Expert Webinar Series: SharePoint Governance - Managing Content Sprawl


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Expert Webinar Series: SharePoint Governance - Managing Content Sprawl

  1. 1. Session 4: SharePoint Governance: Managing Content Sprawl
  2. 2. Welcome David Sanchez, Maj, Don Miller Sylvester Placid USAFR Vice President Analyst Deputy Director, Human Concept Searching Inc sylvester.placid@ppc.comPerformance Clearinghouse 2
  3. 3. Agenda• Welcome and Introductions• What is Governance? – Managing Content Sprawl – Benefits of Governance – Governance Thresholds• Governance Strategy – Audience – Strategy Components – Governance for SharePoint Objects• Information, Records, & Knowledge Management in the USAF• Questions & Answers 3
  4. 4. About Concept Searching• Company founded in 2002 • Product launched in 2003 • Focus on management of structured and unstructured information• Technology • Delivered as a web service • Automatic concept identification, content tagging, auto- classification, taxonomy management • Only statistical vendor that can extract conceptual metadata• 2009 and 2010 ‘100 Companies that Matter in KM’ (KM World Magazine) and Trend Setting product of 2009 and 2010• Authority to Operate Enterprise wide USAF and Enterprise wide NETCON US Army• Locations: US, UK, & South Africa• Client base: Fortune 500/1000 organizations• Managed Partner under Microsoft global ISV Program - “go to partner” for Microsoft for auto-classification and taxonomy management• Microsoft Enterprise Search ISV , FAST Partner• Product Suite: conceptSearch, conceptTaxonomyManager, conceptClassifier, conceptClassifier for SharePoint, contentTypeUpdater for SharePoint 4
  5. 5. About PPC 1,200-person multi-disciplinary team of Energy/EnvironmentGreen strategies for government scientific & technical experts and industry:  Scientific subject matter experts  Air quality and climate change  Systems engineers and architects  Greenhouse gas reduction  Policy and regulatory specialists  Carbon management  Project management professionals  Environmental risk mitigation  Certified Information technology experts Environmental impacts of transport  Security professionals Information and data management Information Management Infrastructure  Master Data Management and Data  Systems Engineering and Technical Governance Assistance (SETA)  Business Intelligence  Capability Maturity Model  Adaptive Data Warehousing Integration (CMMI)  Enterprise Architecture  Earned Value Management  Infrastructure Systems Engineering  Configuration Management  Knowledge Management  Technical and Advisory Support  Portal Solutions  Independent Verification &  Enterprise Content Management Validation (IV&V)  IT Optimization/Virtualization 5
  6. 6. What is Governance? 6
  7. 7. SharePoint Goes Viral• SharePoint is growing in popularity and provides a centralized location for your employees to connect and collaborate• Once implemented, SharePoint may go “viral” in your organization• Easy for users to new libraries, lists, and team sites 7
  8. 8. What is Content Sprawl?• Without a governance strategy, users can easily create new sites and content with no oversight• Content management becomes difficult• Increased security and records management concerns if users are able to post sensitive information 8
  9. 9. Managing Content Sprawl• A governance strategy provides “urban planning” for SharePoint, ensuring content growth is anticipated, planned for, and sustainable• Governance can only be successful if all users understand their expectations and execute their roles 9
  10. 10. What is Governance?• Governance is the foundation of policies and procedures that govern SharePoint and ensure its lifecycle evolution• How SharePoint content is created, shared, and retained• Connects SharePoint processes with organizational processes to ensure sustainability 10
  11. 11. What are the Benefits of Governance? Resolves Clarifies roles ambiguities and and establishes a responsibilities framework for shared goals Consistent Simplifies decision-making maintenance, and supports a saving time and long-term vision money 11
  12. 12. Governance Threshold for SharePoint 12
  13. 13. Who Owns SharePoint?• No single entity completely owns a SharePoint deployment• Balanced ownership between technical and business units is critical• Important to define ownership in the areas of: – Hardware, software, and services purchasing – Technical infrastructure, support, and deployment – Content management and support 13
  14. 14. Governance Strategy for SharePoint 14
