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SPSDenver-Enforcing.SP.Governance

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So you've heard about "Governance" from all angles in the SharePoint community-the fact that you need "People" to define "Policies", but what Processes are actually required to bring this to fruition? …

So you've heard about "Governance" from all angles in the SharePoint community-the fact that you need "People" to define "Policies", but what Processes are actually required to bring this to fruition? This session will discuss how to bring these three P's together by enforcing established Policies through Processes built using out-of-the-box SharePoint by the People (SharePoint IT Administrators and Site Owners). The session will cover what is feasible using native SharePoint 2010 functionality, and what to watch for to ensure you are planning for common challenges customers face.

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  • 1. Enforcing SharePoint Governance Mary Leigh Mackie Director of Product Marketing @mlmackie maryleigh.mackie@avepoint.com
  • 2. AvePoint: Who We AreGlobal Leader -- Microsoft® SharePoint Infrastructure Management “Clearly AvePoint is making the most of both Microsoft technology and the Microsoft Partner Network in its quest to create a profitable business.” – Jon Roskill, Microsoft Corporate Vice President, Worldwide Partner Group
  • 3. Session Objectives and Takeaways• Definition and Purpose of Governance• SharePoint Governance Challenges – IT Governance – Information Governance – Application Management• What does SharePoint Governance look like? – Out of the box capabilities – When to think about additional technology options• Final Considerations
  • 4. Key Players of Governance People Policy Process Technology
  • 5. Governance Spectrum Chaos Restricted
  • 6. Key Policy Areas of Governance Project IT Assurance Governance Technology & Information Business Governance Alignment Continuous Improvement http://www.21apps.com/governance/sharepoint-governance-3-0/
  • 7. Introducing a Governance Plan Integration Applications Collaboration Content
  • 8. Today’s Focus Areas for SharePoint Governance  IT governance of the software itself and the services you provide IT Information  Information governance Assurance Governance of the content and information that users store in those services. Application  Application governance Management of the custom solutions you provide
  • 9. Governance and Site types
  • 10. Getting the right tools for the job…• Standard administration interfaces – Quotas, locks, permissions, records management• Powershell – Administrative functions, Data protection• SharePoint services and features – Managed metadata service for classification – ISV solutions for management Manual• SharePoint Designer, Visual Automated Studio
  • 11. What to govern in SharePoint?• Best Practices: Quotas and Limits• Content: Site lifecycle management• Social or not? Impact = Exposure Value = Availability If this leaks, will it hurt If this isn’t available, Asset classification my business? can my business run?• Security, Infrastructure and Web Application policies• Service Level Agreement
  • 12. IT Governance Centrally Managed Locally Managed Software, Services, and Sites are Software, Services, and Sites are hosted and managed centrally by a hosted and managed locally by core IT group individual groups What’s the right balance for your organization?A successful IT service includes the following elements: A governing group defines the initial offerings, policies, and evaluates success of the service The policies you develop are communicated to your enterprise and are enforced Users are encouraged to use the service and not create their own solutions – installations are tracked Multiple services are offered to meet different needs in your organization
  • 13. IT Governance Challenges Proliferation © 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. Service-level agreements should include:• Length of time and approvals necessary to create a site.• Costs for users/departments.• Operations-level agreement – which teams perform which operations and how frequently.• Policies around problem resolution through a help desk.• Negotiated performance targets for first load of a site, subsequent loads, and performance at remote locations.• Availability, recovery, load balancing, and failover strategies.• Customization policies.• Storage limits for content and sites.• How to handle inactive or stale sites.
  • 15. Throttling and LimitsFunction Limit ConfigurableList View Threshold 5,000 (20,000 for admins & Yes, Central Admin/web auditors) App SettingsList View Lookup 8 Yes, Central Admin/web App SettingsAllow OM Override On by default Yes, Central Admin/web App SettingsDaily time window None Yes, Central Admin/web App SettingsIndexes Per List 20 NoUnique Permissions 50,000 Yes, Central Admin/web App SettingsSharePoint Workspace 30,000 No
  • 16. SocialSocial Feature Benefits ConsiderationsTagging Navigation, Search, Content Control, Security, Personal SearchNote Board Quick communication Content Control, Security, SearchRatings Feedback UsageBookmarklets Quick and easy links External linksExpertise Find people Examples, Privacy, Content ControlProfiles Additional Info Privacy, Content ControlBlogs Knowledge Transfer Corporate PolicyWikis Knowledge Transfer Performance and PolicyDiscussion Boards Knowledge Transfer Moderation and Policy
  • 17. Reports and Inventory of Usage• Web Analytics Reporting – Traffic – Search – Inventory• PowerShell• Inventory – Sites – Quotas – Content Types – Branding – Customizations – Security
  • 18. Simplifying IT Governance Implementationwith TechnologyConsider 3rd party tools to:• Centrally enforce limitations – plans and policies for – Data Protection, Recovery, and Availability – Audit Policies – Permission management• Scalability in Management – Giving IT Teams the technology to manage thousands of users – Terabytes of Content – Millions of Audit Records
