Looking Under the Hood: How Your Metadata Strategy Impacts Everything You Do


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A SharePoint 101 presentation that outlines metadata, taxonomy, and governance - what they are, why they are important, and how they affect everything you do inside SharePoint (specifically, SP2010)

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Looking Under the Hood: How Your Metadata Strategy Impacts Everything You Do

  1. 1.
  2. 2. Looking Under the Hood:How Your Metadata Strategy Impacts Everything You DoChristian Buckleycbuck@axceler.com@buckleyPLANET<br />SharePoint Saturday Los Angeles<br />April 2nd, 2011<br />
  3. 3. My Background<br />Christian Buckley, Director of Product Evangelism at Axceler<br /><ul><li>Most recently at Microsoft
  4. 4. Microsoft Managed Services (now BPOS-Dedicated)
  5. 5. Advertising Operations, ad platform API program
  6. 6. Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration
  7. 7. Co-founded and sold a collaboration software company to Rational Software. Also co-authored 3 books on software configuration management and defect tracking for Rational and IBM
  8. 8. At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), managing deployment teams to onboard numerous high-tech manufacturing companies, including Hitachi, Matsushita, Seagate, Nortel, Sony, and Cisco
  9. 9. I live in a small town just east of Seattle, have a daughter in college and 3 boys at home, and I just celebrated my 20th wedding anniversary</li></li></ul><li>Axceler Overview<br />Improving Collaboration for 16+ Years<br />Mission: To enable enterprises to simplify, optimize, and secure their collaborative platforms<br />Delivered award-winning administration and migration software since 1994<br />Over 2,000 global customers<br />Dramatically improve the management of SharePoint<br />Innovative products that improve security, scalability, reliability, “deployability”<br />Making IT more effective and efficient and lower the total cost of ownership<br />Focus on solving specific SharePoint problems (Administration & Migration)<br />Coach enterprises on SharePoint best practices<br />Give administrators the most innovative tools available<br />Anticipate customers’ needs<br />Deliver best of breed offerings<br />Stay in lock step with SharePoint development and market trends<br />
  10. 10. The #1 reason why your 2010 deployment will fail<br />
  11. 11. Some questions for you…<br />What are you trying to accomplish with SharePoint?<br />
  12. 12. What was missing from your previous attempts?<br />
  13. 13. What is your metadata Strategy for 2010?<br />
  14. 14. What is metadata, anyway?<br />
  15. 15. Where’s the metadata?<br />
  16. 16.
  17. 17. <ul><li>Name
  18. 18. Account Number
  19. 19. Credit Card
  20. 20. Social Security #
  21. 21. Billing Address
  22. 22. Book title
  23. 23. Author
  24. 24. ISBN
  25. 25. Publisher
  26. 26. Device ID
  27. 27. Email
  28. 28. Software version</li></li></ul><li>
  29. 29. Metadata enables you to flag, tag, and avoid<br />
  30. 30. <ul><li>Name
  31. 31. Account Number
  32. 32. Mileage to date
  33. 33. Home town
  34. 34. Travel dates
  35. 35. City visiting
  36. 36. Flight number
  37. 37. GPS position
  38. 38. Friend’s Name
  39. 39. City visiting
  40. 40. GPS position
  41. 41. Distance to friend
  42. 42. Avoidance Flag = Yes</li></li></ul><li>
  43. 43. <ul><li>Status
  44. 44. Approval
  45. 45. Check in / check out
  46. 46. Version
  47. 47. User name
  48. 48. Department
  49. 49. Title
  50. 50. Role
  51. 51. Project
  52. 52. Document name
  53. 53. File type
  54. 54. Author
  55. 55. Description
  56. 56. Page number
  57. 57. Retention rules</li></li></ul><li>Metadata 101<br />
  58. 58. Author<br />Title<br />Location<br />ISBN<br />Publisher<br />Topics<br />
  59. 59. Asset Type<br />Company<br />Asset Number<br />Color code<br />(by department)<br />Barcode<br />Tracking Number<br />
  60. 60. Metadata is the lifeblood of SharePoint<br />Taxonomy and metadata drive the tools and processes that make the world go round<br />Metadata powers search, <br /> it powers social media, <br /> and it powers SharePoint<br />The role of metadata<br />
  61. 61. Why aren’t my end users using SharePoint?<br />
  62. 62. End Users<br />Search<br />Social Media<br />Governance<br />Taxonomy<br />Ad Hoc<br />Metadata<br />
  63. 63. <ul><li>Ad-hoc content migration leads to junk in portal
  64. 64. Legacy content gets migrated slowly, if at all
  65. 65. Inconsistent taxonomy across farms and site collections
  66. 66. People author locally - multiplies problems globally
  67. 67. Authors don’t apply metadata= “shotgun” approach to search OR Authors apply metadata without common classification = better search, but worse authoring experience
  68. 68. Portal lacks high fidelity search
  69. 69. User can’t find the right content
  70. 70. As a result, poor portal adoption and low user satisfaction</li></ul>What Happens Without Strategy<br />
  71. 71. The islands of information have been moved to SharePoint. And?<br />You can’t find anything<br />You can’t tell who owns what <br />You can’t tell what’s new, what’s old, or what has changed<br />It’s all disconnected<br />Why SharePoint Needs Metadata Strategy<br />
  72. 72. Taxonomy<br />
  73. 73. In Biology, taxonomyis the science dealing with the description, identification, naming, andclassificationof 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.”<br />~Wikipedia.org<br />
  74. 74. Your Current Taxonomy<br />
