Having a good SharePoint Governance strategy in large effect defines the success of your SharePoint deployment. In this session Randy Williams, SharePoint Evangelist discusses the policies that should be enforced when implementing a SharePoint Governance strategy and drills down on solutions to do this.
2. Randy Williams
Enterprise Trainer & Evangelist
Based in San Diego, CA
SharePoint MVP for 2009, 2010, 2011
Speaker at many global conferences
20+ years in IT
Columnist: SharePoint Pro magazine
randy.williams@avepoint.com
@tweetraw
12. Common site map (small organizations)
http://intranet
HR Finance
Vacation & Sick Financial Expense
Benefits
Day Tracking Performance Reports
13. Common site map (larger organizations)
http://intranet
HR Finance
Vacation & Sick Financial Expense
Benefits
Day Tracking Performance Reports
14. Common mistakes
Site map = site hierarchy
While easy to build out, manageability is constrained
Governance challenges
Security management (chaos)
Policy enforcement
Classification challenges
Lack of separation between portal and collaboration content
Design must reflect both
Information architecture
Information management
15. Info Architecture vs. Info Management
Information Architecture
Organize and describe content
Metadata
Structure
Relationships
Inputs
Knowledge Management team
Librarians
Content owners
Subject matter experts (SMEs)
Outcomes
Site map (navigation)
Taxonomy
Search
Audiences (targeting)
16. Info Architecture vs. Info Management
Information Architecture Information Management
Organize and describe content Manage the content & service
Metadata Access levels (permissions)
Structure Lifecycle
Relationships Storage
Inputs Inputs
Knowledge Management team Information management policies
Librarians IT usage policies
Content owners Regulatory environment
Subject matter experts (SMEs) SLAs
Outcomes Outcomes
Site map (navigation) Access levels
Taxonomy Records management
Search Compliance
Audiences (targeting) Performance
17. Info Architecture vs. Info Management
Information Architecture Information Management
Organize and describe content Manage the content & service
Metadata Access levels (permissions)
Structure
How you describe content is
Relationships
Lifecycle
Storage
Inputs fundamentallyInputs
Knowledge Management team
different than
Information management policies
Librarians
Content owners
how you manage policies
IT usage it
Regulatory environment
Subject matter experts (SMEs) SLAs
Outcomes Outcomes
Site map (navigation) Access levels
Taxonomy Records management
Search Compliance
Audiences (targeting) Performance
18. Does governance input affect your
architecture?
Absolutely! In fact, they’re interdependent
You cannot architect a farm without governance input
You cannot create a governable service without a solid
architecture
In other words, the architecture helps enforce governance
policies
These policies help determine how many farms, web
applications, content databases, site collections you’ll need
Let’s see why…
19. Management controls and scopes
Farm
Zone Web Application Service Application
Content DB
Site collection
Top-level site
Sub site List/Library Sub site
[Folder]
Item / Document
21. Translating Business Needs into Architecture
Business needs
Human resources wants to work on 75 HR
documents
Engineering wants to work on 25
engineering documents
Policy requirements
Access to these documents must be
restricted to users in respective
department
22. Information and Service Management Architecture
Farm
Service
Zone Web App
App
Content DB
Site collection
Site
Library
[Folder]
Document
23. Farm
Sites
TEAMS
Content DB
Site collection
Departments
Engineering HR
Scope Control
(web site)
24. Farm
Sites
TEAMS
Content DB
Site collection
Departments
Engineering HR
Governance Policy Management = Scope
(web site)
+ Control
25. Some other examples
“My Asia team must be able to collaborate locally”
Create a separate farm for users in Asia
“Only my engineering group should be able to upload large
AutoCAD drawings”
Store in a separate web application
“I need to limit the amount of content that marketing creates”
Store in a separate site collection
26. The Great Divide
Management requirements more “containers”
Web applications
Site collections
Content databases
In order to manage something more effectively, you increase the
management effort
Out-of-box features scoped to a single site collection
Navigation
Security management
SharePoint Groups
Quotas, auditing, content types, content rollup, and many more
27. The Management Headache
Central
Admin
Too many setting pages…
WebApp WebApp
Settings Settings
Site Collection Site Collection Site Collection Site Collection
Settings Settings Settings Settings
Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings
List Settings
Library Settings
Site Settings
List Settings Library Settings
29. 1. Find the right balance when making design
decisions
Considerations
Scalability
Performance
Ease of administration
Future requirements
Upgrade
Budget
Most all are trade-off decisions
The “yin and yang of SharePoint”
30. 2. Separate site map from architecture
Site Map (the “Interface”)
http://intranet
HR Finance
Vacation & Sick Day
Benefits Financial Performance Expense Reports
Tracking
Service Architecture (the “Back end”)
http://apps
http://apps http://teams
http://teams http://intranet
http://intranet
Site Collection
Site Collection
//
HR Engineering Finance
Site Collection Site Collection Site Collection Site Collection
Custom App HR Engineering Finance
User Profile
Search MMS
Service
31. 3. Find ways to simplify administration
If you administer through a “single pane of glass” on
Farms Security
Web applications
Configuratio
Content databases ns
Site collections
… Reports
You can Search
Manage access, groups, provision users, audit
Enforce policies such as “We require checkout enabled for each
library in the http://teams web application”
Minimize administrative burden
32. How is this done?
Adaptive navigation
Manual top-link and quick launch menus
Third-party or custom navigation controls
Use portal site connection to link site collections together
Search-based navigation
Automated administration
PowerShell
Write custom code
Consider automated provisioning for things like sites and site collections
Use third-party administration tools
36. Enforcement best practices
Only define policies that can be enforced
Use your service architecture to proactively enforce as much as
possible (automated)
Determine how other policies get enforced
Do not try to automate everything
Manual Semi-automated Automated
Enforcement Enforcement
37. Important questions to ask…
Have users been trained on your governance plan?
Don’t teach users how to use SharePoint
Train users to achieve the requirements of the solution
Have it involve day-to-day activities
Will your users do the right thing?
Are resources available to enforce?
Has the farm been architected with
governance in mind?
Having a good SharePoint Governance strategy in large effect defines the success of your SharePoint deployment. In this session Randy Williams, SharePoint Evangelist and MVP, discusses the types of policies that should be enforced when implementing a SharePoint Governance strategy. You will learn how to align your governance requirements with SharePoint farms, Web applications, site collections, and other components. Join us to gain a deeper understanding of the intricacies and challenges and take away practical, blueprint-like guidance to what a governable SharePoint architecture might look like in your enterprise.
Animation of the settings complexity of SharePoint