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Credera is a full-service management and         Dallas Office          Houston Office            Austin Office                 Denver Office
                                                 15303 Dallas Parkway   800 Town & Country Blvd   9020 N Capital of Texas Hwy   5445 DTC Parkway
technology consulting firm. Our clients range    Suite 300              Suite 300                 Suite 345                     Suite 1040
from Fortune 1,000 companies to emerging         Addison, TX 75001      Houston, TX 77024         Austin, TX 78759              Greenwood Village, CO 80111
industry leaders. We provide expert, objective
advice to help solve complex business and        972-692-0010 Phone     713.496.0711 Phone        512-327-1112 Phone            303-623-1344 Phone
technology challenges.                           972-692-0019 Fax       713.401.9650 Fax          512-233-0844 Fax              303-484-4577 Fax
7 Key Governance Tools for Office 365

                            Jesus J Salazar
                               Credera


Copyright © 2012 Credera.
   All Rights Reserved.
Speaker Introduction
       Jesus J Salazar, Principal
          • 12 years of experience with Microsoft-based technologies
          • Experience delivering IT solutions to medium and large
            businesses
          • Strong focus on SharePoint since 2003
          • Microsoft Certified Professional
          • Member of the Office 14 Developer Advisory Council where he
            helped shape the features and architecture of the next
            generation of Microsoft Office and SharePoint


Copyright © 2012 Credera.
   All Rights Reserved.
Agenda
       •     Introductions
       •     Governance
               –    Governance Overview
               –    What Governance Is and Isn’t
               –    Office 365 Sizing
       •     7 Key Governance Tools
               –    1.   Collaboration Center of Excellence
               –    2.   Governance Workspace
               –    3.   End User Surveys
               –    4.   O365 Reporting/Auditing
               –    5.   SharePoint Lists – Ensure Focus
               –    6.   Agile Approach
               –    7.   The “Tune Up”
       •     Questions and Answers


Copyright © 2012 Credera.
   All Rights Reserved.
Governance Overview




Copyright © 2012 Credera.
   All Rights Reserved.
Governance: Definition

                              Wikipedia defines Governance as:

       The act of governing and the decisions that define expectations,
         grant power, or verify performance… In respect to business
       governance relates to consistent management, cohesive policies,
          guidance, processes and decision-rights for a given area of
                                responsibility


Copyright © 2012 Credera.
   All Rights Reserved.
• Site and information structure
         and usability                                       Information
                                                             Architecture

       • Classification of information      Education &                         Taxonomy
                                              Training                         Framework
       • Look and Feel
       • Creation of information                            Information
                                                                and
         artifacts, Archiving it                           Collaboration
                                          Testing           Governance                Branding
       • Ease of finding content
       • Ensuring quality delivery
                                                    Enterprise         Provisioning
       • Topics and method of training               Search            & Archiving

         employees

Copyright © 2012 Credera.
   All Rights Reserved.
What Governance is and isn’t
       Governance is:
       • An active people and business
          oriented process
       • An interactive model to solve
          problems
       • A tool that ensures business value
          and continuous improvement!!!

       Governance is NOT:
       • Large binders of complicated
                                                Keep it simple, straightforward, and
          policies, procedures, and standards
                                                easy to execute!
       • Technology specific
Copyright © 2012 Credera.
   All Rights Reserved.
What are the impacts of Office 365?
       • In some ways, it simplifies    Feature                   Specifications
         Governance even further                                  10 GB per user
                                                                  500 MB per enterprise
       • SharePoint and Exchange are    Storage (pooled)
                                                                  user
         primarily affected                                       5 TB per Company
       • The biggest impact Office      Site collection storage
                                                                  100 GB
         365 has on Governance is       quotas
         sizing limits                  My Site storage
                                                                  500 MB
                                        allocation
       • Data sprawl must be watched
                                        Site collections per
         more carefully in Office 365   tenant
                                                                  300
         to avoid hitting capacity      Mailbox Size              25 gig
         limits
Copyright © 2012 Credera.
   All Rights Reserved.
7 Key Governance Tools




Copyright © 2012 Credera.
   All Rights Reserved.
1. Collaboration Center of Excellence
       • Not just a “Governance Team”
       • Many organizations only rely on IT to
         hold SharePoint Knowledge
       • A well educated, non IT community
         empowers end users, promotes
         ownership of solutions, and increases
         user adoption
       • A few strategically placed experts can
         augment end user training
       • A CoE also helps drive business value
         through engagement!

