Having a good SharePoint Governance strategy in large effect defines the success of your SharePoint deployment. In this session Randy Williams, SharePoint Evangelist discusses the policies that should be enforced when implementing a SharePoint Governance strategy and drills down on solutions to do this.

1. Enforcing SharePoint
Governance
Randy Williams
Enterprise Trainer and Evangelist
AvePoint

2. Randy Williams
 Enterprise Trainer & Evangelist
 Based in San Diego, CA
 SharePoint MVP for 2009, 2010, 2011
 Speaker at many global conferences
 20+ years in IT
 Columnist: SharePoint Pro magazine
 randy.williams@avepoint.com
 @tweetraw

4. What is
governance

5. Origin:
 Greek kybernân to steer (a ship)
 Latin gubernāre
 Medieval Latin gubernantia
 Old French gouverner
 Middle English governaunce

6. Governance is (much) bigger than
SharePoint
Business
Governanc
e
IT
Governanc
e
Service
Governanc
e

7. What is
SharePoint
governance

8. What is governance?
Governance defines the
processes, people, policies
and technologies
that deliver a service

9. BUSINESS
GOVERNANCE
MANAGEMENT
SERVICE

10. Where the enforcement problems begin…

11. “Site Map”
http://intranet
HR Finance
Vacation & Sick Financial Expense
Benefits
Day Tracking Performance Reports

12. Common site map (small organizations)
http://intranet
HR Finance
Vacation & Sick Financial Expense
Benefits
Day Tracking Performance Reports

13. Common site map (larger organizations)
http://intranet
HR Finance
Vacation & Sick Financial Expense
Benefits
Day Tracking Performance Reports

14. Common mistakes
Site map = site hierarchy
While easy to build out, manageability is constrained
Governance challenges
 Security management (chaos)
 Policy enforcement
 Classification challenges
Lack of separation between portal and collaboration content
Design must reflect both
 Information architecture
 Information management

15. Info Architecture vs. Info Management
Information Architecture
Organize and describe content
 Metadata
 Structure
 Relationships
Inputs
 Knowledge Management team
 Librarians
 Content owners
 Subject matter experts (SMEs)
Outcomes
 Site map (navigation)
 Taxonomy
 Search
 Audiences (targeting)

16. Info Architecture vs. Info Management
Information Architecture Information Management
Organize and describe content Manage the content & service
 Metadata  Access levels (permissions)
 Structure  Lifecycle
 Relationships  Storage
Inputs Inputs
 Knowledge Management team  Information management policies
 Librarians  IT usage policies
 Content owners  Regulatory environment
 Subject matter experts (SMEs)  SLAs
Outcomes Outcomes
 Site map (navigation)  Access levels
 Taxonomy  Records management
 Search  Compliance
 Audiences (targeting)  Performance

17. Info Architecture vs. Info Management
Information Architecture Information Management
Organize and describe content Manage the content & service
 Metadata  Access levels (permissions)


Structure
How you describe content is
Relationships


Lifecycle
Storage
Inputs fundamentallyInputs
 Knowledge Management team
different than
 Information management policies
 Librarians
 Content owners
how you manage policies
 IT usage it
 Regulatory environment
 Subject matter experts (SMEs)  SLAs
Outcomes Outcomes
 Site map (navigation)  Access levels
 Taxonomy  Records management
 Search  Compliance
 Audiences (targeting)  Performance

18. Does governance input affect your
architecture?
Absolutely! In fact, they’re interdependent
 You cannot architect a farm without governance input
 You cannot create a governable service without a solid
architecture
In other words, the architecture helps enforce governance
policies
These policies help determine how many farms, web
applications, content databases, site collections you’ll need
Let’s see why…

19. Management controls and scopes
Farm
Zone Web Application Service Application
Content DB
Site collection
Top-level site
Sub site List/Library Sub site
[Folder]
Item / Document

20. Here’s a simple example…

21. Translating Business Needs into Architecture
Business needs
 Human resources wants to work on 75 HR
documents
 Engineering wants to work on 25
engineering documents
Policy requirements
 Access to these documents must be
restricted to users in respective
department

