. Presenting SharePoint as a service What is SharePoint Governance? “Governance is the set of policies, roles, responsibilities, and processes that guides, directs, and controls how an organization’s business divisions and I.T. teams cooperate to achieve business goals.” Microsoft – http://bit.ly/nmNSbj © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 8. Presenting SharePoint as a service IT Governance Corporate Governance IT Governance System Governance SharePoint SAP Lotus Notes © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 9. Presenting SharePoint as a service Requirements for IT Governance People SharePoint Policy Process as a Service Tech © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 10. BUSINESS GOVERNANCE MANAGEMENT SERVICE © 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 11. Presenting SharePoint as a service How Much Governance is Needed? Portal Visibility Community Sites Project/Team Sites Personal/My Sites Governance © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 12. Presenting SharePoint as a service People IT Business Back Owners Office Architects Intranet owners Finance Legal IT Operations Departmental owners HR SharePoint Admins Functional owners Corp Communications Management Information © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 13. Presenting SharePoint as a service Typical Policy Categories Information Infrastructure Operations Architecture Information Project Leadership Management Management Continuous Customization Adoption Improvement © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 14. Process of Policy Enforcement Manual Semi-Automated Automated Encouragement PowerShell scripts Custom apps Resource intensive 3rd Party products 3rd Party platform © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 15. Agenda • Presenting SharePoint as a service • Drawing the line between IT and the business • Key services • Measuring adoption and ROI © 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 16. Management controls and scopes Farm Service Zone Web Application Web Application Application Content DB Site collection Top-level site Sub site List/Library Sub site [Folder] Item / Document
- 17. Optimized information architecture Logical Architecture Farm TEAMS PEOPLE INTRANET Content DB Content DB Content DB Site Site Site collection collection collection Intranet Home HR Marketing Finance Marketing HR
- 18. Optimized information architecture Cloud architecture Extranet Farm Farm EXTRANET TEAMS PEOPLE INTRANET Content DB Content DB Content DB Site Site Site collection collection collection Intranet Home HR Marketing Financ Mark HR e eting
- 19. Optimized information architecture Shared Services Farm Architecture Extranet Content Farm Farm EXTRANET TEAMS PEOPLE INTRANET Content DB Content DB Content DB Site collection Site collection Site collection Intranet Home HR Marketing Marketin Finance HR g SEARCH PROFILE METADATA BCS Service Farm
- 20. Optimized information architecture Business Critical Architecture Extranet Biz Crit Content Farm Farm Farm EXTRANET TEAMS* TEAMS PEOPLE INTRANET Content DB Content DB Content DB Content DB Site collection Site collection Site collection Site collection Intranet Home Finance HR Marketing Marketin Finance HR g SEARCH PROFILE METADATA BCS Service Farm
- 21. Optimized information architecture Line of business applications architecture Extranet Biz Crit Content LOB Farm Farm Farm Farm EXTRANET TEAMS* TEAMS PEOPLE INTRANET <LOB> Content DB Content DB Content DB Content DB Site Site Site Site collection collection collection collection Intranet Home Finance HR Marketing Finance Marketing HR SEARCH PROFILE METADATA BCS Service Farm
- 22. Optimized information architecture Applications farm architecture Extranet Biz Crit On-Prem Apps LOB Farm Farm Farm Farm Farm EXTRANET TEAMS* TEAMS PEOPLE INTRANET APPS <LOB> Content DB Content DB Content DB Content DB Site collection Site collection Site collection Site collection Intranet Home Finance HR Marketing Marketin Finance HR g SEARCH PROFILE METADATA BCS Service Farm
- 23. Optimized information architecture Don’t panic – plan with end in mind… On-Prem Farm EXTRANET TEAMS* TEAMS PEOPLE INTRANET APPS <LOB> Content DB Content DB Content DB Content DB Site collection Site collection Site collection Site collection Intranet Home Finance HR Marketing Marketin Finance HR g SEARCH PROFILE METADATA BCS Service Farm
- 24. Agenda • Presenting SharePoint as a service • Drawing the line between IT and the business • Key services • Measuring adoption and ROI © 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 25. Typical Service Start Approval Process Execute Request © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 26. Key services 1) Site Collection and Site Provisioning • No out of the box form for site collection • Control • “Site” centric – Navigation – SharePoint Groups – Content Types – Features © 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 27. Key services Profiles and Plans Semi-automated Governance Plan Backup Storage Manager Archiving Auditor 1 hour Tier 1 – SAN 7 years Full 1 day Tier 2 – NAS 3 years Views + Edits 1 week Tier 3 – Azure 1 years Views © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 28. Key services End-to-End Policy Interface Example Service Offering or SLA Operations Gold Silver Bronze Backup 1 hour 1 day 1 week Storage Manager Tier 1 – SAN Tier 2 – NAS Tier 3 – Azure Archiver 7 years 3 years 1 year Auditor Full View + edits Views SharePoint SharePoint Designer Enabled Disabled Disabled Content Database Isolated DB Shared Shared Quota 100Gb 50Gb 10Gb © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 29. Key services Audience-targeted Services Sales HR Projects Policies Silver Gold, Silver Gold Security Sales Management Accounting Mgmt. All Management AD Group AD Group AD Groups Customizations Customer Site Employee Site Project Site Template Template Template Approval Process 2-stage 2-stage 2-stage Business Contact AD User AD User AD User Classification Account Size Employee Project Size Department © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 30. Key services 2) Site Collection Lifecycle Management Animation Birth Life Inactivity End-of-Life Change of Lease expiry business triggered contact Provisioned Request for Lock before Deleted from deletion or delete or SharePoint archive archive Change of Site inactivity Policy triggered Change of Archived from purpose