As we all know, more and more organizations are starting to question “Do we or do we not implement Office 365?”. However, as these discussions are taking place; governance is rarely addressed or considered. The main reason is that the majority believe that once they have implemented governance that they are done; unless there is an update such as a server name change or an employee change (such as a departure or addition). During the initial planning around governance it is likely that there were discussions around auditing of the governance document and potential quarterly reviews to ensure that the document is up to date and still fits the business. However, it is common to forget that after that fact; even though it is documented “within the governance document”. Governance becomes even more important with Office 365 because it’s all cloud based. This means all of the content, backup, recovery, etc. are all handled by Microsoft and you have virtually no control over it. In this session we will review the areas of concern and how they can be addressed within the governance document, the importance of reviewing the document frequently; and ways to make the information available to your internal SharePoint Community. In addition, we will review the features of Office 365 that will have a major impact on Exchange, SharePoint, Office Apps and Lync. We will review each of these applications and the areas of importance that should be addressed in the governance document, as well as why each of them are important.

1. STACY L. DEERE-STROLE
FOCAL POINT SOLUTIONS, LLC JULY 12, 2014

2. Who is
Stacy Deere-Strole

4. AGENDA
• WHAT IS GOVERNANCE?
• O365 IMPACTS
• AREAS OF GOVERNANCE
• THINS THAT MAKE YOU GO HMMM…
• KEY POINTS
• GOVERNANCE TEAM
• BEST PRACTICES
• ONEDRIVE
• YAMMER
• DON’T FORGET
• LAST BUT NOT LEAST
• 3RD PARTIES & SUPPORTING
GOVERNANCE

5. WHAT DOES GOVERNANCE MEAN?
THE SET OF POLICIES, ROLES, RESPONSIBILITIES, AND PROCESSES THAT
CONTROL HOW AN ORGANIZATION WORKS TOGETHER TO ACHIEVE
THEIR GOALS.

6. IS AND IS NOT…
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 POLICIES, PROCEDURES, AND STANDARDS
• TECHNOLOGY SPECIFIC

7. WHAT ARE THE IMPACTS OF OFFICE 365?
• IN SOME WAYS, IT SIMPLIFIES
GOVERNANCE EVEN FURTHER
• SHAREPOINT AND EXCHANGE ARE
PRIMARILY AFFECTED
• THE BIGGEST IMPACT OFFICE 365
HAS ON GOVERNANCE IS SIZING
LIMITS
• DATA SPRAWL MUST BE WATCHED
MORE CAREFULLY IN OFFICE 365
TO AVOID HITTING CAPACITY LIMITS
Feature Specifications
Storage (pooled)
10 GB per user
500 MB per enterprise
user
5 TB per Company
Site collection storage
quotas
100 GB
My Site storage
allocation
500 MB
Site collections per
tenant
300
Mailbox Size 25 gig

8. AREAS OF GOVERNANCE
• BLOGGING
• COMMUNITY MANAGEMENT
• CUSTOMIZATIONS
• DELIVERING CONTENT
• RELOCATING CONTENT
• REMOVING CONTENT
• SITE CREATIONS
• TEMPLATES
• QUOTAS
• WIKI
• MYSITES
• SITE AUDITS
• NAMING CONVENTIONS
• PERMISSIONS
• TAXONOMY & SUGGESTIONS
• COMPLIANCE
• REPORTING
• SITE VS. SUB-SITE

9. THINGS THAT MAKE YOU GO
HMMM…
• IS GOVERNANCE TECHNOLOGY SPECIFIC?
• CAN TECHNOLOGY CHOICES DRIVE GOVERNANCE?
• TRUE OR FALSE: IF YOU AREN’T FOCUSING ON OR ADDRESSING PROBLEMS WITHIN
THE BUSINESS, YOU WILL END UP IN THE WEEDS.
• DO YOU THINK SHAREPOINT, YAMMER & ONEDRIVE REALLY NEED GOVERNANCE?