22. Information and Service Management Architecture
Farm
Service
Zone Web App
App
Content DB
Site collection
Site
Library
[Folder]
Document

23. Farm
Sites
TEAMS
Content DB
Site collection
Departments
Engineering HR
Scope Control
(web site)

24. Farm
Sites
TEAMS
Content DB
Site collection
Departments
Engineering HR
Governance Policy Management = Scope
(web site)
+ Control

25. Some other examples
“My Asia team must be able to collaborate locally”
 Create a separate farm for users in Asia
“Only my engineering group should be able to upload large
AutoCAD drawings”
 Store in a separate web application
“I need to limit the amount of content that marketing creates”
 Store in a separate site collection

26. The Great Divide
Management requirements  more “containers”
 Web applications
 Site collections
 Content databases
In order to manage something more effectively, you increase the
management effort
Out-of-box features scoped to a single site collection
 Navigation
 Security management
 SharePoint Groups
 Quotas, auditing, content types, content rollup, and many more

27. The Management Headache
Central
Admin
Too many setting pages…
WebApp WebApp
Settings Settings
Site Collection Site Collection Site Collection Site Collection
Settings Settings Settings Settings
Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings
List Settings
Library Settings
Site Settings
List Settings Library Settings

28. What’s the Solution?

29. 1. Find the right balance when making design
decisions
Considerations
 Scalability
 Performance
 Ease of administration
 Future requirements
 Upgrade
 Budget
Most all are trade-off decisions
 The “yin and yang of SharePoint”

30. 2. Separate site map from architecture
Site Map (the “Interface”)
http://intranet
HR Finance
Vacation & Sick Day
Benefits Financial Performance Expense Reports
Tracking
Service Architecture (the “Back end”)
http://apps
http://apps http://teams
http://teams http://intranet
http://intranet
Site Collection
Site Collection
//
HR Engineering Finance
Site Collection Site Collection Site Collection Site Collection
Custom App HR Engineering Finance
User Profile
Search MMS
Service

31. 3. Find ways to simplify administration
If you administer through a “single pane of glass” on
 Farms Security
 Web applications
Configuratio
 Content databases ns
 Site collections
 … Reports
You can Search
 Manage access, groups, provision users, audit
 Enforce policies such as “We require checkout enabled for each
library in the http://teams web application”
 Minimize administrative burden

32. How is this done?
Adaptive navigation
 Manual top-link and quick launch menus
 Third-party or custom navigation controls
 Use portal site connection to link site collections together
 Search-based navigation
Automated administration
 PowerShell
 Write custom code
 Consider automated provisioning for things like sites and site collections
 Use third-party administration tools

33. Site Provisioning
with PowerShell

34. DocAve Overview
Migrate Integrate Manage Optimize Protect Report
• Content • Connector • Administrat • Archiver • Protect all • Report and
Manager or critical configure
• Replicator • Connector
SharePoint administrati
• Content • Storage assets from ve alerts on
Manager Manager network vital
• Content failure, non- SharePoint
Shield compliant statistics
• Deployment content &
Manager accidental
deletions
• Replicator

35. Using DocAve Administrator

36. Enforcement best practices
 Only define policies that can be enforced
 Use your service architecture to proactively enforce as much as
possible (automated)
 Determine how other policies get enforced
 Do not try to automate everything
Manual Semi-automated Automated
Enforcement Enforcement

37. Important questions to ask…
Have users been trained on your governance plan?
 Don’t teach users how to use SharePoint
 Train users to achieve the requirements of the solution
 Have it involve day-to-day activities
Will your users do the right thing?
Are resources available to enforce?
Has the farm been architected with
governance in mind?

38. Resources
 TechNet
 http://technet.microsoft.com/en-us/sharepoint/ff800826.aspx
 http://technet.microsoft.com/en-us/library/cc262287.aspx
 http://technet.microsoft.com/en-us/library/cc262787.aspx
 White Papers: http://www.avepoint.com  Resources

39. Thank you