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Enforcing SharePoint Governance

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Enforcing SharePoint Governance

  1. 1. Planning Microsoft® SharePoint® Governance:How to Implement an Effective GovernancePlan in SharePoint,Roberto Vazquez DelgadoAvePoint – Technical Solutions
  2. 2. AvePoint Corporate Overview • Founded and Debuted in 2001 • Worlds Largest SharePoint-Exclusive Research & Development TeamSpecialized with 1,000 Employees (600+ in R&D) • Worlds Largest Provider of Enterprise-Class Governance and Infrastructure Management SolutionsExperienced • 25 Offices, 13 Countries in 5 Continents & 8000+ Customers • Depth-Managed, Microsoft Certified Partner • Comprehensive SharePoint Governance & Management Platform Invested • Offering True 24 x 7 Support - Microsoft Certified Technicians
  3. 3. Agenda• Definition and Purpose of Governance• SharePoint Governance Challenges – IT Governance – Information Governance – Application Management• What does SharePoint Governance look like? – Out of the box capabilities – When to think about additional technology options• Final Considerations
  4. 4. Bringing your governance plan into focus…
  5. 5. Key Players of Governance People Policy Process Technology
  6. 6. Governance Spectrum Chaos Restricted
  7. 7. Introducing a Governance Plan Integration Applications Collaboration Content
  8. 8. Today’s Focus Areas for SharePoint Governance • IT governance of the software itself and the services you provide IT Information Governance • Information governance Governance of the content and information that users store in those services. Application Management • Application governance of the custom solutions you provide
  9. 9. Getting the right tools for the job…• Standard administration interfaces – Quotas, locks, permissions, records management• Powershell – Administrative functions, Data protection• SharePoint services and features – Managed metadata service for classification – ISV solutions for management• SharePoint Designer, Visual Manual Studio Automated
  10. 10. IT Governance Centrally Managed Locally Managed Software, Services, and Sites are hosted and Software, Services, and managed centrally by a Sites are hosted and core IT group managed locally by individual groups A successful IT service includes the following elements: • A governing group defines the initial offerings, policies, and evaluates success of the service • The policies you develop are communicated to your enterprise and are enforced • Users are encouraged to use the service and not create their own solutions – installations are tracked • Multiple services are offered to meet different needs in your organization
  11. 11. Service-level agreements should include:• Length of time and approvals necessary to create a site.• Costs for users/departments.• Operations-level agreement – which teams perform which operations and how frequently.• Policies around problem resolution through a help desk.• Negotiated performance targets for first load of a site, subsequent loads, and performance at remote locations.• Availability, recovery, load balancing, and failover strategies.• Customization policies.• Storage limits for content and sites.• How to handle inactive or stale sites.
  12. 12. Reports and Inventory of Usage• Web Analytics Reporting – Traffic – Search – Inventory• PowerShell• Inventory – Sites – Quotas – Content Types – Branding – Customizations – Security
  13. 13. Simplifying IT Governance Implementation withTechnologyCONSIDER 3RD PARTY TOOLS TO:• Centrally enforce limitations – plans and policies for – Data Protection, Recovery, and Availability – Audit Policies – Permission management• Scalability in Management – Giving IT Teams the technology to manage thousands of users – Terabytes of Content – Millions of Audit Records
  14. 14. Providing IT Assurance with DocAve Ensure service availability Workflows Solutions Applications Quickly recover lost or corrupted content SharePoint Storage Manage SharePoint growth and configuration DocAve Data Protection Scope © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
  15. 15. Enhancing Security and ComplianceCompliance, Appropriateness, and Restrictions Map user access & Security permissions to all content Configurations Monitor user and item access and activity Reports Implement auditing policies in accordance with Search regulatory guidelines Storage Ensure content compliance © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
  16. 16. Information Governance Loosely Managed Highly Restricted Content is tagged only socially Content is tagged with structured and not tracked; permissions and metadata, permissions are tightly archiving are not controlled or controlled, content is archived or managed. purged per retention schedules. Appropriate for: Appropriate for: • Low-business- • Structured content impact content • High-business-impact content • Short-term projects • Personal identifiable • Records information • Collaboration • Records
  17. 17. @danholmeInformation Architecture vs. ManagementInformation Architecture 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 – Targeting (audiences) – Performance
  18. 18. Information Architecture Wireframe & Search & Site Map Navigation Information Architecture Managed Content Types Metadata
  19. 19. Management controls and scopes Farm Service Zone Web Application Application Content DB Site collection Top-level site Sub site List/Library Sub site [Folder] Item / Document
