How your Metadata Strategy Impacts Everything You Do

19 May 2012

The first ever all green SharePoint event on earth
Looking Under the Hood:
How Your Metadata Strategy
Impacts Everything You Do

Christian Buckley
@buckleyplanet #SPSJHB

About
Christian Buckley, Director of Product Evangelism at Axceler

• Microsoft MVP for SharePoint Server
• Most recently at Microsoft, part of the Microsoft Managed Services
team (now Office365-Dedicated) and then Advertising Operations
• Prior to Microsoft, was a senior consultant, working in the software,
supply chain, and grid technology spaces focusing on collaboration
• Co-founded and sold a collaboration software company to Rational
Software. At another startup (E2open), helped design, build, and
deploy a
SharePoint-like collaboration platform (Collaboration Manager),
onboarding numerous high-tech manufacturing companies, including
Hitachi, Matsushita (Panasonic), and Seagate
• Co-authored „Microsoft SharePoint 2010: Creating and Implementing
Real-World Projects‟ link (MS Press, March 2012) and 3 books on
software configuration management.

• Twitter: @buckleyplanet Blog: buckleyplanet.com Email: cbuck@axceler.com

Get the Book
Available from Microsoft Press
Order your copy at http://oreil.ly/qC4loT

Tackle 10 common business problems
with proven SharePoint solutions
• Set up a help desk solution to track service requests
• Build a modest project management system
• Design a scheduling system to manage resources
• Create a site to support geographically dispersed teams
• Implement a course registration system
• Build a learning center with training classes and
resources
• Design a team blog platform to review content
• Create a process to coordinate RFP responses
• Set up a FAQ system to help users find answers quickly
• Implement a cost-effective contact management system

Axceler Overview

Improving Collaboration since 2007
Mission: To enable enterprises to simplify, optimize, and secure their
collaborative platforms
– Delivered award-winning administration and migration software
since 1994, and for SharePoint since 2007
– Over 2,000 global customers

Dramatically improve the management of SharePoint
– Innovative products that improve security, scalability, reliability, “deployability”
– Making IT more effective and efficient and lower the total cost of ownership

Focus on solving specific SharePoint problems
(Administration & Migration)
– Coach enterprises on SharePoint best practices
– Give administrators the most innovative tools available
– Anticipate customers‟ needs
– Deliver best of breed offerings
– Stay in lock step with SharePoint development and market trends

The #1 reason why your
2010 deployment will fail

Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com

Some questions for you…

What are you trying to
accomplish with SharePoint?


What was missing from your
previous attempts?


What is your metadata
strategy for 2010?


What is metadata, anyway?


Metadata 101


Email Email Cell Twitter
Cell Twitter
Blog Blog
cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet
425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net
http://buckleyplanet.com

• Book title • Name • Device ID
• Author • Account Number • Email
• ISBN • Credit Card • Software version
• Publisher • Social Security #
• Billing Address


• Name
• Account Number
• Mileage to date
• Home town

• Travel dates
• City visiting
• Flight number
• GPS position

• Friend‟s Name
• City visiting
• GPS position
• Distance to friend
• Avoidance Flag = Yes


The Role of Metadata

Scott Singleton, Managed Metadata in SharePoint 2010
http://www.slideshare.net/scottsingleton/managed-metadata-insharepoint2010


Asset Type
Company
Asset Number

Color code
(by department)

Barcode Tracking
Number

Cell Twitter
Blog Blog

ID Type
State
License Number
Class

Expiration

Address

Date of Birth

Emergency
Contact

Donor

Cell Twitter
Blog Blog

Title

Email Name

Date

Scam
campaign
content

Randomly
generated
name

Cell Twitter
Blog Blog

The role of metadata

Metadata is the lifeblood of SharePoint

Taxonomy and metadata drive the tools and
processes that make the world go round

Metadata powers search,
it powers social media,
and it powers SharePoint


Why aren‟t my end users
using SharePoint?