Copyright © 2012 Credera.
   All Rights Reserved.
1. Collaboration Center of Excellence
       • Seek out those with a technology for passion and
         those willing to allocate the time
       • Strive for diverse business representation
       • Try to recruit at multiple levels within your
         organization
       • This group can occasionally host informal
         educational sessions to a wider audience

Copyright © 2012 Credera.
   All Rights Reserved.
2. Governance Workspace
       • A secure SharePoint workspace helps provide
         continuity and accountability between governance
         meetings
       • This is especially important as people can get busy
         and attendance can be inconsistent sometimes
       • At a minimum, promotes real world collaboration
         experience for the team…takes the theory out of it
       • A great way for the team to challenge themselves to
         improve how they collaborate

Copyright © 2012 Credera.
   All Rights Reserved.
2. Governance Workspace
       What makes a good governance
       workspace?
       • List of Business Objectives that the
         team is supporting
       • Tasks and assignments for action
         items
       • List of issues end users are
         encountering
       • Benchmarks and Metrics you want to
         improve upon
       • Anything that helps provide continuity
         to keep the ball moving forward
Copyright © 2012 Credera.
   All Rights Reserved.
2. Governance Workspace
                            Be creative but again, KEEP IT SIMPLE!


                                  Important
                    Usage                     Meeting      Governance   End User
                                  Dates and
                   reports                    Agendas        policies   Feedback
                                    Times




                    Future
                                   Success    Effects of                Meeting
                   Training                                 Decisions
                                   Stories    Decisions                 Minutes
                    Topics



Copyright © 2012 Credera.
   All Rights Reserved.
3. The CXO (where X != I)
       • An Executive Champion is critical for
         many reasons
       • Close to business objectives and can
         provide direction
       • Ensures time and money are being        CXO
         invested appropriately to manage your
         information
       • Influence and enforcement make things
         much easier early on



Copyright © 2012 Credera.
   All Rights Reserved.
Having trouble getting a CXO engaged:
          According to Forrester Research, SharePoint
          alone can provides an average risk adjusted
          ROI of 108%
          International Data Corporation (IDC)
          indicates that an effective enterprise search
          strategy can save an employee an average of
          %53 of their time searching for information
          IDC also indicates that the average employee
          spends roughly 10hrs/week doing this
          Forrester Research indicates that Lync Server
          2010 has a risk adjusted ROI of %337 over
          three years when widely adopted

Copyright © 2012 Credera.
   All Rights Reserved.
4. Ongoing End User Feedback
       • Getting objective feedback from users should always be a priority
       • IT organizations rarely make changes to their intranet based on
         objective data
       • Polling end users frequently can help gather data points
       • Anonymous polling is extremely easy with SharePoint (Surveys)
       • Without a pulse on what users are getting value out of, you are
         shooting in the dark!


                                     It is amazing what people will do for
                                     a $5 Starbucks card!


Copyright © 2012 Credera.
   All Rights Reserved.
5. O365 Reporting/Auditing
       • Office 365 has limited
         usage reporting
       • No Search Usage reports!
       • Google Analytics can be
         added (with some                 +
         manipulation) to sites for
         more detail                      +
       • Auditing can be activated                 Auditing
         at the site collection level



Copyright © 2012 Credera.
   All Rights Reserved.
6. Agile Approach
       • The nature of
         collaboration and
         information is ever
         evolving
       • Requirements and
         needs change more
         than other types of
         products
       • Agile can help to
         optimize delivery and
         ensure prioritization