10. KEY GOVERNANCE POINTS
• CENTER OF EXCELLENCE (NON-IT INDIVIDUALS)
• EXECUTIVE INVOLVEMENT
• ONGOING END USER INTERACTION
• REPORTING & AUDITING
• AGILE DEVELOPMENT
• REVISIT

11. GOVERNANCE TEAM
Your governance policies should support your organization’s goals and be kept up-to-date as your organization’s needs change. We
recommend that you create a team from various disciplines across your organization to develop and maintain these policies. Include people
from as many of the following roles as possible:

12. BEST PRACTICES
• DETERMINE INITIAL PRINCIPLES AND GOALS. THE GOVERNANCE COMMITTEE SHOULD
DEVELOP A GOVERNANCE VISION, POLICIES, AND STANDARDS THAT CAN BE MEASURED
TO TRACK COMPLIANCE AND TO QUANTIFY THE BENEFIT TO YOUR ORGANIZATION. FOR
EXAMPLE, YOUR PLAN SHOULD IDENTIFY SERVICE DELIVERY REQUIREMENTS FOR BOTH
TECHNICAL AND BUSINESS ASPECTS OF YOUR SHAREPOINT DEPLOYMENT.
• CLASSIFY YOUR BUSINESS INFORMATION. ORGANIZE YOUR INFORMATION ACCORDING
TO AN EXISTING TAXONOMY, OR CREATE A CUSTOM TAXONOMY THAT INCLUDES ALL
THE INFORMATION THAT SUPPORTS YOUR BUSINESS SOLUTION. AFTER YOUR
INFORMATION IS ORGANIZED, DESIGN AN INFORMATION ARCHITECTURE TO MANAGE
IT. THEN, DETERMINE THE MOST APPROPRIATE IT SERVICES TO SUPPORT IT.

13. BEST PRACTICES
• DEVELOP AN EDUCATION STRATEGY. THE HUMAN ELEMENT IS, AFTER THE
GOVERNANCE PLAN, THE MOST IMPORTANT INGREDIENT IN THE SUCCESS OR FAILURE
OF A SHAREPOINT DEPLOYMENT. A COMPREHENSIVE TRAINING PLAN SHOULD SHOW
HOW TO USE SHAREPOINT ACCORDING TO THE STANDARDS AND PRACTICES THAT
YOU ARE IMPLEMENTING AND EXPLAIN WHY THOSE STANDARDS AND PRACTICES ARE
IMPORTANT. YOUR PLAN SHOULD COVER THE KINDS OF TRAINING REQUIRED FOR
SPECIFIC USER GROUPS AND DESCRIBE APPROPRIATE TRAINING TOOLS. FOR EXAMPLE,
YOUR IT DEPARTMENT MIGHT MAINTAIN A FREQUENTLY ASKED QUESTIONS (FAQ)
PAGE ABOUT ITS SHAREPOINT SERVICE OFFERINGS, OR YOUR BUSINESS DIVISION
MIGHT PROVIDE ONLINE TRAINING THAT SHOWS HOW TO SET UP AND USE A NEW
DOCUMENT MANAGEMENT PROCESS.

14. BEST PRACTICES
• DEVELOP AN ONGOING PLAN. SUCCESSFUL GOVERNANCE IS ONGOING. THE
GOVERNANCE COMMITTEE SHOULD MEET REGULARLY TO REVIEW NEW
REQUIREMENTS IN THE GOVERNANCE PLAN, REEVALUATE AND ADJUST GOVERNANCE
PRINCIPLES, AND RESOLVE CONFLICTS AMONG BUSINESS DIVISIONS FOR IT
RESOURCES. THE COMMITTEE SHOULD PROVIDE REGULAR REPORTS TO ITS EXECUTIVE
SPONSORS TO PROMOTE ACCOUNTABILITY AND TO HELP ENFORCE COMPLIANCE
ACROSS YOUR ORGANIZATION. ALTHOUGH THIS PROCESS SEEMS COMPLICATED, ITS
GOALS ARE TO INCREASE THE RETURN ON YOUR INVESTMENT IN SHAREPOINT, TAKE
FULL ADVANTAGE OF THE USEFULNESS OF YOUR SHAREPOINT SOLUTION, AND
IMPROVE THE PRODUCTIVITY OF YOUR ORGANIZATION.

15. ONEDRIVE
• SYNC & SHARE DOCUMENTS
• COLLABORATE ON DOCUMENT SECURITY WITH INDIVIDUALS INSIDE AND
OUTSIDE THE COMPANY
• ACCESS CONTENT AND INFORMATION ANYWHERE AND FROM ALMOST ANY
DEVICE
• CONTROL CONTENT LIFE CYCLE AND VERSIONING
• MANAGE ACCESS PERMISSIONS
• ACCESS WITH NATIVE MOBILE CLIENT APPS FOR WINDOWS 8 AND IOS.