  • 19. Information Governance Tightly Managed Loosely Managed Content is tagged with structured Content is tagged only socially metadata, permissions are tightly and not tracked; permissions and controlled, content is archived or archiving are not controlled or purged per retention schedules. managed. Appropriate for: Appropriate for: • Structured content What’s the right • Low-business-impact • High-business-impact content content balance for your • Short-term projects • Personal identifiable organization? • Records information • Collaboration • Records
  • 20. Information Architecture Wireframe & Search & Site Map Navigation Information Architecture Managed Content Types Metadata
  • 21. Questions to ask when designing a site or solution:• How will the site or solution be structured and divided into a set of site collections and sites?• How will data be presented?• How will site users navigate?• How will search be configured and optimized?• Is there content you specifically want to include or exclude from search?• What types of content will live on sites?• How will content be tagged and how will metadata be managed?• Does any of the content on the sites have unique security needs?• What is the authoritative source for terms?• How will information be targeted at specific audiences?• Do you need to have language- or product-specific versions of your sites?http://www.criticalpathtraining.com/Members/Pages/Presentations.aspxIncorporating Managed Metadata in Custom Solutions in SharePoint 2010 Session
  • 22. Information Access Information Management: IT Governance: Access Permissions and Audiences Should I use How do I makeHow do I structure How do I target How do I make this Information Rights sure that only permissions in a content to specific content accessible Management (IRM) people who need site? audiences? to external users? to protect content? access have it? Determine the rules or policies that you need to have in place for the following types of items:  Pages  Blogs and Wikis  Lists  Anonymous  Documents comments  Records  Anonymous access  Rich media  Terms and term sets  External data
  • 23. Information Assessment Availability Redundancy Access
  • 24. Information Lifecycle Management Birth Life Rest
  • 25. Information ManagementKeeping content ‘clean’, enabling auditing forspecified content types, & restructuring as you grow © 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. SharePoint 2010 IM: In Place RecordsLock down documents, pages, and list items without an archive Declare items records in bulk Lock down non- document content, like wikis
  • 27. In Place Records & PoliciesCreate separate retention schedules for records Different policies for records Schedule declaration as part of lifecycle policy
  • 28. Application Management Strictly managed Loosely Managed development Development Customizations must adhere to Rules about development customization policy, deployments and environments or customizations are updates tested and rigorously managed. less rigid. What’s the right balance for your organization?Determine customization types you want to allow/disallow, and how tomanage them: Service level descriptions  Approved tools for development Processes for analyzing customizations  Who is responsible for ongoing code Process for piloting and testing support customizations  Specific policies regarding each Guidelines for packaging and deploying potential type of customization (done customizations through the UI or SD) Guidelines for updating customizations
  • 29. Customizations & Branding• Isolate custom solutions: Sandbox Solutions – Cannot use certain computer and network resources – Cannot access content outside the site collection they are deployed in. – Can be deployed by a site collection administrator. – Governed: only a farm administrator can promote a sandboxed solution to run directly on the farm in full trust.• Master Pages and Page Layouts• Themes• To “Designer” or not to “Designer”• Separate development, pre-production, and production environments (keep these environments in sync)
  • 30. Lifecycle management process
  • 31. Implementing Governance Policies © 2011 AvePoint, Inc. All rights reserved. No part of this may be
  • 32. Governance PlansQuotas Customizations Information10 GB SP Designer Ownership50 GB Site Galleries Content Types100 GB Sandbox Solutions Ethical Walls Backup Storage InfoMgmt Auditing 1 hour Tier 1 – SAN 7 years Full Audit 1 day Tier 2 – NAS 3 years Views + Edits 1 week Tier 3 – Azure 1 year Views
  • 33. SharePoint Policy Bundles Gold Silver BronzeBackup 1 hour 1 day 1 weekStorage Policy Tier 1 – SAN Tier 2 – NAS Tier 3 – Azure(RBS)Info Mgmt Policies 7 years 3 years 1 yearAuditing Full View + Edits ViewsSharePoint Designer Enabled Disabled DisabledContent Database Isolated DB Shared SharedSandboxed Enabled Disabled DisabledSolutionsQuota 100Gb 50Gb 10GbCost $$$$$$ $$$$ $$
  • 34. Service Request Types – Surfacing Options toContent Owners and Business Users• Site Collection Request• Transfer / Clone User Request• Site Collection Content Lifecycle Request• Sub-site Request• Content Move Request• Solution Package Deployment Request• Gallery Artifact Deployment Request• Recover Content Request• Report Request
  • 35. Service Request Type - Site Collection Request Sales HR MarketingPolicy Gold, Silver Silver BronzeSecurity Marketing Sales HR Management Management ManagementSite Templates Team Site, Custom Sales Enterprise Wiki Publishing Site TemplateService Type Acc Type:Metadata EPG/SMB/FINWorkflow 2 Step 1 Step 3 StepGlobal Metadata Location Location LocationPrimary/Secondary *Fill in the blank* *Fill in the blank* *Fill in the blank*Site Contact
  • 36. Additional Considerations and wrap-up
  • 37. Governance and Training • Governance doesnt work without user adoption and compliance. • End-user training and education, good content, and search are keys to user adoption. • Document governance plan.
  • 38. Governance StakeholdersForm and use a governance group to create and maintain the policiesand include the following roles:  Information architects or  Trainers taxonomists  IT managers  Business division  Compliance officers leaders  Influential information workers  Financial stakeholders  IT technical specialists  Executive stakeholders  Development leaders
  • 39. Key takeaways• Governance is there to ensure IT solutions achieve business goals• Start simple• Training• Keep it fresh• Don’t have a policy unless you can enforce it
  • 40. Questions?Your feedback is greatly appreciated!