Copyright © 2012 Credera.
   All Rights Reserved.
7. The “Tune Up”
       • A governance process can get
         stale and so can the team
       • Fresh perspectives can be
         helpful when you are “out of
         good ideas”
       • Periodically seek outside
         perspectives
       • Find other organization using
         SharePoint, share ideas!
       • Experienced consulting firms
         have a wealth of knowledge
Copyright © 2012 Credera.
   All Rights Reserved.
Management & Technology Consulting Firm                     Microsoft Solutions Offerings
       • MS Gold Certified Partner                               • Custom Application Development
       • Member of Microsoft’s SharePoint Development            • Enterprise Portal Design & Implementation
         Advisory Council (DAC)                                  • eCommerce
       • IW Competency (Microsoft’s Corporate SharePoint         • SOA & Business Process Integration
         Certification)
                                                                 • Customer Relationship Management (CRM)
       • Certified provider of SharePoint Deployment
         Planning                                                • Business Intelligence & Data Warehouse
       • Established 1999
       • Offices in Dallas, Houston, Austin, Denver            Client Sampling


   How We Serve Our Clients
       • We provide expert, objective advice to help solve
         complex business and technology challenges
       • Our clients hire us to own their toughest problems;
         they retain us because we keep our promises
       • Services: Management Consulting, Technology
         Solutions, Mobile Solutions, Business Intelligence


Copyright © 2012 Credera.
   All Rights Reserved.
Thank you for attending!
            Please complete the evaluations.
                                      Contact Information:
                             Jesus J Salazar - jsalazar@credera.com
                                        www.credera.com
                                   Follow us on       @Credera
                                 Blog: http://blogs.credera.com
                              Careers: http://careers.credera.com
Copyright © 2012 Credera.
   All Rights Reserved.
Credera is a full-service management and         Dallas Office          Houston Office            Austin Office                 Denver Office
                                                 15303 Dallas Parkway   800 Town & Country Blvd   9020 N Capital of Texas Hwy   5445 DTC Parkway
technology consulting firm. Our clients range    Suite 300              Suite 300                 Suite 345                     Suite 1040
from Fortune 1,000 companies to emerging         Addison, TX 75001      Houston, TX 77024         Austin, TX 78759              Greenwood Village, CO 80111
industry leaders. We provide expert, objective
advice to help solve complex business and        972-692-0010 Phone     713.496.0711 Phone        512-327-1112 Phone            303-623-1344 Phone
technology challenges.                           972-692-0019 Fax       713.401.9650 Fax          512-233-0844 Fax              303-484-4577 Fax

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7 Key Governance Tips for Office 365

