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Stacy L. Deere-Strole Focal Point Solutions, LLC

Office365: Is Governance Affected and Where Do We Start?. Stacy L. Deere-Strole Focal Point Solutions, LLC. Please thank our sponsors!. Platinum Sponsors. Gold Sponsors. Who is Stacy L. Deere-Strole. Now You Know . Co-Author of Using Managed Metadata SharePoint 2010 & 2013.

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Stacy L. Deere-Strole Focal Point Solutions, LLC

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

  2. Please thank our sponsors! Platinum Sponsors Gold Sponsors

  3. Who is Stacy L. Deere-Strole

  4. Now You Know

  5. Co-Author of Using Managed Metadata SharePoint 2010 & 2013

  6. Greatest Achievement New Godmother

  7. 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

  8. 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!

  9. 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

  10. 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.

  11. 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

  12. 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?

  13. Key Governance Points • Center of Excellence (Non-IT Individuals) • Executive Involvement • Ongoing End User Interaction • Reporting & Auditing • Agile Development • Revisit

  14. 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!

  15. Governance Team

  16. 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?

  17. Tactical Team Responsibilities Operations Team Development Team Support Team • New features and program management while adhering to standards. • Develop customized & personalized solutions for departments & division sites. • 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 • Help Enforce Governance Plan • Manage Routine Maintenance Tasks: • Nightly Backups • Usage Monitoring & Analysis • Scheduled Task Validation • Security Release & System Upgrades Whose job will be changing the most?

  18. 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* • New features and program management while adhering to standards. • Develop customized & personalized solutions for departments & division sites. • 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

  19. 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

  20. 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!

  21. 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

  22. 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

  23. 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

  24. 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

  25. 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

  26. 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 Many More that are here at InfoGov!!

  27. Load balancing Validation Sensitive data How to handle exceptions Security review SharePoint apps Last but not least!! • Documentation • Design Standards • Development Standards • Quality Assurance • Deployment standards • Project management

  28. One More To Go • Session 2:15 – 3:15 (Room 4) User Profiles: I Didn’t Know I Could Do That!

  29. Join us for SharePint • Kristopher’s • Right after the event ends • First drink is on us • Bring in your ticket for validation

  30. SharePint Directions Kristopher’s 250 North Trade Street Matthews, NC 28105 Turn right onto Ann St. : 1.1 mi Turn right onto Old Monroe Rd. : 0.1 mi Road changes to E John St. : 359ft Turn right onto N Trade St. : 2.3 mi 1st drink on us, bring your ticket

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

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