Office365: Is Governance Affected and Where Do We Start?
•Download as PPTX, PDF•
0 likes•635 views
As we all know, more and more organizations are starting to question “Do we or do we not implement Office 365?”. However, as these discussions are taking place; governance is rarely addressed or considered. The main reason is that the majority believe that once they have implemented governance that they are done; unless there is an update such as a server name change or an employee change (such as a departure or addition). During the initial planning around governance it is likely that there were discussions around auditing of the governance document and potential quarterly reviews to ensure that the document is up to date and still fits the business. However, it is common to forget that after that fact; even though it is documented “within the governance document”. Governance becomes even more important with Office 365 because it’s all cloud based. This means all of the content, backup, recovery, etc. are all handled by Microsoft and you have virtually no control over it. In this session we will review the areas of concern and how they can be addressed within the governance document, the importance of reviewing the document frequently; and ways to make the information available to your internal SharePoint Community. In addition, we will review the features of Office 365 that will have a major impact on Exchange, SharePoint, Office Apps and Lync. We will review each of these applications and the areas of importance that should be addressed in the governance document, as well as why each of them are important.
Recommended
More Related Content
Viewers also liked
Viewers also liked (14)
More from Stacy Deere
More from Stacy Deere (20)
Recently uploaded
Recently uploaded (20)
Office365: Is Governance Affected and Where Do We Start?
- 1. Office365: Is Governance Affected and Where Do We Start? Stacy L. Deere-Strole Focal Point Solutions, LLC
- 3. Links for the Soul • Give a Little, Get a Lot: Use Plan B • http://www.infogovcon.com/connect/blog/entry/give-a-little-get-a-lot-use- plan-b • Personal Blog • http://spmindmelt.focalpointsolutions.co • Information Governance Blog • http://www.infogovcon.com/connect/blog • Christian Buckley • http://www.buckleyplanet.com/ • Governance Template • http://www.infogovcon.com/connect/blog
- 4. Agenda • What is Governance and Where Does it Start? • O365 Differences & Impacts • Areas of Governance • Governance Team • OneDrive & Yammer • Don’t Forget The Devs • Best Practices • Governance Tools • Thank You!
- 5. The Is and the Is Not… The IS… • Set of policies, roles, responsibilities, and processes that control how an organization works together to achieve their goals. • An active people and business oriented process • An interactive model to solve problems • A tool that ensures business value and continuous improvement!!! The Is Not… • Large binders of complicated policies, procedures, and standards • Technology specific
- 6. Where Does it Start? • All starts with YOU! • Plus a little thing I like to call the answer to all governance roadblocks or better known as the FREE governance template.
- 7. SharePoint Areas of Governance • Blogging • Community Management • Customizations • Delivering Content • Content Management • Archiving • Site Creations • Templates • Quotas • Wiki • MySites • Site Audits • Naming Conventions • Permissions • Taxonomy & Suggestions • Compliance • Reporting • Site vs. Sub-site
- 8. Impacts of Office 365 • In some ways, it simplifies Governance • SharePoint and Exchange are primarily affected • Biggest impact of 365 has is on sizing limits • Data sprawl must be watched more carefully in Office 365 to avoid hitting capacity limits! Feature Specifications Storage (pooled) 10 GB per user 500 MB per enterprise user 5 TB per Company Site collection storage quotas 100 GB My Site storage allocation 500 MB Site collections per tenant 300 Mailbox Size 25 gig
- 10. Team Roles Strategy Team • Consists of business owners who provide insight and direction to drive strategic initiatives. • NO CHANGE! Tactical Team • Consists of 3 sub-teams that support the directives of the Strategy team. • Operations • Support • Developers • Want to take a Guess?
- 11. Tactical Team Responsibilities Operations Team • Help Enforce Governance Plan • Manage Routine Maintenance Tasks: • Nightly Backups • Usage Monitoring & Analysis • Scheduled Task Validation • Security Release & System Upgrades Support Team • Create Support System with SLA’s • Respond to questions, bugs and other issue resolution • Provide typical SharePoint Admin roles such as: • Site Provisioning • Security Permissions for users and groups Development Team • New features and program management while adhering to standards. • Develop customized & personalized solutions for departments & division sites. Whose job will be changing the most?