Creating Passionate Users, Kathy Sierra

Taxonomy


In Biology, taxonomy is the science dealing
with the description, identification, naming,
and classification of organisms. “however, the
term is now applied in a wider, more general
sense and now may refer to a classification of
things, as well as to the principles underlying
such a classification.”

~Wikipedia.org


Your Current Taxonomy

Cell Twitter
Blog Blog

Managed
Metadata
What is your broader Service
strategy for tagging,
metadata and taxonomy?

Map out your high level Term
taxonomy (web applications Stores
and site collections) and
schemas (Content Types)

Understand your current-
Improved
state and future-state plans, Governance
and how they relate to your
metadata


How is metadata managed
inside of SharePoint?


Top level portal

Tier 1 site collections
based on business
units or product areas

Tier 2 sites that follow
specific structure


The Role of Services

SharePoint 2010 offers many services OOTB
Search
Excel Services
BCS
Project Server
Web Analytics
Access
Performance Point
Visio
Word
Office Web Apps
People

These centrally managed services allow for greater
control across the enterprise
Have your cake and eat it through centrally managed services

What is Behind Managed Metadata

It is a service application created by a Farm Administrator
It is added to a farm‟s default list
You can also create a content type hub, which is a URL
to a site collection


Content Type

It‟s basically a definition of an artifact that can be stored in a
SharePoint site. For example:
A project document, including
File type
Date created
Author
Last modified
It is part of a workflow, including
Who needs to approve
Date of approval
It includes information management policies that
Cannot be edited once approved


Content types may be
applied for each site
collection

…or for certain sites


Scott Singleton, Managed Metadata in SharePoint 2010 http://slidesha.re/hNPeAQ

Syndication

Content types can be shared
Create a content type hub, which is an blank site
collection used to publish content types
Publish the content types
Consume them
Content types become visible in subscriber‟s
content type galleries


Managing Your Term Groups
and Stores (part of governance)

Ensure each of your “librarians” understand:
Their term group properties
Group name
Description
Contributors
Group Managers

Their term store properties
Term store administrators
Default and working languages

Actively make changes, as needed, to these properties

What is the role of
governance?


Corporate

IT

Project

SharePoint


In SharePoint…

Governance is about taking action to
help your organization organize,
optimize, and manage your systems
and resources.


Jumpstart your governance

1. Have a plan to address it
2. Create an internal SharePoint user group
3. Create a governance site
4. Clearly define roles and responsibilities
5. Outline your taxonomy, communicate it,
and iterate
6. Learn and evolve

Lessons Learned


Lessons learned, at a high level

1. Understand your metadata and taxonomy model
2. Have a strategy for Managed Metadata
3. Involve your end users
4. Make governance a priority
5. Create a governance site and keep it fresh
6. Iterate, iterate, iterate


Getting tactical – First Steps
• Map out your high level taxonomy
• Web applications
• Site collections
• Content Types

• Plan for your migration (or set it up right the first time)
• Consolidate your content types.
• Clean up your folder structures.
• Refine your keyword taxonomy.
• Standardize your site structure and templates.
• Build a consistent navigation.
• With Managed Metadata Service in 2010, it is critical that you set up a
governance model to guide this process, or it will quickly get out of hand

Contact me

• Christian Buckley
cbuck@axceler.com
+1 425-246-2823
@buckleyPLANET
www.buckleyPLANET.com and http://info.axceler.com

• Additional Resources
– On The Importance of Metadata, Craig Mullins http://bit.ly/cOWp2F
– Enabling Social Media through Metadata http://slidesha.re/gdjoaz
– Managed Metadata in SharePoint 2010, Scott Singleton http://slidesha.re/hNPeAQ
– The Battle for Metadata in SharePoint 2010, Michal Pisarek http://bit.ly/g7vFWN
– 5 Steps of a Successful SharePoint Site Transformation http://bit.ly/eB6qbN
– Creating Passionate Users, Kathy Sierra http://headrush.typepad.com/

How your Metadata Strategy Impacts Everything You Do

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Editor's Notes