KMA Webinar: Managed Metadata Services in SharePoint 2010

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Get a practical, hands-on review of the new managed metadata services for managing taxonomies, folksonomies, tags, metadata and content types in SharePoint 2010.

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  • About meRegional focusDistilled information worker platforms MSFT (SharePoint, BI, EPM)Collaboration – Portals, Insight Search BIProductivity forms, office custom, mekko
  • KMA Webinar: Managed Metadata Services in SharePoint 2010

    1. 1. Managed Metadata Services in SharePoint 2010<br />KMA Insights Webinar SeriesJune 23, 2010<br />
    2. 2. Housekeeping Items<br />Experiencing Issues? <br />Change color of your seat to RED<br />Questions for Speakers? <br />Submit questions during webinar<br />Twitter Discussion<br />#kmamms<br />Feedback<br /> Webinar Feedback<br /> Next Steps/Moving Forward<br />
    3. 3. About KMA<br /><ul><li>Full-service IT consulting firm established in 1995
    4. 4. 25 employees: Partner, PM, Analyst, Developer, QA
    5. 5. Industry expertise and focus: Professional Services, Life Sciences & Financial Services
    6. 6. Microsoft technology focus:
    7. 7. Microsoft Certified Partner since 1995 / Microsoft Gold Certified Partner since 2004
    8. 8. Working with SharePoint technologies since 2001
    9. 9. Specialties in
    10. 10. Collaboration: Portals, Communities and Content Management
    11. 11. Insight: Enterprise Search and Business Intelligence
    12. 12. Productivity: Forms and Office Client Customization, Mekko Graphics (ISV)</li></li></ul><li>About Me<br />Working with SharePoint technologies since 2000/2001<br />20 years consulting and financial services technology (Santander, John Hancock, GMO, State Street)<br />SharePoint practice lead at KMA<br />Write and speak often on Microsoft information worker technologies<br />Microsoft MCSE/MCTS/MSA/MVTS<br />BC MBA in Investment Management<br />Hiking, cooking, playing guitar, colonial history, photography<br />My family: Hayley, three kids (15, 6, 3) and my dog Stan<br />
    13. 13. Agenda<br />Metadata – definitions and taxonomy<br />Usage scenarios<br />Folksonomy usage<br />Taxonomy management<br />Tags and social networking<br />Content type hubs and publishing<br />Configuration Overview & Design Tips<br />
    14. 14. Microsoft SharePoint Server 2010 … the bright frontier<br />
    15. 15.  <br />What is metadata?<br />Literally, “after data”<br />In practical usage, it means data about data<br />For SharePoint, it usually means data that describes or classifies other data (lists) or documents (libraries)<br />
    16. 16. Terminology<br />Taxonomy– A formal hierarchy of terms and tags, usually centrally administered and defined<br />Folksonomy - Informal list of ad-hoc tags or terms, usually built up over time through user defined keywords (Thomas Vander Wal – “people’s taxonomy”)<br />Term Store – A database that houses taxonomies<br />Term Set – The “second level” of a taxonomy<br />Term – (a/k/a “tag”) An element of the defined taxonomy <br />
    17. 17. SharePoint Content Terminology<br />Content Type – A reusable collection of settings and rules applied to a certain category of content in SharePoint.<br />Content Type Hub– A site collection which operates as a central source to share content types across the enterprise<br />Content Type Syndication – Publishing content types across multiple sites, site collections, web application and/or farms.<br />
    18. 18. History<br />2001: original release of SharePoint <br />2003: expansion of libraries, custom columns<br />2007: site columns, business data catalog and content types become widespread; adoption rate leads to explosive growth of SharePoint content<br />May 2010: release of SharePoint 2010 with Managed Metadata Service<br />
    19. 19. The bright frontier - 2010 Managed Metadata Service<br />Centralized enterprise repository for tag hierarchies and keywords<br />Publish and subscribe model for distributed content types<br />
    20. 20. Scenario: Growth of an Information Architecture<br />New company starts to develop products<br />“X21 Screen Cleaner” is the first product<br />Products team has a SharePoint site with a folder for product information<br />Simple storage and navigation<br />
    21. 21. Scenario: Growth of an Information Architecture<br />Company hires its first marketing specialist<br />Adds a folder to the library for marketing content<br />Multiple products, but all information still in one spot<br />
