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SP Fest Denver - O365 Governance: One Area Cloud May Not Be Simpler

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Random things we all typically hear when it comes to Governance…

• Not on top of the list right now
• Not in the budget
• We’ll get to it later
• Not really seeing the need…

I have yet to hear 1 valid reason as to why Governance should not be completed, maintained, or approved in budgets. Governance really is not an option in any organization if you want your processes and procedures followed by employees. Each time I have been involved in a project where governance was put on the back burner there have been issues with not knowing what other departments processes were, building themselves into a corner, not meeting service level agreements, and the list goes on and on. If there is no one source of truth in how all the functions of the business run, how are you ever going to build a solid foundation and keep it running at the level it needs to run so that your organization can be successful? In this session we will review what governance is, how it can be useful, how you can get started, maintain it, and most importantly how to get it approved!

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SP Fest Denver - O365 Governance: One Area Cloud May Not Be Simpler

  1. 1. O365 Governance: One Area Cloud May Not Be Simpler!! Stacy L. Deere-Strole Focal Point Solutions, LLC
  2. 2. sdeere@focalpointsolutions.co http://spmindmelt.focalpointsolutions.co http://www.focalpointsolutions.co
  3. 3. Agenda • Common Questions • What does Governance Mean? • Impacts of O365 • Where to Start • O365 vs. On-Prem Governance • Best Practices • OneDrive • Office Groups • Yammer • Development • Last but not least • 3rd Party Tools Freebies!!
  4. 4. • 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
  5. 5. Common Questions? • Is Governance Technology Specific? • Can Technology Choices Drive Governance? • Do you think SharePoint, Yammer & OneDrive need governance? • How do you get governance to work for you? • How can our company make an impact? • How can you sell Governance to Management?
  6. 6. What Does Governance Mean?
  7. 7. 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!!!
  8. 8. Governance is NOT! • Large binders of complicated policies, procedures and standards • Technology specific
  9. 9. 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
  10. 10. 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 or something cool I will show you later 
  11. 11. What Should Have Governance?
  12. 12. 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!!
  13. 13. 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: 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:
  14. 14. 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 Which Teams Role will Change?
  15. 15. 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?
  16. 16. 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
  17. 17. 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. • 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.
  18. 18. 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.
  19. 19. 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.
  20. 20. 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
  21. 21. 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
  22. 22. 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!!!
  23. 23. 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
  24. 24. 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
  25. 25. 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
  26. 26. Development is Not Exempt!! • Code review • Source control • Approved developer Tools • Deployment process • Load balancing • Validation • How to handle exceptions • Security review • SharePoint Apps • Documentation • 3rd party Tools • Development Environments • Sensitive Data
  27. 27. Last But NOT Least!! • Load balancing • Validation • Sensitive data • How to handle exceptions • Security review • SharePoint Apps • Documentation • Design Standards • Development Standars • Quality Assurance • Deployment Standards • Project Management
  28. 28. 3rd Party Tools • Governance toolkit for Office 365 • ShareGate Governance – http://en.share-gate.com/sharepoint-governance • AvePoint Governance – http://www.avepoint.com/products/sharepoint-governance/ • SPDockIT “Acceleratio” – https://www.spdockit.com/
  29. 29. 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/
  30. 30. 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
  31. 31. Governance Site 1.0 ARE YOU READY??
  32. 32. Stacy Deere-Strole @sldeere BLOG: http://spmindmelt.focalpointsolutions.co COMPANY: http://focalpointsolutions.co sdeere@focalpointsolutions.co https://www.facebook.com/focalpointsolutions.co www.linkedin.com/in/stacydeere

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