SharePoint © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 31. Key services 3) Site Re-certification • Compliance – Security • Librarians – Record disposition – Re-classification © 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 32. Key services 5) Granting / Removing Permissions • Most common reason to need more than “Contribute” • Delegation of requests • Traceability of requesting access • Sent hyperlinks © 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 33. Key services 6) Transferring/Cloning Permissions • New user joining existing team • User changing roles • Complex security models • Delegation of requests • Traceability of requesting access © 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 34. Key services 7) Content Move • Out of the box moves via File Explorer lose data integrity • Re-locating content to another workload – My sites -> Team sites – Cloud -> On-premise • Restructuring sites as Information Architecture evolves © 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 35. Key services 8) Recover Content • “Accidently deleting files” • Speed of restoring documents by staging entire databases • Granularly restore © 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 36. Key services 9) Report on “My Sites” as accountable owner • Top users • Top content • Who has access • Storage growth © 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 37. Agenda • Presenting SharePoint as a service • Drawing the line between IT and the business • Key services • Measuring adoption and ROI © 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 38. Measuring adoption and ROI Why do we need ROI and adoption reporting? • Value of SharePoint to organization • Highlight issues in adoption and ROI • Guarantee same investment next year • Further investment © 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 39. Measuring adoption and ROI Traditional measures of adoption - Quantitative • Storage Growth • Number of site collections and sites • Number of unique visitors • Increase frequency of returning visitors • Decrease of File Share growth and Exchange growth © 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 40. Measuring adoption and ROI Exponential Storage Trends Active Content Actual Content
- 41. Measuring adoption and ROI Traditional measures of ROI - Qualitative • Case studies / success stories • War stories © 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 42. Mary Leigh Mackie © 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 43. Demo: DocAve Governance Automation
- 44. Optimized information architecture What do we prescribe? Policy Identify experts Set expectations SharePoint as a Service Identify Services Provide Process Optimization Automation Reporting © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 45. Agenda • Presenting SharePoint as a service • Drawing the line between IT and the business • Key services • Measuring adoption and ROI © 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 46. Q&A
- 47. References © 2012 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 48. Additional Resources (Please Click Images or Visit www.AvePoint.com/resources) WhitePapers from AvePoint’s Own Customer Success Stories SharePoint Experts © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
- 49. Contact us Phone (201) 793-1111 1-800-661-6588 (toll-free) Email sales@avepoint.com Social & Community www.DocAve.com @AvePoint_Inc http://www.facebook.com/AvePointInc +1 AvePoint © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Editor's Notes
- Presenting SharePoint as a Service Back to Your OrganizationJoin Jeremy Thake, SharePoint MVP and Chief Architect at AvePoint, and Mary Leigh Mackie, Vice President of Product Marketing at AvePoint, to gain insight into how Microsoft SharePoint can be presented as a service back to your organization. Based on experiences speaking with large enterprise organizations with multiple workloads inside SharePoint, they’ll explain why many organizations have encouraged distributed management of SharePoint across the business rather than centrally managed by the IT department.This session will discuss how to strike a successful balance between top-down control and trusting users to "do the right thing", resulting in a desired distributed management method that complies to policies agreed upon by the organization’s governance committees. Topics such as accountability, restrictions, site lifecycle management, adoption, and return on investment of the service will be highlighted, as well as a review of available solutions to support delivery of SharePoint as a service. You’ll leave with a fresh understanding of:• How organizations are presenting SharePoint as a service• Several of the key services presented to business users• Best practices for measuring adoption and return on investment• Incorporating guidance for optimized information architecture
- How organizations are presenting SharePoint as a serviceSeveral of the key services presented to business usersBest practices for measuring adoption and return on investmentIncorporating guidance for optimized information architecture
- How organizations are presenting SharePoint as a serviceSeveral of the key services presented to business usersBest practices for measuring adoption and return on investmentIncorporating guidance for optimized information architecture
- There are various concernsthat come up around SharePoint Governance.[CLICK]One of the largest concerns is around accountability of content within SharePoint. Essentially this is about who is the business contact for a SharePoint Site Collection or Site, so when the team running SharePoint as a Service to the organization needs to ask questions regarding the content they have a primary and secondary person to contact. This may change throughout the lifecycle of the content.[CLICK]One of the most common questions will be around the quality of content, so having a business contact to ask whether all of the content is still active and accurate is essential.[CLICK]Another key concern that comes up is around restrictions on content, specifically around the security of content.[CLICK]We are seeing in specific business verticals, such as Health and Financial, that organizations are concerned that SharePoint has content containing personal information such as social security numbers, credit card numbers etc. because of the legal ramifications around this in the future.