    22. 22. Scenario: Growth of an Information Architecture<br />In six months, marketing grows to a department, gets its own site<br />Document physical storage becomes de facto taxonomy<br />
    23. 23. IA Questions<br />“I’m in the marketing group, and I just finished a new product sheet for the X-21 project – do I keep it on my site, or on the products site, or save it to both places?”<br />“I’m in the product group, and there’s a product information sheet for the X21 Screen Cleaner – is that the most recent version, or do I have to double check on another site?”<br />“I’m searching for information on the X-21 product – do we call it ‘X21’, or ‘X-21’? Why can’t we use both?”<br />
    24. 24. Folksonomy<br />Informal list of ad-hoc tags or terms, usually built up over time through user defined keywords<br />Centrally stored in the MMS application<br />Included by default in all document libraries<br />
    25. 25. Social tagging<br />Tagging activities are always available form a common UI<br />Tags are aggregated to each users profile page<br />Tags themselves get profile pages<br />
    26. 26. SharePoint 2010 Demo<br />Adding terms to the taxonomy<br />Adding Managed Keywords to a library<br />Tagging and terms<br />Tags on personal profiles<br />Tag profiles<br />
    27. 27. Taxonomy<br />Creating and managing terms and term sets<br />Attaching to a library<br />Taxonomy navigation<br />
    28. 28. Demo<br />Term sets and terms<br />Metadata fields<br />Navigation<br />
    29. 29. Content Type Hubs<br />Define one master site collection to house master content types<br />Publish and synchronize across multiple farm and or site collections<br />
    30. 30. Tips and Tricks<br />User Readiness<br />Dynamic external tags<br />Tag security<br />Openness vs. closed term sets<br />Federated administration<br />Content types & site columns - practical guidance<br />
    31. 31. User Readiness<br />Introduce the concept to users with Enterprise Keywords “folksonomy”<br />Start small – don’t build 1,000,000 member term setsinitially<br />“Know your nouns” – coalesce and agree on initial terms using simple systems (Excel)<br />Reuse, reuse, reuse – find data masters in LoB systems and/or Master Data Services (SQL 2008 R2)<br />
    32. 32. Design – Dynamic External Tags<br />One way data import limits <br />BCS provides alternative tag techniques<br />BCS data source can be maintained externally, or by publishing the source as an External List. <br />External Lists act almost identically to native SharePoint lists in the UI.<br />
    33. 33. Design - Security<br />Security is limited to the term set level <br />All child terms inherit this visibility setting<br />What you can’t do is this:<br />Tag (Viewers)<br />Northwind (Andy & Bob)<br />Contoso (All Employees)<br />Oracle (Executive Team Only)<br />
    34. 34. Design - Openness<br />Folksonomy - Managed Keywords are usually “open”, and allow users to add new terms interactively through tagging. <br />Taxonomy - Managed term stores are usually closed, and require administrators to add new terms. <br />Open folksonomies and closed taxonomies is a good practice. <br />May become a best practice<br />Watch trends in casual social tags and evaluate “promotion” to formal taxonomy.<br />
    35. 35. Design - Shared Service Applications<br />The 2007 Shared Services Provider has been broken up. <br />Each of its elements is now a Shared Service Application<br />MMS is also a Shared Service Application<br />Records/librarians/IA can administer metadata without becoming farm admins<br />
    36. 36. Resources<br /><ul><li>From Microsoft:
    37. 37. SharePoint 2010 site: http://sharepoint2010.microsoft.com
    38. 38. SharePoint Team Blog: http://blogs.msdn.com/sharepoint/default.aspx
    39. 39. From KMA:
    40. 40. Monthly webinars
    41. 41. Web: www.kma-llc.net (now powered by SharePoint!) with white papers, blogs, archived presentations, news, and events
    42. 42. Offerings:</li></ul>SharePoint Health Check - 1-2 day fixed price engagement<br />SharePoint 2010 Readiness 2 day fixed price engagement<br />SharePoint Deployment Planning Services (SDPS) - available for 2010 planning<br />[Microsoft Office] Business Value Planning Services (BVPS)<br /><ul><li>Special Webinar Offerings:</li></ul>KMA White Paper on Managed Metadata Services (MMS) <br />Invite Only to have a one-on-one conversation around the use of MMS<br />
    43. 43. In Closing…<br /><ul><li>Webinar Feedback
    44. 44. Upcoming Events & Future Topics </li>

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