  15. 15. Audience for Governance• Governance strategies should be available to all management, stakeholders, and users of the SharePoint deployment• Should be written as plainly and generally as possible so a broad audience may understand and execute the plan 15
  16. 16. Considerations for GovernanceAll governance strategies should consider: 1. SharePoint Steering Committee 2. Value Statement 3. Roles and Responsibilities 4. Policies and Procedures 5. Communication, Training, and Support Plans 16
  17. 17. 1. SharePoint Steering Committee• Six to nine management-level decision makers from technical and business units of organization• Meet at least quarterly to discuss SharePoint maintenance and evolution• Steering committee should work as a group to solve problems as a single entity 17
  18. 18. 2. Value Statement• The value statement should affirm: – The overall vision of the steering committee – End user expectations – Any relevant organizational goals• Sample value statement: SharePoint will provide the ability to leverage the information resources of our organization with a centralized location for users to share and collaborate on business knowledge and documents. 18
  19. 19. 3. Roles and Responsibilities• Governance roles will add job responsibilities to your organization’s staff• Once roles and responsibilities are identified, personnel and financial resources can be determined• Should aim to define who interacts with content and in what form 19
  20. 20. 3. Roles and ResponsibilitiesWhen determining roles, consider system governancevs. information governance• System Governance: – Infrastructure management – Support availability and SLAs – Development and customization• Information Governance – Information architecture – Branding – Content management 20
  21. 21. 3. Roles and Responsibilities• Sample roles matrix: 21
  22. 22. 3. Roles and Responsibilities• Common Roles and SharePoint Permissions: Recommended Roles SharePoint Permissions Site Administrator Site Administrator SharePoint Owner Full Control SharePoint Member Contribute SharePoint Visitor Read 22
  23. 23. 4. Policies and Procedures• Anticipating common procedures will ensure SharePoint develops sustainably• Development guidelines will empower technical architects and content managers and provide a framework for building future functionality• Make upfront decisions on global settings and set rules for content and security• Workflow approval processes should be outlined for all aspects of system and information governance 23
  24. 24. 4. Policies and Procedures Sample Processes for Policies and Procedures Create New Top Level Navigation Create New Page Site Create New Second-Level Site Request New/Modify Web Part or Application Create, Modify, or Archive Team Request New Master Page, Styles, Site or Page Template Archive List, Library, or Page/Site Request Site Security Modification Add New Announcement Request New Content Type Add New Blog/Wiki Request New User Profile Field Edit Site/Page Content Request New Business Process Workflow Add, Edit, or Archive/Delete Request New Library or List View Document, List Item, Form, or Template Add New Document Library or List Request New Web Part List or Library 24
  25. 25. 4. Policies and Procedures• Sample system governance workflow: 25
  26. 26. 4. Policies and Procedures• Sample information governance workflow: 26
  27. 27. 4. Policies and Procedures• Sample general and content policies: – General Policy: “All landing pages will have a point of contact listed on page” – Content Policy: “Archived content may only be accessed by site administrator or site owner”• Consider a style guide governing the consistent presentation of content 27
  28. 28. 4. Policies and Procedures• Sample process-specific policies: – Add New Document Library or List: 1. Establish owner for content 2. Determine document library or list name 3. Determine description and frequency of use 4. Determine intended audience and location on site 5. Provide content examples and business value 6. Must be topically relevant to site or page 28
  29. 29. 5. Communication, Training, & Support Plans• Develop communication plan to announce a new deployment for key stakeholders and carefully consider all feedback• Allow users to learn through a variety of mediums: – Tailored, ad-hoc meetings, and brown bags – Project road map – Company-wide emails – Animated tutorials/videos 29
