Strategic and tactical guidance on questions to ask, how to prepare your SharePoint environment following sound governance procedures around permissions, auditing and compliance, storage and reporting requirements.
1. Law & Order:
Content Governance Strategies
Christian Buckley, Axceler
cbuck@axceler.com
@buckleyPLANET
2. About
Christian Buckley, Director of Product Evangelism at Axceler
• Microsoft MVP for SharePoint Server
• Most recently at Microsoft, part of the Microsoft Managed Services team
(now Office365-Dedicated) and then Advertising Operations
• Prior to Microsoft, was a senior consultant, working in the software, supply
chain, and grid technology spaces focusing on collaboration
• Co-founded and sold a collaboration software company to Rational
Software. At another startup (E2open), helped design, build, and deploy a
SharePoint-like collaboration platform (Collaboration Manager), onboarding
numerous high-tech manufacturing companies, including
Hitachi, Matsushita (Panasonic), and Seagate
• Co-authored „Microsoft SharePoint 2010: Creating and Implementing
Real-World Projects‟ link (MS Press, March 2012) and 3 books on software
configuration management.
• Twitter: @buckleyplanet Blog: buckleyplanet.com Email: cbuck@axceler.com
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
3. Get the Book
Just released from Microsoft Press
Order your copy at http://oreil.ly/qC4loT
Tackle 10 common business problems with proven
SharePoint solutions
• Set up a help desk solution to track service requests
• Build a modest project management system
• Design a scheduling system to manage resources
• Create a site to support geographically dispersed teams
• Implement a course registration system
• Build a learning center with training classes and
resources
• Design a team blog platform to review content
• Create a process to coordinate RFP responses
• Set up a FAQ system to help users find answers quickly
Email Cell Twitter •
BlogImplement a cost-effective contact management system
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
4. Axceler Overview
Improving Collaboration since 2007
Mission: To enable enterprises to simplify, optimize, and secure their
collaborative platforms
Delivered award-winning administration and migration software
since 1994, and for SharePoint since 2007
Over 2,000 global customers
Dramatically improve the management of SharePoint
Innovative products that improve security, scalability, reliability, “deployability”
Making IT more effective and efficient and lower the total cost of ownership
Focus on solving specific SharePoint problems
(Administration & Migration)
Coach enterprises on SharePoint best practices
Give administrators the most innovative tools available
Anticipate customers‟ needs
Deliver best of breed offerings
Stay in lock step with SharePoint development and market trends
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
5. Why are we talking
about governance?
• SharePoint out of the box is a powerful platform
• But many organizations don’t think they have the
time, money, people to spend on planning
• The result?
o Site sprawl
o Unfettered content
o Process lawlessness
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
6. Why are we talking
about governance?
A new survey has found that almost half of SharePoint
users disregard the security within SharePoint.
“Steps need to be taken that recognize the increasing porosity of the
perimeter and allow the workforce to harness the power SharePoint
offers without compromising security.”
Jan/Feb 2012, IDM.net.au
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
7. Why are we talking
about governance?
A 2012 CIO survey by Gartner shows an increasing push
in collaboration, analytics, and cloud computing. They
predict that by 2016, 20% of CIOs in regulated industries
will lose their jobs for failing to implement the discipline
of information governance successfully.
Jan/Feb 2012, IDM.net.au
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
8. Axceler Survey
• Survey being captured in four areas:
o Governance perceptions within the organization (what they think it
means, where respondents believe their organizations are)
o Governance roles (defining differences in roles and accountability)
o Governance planning (implied healthy practices, whether
organizations are thinking about the right things and the right scope)
o Governance readiness (asking questions to help determine ability to
implement best practices)
• Respondents receive results
• Whitepaper with analysis to be delivered prior to the
SharePoint Conference in November
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
9. Number of employees at your organization?
30.0%
25.0%
20.0%
15.0%
10.0%
5.0%
0.0%
Less than
51 to 150
50 151 to
501 to
500 1,001 to
1,000 5,001 to
5,000 Over
10,000
10,001+
10. What is your role in your organization?
4.3%
1.9% 8.1%
10.5%
Non IT site administrator
SharePoint administrator /
manager
Director of IT
CIO
Non IT Executive
75.2%
11. Which SharePoint environments are currently running
within your organization? (Mark all that apply)
80.0%
70.0%
60.0%
50.0%
40.0%
30.0%
20.0%
10.0%
0.0%
SPS2001
SPS2003
WSS 2.0
MOSS2007
WSS 3.0
Standard or
Enterprise
Foundation
SP2010
I don't know
2010
12. How important is SharePoint governance
in your 2012 planning?
6.2% 1.9%
27.9%
Extremely Important
20.5%
Important
Status Quo
Less Important
Non-Issue
43.4%
13. What is governance?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
14. Corporate
IT
Project
SharePoint
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
15. Defining Terms
• Governance definitions vary, but its important
to figure out what it means within your company,
and proactively manage it
Governance is not a checklist
Governance is not a product, purchased and
installed over a weekend
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
16. Governance is about taking action to
help your organization
organize, optimize, and manage your
systems and resources.
