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Office 365: Is Governance Affected and Where Do We Start? (SPS Charlotte)

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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.

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Office 365: Is Governance Affected and Where Do We Start? (SPS Charlotte)

  1. 1. @caspug #spsclt Office365: Is Governance Affected 1 SharePoint Saturday Charlotte and Where Do We Start? Stacy L. Deere-Strole Focal Point Solutions, LLC
  2. 2. @caspug #spsclt 2 SharePoint Saturday Charlotte
  3. 3. @caspug #spsclt 3 SharePoint Saturday Charlotte Who is Stacy L. Deere-Strole
  4. 4. @caspug #spsclt 4 SharePoint Saturday Charlotte
  5. 5. @caspug #spsclt 5 SharePoint Saturday Charlotte
  6. 6. @caspug #spsclt 6 SharePoint Saturday Charlotte
  7. 7. @caspug #spsclt 7 SharePoint Saturday Charlotte Links for the Soul  Give a Little, Get a Lot: Use Plan B  http://www.infogovcon.com/connect/blog/entry/give-a-little-get-a-lot-use-plan-b  Personal Blog  http://spmindmelt.focalpointsolutions.co  Information Governance Blog  http://www.infogovcon.com/connect/blog  Christian Buckley  http://www.buckleyplanet.com/  Governance Template  http://spmindmelt.focalpointsolutions.co/?p=133
  8. 8. @caspug #spsclt 8 SharePoint Saturday Charlotte Agenda  What is Governance and Where Does it Start?  O365 Differences & Impacts  Areas of Governance  Governance Team  OneDrive & Yammer  Don’t Forget The Devs  Best Practices  Governance Tools  Thank You!
  9. 9. @caspug #spsclt 9 SharePoint Saturday Charlotte The Is and the Is Not… The IS…  Set of policies, roles, responsibilities, and processes that control how an organization works together to achieve their goals.  An active people and business oriented process  An interactive model to solve problems  A tool that ensures business value and continuous improvement!!! The Is Not…  Large binders of complicated policies, procedures, and standards  Technology specific
  10. 10. @caspug #spsclt 10 SharePoint Saturday Charlotte Where Does it Start?  All starts with YOU!  Plus a little thing I like to call the answer to all governance roadblocks or better known as the FREE governance template.
  11. 11. @caspug #spsclt 11 SharePoint Saturday Charlotte SharePoint Areas of Governance  Blogging  Community Management  Customizations  Delivering Content  Content Management  Archiving  Site Creations  Templates  Quotas  Wiki  MySites  Site Audits  Naming Conventions  Permissions  Taxonomy & Suggestions  Compliance  Reporting  Site vs. Sub-site
  12. 12. @caspug #spsclt Things that make you go hmmm… 12 SharePoint Saturday Charlotte  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?
  13. 13. @caspug #spsclt 13 SharePoint Saturday Charlotte Key Governance Points  Center of Excellence (Non-IT Individuals)  Executive Involvement  Ongoing End User Interaction  Reporting & Auditing  Agile Development  Revisit
  14. 14. @caspug #spsclt 14 SharePoint Saturday Charlotte Impacts of Office 365  In some ways, it simplifies Governance  SharePoint and Exchange are primarily affected  Biggest impact of 365 has is on sizing limits  Data sprawl must be watched more carefully in Office365 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
  15. 15. @caspug #spsclt 15 SharePoint Saturday Charlotte Governance Team
  16. 16. @caspug #spsclt 16 SharePoint Saturday Charlotte Team Roles Strategy Team Tactical Team  Consists of business owners who provide insight and direction to drive strategic initiatives.  NO CHANGE!  Consists of 3 sub-teams that support the directives of the Strategy team.  Operations  Support  Developers  Want to take a Guess?