  75. 75. CENTRALIZED<br />DECENTRALIZED<br />Site architecture is centrally controlled<br />Metadata is always applied to content<br />Site Columns and Content Types are created at site collection root<br />Lists get “bundles” of columns<br />PROS<br />Improves consistency<br />Reduces metadata duplication <br />Easy to update<br />Easy to support and train on<br />Allows document-level DIP, Workflow, Information Policies, and document templates<br />CONS<br />Requires planning<br />Requires upfront work<br />Hard to manage across site collections and portals<br />Site architecture is ad-hoc<br />Metadata may not be applied to content<br />Columns are created on lists<br />Columns are combined in an ad-hoc basis on each list<br />PROS<br />Requires no planning<br />Requires little upfront effort<br />Works across site collections and portals<br />CONS<br />Decreases consistency<br />Increases metadata duplication<br />Hard to update<br />Hard to support and train on<br />Only allows list-level Workflow, Information Policies and document templates<br />Difficult to reverse<br />Managing Metadata<br />
  76. 76. What is your broader strategy for tagging, metadata and taxonomy? <br />Map out your high level taxonomy (web applications and site collections) and schemas (Content Types)<br />Understand your current-state and future-state plans, and how they relate to your metadata<br />
  77. 77. How is metadata managed inside of SharePoint?<br />
  78. 78. Top level portal<br />Tier 1 site collections based on business units or product areas<br />Tier 2 sites that follow specific structure<br />
  79. 79. SharePoint 2010 offers many services OOTB<br />Search<br />Excel Services<br />BCS<br />Project Server<br />Web Analytics<br />Access<br />Performance Point<br />Visio<br />Word<br />Office Web Apps<br />People<br />These centrally managed services allow for greater control across the enterprise<br />Have your cake and eat it through centrally managed services<br />The Role of Services<br />
  80. 80. It is a service application created by a Farm Administrator<br />It is added to a farm’s default list<br />You can also create a content type hub, which is a URL to a site collection<br />What is Behind Managed Metadata <br />
  81. 81. It’s basically a definition of an artifact that can be stored in a SharePoint site. For example:<br />A project document, including<br />File type<br />Date created<br />Author<br />Last modified<br />It is part of a workflow, including<br />Who needs to approve<br />Date of approval<br />It includes information management policies that<br />Cannot be edited once approved<br />Content Type<br />
  82. 82. Content types may be applied for each site collection<br />…or for certain sites<br />
  83. 83. Content types can be shared<br />Create a content type hub, which is an blank site collection used to publish content types<br />Publish the content types<br />Consume them<br />Content types become visible in subscriber’s content type galleries<br />Syndication<br />
  84. 84. Managing Terms<br />Service Application Instance<br />Term Group<br />Term Set<br />Term<br />Create a term set and terms<br />Use the managed metadata<br />Pick the terms<br />
  85. 85. Understand the term group properties<br />Group name<br />Description<br />Contributors<br />Group Managers<br />Understand the term store properties<br />Term store administrators<br />Default and working languages<br />Managing Your Term Groups and Stores<br />
  86. 86. Enterprise keywords<br />Folksonomy<br />Social tagging<br />Keywords<br />
  87. 87. Term Set = Taxonomy<br />Includes related terms<br />Managed through governance policies<br />Managed Metadata Column<br />Can be in a list, a library, or a content type<br />Associated with a term set<br />Found through Managed Metadata term set<br />Keywords set = Folksonomy<br />User generated tags<br />Anyone can add them<br />Requires ongoing governance<br />
  88. 88.
  89. 89. What is the role of governance?<br />
  90. 90. Have a plan<br />Create an internal SharePoint user group<br />Clearly define roles and responsibilities<br />Outline your taxonomy, communicate it, and iterate<br />Create a governance site<br />Learn and evolve<br />Jumpstart your governance<br />
  91. 91. <ul><li>Map out your high level taxonomy
  92. 92. Web applications
  93. 93. Site collections
  94. 94. Content Types
  95. 95. Understand the current-state and future-state of your environment, any gaps, and how it relates to your metadata
  96. 96. 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</li></ul>Getting started<br />
  97. 97. Lessons Learned<br />
  98. 98. Understand your metadata and taxonomy model<br />Have a strategy for Managed Metadata<br />Involve your end users<br />Make governance a priority<br />Create a governance site<br />Iterate<br />Lessons learned<br />
  99. 99. Contact me<br />Christian Buckleycbuck@axceler.com+1 425-246-2823@buckleyPLANETwww.buckleyPLANET.com and http://info.axceler.com<br />Additional Resources <br />Enabling Social Media through Metadata http://slidesha.re/gdjoaz<br />Managed Metadata in SharePoint 2010, Scott Singleton http://slidesha.re/hNPeAQ<br />The Battle for Metadata in SharePoint 2010, Michal Pisarek http://bit.ly/g7vFWN<br />
  100. 100. Thanks to <br />Our Sponsors<br />
  101. 101. Don’t Forget<br />the SharePint!!<br />Join us at 6pm at the Daily Pint for a free drink, kindly provided by Rackspace! A great opportunity to network with other SharePoint Professionals!<br />