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SP Tech Con San Francisco 2014 - Office 365 Information Architecture and Governance Planning - Ben Curry and Jason Miller

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From SPTechCon San Francisco 2014: The Office 365 technical architecture has forced many to change their information architecture and governance plans. This class will help you understand hybrid cloud challenges, platform gaps, and how to overcome some of the Office 365 feature limitations. You’ll see examples on planning role-based authorization, distributed and tiered governance models, managing the personal cloud space, and how mobile devices will impact your design. Last, the class will end with some live demonstrations of how to implement the features and controls discussed during the session. In this class, you will learn the benefits of function over design, understand some real-world compromises, and learn about the available features for governance and content management.

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SP Tech Con San Francisco 2014 - Office 365 Information Architecture and Governance Planning - Ben Curry and Jason Miller

  1. 1. OFFICE 365 INFORMATION ARCHITECTURE AND GOVERNANCE PLANNING Presented by: Ben Curry and Jason Miller
  2. 2. ABOUT BEN CURRY • Founding Partner of Summit 7 Systems, Inc. • Summit 7 Systems Lead Architect • Eight time Microsoft® MVP • CISSP, Microsoft Certified Trainer, CCNA, MCITP: SharePoint Server • Author of several SharePoint books by Microsoft PRESS and SAMS • Master SCUBA Diver Trainer • Ben.Curry@summit7systems.com • @curryben Principal Architect and Managing Partner
  3. 3. ABOUT JASON MILLER • MCSE, MCSA + Messaging, MCP, MCITP, MCTS • 20+ years of technology industry experience • 2.5 years at Summit 7 Systems • Prior: Chief Engineer for NASA Exchange consolidation project • Originally a theater major • Loves all aspects of tech • Hates vanity slides • @s7JasonM Senior Consultant
  4. 4. Summit 7 Systems is a premier provider of consulting and implementation services specializing in Microsoft Business Productivity Solutions. Summit 7 Systems was chosen by KMWorld Magazine as one of the top 100 Companies that Matter in Knowledge Management along with companies such as Microsoft, Oracle and IBM. Summit 7 Systems was named to the 2011 and 2012 CRN Next-Gen 250 List as a company bringing innovative processes, methodologies and models to the solution provider industry. Top 1% of Microsoft Partners Worldwide. Summit 7 Systems was named #6 on the 2012 CRN Fast Growth 100 based on our 2009 – 2011 growth of over 930% per year. ~ 50% of Technical Staff hold US Government SECRET Clearances. Service Disabled Veteran Owned Small Business (SDVOSB). Summit 7 Systems is a premier provider of consulting and implementation services specializing in Microsoft Business Productivity Solutions. Summit 7 Systems was chosen by KMWorld Magazine as one of the top 100 Companies that Matter in Knowledge Management along with companies such as Microsoft, Oracle and IBM. Summit 7 Systems was named to the 2011 and 2012 CRN Next-Gen 250 List as a company bringing innovative processes, methodologies and models to the solution provider industry. Top 1% of Microsoft Partners Worldwide. Summit 7 Systems was named #6 on the 2012 CRN Fast Growth 100 based on our 2009 – 2011 growth of over 930% per year. ~ 50% of Technical Staff hold US Government SECRET Clearances. Service Disabled Veteran Owned Small Business (SDVOSB). ABOUT SUMMIT 7 SYSTEMS