- 12. Tactical Team Responsibilities Operations Team • Help Enforce Governance Plan • Manage Routine Maintenance Tasks: • Nightly Backups* • Usage Monitoring & Analysis • Scheduled Task Validation • Security Release & System Upgrades* • Oracle & DBA Role will be eliminated…* • Active Directory Role could change (Ping Identity, FBA, etc.)* • No Equipment to Support* Support Team • Create Support System with SLA’s* • Respond to questions, bugs and other issue resolution • Provide typical SharePoint Admin roles such as: • Site Provisioning • Security Permissions for users and groups Development Team • New features and program management while adhering to standards. • Develop customized & personalized solutions for departments & division sites. * Indicates Change
- 13. What about OneDrive? • Sync & share documents • Collaborate on document security with individuals inside and outside the company • Access content and information anywhere and from almost any device • Control content life cycle and versioning • Manage access permissions • Access with native mobile client apps for windows 8 and IOS. • 3rd party company (concept searching)to manage – could solve compliance and governance issues with onedrive
- 14. However!!! If you don’t have a tool to utilize or a GOVERNANCE document to assist in managing OneDrive the next horror movie could be in the making!
- 15. Yammer: Keeping it Good What it Does Well • Provides enterprises to become more social very rapidly • Enables easy access to groups and feeds • Provides easy access across different devices and browsers • Offers easy-to-use administration tools
- 16. Yammer: Governance to the Rescue • Establish Policies and Procedures • Prior to releasing • Full disclosure on how it works • What happens when you leave the company? • Engage an Influencer • Build relationships • Design External usage policy • Reference your NDA • Require Users to Sign
- 17. Don’t Forget The Developers • Code Review • Source Control • Approved Developer Tools • Deployment Process • Load Balancing • Validation • Sensitive Data • Handling Exceptions • Security Review • SharePoint Apps • Documentation • 3rd Party Tools • Development Environments
- 18. Best Practices • Determine the companies initial principles and goals • Update Yearly • Classify Your Business Information • Ongoing • Develop an Education Strategy & Update Accordingly • Develop a Company Roadmap • Develop a Company Taxonomy
- 19. Supporting Governance • Wiki… AKA… Knowledge Base… aka “the kb”!! • Searchable • Automate • Linkable • Auditing • Quarterly, monthly, etc. • Split responsibility so it is not overwhelming for 1 or 2 Individuals • Use 3rd party tool
- 20. Governance Tools • Governance toolkit for Office 365 • Exchange • Sharepoint • Office 365 Settings • Lync • 21 Apps • Governance as a Service • Rebooted SharePoint & Office 365 Governance • AvePoint Governance • Metalogix • Many Many More that are here at InfoGov!!
- 21. Stacy Deere- Strole @sldeere www.linkedin.com/in/stacydeere https://www.facebook.com/focalpointsolutions.co sdeere@focalpointsolutions.co BLOG: http://spmindmelt.focalpointsolutions.co COMPANY: http://focalpointsolutions.co
Editor's Notes
- Determine initial principles and goals. The governance committee should develop a governance vision, policies, and standards that can be measured to track compliance and to quantify the benefit to your organization. For example, your plan should identify service delivery requirements for both technical and business aspects of your SharePoint deployment. Classify your business information. Organize your information according to an existing taxonomy, or create a custom taxonomy that includes all the information that supports your business solution. After your information is organized, design an information architecture to manage it. Then, determine the most appropriate IT services to support it. Develop an education strategy. The human element is, after the governance plan, the most important ingredient in the success or failure of a SharePoint deployment. A comprehensive training plan should show how to use SharePoint according to the standards and practices that you are implementing and explain why those standards and practices are important. Your plan should cover the kinds of training required for specific user groups and describe appropriate training tools. For example, your IT department might maintain a frequently asked questions (FAQ) page about its SharePoint service offerings, or your business division might provide online training that shows how to set up and use a new document management process. Develop an ongoing plan. Successful governance is ongoing. The governance committee should meet regularly to review new requirements in the governance plan, reevaluate and adjust governance principles, and resolve conflicts among business divisions for IT resources. The committee should provide regular reports to its executive sponsors to promote accountability and to help enforce compliance across your organization. Although this process seems complicated, its goals are to increase the return on your investment in SharePoint, take full advantage of the usefulness of your SharePoint solution, and improve the productivity of your organization.