  • 1. Credera is a full-service management and Dallas Office Houston Office Austin Office Denver Office 15303 Dallas Parkway 800 Town & Country Blvd 9020 N Capital of Texas Hwy 5445 DTC Parkway technology consulting firm. Our clients range Suite 300 Suite 300 Suite 345 Suite 1040 from Fortune 1,000 companies to emerging Addison, TX 75001 Houston, TX 77024 Austin, TX 78759 Greenwood Village, CO 80111 industry leaders. We provide expert, objective advice to help solve complex business and 972-692-0010 Phone 713.496.0711 Phone 512-327-1112 Phone 303-623-1344 Phone technology challenges. 972-692-0019 Fax 713.401.9650 Fax 512-233-0844 Fax 303-484-4577 Fax
  • 2. 7 Key Governance Tools for Office 365 Jesus J Salazar Credera Copyright © 2012 Credera. All Rights Reserved.
  • 3. Speaker Introduction Jesus J Salazar, Principal • 12 years of experience with Microsoft-based technologies • Experience delivering IT solutions to medium and large businesses • Strong focus on SharePoint since 2003 • Microsoft Certified Professional • Member of the Office 14 Developer Advisory Council where he helped shape the features and architecture of the next generation of Microsoft Office and SharePoint Copyright © 2012 Credera. All Rights Reserved.
  • 4. Agenda • Introductions • Governance – Governance Overview – What Governance Is and Isn’t – Office 365 Sizing • 7 Key Governance Tools – 1. Collaboration Center of Excellence – 2. Governance Workspace – 3. End User Surveys – 4. O365 Reporting/Auditing – 5. SharePoint Lists – Ensure Focus – 6. Agile Approach – 7. The “Tune Up” • Questions and Answers Copyright © 2012 Credera. All Rights Reserved.
  • 5. Governance Overview Copyright © 2012 Credera. All Rights Reserved.
  • 6. Governance: Definition Wikipedia defines Governance as: The act of governing and the decisions that define expectations, grant power, or verify performance… In respect to business governance relates to consistent management, cohesive policies, guidance, processes and decision-rights for a given area of responsibility Copyright © 2012 Credera. All Rights Reserved.
  • 7. • Site and information structure and usability Information Architecture • Classification of information Education & Taxonomy Training Framework • Look and Feel • Creation of information Information and artifacts, Archiving it Collaboration Testing Governance Branding • Ease of finding content • Ensuring quality delivery Enterprise Provisioning • Topics and method of training Search & Archiving employees Copyright © 2012 Credera. All Rights Reserved.
  • 8. What Governance is and isn’t Governance is: • An active people and business oriented process • An interactive model to solve problems • A tool that ensures business value and continuous improvement!!! Governance is NOT: • Large binders of complicated Keep it simple, straightforward, and policies, procedures, and standards easy to execute! • Technology specific Copyright © 2012 Credera. All Rights Reserved.
  • 9. What are the impacts of Office 365? • In some ways, it simplifies Feature Specifications Governance even further 10 GB per user 500 MB per enterprise • SharePoint and Exchange are Storage (pooled) user primarily affected 5 TB per Company • The biggest impact Office Site collection storage 100 GB 365 has on Governance is quotas sizing limits My Site storage 500 MB allocation • Data sprawl must be watched Site collections per more carefully in Office 365 tenant 300 to avoid hitting capacity Mailbox Size 25 gig limits Copyright © 2012 Credera. All Rights Reserved.
  • 10. 7 Key Governance Tools Copyright © 2012 Credera. All Rights Reserved.
  • 11. 1. Collaboration Center of Excellence • Not just a “Governance Team” • Many organizations only rely on IT to hold SharePoint Knowledge • A well educated, non IT community empowers end users, promotes ownership of solutions, and increases user adoption • A few strategically placed experts can augment end user training • A CoE also helps drive business value through engagement! Copyright © 2012 Credera. All Rights Reserved.
  • 12. 1. Collaboration Center of Excellence • Seek out those with a technology for passion and those willing to allocate the time • Strive for diverse business representation • Try to recruit at multiple levels within your organization • This group can occasionally host informal educational sessions to a wider audience Copyright © 2012 Credera. All Rights Reserved.
  • 13. 2. Governance Workspace • A secure SharePoint workspace helps provide continuity and accountability between governance meetings • This is especially important as people can get busy and attendance can be inconsistent sometimes • At a minimum, promotes real world collaboration experience for the team…takes the theory out of it • A great way for the team to challenge themselves to improve how they collaborate Copyright © 2012 Credera. All Rights Reserved.
  • 14. 2. Governance Workspace What makes a good governance workspace? • List of Business Objectives that the team is supporting • Tasks and assignments for action items • List of issues end users are encountering • Benchmarks and Metrics you want to improve upon • Anything that helps provide continuity to keep the ball moving forward Copyright © 2012 Credera. All Rights Reserved.