  30. 30. 5. Communication, Training, & Support Plans• Work with HR or other appropriate entities to develop training plan for new SharePoint deployment• Consider varying skill levels of users when developing training materials• Ensure IT/help desk is involved in planning for end user questions and support 30
  31. 31. Governance Best Practices• Though SharePoint is ultimately owned by end users, centralized management is needed for: – Defined ownership and ensuring sustainability – Accuracy and dynamism of content – Compliance with applicable regulations• Recognize that designing and deploying your SharePoint site is just the beginning 31
  32. 32. Information, Records, &Knowledge Management in the USAF David S. Sanchez, Maj, USAFR, MSC Human Performance Clearinghouse Dep. Director, USAF HP Clearinghouse Tel: 703.246.9360 | Fax: 240.465.1182 32
  33. 33. Information, Records, & Knowledge Management in the USAF Goal: Leverage unstructured information across the enterprise to achieve sustainable and measurable benefits in business processes. Obstacles:  Data Transparency Directives (e-Discovery and FOIA) - Findability  Records Retention Schedules – Records Declaration  Information Assurance/Data Privacy and Security Guidelines (Privacy Act Program, HIPAA, JCAHO, HITECH, & PCI) – Controlling Access & Usage of Sensitive Information Tel: 703.246.9360 | Fax: 240.465.1182 33
  34. 34. Organizational Cost Drivers Lack of Information Transparency (FOIA & eDiscovery)  DoDD 8320: Data Sharing in a Net-Centric DoD (tagging using DDMS, EVT, MeSH, etc…)  Untagged Data Assets = Untapped Resources  Time Gap between Information Requests and Discovery is Directly Proportional to Volume of Data Assets Non-Compliance with Records Management Policies  DoDD 5015: Records Management (tagging of semantic metadata & retention codes)  Data Stored in Wrong Location  Information not Preserved in Accordance with Regulatory Guidelines Increasing Volume of Unplanned Data Exposure Events  USAF Privacy Act Program, HIPAA, and PCI (RMS template application)  Personally Identifiable Information and Protected Health Information  Organizational Confidential and Sensitive Information Tel: 703.246.9360 | Fax: 240.465.1182 34
  35. 35. Cause of Problem Access Rights (PII, PHI, PCI, FOUO, etc..) Records Retention Codes(AFRIMS = 5, 237) Metadata Tagging (DDMS, USAF EVT, MeSH, etc…) Document Library 1 Document Library 2 Server Content with Appropriate Metadata, Retention Codes, and Rights Management Templates Backup & Archived Data Tel: 703.246.9360 | Fax: 240.465.1182 35
  36. 36. Cause of Problem Insufficient Metadata & Wrong Content Types Limiting Factor = Human Being Access Rights (PII, PHI, PCI, FOUO, etc..) Records Retention Codes(AFRIMS = 5, 237) Metadata Tagging (DDMS, USAF EVT, MeSH, etc…) Document Library 1 Document Library 2 Server Content with Appropriate Metadata, Retention Codes, and Rights Management Templates What about archive data? Backup & Archived Data Tel: 703.246.9360 | Fax: 240.465.1182 36
  37. 37. What Happens When Metadata is Not Applied to KM Content Protected Health Travel Vouchers Alpha Rosters InformationOperational Security Documents of Duty Rosters Information Record Server Content with No Semantic, Retention Code, and Security Metadata Web Servers/Collaboration Portals Tel: 703.246.9360 | Fax: 240.465.1182 37
  38. 38. Current & Future KM Modernization Efforts Constraints  Multi-year funded projects are coming to an end quickly  Organizations need to show results within months not 2-3 years  Have to leverage existing investments while ensuring compliance with regulatory requirements Model going forward  Business-driven solutions with “social/KM capability” vs. existing or new KM-focused platforms that drive up rather than lower costs Solution  Minimize human involvement in the metadata tagging process  Invest once and deploy to multiple locations (leverage existing Enterprise Agreements)  Leverage existing taxonomies and functional content to build out business-driven controlled vocabularies Tel: 703.246.9360 | Fax: 240.465.1182 38
  39. 39. Requirements Compliance Up Front! DoDD 8320.02 – Data Sharing in a Net-Centric DoD DoDD 5015.02 – DoD Records Management USAF Privacy Act Program Protected Health Information/Health Insurance Portability and Accountability Act Arms Export Control Act  As of 2007 there had been 283 arrests, 198 indictments, and 166 convictions based on AECA violations.  In July 2009 John Reece Roth, a former University of Tennessee professor, was convicted of violating the AECA and sentenced to 48 months in prison.  The conviction was based on violations of sharing technical data that was part of a USAF contract Roth was working on related to plasma technology for UAV drones. Tel: 703.246.9360 | Fax: 240.465.1182 39