  5. 5. REFERENCES • HYBRID FOR SHAREPOINT SERVER 2013 • PLAN A ONE-WAY OUTBOUND HYBRID TOPOLOGY • CONFIGURE A ONE-WAY OUTBOUND HYBRID TOPOLOGY • DISPLAY HYBRID SEARCH RESULTS IN SHAREPOINT SERVER 2013 • PLAN CUSTOMIZATIONS, SOLUTIONS, AND APPS FOR SHAREPOINT ONLINE • ACCESSIBILITY IN SHAREPOINT PRODUCTS • USE OFFICE ON DEMAND • WHAT ―IN PREVIEW‖ MEANS FOR SOME NEW SHAREPOINT ONLINE FEATURES • GOOGLE ANALYTICS SHAREPOINT 2013 / OFFICE 365 • USE THE WEB ANALYTICS INTEGRATION APP • USING AN OFFICE 365 SHAREPOINT ONLINE HYBRID MYSITE SOLUTION • PLAN FOR APPS FOR SHAREPOINT 2013 • BLOCKED FILE TYPES FOR SHAREPOINT ONLINE • SHAREPOINT ONLINE: SOFTWARE BOUNDARIES AND LIMITS • APPLY INFORMATION RIGHTS MANAGEMENT TO A LIST OR LIBRARY
  6. 6. AGENDA • Applying Proven Design Methods • Discovery Methods That Don’t Suck • Office 365 Platform Gaps and Designing for Success • Real World Governance in Office 365
  7. 7. Governance and Security Usability and Adoption Collaboration andSocial Business Process Management Enterprise Content Management& Search Insightsand Composites THE SHAREPOINT DILEMMA
  8. 8. APPROACH TO SUCCESS • Define Success! • Engineer for those who care • Align with a strategic initiative • Expand executive support through tech re-use • Quickly identify Point vs. Enterprise Solution • Communicate, Communicate, Communicate! • Awareness->Desire->Knowledge->Ability->Retention
  9. 9. ACRONYMS AND TERMINOLOGY SPO SharePoint Online (SharePoint in Office 365) OP On-Premises (hosted SharePoint farm) BCS Business Connectivity Services TLA Three Letter Acronym AD Active Directory IRM Information Rights Management FLA Four letter acronym. However, we rarely use because it could be confused with 5LA, or “Five letter Acronym” – often used in government organizations)
  10. 10. Top-Down (Business Executive Support) Bottom-Up (Business User or IT Driven) StartSmall StartBig Full Scope Projects Strategy alignment w/information architecture, governance, taxonomy, process management, ECM Records Management Small to Mid-size Projects Departmental/Division ECM Performance and Capacity Mgmt Collaboration & Social Enterprise Search Enterprise Content Management Migration & Upgrades Executive Pet Projects Process Improvement CMO / PMO Sales & Delivery Customer Onboarding ECM Migration Electronic Health Records / SOX Compliance • Commitment by single authority or very small group of individuals • Make their project ―shine‖ to gain credibility to move bigger • Team or Department level commitment • Work to find Top Down/Start Small Pet Project to move up • Work to generalize adoption to move bigger • Commitment usually based on global, strategic needs. • Unusual to have SharePoint defined as strategically necessary by CEO • Know your place. It’s usually not here. • Must be some level of commitment by the organization to enable system-wide usage of SharePoint features • Bear in mind- you have higher visibility than you think
  11. 11. USE A PROVEN METHODOLOGY • Should incorporate proven System Engineering Principles • Grounded in SharePoint Best Practices and real-world successes • Validate existing and new requirements • Incorporates Customer Supported Discovery and Reviews
  12. 12. VISUALIZE YOUR END GOAL
  13. 13. EXAMPLE : SEARCH CENTER
  14. 14. DON’T FORGET MOBILE!!
