Governance Impacts of Office 365 and Where to Start

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Office365: Is Governance Affected
1 SharePoint Saturday Charlotte
and Where Do We Start?
Stacy L. Deere-Strole
Focal Point Solutions, LLC

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Who is Stacy L. Deere-Strole

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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…
 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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Governance Team

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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
 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

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@sldeere
www.linkedin.com/in/stacydeere
https://www.facebook.com/focalpointsolutions.co
sdeere@focalpointsolutions.co
BLOG: http://spmindmelt.focalpointsolutions.co
COMPANY: http://focalpointsolutions.co

Governance Impacts of Office 365 and Where to Start

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Governance Impacts of Office 365 and Where to Start