Enforcing SharePoint Governance_Tony Coppa_Detroit Roadshow
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Delivering Intelligent Governance and ManagementTony CoppaAvePoint – Technical Solutions Professional (TSP) Manager
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AvePoint Corporate Overview
Specialized
• Founded and Debuted in 2001• World's Largest SharePoint-Exclusive Research & Development Team
with 1,000 Employees (600+ in R&D)
Experienced
• World's Largest Provider of Enterprise-Class Governance and Infrastructure Management Solutions
• 25 Offices, 13 Countries in 5 Continents & 8000+ Customers
Invested
• Depth-Managed, Microsoft Certified Partner• Comprehensive SharePoint Governance & Management Platform• Offering True 24 x 7 Support - Microsoft Certified Technicians
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Agenda
• Definition and Purpose of Governance• SharePoint Governance Challenges
– IT Governance– Information Governance– Application Management
• What does SharePoint Governance look like?• Final Considerations
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“”
Governance defines the processes, people,
policies and technologiesthat deliver a service
What is governance?
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Bringing your governance plan into focus…
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Key Players of Governance
People
Process
Technology
Policy
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Governance Spectrum
ChaosRestricted
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Introducing a Governance Plan
Integration
Applications
Collaboration
Content
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Information Governance
Application Management
IT Governance
Today’s Focus Areas for SharePoint Governance
• IT governance of the software itself and the services you provide
• Information governance of the content and information that users store in those services.
• Application governance of the custom solutions you provide
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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 Studio
ManualAutomated
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IT Governance
Centrally Managed Locally
Managed
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
Software, Services, and Sites are hosted and managed centrally by a core IT group
Software, Services, and Sites are hosted and
managed locally by individual groups
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Governance and Site types
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What to govern in SharePoint?
• Best Practices: Quotas and Limits• Content: Site lifecycle management • Social or not? • Asset classification• Security, Infrastructure and Web Application policies• Service Level Agreement
Impact = ExposureIf this leaks, will it hurt
my business?
Value = AvailabilityIf this isn’t available,
can my business run?
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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.
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Throttling and Limits
Function Limit Configurable
List View Threshold 5,000 (20,000 for admins & auditors)
Yes, Central Admin/web App Settings
List View Lookup 8 Yes, Central Admin/web App Settings
Allow Object Model Override
On by default Yes, Central Admin/web App Settings
Daily time window None Yes, Central Admin/web App Settings
Indexes Per List 20 No
Unique Permissions 50,000 Yes, Central Admin/web App Settings
SharePoint Workspace 30,000 No
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Social
Social Feature Benefits Considerations
Tagging Navigation, Search, Personal
Content Control, Security, Search
Note Board Quick communication Content Control, Security, Search
Ratings Feedback Usage
Bookmarklets Quick and easy links External links
Expertise Find people Examples, Privacy, Content Control
Profiles Additional Info Privacy, Content Control
Blogs Knowledge Transfer Corporate Policy
Wikis Knowledge Transfer Performance and Policy
Discussion Boards Knowledge Transfer Moderation and Policy
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Reports and Inventory of Usage
• Web Analytics Reporting– Traffic– Search– Inventory
• PowerShell• Inventory
– Sites– Quotas– Content Types– Branding– Customizations– Security
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Simplifying IT Governance Implementation with Technology
• 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
• May need to consider 3rd party products
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Demo: Meeting SLAs and providing IT assurance with DocAve
• Backup and Restore to configure customizable backup schedules, apply backup templates to specified sites
• Report Center to report on growth, system health, and more• Administrator to simplify SharePoint configuration and
security implementation in compliance with policies
© 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.
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Information Governance
Content is tagged with structured metadata, permissions are tightly controlled, content is archived or purged per retention schedules.
Content is tagged only socially and not tracked; permissions and archiving are not controlled or managed.
Appropriate for:• Structured content• High-business-impact content• Personal identifiable
information• Records
Appropriate for:• Low-business-
impact content• Short-term projects• Collaboration
Loosely Managed Highly
Restricted
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Information Governance Challenges
Proliferation
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Information Architecture vs. 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– Targeting (audiences)
Management
• Manage the content & service– Access levels (permissions)– Lifecycle– Storage
• Inputs– Information management policies– IT usage policies– Regulatory environment– SLAs
• Outcomes– Access levels– Records management– Compliance– Performance
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Information Architecture
Wireframe & Site Map
Search & Navigation
Managed Metadata
Content Types
Information Architecture
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Management controls and scopes
Service
Application
Configuration and Data
Farm
Web Application Service ApplicationZone
Content DB
Site collection
Top-level site
List/Library
[Folder]
Item / Document
Sub site Sub site
Security Permissions
Features
Data Storage
SLAs
Blocked File Types
SSL
SharePoint Service Isolation
Quotas
Security Permissions
Ownership
(Full Control)
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Questions to ask when designing a site or solution:• How will the site or solution be structured and divided into a set of site
collections and sites?• How will data be presented?• How will site users navigate?• How will search be configured and optimized?• Is there content you specifically want to include or exclude from search?• What types of content will live on sites?• How will content be tagged and how will metadata be managed?• Does any of the content on the sites have unique security needs?• What is the authoritative source for terms?• How will information be targeted at specific audiences?• Do you need to have language- or product-specific versions of your sites?