  17. 17. @caspug #spsclt 17 SharePoint Saturday Charlotte Tactical Team Responsibilities Operations Team Support Team Development Team • Help Enforce Governance Plan • Manage Routine Maintenance Tasks: • Nightly Backups • Usage Monitoring & Analysis • Scheduled Task Validation • Security Release & System Upgrades • Create Support System with SLA’s • Respond to questions, bugs and other issue resolution • Provide typical SharePoint Admin roles such as: • Site Provisioning • Security Permissions for users and groups • New features and program management while adhering to standards. • Develop customized & personalized solutions for departments & division sites Whose job will be changing the most?
  18. 18. @caspug #spsclt 18 SharePoint Saturday Charlotte Tactical Team Responsibilities Operations Team Support Team Development Team • Help Enforce Governance Plan • Manage Routine Maintenance Tasks: • Nightly Backups* • Usage Monitoring & Analysis • Scheduled Task Validation • Security Release & System Upgrades* • Oracle & DBA Role will be eliminated…* • Active Directory Role could change (Ping Identity, FBA, etc.)* • No Equipment to Support* • Create Support System with SLA’s* • Respond to questions, bugs and other issue resolution • Provide typical SharePoint Admin roles such as: • Site Provisioning • Security Permissions for users and groups • New features and program management while adhering to standards. • Develop customized & personalized solutions for departments & division sites.
  19. 19. @caspug #spsclt 19 SharePoint Saturday Charlotte What about 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.  3rd party company (concept searching) to manage – could solve compliance and governance issues with OneDrive
  20. 20. @caspug #spsclt 20 SharePoint Saturday Charlotte However!!! If you don’t have a tool to utilize or a GOVERNANCE document to assist in managing OneDrive the next horror movie could be in the making!
  21. 21. @caspug #spsclt 21 SharePoint Saturday Charlotte Yammer: Keeping it Good What it Does Well  Provides 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
  22. 22. @caspug #spsclt Yammer: Governance to the Rescue 22 SharePoint Saturday Charlotte  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 your NDA  Require Users to Sign
  23. 23. @caspug #spsclt 23 SharePoint Saturday Charlotte Don’t Forget The Developers  Code Review  Source Control  Approved Developer Tools  Deployment Process  Load Balancing  Validation  Sensitive Data  Security Review  SharePoint Apps  Documentation  3rd Party Tools  Development Environments  Handling Exceptions
  24. 24. @caspug #spsclt 24 SharePoint Saturday Charlotte Best Practices  Determine the companies initial principles and goals  Update Yearly  Classify Your Business Information  Ongoing  Develop an Education Strategy & Update Accordingly  Develop a Company Roadmap  Develop a Company Taxonomy
  25. 25. @caspug #spsclt 25 SharePoint Saturday Charlotte Supporting 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
  26. 26. @caspug #spsclt 26 SharePoint Saturday Charlotte Governance Tools  Governance toolkit for Office 365  Exchange  Sharepoint  Office 365 Settings  Lync  21 Apps  Governance as a Service  Rebooted SharePoint & Office 365 Governance  AvePoint Governance  Metalogix  Many ManyMore that are here at InfoGov!!
  27. 27. @caspug #spsclt 27 SharePoint Saturday Charlotte 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
  28. 28. @caspug #spsclt 28 SharePoint Saturday Charlotte Session 2:15 – 3:15 (Room 4) User Profiles: I Didn’t Know I Could Do That!
  29. 29. @caspug #spsclt 29 SharePoint Saturday Charlotte Join us for SharePint  Kristopher’s  Right after the event ends  First drink is on us  Bring in your ticket for validation
  30. 30. @caspug #spsclt 30 SharePoint Saturday Charlotte SharePint Directions 250 North Trade Street Matthews, NC 28105 1st drink on us, bring your ticket
  31. 31. @caspug #spsclt 31 SharePoint Saturday Charlotte @sldeere www.linkedin.com/in/stacydeere https://www.facebook.com/focalpointsolutions.co sdeere@focalpointsolutions.co BLOG: http://spmindmelt.focalpointsolutions.co COMPANY: http://focalpointsolutions.co

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