- In some cases, it may not be deemed appropriate for documents containing personal information to be stored in SharePoint. Enforcing this can be extremely difficult and can be made more complicated if the policies are more semantic such as “records must not be stored in SharePoint and must be moved into the organizations Records Management System” or “All engineering documents must be stored on the FTP site”.[CLICK]From a pure content consumption perspective, finding the content a user is looking for can often become hard as the structure of SharePoint grows and how well search is configured within the organization.[CLICK]Those people responsible for delivering SharePoint as a Service back to the organization, from Governance committees to business system owners, will want to measure the success of the service. This is often extremely hard and traditionally done by measuring the storage growth of SharePoint or the number of team sites in use, but often is not a good indication of adoption.[CLICK]Most of the focus from an I.T. perspective in SharePoint comes from the Infrastructure perspective and is often focused on things that directly affect the cost of running the service for the organization. This will include things such as the growth of storage costs and the cost of having high uptime service level agreements. Often there is a huge divide between the expectation the business has around these SLAs and what I.T. in fact has in place.
- SharePoint Governance means a lot of different things to a lot of different people and is often an overused term. Microsoft defines it as “the set of policies, roles, responsibilities and processes”“that guides, directs and controls”“how an organization’s divisions and I.T. teams cooperate”“to achieve business goals”.The key here is “how” you can “guide, direct and control”, sometimes called “enforce” or “govern”, the users within SharePoint.
- http://en.wikipedia.org/wiki/Corporate_governance_of_information_technologyWhat are the major focus areas that make up IT governance?According to the IT Governance Institute, there are five areas of focus:Strategic alignment: Linking business and IT so they work well together. Typically, the lightning rod is the planning process, and true alignment can occur only when the corporate side of the business communicates effectively with line-of-business leaders and IT leaders about costs, reporting and impacts.Value delivery: Making sure that the IT department does what’s necessary to deliver the benefits promised at the beginning of a project or investment. The best way to get a handle on everything is by developing a process to ensure that certain functions are accelerated when the value proposition is growing, and eliminating functions when the value decreases.Resource management: One way to manage resources more effectively is to organize your staff more efficiently—for example, by skills instead of by line of business. This allows organizations to deploy employees to various lines of business on a demand basis.Risk management: Instituting a formal risk framework that puts some rigor around how IT measures, accepts and manages risk, as well as reporting on what IT is managing in terms of risk.Performance measures: Putting structure around measuring business performance. One popular method involves instituting an IT Balanced Scorecard, which examines where IT makes a contribution in terms of achieving business goals, being a responsible user of resources and developing people. It uses both qualitative and quantitative measures to get those answers.http://www.cio.com/article/111700/IT_Governance_Definition_and_Solutions
- Summary Section: Bring back and expand upon all four talking pointsReplace:People: Service RequestProcesses: WorkflowPolicy: DocAveTech: GA+People: The “People” in SharePoint Governance are not just from IT but from people throughout the organization.They each have their own business requirements & agendas within the organization and are allocated roles and responsibilities to ensure that the SharePoint platform is aligned to these.Policy:IT AssuranceArchitectureInfrastructureDisaster RecoverySLAsPerformanceProject GovernanceProject managementStakeholder managementInformation GovernanceInformation ArchitectureInformation ManagementTechnology & Business AlignmentAgreeing what the business drivers areTelling the users what they can and can’t doContinuous Improvement Continually improving the processes in placeProcess:Systems to enforce Governance PlansManualRegular checks on randomSite content, Audit Logs, Managed Metadata Term Stores, My Site contentKeeping manual records of ownership of Sites and ContentBenefitsBetter than no enforcementProblemsHuge overhead on individualsSlow turn around timesBottlenecksLack of business agilitySemi-automatedHardening what Users can do through permissionsCustom Site Provisioning workflowsCustom Site TemplatesBenefitsIT outside of processBetter visibility and control for UsersProblemsNeeds more training and investment in processesBetter turnaround timesAutomatedMonitoring of SharePoint UsageFull blown Site ProvisioningTransferring of ownershipBenefitsIT outside of processBusiness agilityEnforces to policiesWorkflow, delegation and auditingAbility to reportProblemsNeed deep technology knowledgeTechnology:Can’t create policies unless you can enforce themTechnical limitations SLAs Complexity of building Platform built in particular way
- Not all SharePoint Governance is treated equal and depending on the workload of content the balance between stricter management and control varies. [CLICK]This typically is dependent on the workloads and their visibility, for example, the Intranet Portal will be consumed by every employee in the organization and therefore will be tightly managed and controlled and have stricter governance policies.[CLICK]Content workloads such as My Sites, which are contributed to by individual owners and shared with their peers will have looser controls and fewer governance policies.