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Information Access
Determine the rules or policies that you need to have in place for the following types of items:
• Pages• Lists• Documents• Records• Rich media
• Blogs and Wikis• Anonymous comments• Anonymous access• Terms and term sets• External data
Information Management: Permissions and Audiences
How do I structure permissions in a
site?
How do I target content to specific
audiences?
Should I use Information Rights Management (IRM) to protect content?
IT Governance: Access
How do I make this content accessible to external users?
How do I make sure that only
people who need access have it?
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Information Assessment
Availability
AccessRedundancy
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Birth Life Rest
Information Lifecycle Management
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Information ManagementKeep content ‘clean’, enable auditing, restructure as you grow
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SharePoint 2010 IM: In Place RecordsLock down documents, pages, and list items without an archive
Declare items records in bulk
Lock down non-document
content, like wikis
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In Place Records & PoliciesCreate separate retention schedules for records
Different policies for records
Schedule declaration as
part of lifecycle policy
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Demo: Content Lifecycle Management with DocAve
• Connector or Migrator to import content into SharePoint• Report Center to identify growth patterns• Content Manager to restructure sites• Storage Manager to ensure appropriate storage locations of existing, active
SharePoint content• Archiver to manage (archive, delete, preserve) end-of-life SharePoint content
© 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.
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Strictly Managed Loosely
Managed
Application Management
Determine customization types you want to allow, and how to manage them:• Service level descriptions• Processes for analyzing customizations• Process for piloting and testing customizations• Guidelines for packaging and deploying
customizations
• Guidelines for updating customizations• Approved tools for development• Who is responsible for ongoing code
support• Specific policies regarding each potential
type of customization (done through the UI or SD)
Customizations must adhere to customization policy, deployments and updates tested and rigorously managed.
Rules about development environments or
customizations are less rigid.
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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)
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Lifecycle management process
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Application Lifecycle Management
Source: Microsoft TechNet, MSDN, and blogs
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Demo: Automating ALM with DocAve• Deployment Manager to deploy Solutions within/across
farms• Administrator to manage permissions across farms to ensure
Devs have more permissions in Dev farms & only Admins have rights to deploy solutions to Production Servers
© 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.
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Implementing Governance Policies
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Governance Plans
Backup
1 hour
1 day
1 week
Storage
Tier 1 – SAN
Tier 2 – NAS
Tier 3 – Azure
InfoMgmt
7 years
3 years
1 year
Auditing
Full Audit
Views + Edits
Views
Quotas
10 GB
50 GB
100 GB
Customizations
SP Designer
Site Galleries
Sandbox Solutions
Information
Ownership
Content Types
Ethical Walls
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SharePoint Policy Bundles
Gold Silver Bronze
Backup 1 hour 1 day 1 week
Storage Policy (RBS) Tier 1 – SAN Tier 2 – NAS Tier 3 – Azure
Info Mgmt Policies 7 years 3 years 1 year
Auditing Full View + Edits Views
SharePoint Designer Enabled Disabled Disabled
Content Database Isolated DB Shared Shared
Sandboxed Solutions Enabled Disabled Disabled
Quota 100Gb 50Gb 10Gb
Cost $$$$$$ $$$$ $$
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Service Request Types – Surfacing Options to Content Owners 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
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Service Request Type - Site Collection Request
Sales HR Project
Policy Silver Silver, Bronze Gold, Silver
Security Sales Management HR Management Marketing Management
Site Templates Custom Sales Template
Enterprise Wiki Team Site, Publishing Site
Service Type Metadata
Acct Type: EPG/SMB/FIN
Workflow 1 Step 3 Step 2 Step
Global Metadata Location Location Location
Primary/Secondary Site Contact
*Fill in the blank* *Fill in the blank* *Fill in the blank*
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Additional Considerationsand wrap-up
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Governance and Training
• Governance doesn't work without user adoption and compliance.
• End-user training and education, good content, and search are keys to user adoption.
• Document governance plan.
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Governance Stakeholders
Form and use a governance group to create and maintain the policies and include the following roles:
• Information architects or taxonomists
• Compliance officers• Influential information workers• IT technical specialists• Development leaders• Trainers• IT managers• Business division leaders• Financial stakeholders• Executive stakeholders
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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
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Contact
AvePoint
Phone(201) 793-11111-800-661-6588 (toll-free)
Email [email protected]
Social & Community
www.DocAve.com
http://www.facebook.com/AvePointInc
@AvePoint_Inc
Tony Coppa
Slides www.slideshare.net/mlmackie