  15. 15. KNOW YOUR LICENSING • Plethora of options • Change monthly • Make sure your organization is ready for the Cloud from an AP perspective – If CAPEX focused, you can pay by the year – Microsoft and 3rd party vendors will take your money any way you want to give it to them
  16. 16. ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS CATEGORY FEATURE A2 A3 Developer features BCS: ALERTS FOR EXTERNAL LISTS No Yes BCS: APP SCOPED EXTERNAL CONTENT TYPES (ECTS) No Yes BCS: BUSINESS DATA WEBPARTS No Yes BCS: EXTERNAL LIST No Yes BCS: ODATA CONNECTOR No Yes BCS: SECURE STORE SERVICE No Yes BCS: TENANT-LEVEL EXTERNAL DATA LOG No Yes INFOPATH FORMS SERVICES No Yes
  17. 17. ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS CATEGORY FEATURE A2 A3 IT Professional features Feature parity Content features EDISCOVERY No Yes FOLDER SYNC Yes1 Yes IRM USING AZURE AD RIGHTS MANAGEMENT No3 Yes OFFICE PROPLUS (OSUB) No Yes PRESERVATION HOLD LIBRARY No Yes VIDEO SEARCH No Yes WCM: CATALOG No Yes WCM: CATEGORY PAGE AND CATALOG ITEM PAGE No Yes WCM: SEARCH WEB PARTS No Yes WCM: CROSS-SITE PUBLISHING No Yes
  18. 18. ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS CATEGORY FEATURE A2 A3 Insights features BUSINESS INTELLIGENCE CENTER No Yes CALCULATED MEASURES AND MEMBERS No Yes DATA CONNECTION LIBRARY No Yes DECOUPLED PIVOTTABLES AND PIVOTCHARTS No Yes EXCEL SERVICES No Yes FIELD LIST AND FIELD SUPPORT No Yes FILTER ENHANCEMENTS No Yes FILTER SEARCH No Yes POWER VIEW FOR EXCEL IN SHAREPOINT No Yes POWER PIVOT FOR EXCEL IN SHAREPOINT No Yes QUICK EXPLORE No Yes TIMELINE SLICER No Yes VISIO SERVICES No Yes
  19. 19. ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS CATEGORY FEATURE A2 A3 Search features QUERY RULES—ADVANCED ACTIONS No Yes SEARCH VERTICAL: ―VIDEO‖ No Yes Sites features Feature parity Social features Feature parity Add-Ons DUET ONLINE No Yes
  20. 20. ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS CATEGORY FEATURE A2 A3 Developer features BCS: ALERTS FOR EXTERNAL LISTS No Yes BCS: APP SCOPED EXTERNAL CONTENT TYPES (ECTS) No Yes BCS: BUSINESS DATA WEBPARTS No Yes BCS: EXTERNAL LIST No Yes BCS: ODATA CONNECTOR No Yes BCS: SECURE STORE SERVICE No Yes BCS: TENANT-LEVEL EXTERNAL DATA LOG No Yes INFOPATH FORMS SERVICES No Yes
  21. 21. ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS CATEGORY FEATURE A2 A3 IT Professional features Feature parity Content features EDISCOVERY No Yes FOLDER SYNC Yes1 Yes IRM USING AZURE AD RIGHTS MANAGEMENT No3 Yes OFFICE PROPLUS (OSUB) No Yes PRESERVATION HOLD LIBRARY No Yes VIDEO SEARCH No Yes WCM: CATALOG No Yes WCM: CATEGORY PAGE AND CATALOG ITEM PAGE No Yes WCM: SEARCH WEB PARTS No Yes WCM: CROSS-SITE PUBLISHING No Yes
  22. 22. ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS CATEGORY FEATURE A2 A3 Insights features BUSINESS INTELLIGENCE CENTER No Yes CALCULATED MEASURES AND MEMBERS No Yes DATA CONNECTION LIBRARY No Yes DECOUPLED PIVOTTABLES AND PIVOTCHARTS No Yes EXCEL SERVICES No Yes FIELD LIST AND FIELD SUPPORT No Yes FILTER ENHANCEMENTS No Yes FILTER SEARCH No Yes POWER VIEW FOR EXCEL IN SHAREPOINT No Yes POWER PIVOT FOR EXCEL IN SHAREPOINT No Yes QUICK EXPLORE No Yes TIMELINE SLICER No Yes VISIO SERVICES No Yes
  23. 23. ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS CATEGORY FEATURE A2 A3 Search features QUERY RULES—ADVANCED ACTIONS No Yes SEARCH VERTICAL: ―VIDEO‖ No Yes Sites features Feature parity Social features Feature parity Add-Ons DUET ONLINE No Yes
  24. 24. METHODOLOGY DISCOVERY • Captures technical, business & compliance requirements • Ensures that we understand: – Solid requirements base reflecting vision, wants, and needs – Prioritization of Requirements – Establishes Expectations • Concludes with System Requirements Review (SRR)