- The “People” in SharePoint Governance are not just from IT but from people throughout the organization.Governance CommitteeExecutivesBusiness OwnersIT RepresentativesLegalRecords ManagementCorporate CommunicationsHuman ResourcesThey each have their own business requirements & agendas within the organization and are allocated roles and responsibilities to ensure that the SharePoint platform is aligned to these.
- AtAvePoint, we have spoken to our existing customer base and looked at the SharePoint Governance plans that have been put in place. A key driver for defining policies is to set the expectations between I.T. and the business on how SharePoint will be run as a Service to the organization.We typically see that the policies within these plans fall into these 9 policy categories. Most organizations Governance plans will always have policies focused on Infrastructure and Operations as these are close to I.T. teams needs and costs. These will include service level agreements, storage costs and disaster recovery policies.[CLICK]Another focus area will be around Information Architecture due to the concerns within the business on accountability, restrictions and discoverability.[CLICK]Information Management is often neglected due to the Information Managers not involved in defining the policies and is often reactive due to organizational records management policies around disposition and legal holds.[CLICK]SharePoint is a series of ongoing projects with an organization as new initiatives get introduced into service such as Intranets, Extranets or Collaboration services. Each of these requires project management and policies should be put in place defining how these initiatives are conducted to set expectations. Each project will involve following policies around communication plans, release coordination and business prioritization.[CLICK]Many organizations understand the organic growth of SharePoint and will encourage leadership to be present from day one. This will include the forming of a Governance Board along with ensuring that there be policies that align the SharePoint Governance plan with the IT Governance Plan and Corporate Governance Plan strategic objectives, values and vision for the organization.[CLICK]To many, SharePoint is a platform that can be customized to the organizations needs. It is important that policies be put in place to set the expectation on the level of customization allowed within each workload of SharePoint.[CLICK]Adoption is a key factor that should be measured to enforce the return on investment of SharePoint as a Service back to the organization and policies are typically put in place to define how adoption will be measured and ensure that this be taken into account by all workloads within SharePoint.[CLICK]Continuous improvement is critical to the success of system that is formed within an organization. Having measurable outcomes that can be revisited at certain checkpoints throughout the year ensure that all policies are revisited and tweaked to improve the system for the future.
- It is one thing to define policies for your governance plan, but it is key to have a process in place to enforce these. At AvePoint we see different levels of process being executed.Some organizations have manual processes in place that rely on encouraging users to do the right thing. We all know that users will do what they like in most cases and there is a higher risk associated with not complying to policy. To lower the risk of not complying, some controls can be put in place to prevent users from doing the wrong thing but this can often be resource intensive. In some cases, there is not the ability to control SharePoint based on the policy you may be trying to enforce.[CLICK]To reduce the resource intensity we see organizations leveraging PowerShell to semi-automate switching on these controls in bulk. Our customers leverage our platform to do this via the DocAve 6 user interface or via the APIs. Where these controls cannot be put in place out of the box in SharePoint, organizations leverage products, such as DocAve 6, that report on non compliant content after the fact that can be reactively dealt with to comply to policies.[CLICK]In more mature organizations, we see them building out custom applications that proactively put controls around SharePoint to guide users to do the right thing and typically take away the right to do these directly from within SharePoint.[CLICK]We had lots of requests from customers to reduce their custom code gap and these customers often heard from other organizations with SharePoint that they were also building out similar apps. The pressure was on us to build a product to replace these custom apps and let all our customers benefit from the functionality we were seeing.