  • 15. 2. Governance Workspace Be creative but again, KEEP IT SIMPLE! Important Usage Meeting Governance End User Dates and reports Agendas policies Feedback Times Future Success Effects of Meeting Training Decisions Stories Decisions Minutes Topics Copyright © 2012 Credera. All Rights Reserved.
  • 16. 3. The CXO (where X != I) • An Executive Champion is critical for many reasons • Close to business objectives and can provide direction • Ensures time and money are being CXO invested appropriately to manage your information • Influence and enforcement make things much easier early on Copyright © 2012 Credera. All Rights Reserved.
  • 17. Having trouble getting a CXO engaged: According to Forrester Research, SharePoint alone can provides an average risk adjusted ROI of 108% International Data Corporation (IDC) indicates that an effective enterprise search strategy can save an employee an average of %53 of their time searching for information IDC also indicates that the average employee spends roughly 10hrs/week doing this Forrester Research indicates that Lync Server 2010 has a risk adjusted ROI of %337 over three years when widely adopted Copyright © 2012 Credera. All Rights Reserved.
  • 18. 4. Ongoing End User Feedback • Getting objective feedback from users should always be a priority • IT organizations rarely make changes to their intranet based on objective data • Polling end users frequently can help gather data points • Anonymous polling is extremely easy with SharePoint (Surveys) • Without a pulse on what users are getting value out of, you are shooting in the dark! It is amazing what people will do for a $5 Starbucks card! Copyright © 2012 Credera. All Rights Reserved.
  • 19. 5. O365 Reporting/Auditing • Office 365 has limited usage reporting • No Search Usage reports! • Google Analytics can be added (with some + manipulation) to sites for more detail + • Auditing can be activated Auditing at the site collection level Copyright © 2012 Credera. All Rights Reserved.
  • 20. 6. Agile Approach • The nature of collaboration and information is ever evolving • Requirements and needs change more than other types of products • Agile can help to optimize delivery and ensure prioritization Copyright © 2012 Credera. All Rights Reserved.
  • 21. 7. The “Tune Up” • A governance process can get stale and so can the team • Fresh perspectives can be helpful when you are “out of good ideas” • Periodically seek outside perspectives • Find other organization using SharePoint, share ideas! • Experienced consulting firms have a wealth of knowledge Copyright © 2012 Credera. All Rights Reserved.
  • 22. Management & Technology Consulting Firm Microsoft Solutions Offerings • MS Gold Certified Partner • Custom Application Development • Member of Microsoft’s SharePoint Development • Enterprise Portal Design & Implementation Advisory Council (DAC) • eCommerce • IW Competency (Microsoft’s Corporate SharePoint • SOA & Business Process Integration Certification) • Customer Relationship Management (CRM) • Certified provider of SharePoint Deployment Planning • Business Intelligence & Data Warehouse • Established 1999 • Offices in Dallas, Houston, Austin, Denver Client Sampling How We Serve Our Clients • We provide expert, objective advice to help solve complex business and technology challenges • Our clients hire us to own their toughest problems; they retain us because we keep our promises • Services: Management Consulting, Technology Solutions, Mobile Solutions, Business Intelligence Copyright © 2012 Credera. All Rights Reserved.
  • 23. Thank you for attending! Please complete the evaluations. Contact Information: Jesus J Salazar - jsalazar@credera.com www.credera.com Follow us on @Credera Blog: http://blogs.credera.com Careers: http://careers.credera.com Copyright © 2012 Credera. All Rights Reserved.
  • 24. Credera is a full-service management and Dallas Office Houston Office Austin Office Denver Office 15303 Dallas Parkway 800 Town & Country Blvd 9020 N Capital of Texas Hwy 5445 DTC Parkway technology consulting firm. Our clients range Suite 300 Suite 300 Suite 345 Suite 1040 from Fortune 1,000 companies to emerging Addison, TX 75001 Houston, TX 77024 Austin, TX 78759 Greenwood Village, CO 80111 industry leaders. We provide expert, objective advice to help solve complex business and 972-692-0010 Phone 713.496.0711 Phone 512-327-1112 Phone 303-623-1344 Phone technology challenges. 972-692-0019 Fax 713.401.9650 Fax 512-233-0844 Fax 303-484-4577 Fax

Editor's Notes

  1. By large the biggest component of Office 365 that requires governance is SharePoint.
  2. Governance is part of the CoE but they can do so much more for your business to drive ROI
  3. Prominently display and revisit the business objectivesUse Issues, Risks, and Task lists to ensure progress is being madeSomeone on the operational side will typically have more influence on end users than someone within IT…
  4. A lesson in human nature – it is amazing what people will do for a $5 gift card to starbucks
  5. Frequent delivery,Less jarring experience for usersAbility to move at the pace of information