  25. 25. UNDERSTANDING THE STAKEHOLDERS Content Consumers Content Producers Content Managers/Owners • Identify the stakeholders • Group Stakeholders • Understand their needs as a group • Target each group for their respective stakeholder groupings. • People within each group often perform very similar tasks no matter the job
  26. 26. MEASURABLE REQUIREMENTS
  27. 27. THE 9 BLOCK ROCKS High 1 3 6 Medium 2 5 8 Low 4 7 9 Low Medium High Difficulty Higher the benefit; Lower the Difficulty; Higher the Priority. Priority Benefit
  28. 28. BALANCING NEEDS
  29. 29. METHODOLOGY DESIGN (1 OF 2) • Toll-Gate Reviews to review Blue Print: • Preliminary Design Review (PDR): Ensure requirements are met and the project objectives will be accomplished • Critical Design Review (CDR): Confirms maturity of design • Include Stakeholders • Demonstrates Design Meets Requirements • Identifies Risks and Open Issues • Obtains Decision to Proceed with Development & Deployment
  30. 30. METHODOLOGY DESIGN (2 OF 2) Design Review Content Includes: • Physical, Technical and Logical Architecture Drawings • URL Taxonomies • Information Architecture Diagrams • Wireframes (used for custom templates, portals, applications requiring user interaction) • SharePoint Service Application Architecture • SQL Server Design and Diagrams • Incoming E-mail Configurations • Security Design • Next Steps to occur during, preceding, or after the following phases
  31. 31. METHODOLOGY BUILD • Installation, Configuration, and Build-out as specified during the Design Reviews • Build to Design Methodology Means No Surprises • Ensures Proper Documentation for Disaster Recovery
  32. 32. METHODOLOGY TEST • Test Readiness Review • Documentation of the test procedures that are used to validate the technical, functional, and compliance requirements of the solution
  33. 33. METHODOLOGY DEPLOY & GO LIVE • Verifies Requirements Met • Functionality, performance, and security controls tested • Procedures in place for operations and governance • Organization responsible for operations and sustaining the system ready to assume responsibility • Approval of the ORR authorizes the Pre-Production system to move to full Production state at a specified time
  34. 34. OPTION - BRANDING • Branding Helps Drive User Adaption • Option includes Tier II Branding – 80 Hours • Functionality Customizations Include 1. Banner Image for site for visual impact 2. Custom character as link between pages 3. Content and images added to customized page layouts
  35. 35. DISCOVERY THAT DOESN’T SUCK
  36. 36. FIRST RULE IN DISCOVERY: DON’T MAKE ASSUMPTIONS Does your dog bite? No? Ok… ouch!! I thought you said your dog didn’t bite?!! ―That’s not my dog‖
  37. 37. EXISTING SYSTEMS AND DOCUMENTS • Project Management Plan • Process Improvement Plan • File / Records Plan • ECM Platforms and Governance Plans • Collaboration Platforms • Workflow / BPM Products • BI products • Executive Vision and Strategy (look around on the walls...) • Other systems' governance plans • Organizational Chart for your company/organization • Any outside sources that have already been identified as integration needs • List of applications/file types • Employee Responsibility and Usage Policy
  38. 38. INFORMATION ARCHITECTURE DISCOVERY Know Your Audience – Create discovery templates for at least three audiences: 1. Stakeholders / Moneybelts 2. Business Managers and Users 3. Information Technologists
  39. 39. DISCOVERY – KNOW YOUR AUDIENCE Executive Question: ―Is a shared understanding of the problem more important than setting strategic goals?‖ Business User Question: ―Do you guys 'wing it' or do you have a defined process?‖ Both questions drive discovery of the same design principle: Do we have a defined strategy for building the collaborative model? 40
  40. 40. INFORMATION ARCHITECTURE DISCOVERY Culture • Why? – Any technology implementation that doesn’t align with corporate culture will most likely FAIL.
