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 just because its cloud based and ever changing with new and deprecated features on a pretty regular basis. This means all of the content, backup, recovery, etc. are all handled by Microsoft and you have virtually no control over it (Can you say MAJOR SLA impact?). 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 SharePoint and Office Apps. 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. Office365:
Governance is Changing!!
Stacy L. Deere-Strole
Focal Point Solutions, LLC

2. Thank You EVENT
Sponsors!
We appreciated you supporting the New
York SharePoint Community!
• Diamond, Platinum, Gold, & Silver have
tables scattered throughout
• Please visit them and inquire about their
products & services
• To be eligible for prizes make sure to get
your bingo card stamped by ALL
sponsors!

3. House Cleaning Items
• #spsnyc
• SharePint @ Gossip
• Provide Feedback: Speaker
Survey on EventBoard

4. sdeere@focalpointsolutions.co
http://spmindmelt.focalpointsolutions.co

5. Agenda
• Common Questions
• What does Governance Mean?
• Impacts of O365
• Where to Start
• O365 vs. OnPrem Governance
• Best Practices
• OneDrive
• Office Groups
• Yammer
• Development
• Last but not least
• 3rd Parties Tools

7. • 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/
• Susan Hanley
– http://www.susanhanley.com/
• Governance Template
– http://www.infogovcon.com/connect/blog
• David Pileggi
– SlideShare – SharePoint Planning: A Labyrinth of Choices

8. Common Questions?
• 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?
• How do you get governance to work for you?
• How can our company make an impact?

9. What Does Governance Mean?

10. The Definition
The set of policies, roles, responsibilities,
and processes that control how an
organization works together to achieve their
goals.
The Meaning:
• An active people and business oriented process
• An interactive model to solve problems
• A tool that ensures business value and
continuous improvement!!!

11. Governance is NOT!
• Large binders of complicated policies, procedures, and
standards
• Technology specific

12. 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 O365 to avoid hitting capacity limits
Feature Specifications
Storage base per tenant
10 GB + 500 MB per subscribed user +
additional storage purchased.
For example, if you have 10,000 users, the
base storage allocation is approximately 5
TB (10 GB + 500 MB * 10,000 users).
Site collection storage quotas
Up to 1 TB per site collection. (25 GB for
trial).
Minimum storage allocation per site
collection is 100 MB.
My Site storage allocation
Up to 1 TB per user, as soon as
provisioned.
Personal site storage applies to a user’s
OneDrive for Business library and personal
newsfeed.
Site collections per tenant
500,000 site collections (other than
personal sites).
Mailbox Size 25 gig
https://support.office.com/en-
us/article/SharePoint-Online-and-OneDrive-
for-Business-software-boundaries-and-
limits-8F34FF47-B749-408B-ABC0-
B605E1F6D498?ui=en-US&rs=en-US&ad=US

13. Where Does it Start?
Plus a little thing I like to call the answer to all
governance roadblocks or better known as the
FREE governance template.

14. What Should Have Governance?

15. Areas of Governance
• Blogging
• Community Management
• Customizations
• Delivering Content
• Relocating Content
• Removing Content
• Site Creations
• Templates
• Quotas
• Office Groups
• Wiki
• MySites
• Site Audits
• Naming Conventions
• Permissions
• Taxonomy & Suggestions
• Compliance
• Reporting
• Site vs. Sub-site
• Mailbox Sizes
• Videos
Get it yet??
EVERYTHING!!

16. 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:

17. Team Roles
Strategy Team
• Consists of business owners
who provide insight and
direction to drive strategic
initiatives.
Tactical Team
• Consists of 3 sub-teams that
support the directives of the
Strategy team.
– Operations
– Support
– Developers
Want to take a guess on which will change?

18. Tactical Team Responsibilities
Operations Team
• Help Enforce Governance Plan
• Manage Routine Maintenance
Tasks:
• Nightly Backups
• Usage Monitoring &
Analysis
• Scheduled Task
Validation
• Security Release &
System Upgrades
Support Team
• 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
Development Team
• New features and
program management
while adhering to
standards.
• Develop customized &
personalized solutions for
departments & division
sites.
Whose job will be changing the most?

19. Tactical Team Responsibilities
Operations Team
• 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
Support Team
• 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
Development Team
• New features and
program management
while adhering to
standards.
• Develop customized &
personalized solutions for
departments & division
sites.
* Indicates Change

20. 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.

21. 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.

22. 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.

23. OneDrive for Business
• Sync & share documents
• Collaborate on document security with individuals inside and
outside the company
• Access content and information anywhere and from almost any
device
• Version Control & Content life cycle
• Manage access permissions
• Access with native mobile client apps for windows 8 and ios.

24. Office Groups
• Public & Private Groups
• Groups will have…
– Place to have conversations
– Calendar
– OneNote
– Document Library
– OneDrive for Business
• Stored in Azure AD (Exchange + SharePoint)
• By default ANYONE can create them
• Everyone can see all groups
• Will replace the need for some Team Sites

25. Office 365 Governance
• No Recovery
• When to use a Team site and when to use an Office Group
• Public vs. Private
• Subscriptions
• Control who can create groups
– Disable Group Creation by User
• Set-OwaMailboxPolicy -Identity
test.comOwaMailboxPolicy-Default -
GroupCreationEnabled $false
• Cleanup

26. 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!
However!!!

27. Yammer
What it Does Well:
• 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

28. Yammer
Governance to the Rescue
• 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
• 3rd party app – (supplemental applications)
– Gamification, Analytics, LMS and other integration areas

29. Yammer Governance
Prevention Steps:
• Keyword monitoring
• Define types of group administration
• Password policies
• IP blocking
• User management
• Mandate an authentication method for external
users
• E-discovery

30. Development is Not Exempt!!
• 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

31. 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

32. 3rd Party Tools
• Governance toolkit for Office 365
– Exchange
– Sharepoint
– Office 365 Settings
– Lync
Sharegate!!!
http://en.share-gate.com/sharepoint-governance

33. Where to Get Started?
Get a template…….IT’S FREE!!!
What Governance Template Do I Use…..
http://spmindmelt.focalpointsolutions.co/?p=133
Starting Answering the Questions:
Susan Hanley
http://www.susanhanley.com/

34. Supporting your Governance
• Wiki… AKA… Knowledge Base… aka “the kb”!!
– Searchable
– automate
– Linkable
• Governance Site (Center of Excellence)
• Auditing
– Quarterly, monthly, etc.
– Split responsibility so it is not overwhelming for 1 or 2
individuals
– Use 3rd party tool

35. Thank You EVENT
Sponsors!
We appreciated you supporting the New
York SharePoint Community!
• Diamond, Platinum, Gold, & Silver have
tables scattered throughout
• Please visit them and inquire about their
products & services
• To be eligible for prizes make sure to get
your bingo card stamped by ALL
sponsors!

36. Stacy Deere-
Strole
@sldeere
BLOG: http://spmindmelt.focalpointsolutions.co
COMPANY: http://focalpointsolutions.co
sdeere@focalpointsolutions.co
https://www.facebook.com/focalpointsol
utions.co
www.linkedin.com/in/stacydeere