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.
Office 365: Is Governance Affected and Where Do We Start? (SPS Charlotte)
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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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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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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