  41. 41. INFORMATION ARCHITECTURE DISCOVERY Culture • How? – What do you do for fun? – How long have you worked here? – What drives you crazy about your job? – What do you love about your job?
  42. 42. INFORMATION ARCHITECTURE DISCOVERY Collaboration & Communication Paths • Why? – Usability – Governance – Security
  43. 43. INFORMATION ARCHITECTURE DISCOVERY Collaboration & Communication Paths • How? – What are your best sources of information outside of your team? – By percentages, how much of your daily interaction is with: Your Team or Department / The Entire Organization / Outside the Organization – Where is your team located?
  44. 44. INFORMATION ARCHITECTURE DISCOVERY Processes and Enterprise Content Management • Rarely can we separate the two – Almost all content is tied to a process – Map the process and you’ll know how to manage the content
  45. 45. COMPLIANCE USUALLY WINS  Regardless of the impact to effective collaboration, compliance usual over-rides common sense – Oops, I meant to say priorities!
  46. 46. PROCESS & ECM DISCOVERY STRATEGIC NEEDS REQUEST EXAMPLE Capex or Opex? Enter Priority and Approver Submit Request Route to Approver Approve/Deny Supplier Input Requestor Name Expense Type Amount Process Output Consumer Workflow History Approving Manager Approval List Item Finance Approve/Deny Notification Accounting
  47. 47. INFORMATION ARCHITECTURE DISCOVERY Governance • Why? – Confidentiality – Service Levels – Operational Efficiency – Usability
  48. 48. DON’T MAKE SIMPLE PROBLEMS COMPLEX Who What WhenWhere Why
  49. 49. INFORMATION ARCHITECTURE DISCOVERY Governance • How? – Who authorizes access to content? – How are processes patterned and managed? – Do you have an SLA? – Who will manage what? – Is this policy enforceable? (IF NOT – Throw it out!!)
  50. 50. STOP. THINK. DESIGN. A good design: – Provides a consistent way of doing business – Aligns with the present state of your organization – Plans for the future state of your organization – Does not prevent workers from doing their job!
  51. 51. GOVERNANCE IN OFFICE 365
  52. 52. GOVERNANCE COMMITTEE Governance Committee eCIA Project Owner Business Critical Stakeholders ECM Lead BA Lead Critical Process Owners • New Server Farm (ConfigDB) • Disaster Recovery, Coop, and service level changes • Web application additions • Web application Policies additions or deletions • New Service Applications • 3rd Party Products • Custom Code • Records and Policy Changes • Any high level information architecture modifications • Site collection structure template changes • Track system enhancement requests Key Decisions
  53. 53. WELCOME TO OFFICE 365 ADMIN INTERFACE • You must be a global admin to provision many services • Domains • DNS Configuration • Must be admin to manage other services • BCS, SSS, Term Store, Infopath • Apps, Search, User Profiles, One Drive for Biz • An isolated SPO admin interface is coming… stay tuned • Won’t include Domain and DNS config
  54. 54. SPSITE VS SPWEB • SPSite = Site Collection • SPWeb = Site / SubSite (SubWeb) • SPSite administrator needs lots of training and you must trust them • SPWeb owner needs lots of training, but they are more limited • No Recycle Bin 2nd stage • No Search Admin rights • Theme limitations, publishing limitations
  55. 55. DEMO : SPSITE ADMIN VS SPWEB ADMIN
  56. 56. SITE CREATION IN OFFICE 365 • Who creates Site Collections? • Often kept within SP Admin Team / IT / TS • Who creates sites? • Delegate Carefully • Don’t over govern or they’ll find other routes… i.e. DropBox, Google Docs • What’s the process for requesting a site? • What is the minimal level of training to be a site owner or SCA?