  40. 40. Solution – Human Systems Integration Address the Technology/Process, Not the Behavior Semantic Metadata Increase Tagging Information Retrieval Precision for e-Discovery Concept Classifier for Automatic SharePoint Content Type Application Windows Rights Management Records Retention &Document Document Code Workflow Library 1 Library 2 Tagging Appropriate Backup & Storage & Archived Data PreservationDocument Document Tel: 703.246.9360 | Fax: 240.465.1182 Library 3 Library 4 40
  41. 41. Solution – Human Systems Integration Address the Technology/Process, Not the Behavior Semantic Metadata Increase Tagging Information Retrieval Precision for e-Discovery Concept Classifier for Automatic SharePoint Content Type Application Windows Rights Management Records Retention &Document Document Code Workflow Library 1 Library 2 Tagging Appropriate Backup & Storage & Archived Data PreservationDocument Document Tel: 703.246.9360 | Fax: 240.465.1182 Library 3 Library 4 41
  42. 42. Demonstration SharePoint 2010 with AD/RMS - demonstration Search  DTIC (  AFMS Kx ( Information Assurance  DTIC ( now DISA  AFMC SharePoint ( Tel: 703.246.9360 | Fax: 240.465.1182 42
  43. 43. AFMS Contribution to AF MetaData Environment Aerospace Uninhabited Ancillary Dental Medical Nursing Support Surgical Medicine SystemsAeromedical Evacuation Inhabited Aeronautical Systems Systems Casualty AFMS FunctionalPrevention Vocabulary Vocabulary Human (1,692) (5,385) FactorsClinical Med Operations AFMS Expeditionary Vocabulary PersonnelGround Cont (920)Med Support Semantic Training NetworkMed CBRNE HSI Defense AFMS Domain Manpower Organizational VocabularySpecial Ops Vocabulary Medicine (2,772) (270) ESOH Central USAF Expeditionary Habitability Command Geographic Vocabulary Vocabulary Ammunition (est. 15,364)European (200) VocabularyCommand Survivability (818)Southern Guided Northern Pacific Air Power Ammunition AmmunitionCommand Missiles & Command Command Superiority Projection Thru 125mm Over 125mm Rockets 703.246.9360 | Fax: 240.465.1182 Tel: 43
  44. 44. AFMS Contribution to AF MetaData Environment Special Space Aviation Engineering Comm C2 HQ Staff Special Duty Tactics (76) (366) (185) (281) (193) (166) (152) (36) Electronic Weather Warfare (44) (9) Safety Medical (11) (230) Info Ops Maintenance (28) (546) USAF Expeditionary VocabularyOps Support Munitions (46) 3,841 Unit Type Codes (a.k.a. wartime missions) (309)Logistics/Plans & Supply (14) 15,364 Unique Concepts Embedded in Single/Compound Terms (143) Contracting Test & Eval (18) (20) JAG Band (14) (9) Public Services Affairs (38) (22) Chaplain Intel (13) (367) Comptroller Security Bare Base Transportation Training Personnel OSI (16) Forces (79) (241) (32) (46) (28) Tel: 703.246.9360 | Fax: 240.465.1182 (63) 44
  45. 45. Government IOC Solution/Demo Network Diagram Tel: 703.246.9360 | Fax: 240.465.1182 45
  46. 46. USAF Human Performance Clearinghouse GOAL: Leverage Existing USAF, AFDW, and AFMS License Agreements to Enable IM, RM, and Data Privacy & Security Compliance Compliance • DoDD 8320 (Data Sharing in a Net-Centric DoD) xRequirements • DoDD 5015 (Records Management) • USAF Privacy Act Program & HIPAA • Freedom of Information Act (FOIA) Tel: 703.246.9360 | Fax: 240.465.1182 Distribution Statement A: Approved for public release; distribution is unlimited. 46 311 ABG/PA No. 09-488, 16 Oct 2009
  47. 47. Questions & Answers 47
  48. 48. Upcoming Webinars in the SeriesDe-mystifying Content Types: Four Key Content Types to LeverageOctober 19th - 11:30am-12:30pm ESTContent types are a powerful feature of SharePoint 2010 and are largely under-utilized. Learn more about contenttypes, what they can do, and how to implement them across your SharePoint environment. PPC will also share four keycontent types to implement that span multiple industries. We will also review Concept Searching’s Content TypeUpdater, an automatic content tagging solution that can apply content types based upon vocabulary and metadata. Thesolution, fully integrated with SharePoint 2010 and the Term Store, can then workflow specific types of content basedupon policy and guidelines addressing such business issues as preservation and disposition, risk, and Governance. 48
  49. 49. Thank You David Sanchez, Maj, Don Miller, Sylvester Placid USAFR Vice President Analyst Deputy Director, Human Concept Searching Inc splacid@ppc.comPerformance Clearinghouse 49