Enforcing SharePoint Governance

1. Enforcing SharePoint Governance Ken Shiomitsu AvePoint Singapore, Country Manager AvePoint Japan, COO

2. Ken Shiomitsu • Singaporean, brought up in Japan • Pre-sales, Post-sales, Support, Product • Overseeing operations in Tokyo and Singapore • Co-authored SharePoint Consulting Book in Japanese • Worked in the SharePoint field for 8 years • Worked with Japanese and APAC customers • Love being active

3. GOVERNANCE

4. 4 What is governance

5. Origin: Greek kybernân to steer (a ship) Latin gubernāre Medieval Latin gubernantia Old French gouverner Middle English governaunce ˈgʌvərnəns

7. Governance is (much) bigger than SharePoint

8. 8 What is SharePoint governance

9. What is governance? 9 Governance defines the processes, people, policies and technologiesthat deliver a service

10. MANAGEMENT BUSINESS GOVERNANCE SERVICE Sites Composites Communities Insights Content Search

11. Differences in SharePoint 2013? • Governance Requirements Similar • More Data Entry Points • More Data End Points • Better Tools for Collaboration Social Cloud Mobile Apps

12. Where the enforcement problems begin…

13. “Site Map” http://intranet HR Finance Benefits Vacation & Sick Day Tracking Financial Performance Expense Reports

14. Common site map (small organizations) http://intranet HR Finance Benefits Vacation & Sick Day Tracking Financial Performance Expense Reports = website = site collection

15. Common site map (larger organizations) http://intranet HR Finance Benefits Vacation & Sick Day Tracking Financial Performance Expense Reports = website = site collection

16. Common mistakes Site map = site hierarchy While easy to build out, manageability is constrained Governance challenges • Security management (chaos) • Policy enforcement • Classification challenges Lack of separation between portal and collaboration content Design must reflect both • Information architecture • Information management

17. Organize and describe content Metadata Structure Relationships Inputs Knowledge Management team Librarians Content owners Subject matter experts (SMEs) Outcomes Site map (navigation) Taxonomy Search Audiences (targeting) Info Architecture vs. Info Management Information Architecture

18. Organize and describe content Metadata Structure Relationships Inputs Knowledge Management team Librarians Content owners Subject matter experts (SMEs) Outcomes Site map (navigation) Taxonomy Search Audiences (targeting) Info Architecture vs. Info Management Information Architecture Information 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

19. Organize and describe content Metadata Structure Relationships Inputs Knowledge Management team Librarians Content owners Subject matter experts (SMEs) Outcomes Site map (navigation) Taxonomy Search Audiences (targeting) Info Architecture vs. Info Management How you describe content is fundamentally different than how you manage it Information Architecture Information 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

20. Does governanceinput affect your architecture? Absolutely! In fact, they’re interdependent • You cannot architect a farm without governance input • You cannot create a governable service without a solid architecture In other words, the architecture helps enforce governance policies These policies help determine how many farms, web applications, content databases, site collections you’ll need Let’s see why…

21. Management controls and scopes SharePoint Service Isolation Service Application Configuration and Data Blocked File Types Farm SSL Zone Web Application Service Application Data Storage SLAs Content DB Quotas Ownership(Full Control) Site collection Security Permissions Features Top-level site Sub site List/Library Sub site Security Permissions [Folder] Item / Document

22. Here’s a simple example…

23. Translating Business Needs into Architecture Business needs • Human resources wants to work on 75 HR documents • Engineering wants to work on 25 engineering documents Policy requirements • Access to these documents must be restricted to users in respective department

24. Information and Service Management Architecture Farm Zone Web App Service App Content DB Site collection Site Library [Folder] Document

25. Sites Farm TEAMS Content DB Site collection Departments Content Security Engineering HR Scope(web site) Control(ACL)

26. Farm Sites TEAMS Content DB Site collection Departments Content Security Engineering HR Business Requirements Content Security = + Scope(web site) Control(ACL) Governance Policy Management