  57. 57. EXAMPLE SITE CREATION PROCESS Basic form is completed describing scope and purpose of site request 1. User is directed to Learning Hub with instructions on why/how/when/what – also includes current site map 2. Is a new site is still deemed necessary, then: – What team is using the site? – What name would you like? – What is the purpose of the site and who will be the data owner?
  58. 58. EXAMPLE SITE CREATION PROCESS (CONTINUED) 3. Do you require customization? - Master Pages - CSS 4. Request goes to SCA Admin(s) - Does this or a similar site already exist? - If so, work with requester to use existing site(s) - Otherwise, approve requester’s form workflow
  59. 59. EXAMPLE SITE CREATION PROCESS (CONTINUED) 5. Provision Site - Define SCA secondary - Define SPWeb Owner(s) - Validate training for SCA and Site Owners
  60. 60. EXAMPLE SITE REQUEST FLOW User College Lead System Office Requester reads documentation to determine whether new site is necessary Process Complete Contact appropriate College Lead (on-site Technical Staff) from managed list. Provide details: -The team that will be using the site -The site’s name -Purpose / use for the team site, brief description -Custom specifications of site. Master page settings, custom permissions, navigation, features New site not required Receives request. College lead then searches existing campus sites to determine whether similar site already exists Contacts requester and provides similar site’s details along with site owner’s contact information College lead will kick off request for new site creation via Nintex site approval workflow. Lead provides site details in request. Reviews request details. If necessary, make revisions to the request. Approval kicks off the Nintex site provisioning workflow.
  61. 61. PROBLEM: REAL WORLD • 17 Colleges, 2 SCAs, 10k employees, 110k students, CIO support, but little college level support • So, can we create 17 site collections in O365 – one for each college? • ….well, let’s see what happens when we do…
  62. 62. OPTION 1: EACH COLLEGE GETS ITS OWN SPSITE /sites/administrative /actc /xla /xla /eku /xla /actc /receivables /xla /payables /facilities /payroll /publicsafety /eku /registrar/admissions /distancelearning /library /studentaffairs
  63. 63. OPTION 2: FUNCTIONAL ARCHITECTURE /sites/administrative /executive /finance /hr /it /dean /executive /EKU /qa /ACTC /xla /xla /xla /it /EKU/ACTC /xla /xla /xla
  64. 64. ORGANIZATIONAL VS. FUNCTIONAL ORGANIZATIONAL • Easy Security Inheritance • Rich delegation possibilities • Easy to find organizationally- centric content • Requires buy-in from departments, divisions, colleges, etc • Does not adapt to org changes • Challenging to centralize processes FUNCTIONAL • Best architecture to re-engineer processes and centrally locate • Easily adapts to organizational changes • Challenging to administer roles and security • Easy to find functional content, i.e. HR • Creates search challenge in finding organizational content
  65. 65. SHARING, APPS, AND QUOTAS • Will you allow all apps? – Who controls licensing? • What are the quotas? – Always changing sizes by Microsoft • Will you allow external sharing? – Authenticated – Anonymous – Draconian
  66. 66. USING SEARCH AND SOCIAL TO BRIDGE THE GAP
  67. 67. OPTION 1: FEDERATED SEARCH
  68. 68. OPTION 2: SINGLE, ON-PREMISES SEARCH CENTER • Requires bi-directional hybrid design • Requires solid SLA for on-premises Search Farm • Requires crawl account and read permissions on each SPSite • Requires Crawling Connector to Office 365 • Single Source of truth • Better relevancy rankings on search results • Just plain easier to get stuff done • Lots of bandwidth at times to run – - Be patient on the initial crawl! Microsoft throttles your crawling
