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How your Metadata Strategy Impacts Everything You Do


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An update to my popular SharePoint 101 presentation, this version given at SharePoint Saturday Johannesburg on May 19th, 2012.

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How your Metadata Strategy Impacts Everything You Do

  1. 1. 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
  2. 2. AboutChristian 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: Email:
  3. 3. Get the Book Available from Microsoft Press Order your copy at 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
  4. 4. Axceler OverviewImproving Collaboration since 2007Mission: To enable enterprises to simplify, optimize, and secure theircollaborative platforms – Delivered award-winning administration and migration software since 1994, and for SharePoint since 2007 – Over 2,000 global customersDramatically 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 ownershipFocus 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
  5. 5. The #1 reason why your 2010 deployment will failEmail Cell Twitter 425.246.2823 @buckleyplanet
  6. 6. Some questions for you… What are you trying to accomplish with SharePoint?Email Cell Twitter 425.246.2823 @buckleyplanet
  7. 7. What was missing from your previous attempts?Email Cell Twitter 425.246.2823 @buckleyplanet
  8. 8. What is your metadata strategy for 2010?Email Cell Twitter 425.246.2823 @buckleyplanet
  9. 9. What is metadata, anyway?Email Cell Twitter 425.246.2823 @buckleyplanet
  10. 10. Metadata 101Email Cell Twitter 425.246.2823 @buckleyplanet
  11. 11. Email Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
  12. 12. • Book title • Name • Device ID • Author • Account Number • Email • ISBN • Credit Card • Software version • Publisher • Social Security # • Billing AddressEmail Cell Twitter 425.246.2823 @buckleyplanet
  13. 13. Email Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
  14. 14. • 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 = YesEmail Cell Twitter 425.246.2823 @buckleyplanet
  15. 15. The Role of Metadata Scott Singleton, Managed Metadata in SharePoint 2010 Cell Twitter 425.246.2823 @buckleyplanet
  16. 16. Asset Type Company Asset Number Color code (by department) Barcode Tracking NumberEmail Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
  17. 17. ID Type State License Number Class Expiration Address Date of Birth Emergency Contact DonorEmail Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
  18. 18. Title Email Name Date Scam campaign content Randomly generated nameEmail Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
  19. 19. 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 SharePointEmail Cell Twitter 425.246.2823 @buckleyplanet
  20. 20. Why aren‟t my end users using SharePoint?Email Cell Twitter 425.246.2823 @buckleyplanet
  21. 21. Creating Passionate Users, Kathy Sierra
  22. 22. TaxonomyEmail Cell Twitter 425.246.2823 @buckleyplanet
  23. 23. 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.orgEmail Cell Twitter 425.246.2823 @buckleyplanet
  24. 24. Your Current TaxonomyEmail Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
  25. 25. 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 metadataEmail Cell Twitter 425.246.2823 @buckleyplanet
  26. 26. How is metadata managed inside of SharePoint?Email Cell Twitter 425.246.2823 @buckleyplanet
  27. 27. Top level portal Tier 1 site collections based on business units or product areas Tier 2 sites that follow specific structureEmail Cell Twitter 425.246.2823 @buckleyplanet
  28. 28. 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 servicesEmail Cell Twitter 425.246.2823 @buckleyplanet
  29. 29. 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 collectionEmail Cell Twitter 425.246.2823 @buckleyplanet
  30. 30. 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 approvedEmail Cell Twitter 425.246.2823 @buckleyplanet
  31. 31. Content types may be applied for each site collection …or for certain sitesEmail Cell Twitter 425.246.2823 @buckleyplanet
  32. 32. Scott Singleton, Managed Metadata in SharePoint 2010 Cell Twitter 425.246.2823 @buckleyplanet
  33. 33. 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 galleriesEmail Cell Twitter 425.246.2823 @buckleyplanet
  34. 34. 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 propertiesEmail Cell Twitter 425.246.2823 @buckleyplanet
  35. 35. What is the role of governance?Email Cell Twitter 425.246.2823 @buckleyplanet
  36. 36. Email Cell Twitter 425.246.2823 @buckleyplanet
  37. 37. Corporate IT Project SharePointEmail Cell Twitter 425.246.2823 @buckleyplanet
  38. 38. In SharePoint… Governance is about taking action to help your organization organize, optimize, and manage your systems and resources.Email Cell Twitter 425.246.2823 @buckleyplanet
  39. 39. Email Email Cell Twitter Cell Twitter Blog @buckleyplanet 425.246.2823 425.246.2823 @buckleyplanet
  40. 40. 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 evolveEmail Cell Twitter 425.246.2823 @buckleyplanet
  41. 41. Lessons LearnedEmail Cell Twitter 425.246.2823 @buckleyplanet
  42. 42. 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, iterateEmail Cell Twitter 425.246.2823 @buckleyplanet
  43. 43. 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 handEmail Cell Twitter 425.246.2823 @buckleyplanet
  44. 44. Contact me• Christian Buckley +1 425-246-2823 @buckleyPLANET and• Additional Resources – On The Importance of Metadata, Craig Mullins – Enabling Social Media through Metadata – Managed Metadata in SharePoint 2010, Scott Singleton – The Battle for Metadata in SharePoint 2010, Michal Pisarek – 5 Steps of a Successful SharePoint Site Transformation – Creating Passionate Users, Kathy Sierra