27. Some other examples “My Asia team must be able to collaborate locally” • Create a separate farm for users in Asia “Only my engineering group should be able to upload large AutoCAD drawings” • Store in a separate web application “I need to limit the amount of content that marketing creates” • Store in a separate site collection

28. The Great Divide Management requirements  more “containers” • Web applications • Site collections • Content databases In order to manage something more effectively, you increase the management effort Out-of-box features scoped to a single site collection • Navigation • Security management • SharePoint Groups • Quotas, auditing, content types, content rollup, and many more

29. The Management Headache Central Admin Too many setting pages… WebAppSettings WebAppSettings Site Collection Settings Site Collection Settings Site Collection Settings Site Collection Settings Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings List Settings Library Settings Site Settings List Settings Library Settings

30. What’s the Solution?

31. Start from the Business Collaboration Evolve Workstyle Knowledge Retention Business Intelligence Service Level Compliance Policy Governance Information Architecture

32. Determine the Scope • 9. Contribution from Individuals • E. Publishing to Customers(Internet) • 8. Portals for Individuals • 7. Business Middleware • D. Collaboration with Partners (Internet) • 6. EUC Business Middleware • C. Collaboration with Subsidiaries (Extranet) • 5. Team Sites/Project Sites • 4. Business Portals • B. Global Collaboration(Intranet) • 3. Department Portals • 2. Corporate Document Center • A. Internal Collaboration (Intranet) • 1. Corporate Portal and Search • Business Usage • Access Scope

33. Defining the Service Multiple Platforms, Scattered Collaboration One Platform, Evolved Collaboration Department Publishing • File Sharing Functions • Workflow Functions • Document Repository Functions Intranet Functions Public Folders Intranet Mail (5TB) Corporate Portal • Corporate Portal File Server (50TB) Department Site Operations Site Meeting Site Project Site Personal Portal • Personal Portal Community Site Role Oriented Site My Sites

34. 1. Find the right balance when making design decisions Usage Control Considerations • Scalability • Performance • Ease of administration • Future requirements • Upgrade • Budget Most all are trade-off decisions Business Needs Technical Needs

35. 2. Separate site map from architecture • Site Map (the “Interface”) http://apps http://apps http://intranet http://teams http://teams http://intranet http://intranet Site Collection / Site Collection / Finance HR Site Collection Engineering Site Collection Finance Site CollectionHR Search MMS User Profile Service Vacation & Sick Day Tracking Financial Performance Expense Reports Benefits Site Collection Custom App • Service Architecture (the “Back end”) HR Engineering Finance

36. 3. Find ways to simplify administration If you can administer multiple objects at once • Farms • Web applications • Content databases • Site collections • … You can • Manage access, groups, provision users, audit • Enforce policies such as “We require checkout enabled for each library in the http://teams web application” • Minimize administrative burden Security Configurations Reports Search

37. How is this done? Adaptive navigation • Manual top-link and quick launch menus • Third-party or custom navigation controls • Use portal site connection to link site collections together • Search-based navigation Automated administration • PowerShell • Write custom code • Consider automated provisioning for things like sites and site collections • Use third-party administration tools

38. Enforcement best practices • Only define policies that can be enforced • Use your service architecture to proactively enforce as much as possible (automated) • Determine how other policies get enforced • Do not try to automate everything Manual Enforcement Semi-automated Automated Enforcement

39. Important questions to ask… Have users been trained on your governance plan? • Don’t teach users how to use SharePoint • Train users to achieve the requirements of the solution • Have it involve day-to-day activities Will your users do the right thing? Are resources available to enforce? Has the farm been architected with governance in mind?

40. Resources • TechNet • Governance resource center • http://technet.microsoft.com/en-us/sharepoint/ff800826.aspx • Governance features • http://technet.microsoft.com/en-us/library/cc262287.aspx • Plan for Software Boundaries • http://technet.microsoft.com/en-us/library/cc262787.aspx • White Papers: http://www.avepoint.com  Resources

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