  20. 20. Information Access Information Management: IT Governance: Access Permissions and Audiences Should I use How do I makeHow do I structure How do I target How do I make this Information Rights sure that only permissions in a content to specific content accessible Management (IRM) people who need site? audiences? to external users? to protect content? access have it? Determine the rules or policies that you need to have in place for the following types of items: • Pages • Blogs and Wikis • Lists • Anonymous comments • Documents • Anonymous access • Records • Terms and term sets • Rich media • External data
  21. 21. Information Assessment Availability Redundancy Access
  22. 22. Information Lifecycle Management Birth Life Rest
  23. 23. Managing Information and Storage with DocAveOptimize & evaluatecontent utilization todecrease storage costs Storage SecurityAutomate administrativetasks for content, polices, Configurations& security to controlproliferation ReportsEnable efficient contentlifecycle management Searchwhile enforcing policiesand standards © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
  24. 24. Application Management Strictly Managed Loosely Managed Customizations must adhere to customization policy, Rules about development deployments and updates tested environments or and rigorously managed. customizations are less rigid.Determine customization types you want to allow, and how to manage them:• Service level descriptions • Guidelines for updating customizations• Processes for analyzing customizations • Approved tools for development• Process for piloting and testing customizations • Who is responsible for ongoing code• Guidelines for packaging and deploying support customizations • Specific policies regarding each potential type of customization (done through the UI or SD)
  25. 25. Customizations & Branding• Isolate custom solutions: Sandbox Solutions – Cannot use certain computer and network resources – Cannot access content outside the site collection they are deployed in. – Can be deployed by a site collection administrator. – Governed: only a farm administrator can promote a sandboxed solution to run directly on the farm in full trust.• Master Pages and Page Layouts• Themes• To “Designer” or not to “Designer”• Separate development, pre-production, and production environments (keep these environments in sync)
  26. 26. @jthakeChallenges with SharePoint development• Environment setup• Platform learning curve• Toolset support• Team development• Versioned releases leverage-sharepoint-webcast.aspx
  27. 27. Application Lifecycle ManagementSource: Microsoft TechNet, MSDN, and blogs
  28. 28. Streamlining ALM with DocAve WFE Elements WFE Elements WFE Elements Solutions Solutions Solutions Customizations Customizations Customizations Development Staging Production• Centrally enable or disable SharePoint Designer• Control propagation of artifacts, customizations and solutions within or across environments• Compare environments for selective artifact propagation• Easily copy content from production back to dev/text environments to increase testing quality
  29. 29. Implementing Governance Policies
  30. 30. Governance PlansQuotas Customizations Information10 GB SP Designer Ownership50 GB Site Galleries Content Types100 GB Sandbox Solutions Ethical WallsBackup Storage InfoMgmt Auditing1 hour Tier 1 – SAN 7 years Full Audit1 day Tier 2 – NAS 3 years Views + Edits1 week Tier 3 – Azure 1 year Views
  31. 31. SharePoint Policy Bundles Gold Silver BronzeBackup 1 hour 1 day 1 weekStorage Policy (RBS) Tier 1 – SAN Tier 2 – NAS Tier 3 – AzureInfo Mgmt Policies 7 years 3 years 1 yearAuditing Full View + Edits ViewsSharePoint Designer Enabled Disabled DisabledContent Database Isolated DB Shared SharedSandboxed Solutions Enabled Disabled DisabledQuota 100Gb 50Gb 10GbCost $$$$$$ $$$$ $$
  32. 32. Maturing Governance in the Organization Governance Plan Manual Semi-Automated Automated • Resource Intensive • DocAve Software • What’s next: • Rely on People to Platform Governance police themselves • Powershell Automation © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
  33. 33. Service Request Type - Site Collection Request Sales HR ProjectPolicy Silver Silver, Bronze Gold, SilverSecurity Sales Management HR Management Marketing ManagementSite Templates Custom Sales Enterprise Wiki Team Site, Template Publishing SiteService Type Acct Type:Metadata EPG/SMB/FINWorkflow 1 Step 3 Step 2 StepGlobal Metadata Location Location LocationPrimary/Secondary *Fill in the blank* *Fill in the blank* *Fill in the blank*Site Contact
  34. 34. Service Request Types – Surfacing Options to ContentOwners and Business Users• Site Collection Request• Transfer / Clone User Request• Site Collection Content Lifecycle Request• Sub-site Request• Content Move Request• Solution Package Deployment Request• Gallery Artifact Deployment Request• Recover Content Request• Report Request
  35. 35. Key takeaways• Governance is there to ensure IT solutions achieve business goals• Start simple• Training• Keep it fresh• Don’t have a policy unless you can enforce it
  36. 36. ContactAvePoint Roberto V. DelgadoPhone Slides (sorry, no phone ) (201) 793-1111 1-800-661-6588 (toll-free)Email Email roberto.delgado@avepoint.comSocial & Community Social & Community @AvePoint_Inc @sharepointrober
  37. 37. ResourcesProduct Info: /sharepoint- solutions/governance- and-complianceNEW PRODUCT! Governance Automation: /GovernanceAutomation Website houses all white papers, case studies, download links, datasheets, etc! Download a FREE, fully-enabled 30 Day trial of DocAve at
  38. 38. Additional Resources(Please Click Images or Visit WhitePapers from AvePoint’s OwnCustomer Success Stories SharePoint Experts © 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.