19 May 2012

1. 19 May 2012 Looking Under the Hood: How Your Metadata Strategy Impacts Everything You Do The first ever all green SharePoint event on earth Christian Buckley @buckleyplanet #SPSJHB

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: @buckleyplanetBlog: buckleyplanet.comEmail: cbuck@axceler.com

3. Get the Book • Available 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 • Implement a cost-effective contact management system

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

5. The #1 reason why your 2010 deployment will fail

6. Some questions for you… What are you trying to accomplish with SharePoint?

7. What was missing from your previous attempts?

8. What is your metadata strategy for 2010?

9. What is metadata, anyway?

10. Metadata 101

12. Name • Account Number • Credit Card • Social Security # • Billing Address • Book title • Author • ISBN • Publisher • Device ID • Email • Software version

14. Name • Account Number • Mileage to date • Home town • Travel dates • City visiting • Flight number • GPS position • Friend’s Name • City visiting • GPS position • Distance to friend • Avoidance Flag = Yes

15. The Role of Metadata Scott Singleton, Managed Metadata in SharePoint 2010 http://www.slideshare.net/scottsingleton/managed-metadata-insharepoint2010

16. Asset Type Company Asset Number Color code (by department) Barcode Tracking Number

17. ID Type State License Number Class Expiration Address Date of Birth Emergency Contact Donor

18. Title Email Name Date Scam campaign content Randomly generated name

19. The role of metadata Metadata is the lifeblood of SharePoint Taxonomy and metadata drive the tools and processes that make the world go round Metadata powers search, it powers social media, and it powers SharePoint

20. Why aren’t my end users using SharePoint?

21. Creating Passionate Users, Kathy Sierra

22. Taxonomy

23. In Biology, taxonomy is the science dealing with the description, identification, naming, and classification of organisms. “however, the term is now applied in a wider, more general sense and now may refer to a classification of things, as well as to the principles underlying such a classification.” ~Wikipedia.org

24. Your Current Taxonomy

25. What is your broader strategy for tagging, metadata and taxonomy? Map out your high level taxonomy (web applications and site collections) and schemas (Content Types) Understand your current-state and future-state plans, and how they relate to your metadata

26. How is metadata managed inside of SharePoint?

27. Top level portal Tier 1 site collections based on business units or product areas Tier 2 sites that follow specific structure

28. The Role of Services • SharePoint 2010 offers many services OOTB • Search • Excel Services • BCS • Project Server • Web Analytics • Access • Performance Point • Visio • Word • Office Web Apps • People • These centrally managed services allow for greater control across the enterprise • Have your cake and eat it through centrally managed services

29. What is Behind Managed Metadata It is a service application created by a Farm Administrator It is added to a farm’s default list You can also create a content type hub, which is a URL to a site collection

30. Content Type • It’s basically a definition of an artifact that can be stored in a SharePoint site. For example: • A project document, including • File type • Date created • Author • Last modified • It is part of a workflow, including • Who needs to approve • Date of approval • It includes information management policies that • Cannot be edited once approved

31. Content types may be applied for each site collection …or for certain sites

32. Scott Singleton, Managed Metadata in SharePoint 2010 http://slidesha.re/hNPeAQ

33. Syndication Content types can be shared Create a content type hub, which is an blank site collection used to publish content types Publish the content types Consume them Content types become visible in subscriber’s content type galleries

34. Managing Your Term Groups and Stores (part of governance) • Ensure each of your “librarians” understand: • Their term group properties • Group name • Description • Contributors • Group Managers • Their term store properties • Term store administrators • Default and working languages • Actively make changes, as needed, to these properties

35. What is the role of governance?

37. Corporate IT Project SharePoint

38. In SharePoint… Governance is about taking action to help your organization organize, optimize, and manage your systems and resources.

40. Jumpstart your governance • Have a plan to address it • Create an internal SharePoint user group • Create a governance site • Clearly define roles and responsibilities • Outline your taxonomy, communicate it, and iterate • Learn and evolve

41. Lessons Learned

42. Lessons learned, at a high level • Understand your metadata and taxonomy model • Have a strategy for Managed Metadata • Involve your end users • Make governance a priority • Create a governance site and keep it fresh • Iterate, iterate, iterate

43. Getting tactical – First Steps • Map out your high level taxonomy • Web applications • Site collections • Content Types • Plan for your migration (or set it up right the first time) • Consolidate your content types. • Clean up your folder structures. • Refine your keyword taxonomy. • Standardize your site structure and templates. • Build a consistent navigation. • With Managed Metadata Service in 2010, it is critical that you set up a governance model to guide this process, or it will quickly get out of hand

44. Contact me • Christian Buckleycbuck@axceler.com+1 425-246-2823@buckleyPLANETwww.buckleyPLANET.com and http://info.axceler.com • Additional Resources • On The Importance of Metadata, Craig Mullins http://bit.ly/cOWp2F • Enabling Social Media through Metadata http://slidesha.re/gdjoaz • Managed Metadata in SharePoint 2010, Scott Singleton http://slidesha.re/hNPeAQ • The Battle for Metadata in SharePoint 2010, Michal Pisarek http://bit.ly/g7vFWN • 5 Steps of a Successful SharePoint Site Transformation http://bit.ly/eB6qbN • Creating Passionate Users, Kathy Sierrahttp://headrush.typepad.com/