16. ONEDRIVE
• 3RD PARTY COMPANY (CONCEPT SEARCHING)TO MANAGE – COULD SOLVE
COMPLIANCE AND GOVERNANCE ISSUES WITH ONEDRIVE
• HOWEVER – IF YOU DON’T HAVE A TOOL TO UTILIZE AS ABOVE MANAGING AND
ADHERING TO POLICIES & PROCEDURES WILL BE MERELY IMPOSSIBLE

17. YAMMER
• ENABLE ENTERPRISES TO BECOME MORE SOCIAL VERY RAPIDLY
• ENABLES EASY ACCESS TO GROUPS AND FEEDS
• PROVIDES EASY ACCESS ACROSS DIFFERENT DEVICES AND BROWSERS
• OFFERS EASY-TO-USE ADMINISTRATION TOOLS

18. YAMMER GOVERNANCE
• ESTABLISH POLICIES AND PROCEDURES
• PRIOR TO RELEASING
• FULL DISCLOSURE ON HOW IT WORKS
• WHAT HAPPENS WHEN YOU LEAVE THE COMPANY?
• ENGAGE AN INFLUENCER
• BUILD RELATIONSHIPS
• DESIGN EXTERNAL USAGE POLICY
• REFERENCE OUR NDA
• REQUIRE ALL USERS TO SIGN

19. YAMMER GOVERNANCE
• KEYWORD MONITORING
• DEFINE TYPES OF GROUP ADMINISTRATION
• PASSWORD POLICIES
• IP BLOCKING
• USER MANAGEMENT
• MANDATE AN AUTHENTICATION METHOD FOR EXTERNAL USERS
• E-DISCOVERY
• 3RD PARTY APP – (SUPPLEMENTAL APPLICATIONS)
• GAMIFICATION, ANALYTICS, LMS AND OTHER INTEGRATION AREAS

20. DON’T FORGET DEVELOPMENT!!
• CODE REVIEW
• SOURCE CONTROL
• APPROVED DEVELOPER TOOLS
• DEPLOYMENT PROCESS
• LOAD BALANCING
• VALIDATION
• SENSITIVE DATA
• HOW TO HANDLE EXCEPTIONS
• SECURITY REVIEW
• SHAREPOINT APPS
• DOCUMENTATION
• 3RD PARTY TOOLS
• DEVELOPMENT ENVIRONMENTS
• SECURITY REVIEW
• SHAREPOINT APPS
• DOCUMENTATION
• 3RD PARTY TOOLS
• DEVELOPMENT ENVIRONMENTS

21. LAST BUT NOT LEAST!!
• LOAD BALANCING
• VALIDATION
• SENSITIVE DATA
• HOW TO HANDLE EXCEPTIONS
• SECURITY REVIEW
• SHAREPOINT APPS
• DOCUMENTATION
• DESIGN STANDARDS
• DEVELOPMENT STANDARDS
• QUALITY ASSURANCE
• DEPLOYMENT STANDARDS
• PROJECT MANAGEMENT

22. 3RD PARTY TOOLS
• GOVERNANCE TOOLKIT FOR OFFICE 365
• EXCHANGE
• SHAREPOINT
• OFFICE 365 SETTINGS
• LYNC
• 21 APPS
• GOVERNANCE AS A SERVICE
• REBOOTED SHAREPOINT & OFFICE 365 GOVERNANCE

23. SUPPORTING YOUR GOVERNANCE
• WIKI… AKA… KNOWLEDGE BASE… AKA “THE KB”!!
• SEARCHABLE
• AUTOMATE
• LINKABLE
• AUDITING
• QUARTERLY, MONTHLY, ETC.
• SPLIT RESPONSIBILITY SO IT IS NOT OVERWHELMING FOR 1 OR 2 INDIVIDUALS
• USE 3RD PARTY TOOL

24. THANKS TO OUR SPONSORS!

25. CONNECT. COLLABORATE. SHARE.
Toronto SharePoint Users Group
http://www.meetup.com/TorontoSPUG/
Toronto SharePoint Business Users Group
http://www.meetup.com/TSPBUG/
SharePoint Saturday Toronto
http://spbuzz.it/spstoyam

26. SHAREPINT
• DRAKE AND FIRKIN AKA “THE DRAKE”
• 6982 FINANCIAL DRIVE, UNIT B101

27. DON’T MISS THE PRIZES…
• XBOX ONE WITH KINECT
• YOUR FAVORITE SHAREPOINT BOOKS
• TRAINING VOUCHERS
• OFFICE 365 SWAG
(TWEET #SHARESELFIE #SPSTORONTO TO WIN)
• VENDOR GIFTS AND RAFFLE

28. Stacy Deere-Strole
@sldeere
BLOG: http://spmindmelt.focalpointsolutions.co
COMPANY: http://focalpointsolutions.co
sdeere@focalpointsolutions.cohttps://www.facebook.com/focalpointsolutions.co
www.linkedin.com/in/stacydeere