  69. 69. SOCIAL GOVERNANCE AND INTEGRATION Yammer makes newsfeeds easy to assist with bridging the gap between on-premises and Office 365 Caution: ―who‖ will be the authoritative source for profile info? Change Trusted My Site Hosts on-premises Need to develop custom page to overcome Domain vs. Claims identify (domainuser vs. . i:0#.f|membership|username@contoso.com ** HTTP://BLOGS.MSDN.COM/B/JVASIL/ARCHIVE/2013/12/04/USING-AN-OFFICE-365-SHAREPOINT-ONLINE-HYBRID- MYSITE-SOLUTION.ASPX
  70. 70. INTEGRATING ECM AND GOVERNANCE IN OFFICE 365
  71. 71. ECM 101- THE NINE FUNDAMENTAL QUESTIONS 1. Location 2. Authentication 3. Authorization 4. Integrity 5. Distribution 6. Filing (metadata) 7. Retrieval (Findability) 8. Retention 9. Archiving
  72. 72. CONTENT TYPE PRIMER – 6 THINGS 1. Name & Description 2. Template 3. Workflows 4. Information Management Policies – Auditing – Multi-stage Retention 5. Document Information Panel 6. Site Columns
  73. 73. COLUMNS REFRESHER FOR ECM • Site Columns – Reusable in lists and Libraries • List Columns – Usable in a single list or library • Combined – Metadata captured across multiple lists (site column) – Metadata pertinent to a single list (list column) – Full document metadata capture often requires both!
  74. 74. SO, WHY ARE YOU TELLING ME THIS? An item (document) can now have three managed sources for metadata: – Enterprise Keywords – Site Columns – List Columns And NOW, you may have one or all of these on premises AND Office 365!
  75. 75. LIST SITE Tenant EXAMPLE
  76. 76. MANAGED METADATA GOVERNANCE Sub-sites Service Application Administrator Term Store Administrator Group Manager - Add Users - ContributeTop Level Site Metadata Service Term Store Term Set(s) Term(s) Group(s) Content Type Hub
  77. 77. Projects 2 EXAMPLE TIERED LOGICAL ARCHITECTURE https://critical Managed Metadata 1 Legal Customer OnboardingClaimsSales Marketing /sites/ Building MaintenanceIT 1Projects 1 IT 2 Ben Mark Sabrina https://MySites Newsfeed Content Profile /sites/ /site/ Managed Metadata 2 Performance Point BCS Secure Store http://teams http://extranet User Profiles (Office 365) Enterprise Search Human Resources Employee Portal BI Portal PartnerVendorVendor
  78. 78. ―GLOBAL‖ METADATA-BASED NAVIGATION
  79. 79. TWO MAJOR COMPONENTS OF ECM GOVERNANCE • Consider two distinct strategies – ECM Framework – Process/Site subcomponent of ECM • Build the Enterprise Strategy and Governance FIRST – Then rollout processes/sites one-by-one
  80. 80. ECM AND COLLABORATION OVERVIEW • Can’t separate ECM and collaboration – it’s often the same content – Exceptions like Archive, EHR, etc. • Don’t break what is working • Team-centric solution currently, leave it alone! • Use proposed architecture to ―wire‖ the team-bases solutions to both the centralized ECM hubs and inter- team collaboration model
  81. 81. FRAMEWORK FOR SUCCESS Carve out space for the BFOC – Advanced Governance in the enterprise tier • i.e. Records Types published via MMS, additional service applications, more lenient Web and Site restrictions – Consider only basic ECM and Governance in Office 365 • i.e. in-place records management, no centralized content types/records types, limited service applications, restrictive settings and policies • E-Discovery is a big win in Office 365 sites

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