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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Office365: Is Governance Affected
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and Where Do We Start?
Stacy L. Deere-Strole
Focal Point Solutions, LLC

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Who is Stacy L. Deere-Strole

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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

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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!

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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

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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.

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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

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Things that make you go hmmm…
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 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?

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Key Governance Points
 Center of Excellence (Non-IT Individuals)
 Executive Involvement
 Ongoing End User Interaction
 Reporting & Auditing
 Agile Development
 Revisit

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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

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Governance Team

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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?

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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?

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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.

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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

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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!

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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

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Yammer: Governance to the Rescue
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 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

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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

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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

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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

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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!!

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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

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Session 2:15 – 3:15 (Room 4)
User Profiles: I Didn’t Know I Could Do That!

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Join us for SharePint
 Kristopher’s
 Right after the event ends
 First drink is on us
 Bring in your ticket for validation

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SharePint Directions
250 North Trade Street
Matthews, NC 28105
1st drink on us, bring your ticket

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@sldeere
www.linkedin.com/in/stacydeere
https://www.facebook.com/focalpointsolutions.co
sdeere@focalpointsolutions.co
BLOG: http://spmindmelt.focalpointsolutions.co
COMPANY: http://focalpointsolutions.co