- How organizations are presenting SharePoint as a serviceSeveral of the key services presented to business usersBest practices for measuring adoption and return on investmentIncorporating guidance for optimized information architecture
- How organizations are presenting SharePoint as a serviceSeveral of the key services presented to business usersBest practices for measuring adoption and return on investmentIncorporating guidance for optimized information architecture
- We have found that existing customers are already leveraging the DocAve enterprise managemenet platform for SharePoint governance. The focus has been primarily around the service level agreements for different divisions of the organizations.For instance, there are different SLA’s offered to divisions based on the criticality of the content.The available Backup plans that can be configured for the recover point objectives are typically 1 hr, 1 day and 1 week for our customers.The hierarchical storage plans configured within our Extender product allow BLOB content to be extended to high performance SANs, cheaper NAS storage or significantly cheaper cloud storage.The archiving of content is influenced by the type of content and regulatory compliance of legal acts the organization is required to obide to.The auditing of events occurring on content is also influence by the type of content too, but also for monitoring of activity on the content from a content lifecycle perspective.
- These are typical examples of policies that are offered to divisions of the organization based on business criticality. Gold being the most expensive cost to a division from a internal billing perspective and Bronze being the cheapest.We also found customers had different perspectives on various other configurable features at the site collection level.For instance, whether SharePoint Designer was enabled for business users within the site.Or, whether the site collection was stored on an isolated database on a high performance SQL instance, compared to a shared instance in cheaper policies.Storage quotas and customizations options were also very common requirements from our customers that can be configured within policies.
- Each service request type can have instances created to target divisions of an organization.The examples shown here show what policies are available for different divisions. For instance, the HR business users can chose between Gold and Silver, whereas Sales are locked onto the Silver policy and Projects the Gold policy.Each service request type instance has the ability for administrators to configure who has security to request these services along with assigning a business owner to the instance itsself, typically someone on the governance committee.Each instance can also have its own available Site Templates and a pre-defined workflow that parameters for approvers can be configured.A large issue in organizations is allocating Site Collection Owner rights to business owners of the content to deliniate ownership for reporting. The problem here is these businses owners, most without training, immediately have ‘god mode’ to the content. Our product introduces the ability to store Primary and Secondary Site contacts which achieve the business outcome without releasing the keys to the kingdom.Additional metadata can also be associated with site collections to enable the governance committee to report on site collections through multiple dimensions, for example, business department, customer type or location.
- One of the largest concerns with content in SharePoint is accountability, with Governance Automation we have come up with a solution.[CLICK]When a site collection, or site, is provisioned via a service request we have a concept of a site lease that is attached based on the policy of the site selected. The lease for a Gold policy may be 2 years, whereas a lease for a Bronze non-business critical site may be 6 months.[CLICK]On the expiration of the lease, the accountable business contact will be notified and asked to either renew the lease or choose to delete or archive the site.[CLICK]We know that users often make the wrong decision, so rather than deleting or archiving immediately…we look the site for a set period of time, based on policy and then act on it after that period.[CLICK]We all know that some business contacts will just keep clicking renew the lease. If you have a chargeback model in place, this will have an associated cost.If you do not have a chargeback model, we can also check activity on the site. If the site has not been accessed for 6 months, again policy driven, we will notify the accountable business contact and make them decide to either keep the site, archive it or delete it.[CLICK]During the lifecycle of a site, often the accountability gets transferred. So Governance Automation has the ability to change this.[CLICK]We also know that business criticality of content changes over its lifecycle too and the policy can be changed from Gold to Bronze to both save the business unit being charged for the service money and also I.T. in the management and operation costs involved.[CLICK]This can also be the case for the classification of the site too. Maybe it was originally classified as a Project site collection in the Medium size group, but now has become a Enterprise size group classification.[CLICK]We also know that some users are proactive and give the ability to request a site be deleted or archived based on policy.
- How organizations are presenting SharePoint as a serviceSeveral of the key services presented to business usersBest practices for measuring adoption and return on investmentIncorporating guidance for optimized information architecture
- ML note: fix animations
- Axceler doesn’t DO governance! They don’t concern themselves with the breadth!
- How organizations are presenting SharePoint as a serviceSeveral of the key services presented to business usersBest practices for measuring adoption and return on investmentIncorporating guidance for optimized information architecture
- Need to hyperlink/add graphics