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
17. What does governance
look like in SharePoint?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
18. Draft Outline of presentation
Overview / introduction
How to Successfully Move to 2010
Before / Now – clean up your 2007 environment
Challenges with SharePoint Administration
How Axceler ControlPoint can help
During – right tools to reduce risks, errors and ensure successful
move
Challenges with SharePoint Migration / Upgrades
How Davinci Migrator for SharePoint can help
After – ongoing management and administration
Customer success stories
About Axceler
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
19. • SharePoint is like a fingerprint -
we all have them, but they are all
unique
• SharePoint governance has to fit
your unique condition and goals
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
20. The Pre-Work
• Before you can talk about
governance, either strategically or
tactically, there are some pre-
requisites:
o understanding the business
value of SharePoint
o clarifying the scope of what is to
be built before you start building
it (novel concept, I know)
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
22. Strategic Level: 5 keys to
successful governance
Structure/Architecture
Policies, Process, and Standards
Ownership and Accountability
Measurement and Reporting
Automation
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
23. Structure/Architecture
Sub-site
Site
Sub-site
Site
Site
Collection
Web App Site Sub-site
Site
Site
Farm Collection
Site
Site
Web App
Collection
Site Sub-site
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
24. Policies, Process, and Standards
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
27. Automation
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
28. Tactical Governance
• Permissions
• Content and Storage
• Usage and Activity
• Restructuring
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
29. Are you effectively managing
your SharePoint Permissions?
• Perform regular security checks across your
farm, down to the document level
• Proactively review, delete, and reassign user
permissions as needed
• Clean up users who are no longer in
Active Directory but are in SharePoint
• Review SharePoint groups
• Have a process to backup and restore permissions
• Document site permissions (roles) so that its easier
to duplicate them for new employees
• Monitor SharePoint CALs
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
30. Any changes required to
your Content & Storage?
• Monitor and track the growth of sites for
better planning, especially with migrations
• Analyze web part usage to determine which
sites are using which web parts
• Understand and manage SharePoint
features
• Ensure consistent branding and behavior:
site themes, quotas, regional settings, etc.
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
31. Do you know your
Usage and Activity trends?
• Analyze activity down to the site, page, document level
• Identify who is accessing which documents, including
details on that activity (i.e. checking in a document, editing
a document, or just viewing a document’s properties)
• Isolate sites that are no longer needed and
delete them
• Compare activity from the past to help
anticipate the future
• Find sites with the most or least activity
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
32. Do you need to
reorganize your farm?
• Proactively manage architecture of your site
collections, sites, lists, libraries, folders and items
within your farm or across farms
• Have a plan for moving content and
structure from test environment to
production environment
• Understand impacts due to
architectural changes or
business changes
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
33. Best Practices from IDM Survey
“Your priority is to get an information architecture and taxonomy
linked to business process management.”
“Think about the basic services being provided and how staff can
be more productive rather than introduce the bells and whistles.”
“Ensure governance is prioritized from the outset.”
“Make sure that any innovations are championed and advertised to
that others can see what can be achieved and they can relate back
to their own challenges.”
“Organizations will have to increase their investment in related
tools and technologies, both the facilitate the development and
refinement of policy, and to distill policies into executable rules
that tools can apply to information.”
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
34. Readiness
• Self Quiz:
o How important is governance in your organization/company today?
o Do you have a SharePoint governance plan in place today?
o If yes, who are the stakeholders included in your governance body?
(end users, IT managers, administrators, etc)
o Do you have specific information management policies in place?
o Do you maintain Service Level Agreements with your end users?
o Do you have an operational change management model in place to
review and prioritize feature requests and customizations?
o Do you regularly run audits on usage, security, content, or
permissions?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
36. For more information
Contact me at
Christian Buckley
cbuck@axceler.com
425-246-2823
@buckleyplanet
www.buckleyPLANET.com
Check out
Axceler governance survey on roles and Order your copy at http://oreil.ly/qC4loT
responsibilities: http://svy.mk/I7zaKx
Results from Axceler survey on governance
perceptions: http://bit.ly/HvGyic
IDM.net.au governance survey: http://bit.ly/xAACAo
Why Do SharePoint Projects Fail? http://bit.ly/d1mJmw
What to Look for in a SharePoint Management Tool
Email http://bit.ly/l26ida
Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
Notes de l'éditeur
CB
CB: Once you understand biz value and scope, you next need to understand how to manage what you have (governance) to maximize performance and value.
CB
CB
CB lead, MG color
CB lead, MG color (MG: raw materials are existing IT processes/frameworks, like ITIL, MOF, etc. – no need to cut from whole cloth)
CB lead, MG color
CB lead, MG colorMG Q to CB: how do we mean this differently from the reporting and analytics earlier at tactical level? (A: tactical is contextual – strategy is ROI-based of whole initiative, a level up)
CB lead, MG colorHelpful tools: compliance control checklists, document/forms-based workflows, alerts to prompt owners/users for action.
CB
Create an outline of 10 to 12 questions they can ask themselvesProvide a bit of narrative around each one, explaining the impact, examplesAllow them to self rate, 1-5 scaleCreate a key that states where they areExcellent governance capability, with strong policies in placeGood governance process and capability, but room for some improvementFair governance capability, but lacking in several areas which introduces unnecessary risk to the orgPoor governance process and capability, lacking in most areas, wild west
One Q: “Where do I start?” reprise CB blog post/discussion about “highest value” and MG will add in consideration of “audience readiness” as ROI and/or risk component.