bulletproof sharepoint governance (#sp24 session)

Bulletproof SharePoint GovernanceNick InglisUnited States, Providence, RI

April 16th /17th, 2014

http://www.sp24conf.com/

• Founding Partner, Optismo• Co-Founder, The Information

Governance Conference• Author, The AIIM SharePoint

Governance Toolkit• Dad, Conor Atom Inglis

Nick InglisFounding PartnerOptismoProvidence, RIUnited States

Contact

@[email protected]



BulletproofSharePoint Governance

The Optismo Model of SharePoint Governance



What We’ll Cover



Information Gathering

Foundational Information Guide Strategy Implementation

Planning

What We’ll Cover

Foundational Activities





Planning

What We’ll Cover

Content Design & Structure

Development

People/Roles Security Classificatio

n


Governance Areas



What

ISSharePoint

Governance?


What

Ask 10 experts…ISSharePoint

Governance?get 20 answers.


Why Is That?



Governance is expansive.

Why Is That?




It reaches all parts of an organization.

Why Is That?




It reaches all parts of an organization.

It is approached differently by the many stakeholders.

Why Is That?



Driven by business

requirements


Driven by business

requirements

Content

Design & Structure

Development

People/Roles

Security

Classification



Foundational Information

Guide Strategy

Implementation Planning

Starting Off Right



Foundational Activities Information

Gathering


Guide Strategy




Gath

er

Data

&Id

enti

fy T

rend

s Develop representative user

profiles

Align questions to gap analysis

mapping

Gather

1 on 1 interviewing

Surveys

Workshops





Gathering


Guide Strategy




Foundational ActivitiesEstablish The Role of SharePoint

SharePoint as:Development PlatformContent ManagementSocial PlatformEtc.

Establish Role of Cooperating Systems

What Connects?Data ConnectionsUI ConnectionsProcess Connections

Assess Maturity

Establish maturity assessment for:Systems/TechnologyCultureComplianceEtc.

Identify External Factors

BudgetPolicyM&A ActivitySystems ReplacementsEtc.

Foundational

Overview Document




Gathering


Guide Strategy



Guide Strategy


Technology RoadmapGap

Analysis

Reference Architecture

Guiding Principles



Guide Strategy

Foundational ActivitiesTechnology Roadmap

Gap Analysis


Guiding Principles

Guiding Principles:Statement(s) Encompassing-

Overall Program GoalsBeliefs & DesiresDesired OutcomesOverarching Theme



Guide Strategy


Gap Analysis


Guiding Principles

Reference Architecture-Maps Functionality to Enterprise Systems To Help:• Identify Functionality Gaps• Identify Systems For

Standardization• Identify Systems For

Retirement



Guide Strategy


Gap Analysis


Guiding Principles

Gap Analysis-Through surveying, interviewing, workshops.Identify areas for improvement in Culture, Functionality, Systems, etc.



Guide Strategy


Gap Analysis


Guiding Principles

Technology Roadmap-Identifies an overall continuum of systems over the next 3-5 years to which functionality may be aligned.




Gathering


Guide Strategy





Document Requiremen

ts

Develop A Business

Case & Gain Approval





Document Requirement

s






s

Leverage existing standards & methodologies • IEEE Standard 830-1998• Unified Modeling Language (UML) • Rational Unified Process (RUP)






s

Leverage existing standards & methodologies • IEEE Standard 830-1998• Unified Modeling Language (UML) • Rational Unified Process (RUP) Number for tracing






s

Leverage existing standards & methodologies • IEEE Standard 830-1998• Unified Modeling Language (UML) • Rational Unified Process (RUP) Number for tracingApply guiding principles






s

Leverage existing standards & methodologies • IEEE Standard 830-1998• Unified Modeling Language (UML) • Rational Unified Process (RUP) Number for tracingApply guiding principles Document assumptions






s

Leverage existing standards & methodologies • IEEE Standard 830-1998• Unified Modeling Language (UML) • Rational Unified Process (RUP) Number for tracingApply guiding principles Document assumptionsList policy, process, technical legal, and regulatory constraints






s

Leverage existing standards & methodologies • IEEE Standard 830-1998• Unified Modeling Language (UML) • Rational Unified Process (RUP) Number for tracingApply guiding principles Document assumptionsList policy, process, technical legal, and regulatory constraints Describe functionality, not how functionality should be developed






s

Leverage existing standards & methodologies • IEEE Standard 830-1998• Unified Modeling Language (UML) • Rational Unified Process (RUP) Number for tracingApply guiding principles Document assumptionsList policy, process, technical legal, and regulatory constraints Describe functionality, not how functionality should be developed Prioritize and/or Categorize




Foundational ActivitiesDevelop

A Business Case & Gain

Approval




Foundational ActivitiesDevelop

A Business Case & Gain

Approval

Rationale

Productivity

Knowledge Management

Compliance

Risk Management

Legal / Regulatory

Reducing eDiscovery Costs

Improving Findability

Etc.

Purpose

Justification of action

Evaluation of options

Costs / Benefit analysis

Outline of commitments

Obtaining executive commitment

Obtaining executive approval

Outline Cost Areas

Hardware

Software

Program Execution

Training

Operations

Ongoing Maintenance

Outline Benefits

Dollars saved

Time saved

Cost avoidance

Etc.



Governance Areas Content

Design & User

Experience

Development

People/Roles

Security Classification


Content Governance

Develop & Implement Retention

Policies Across All Information

Establish Content Type Structure &

Rules

Standardize Metadata (Columns)

Library & List Standards

Site Provisioning

Content

Develop & Implement

Retention Policies Across All

InformationEstablish Content Type Structure &

Rules

Standardize Metadata (Columns)

Library & List Standards

Site Provisioning



Content GovernanceContent

Develop & Implement


Information



Content Governance

Establish Retention & Disposition rules at the outset across ALL organizational information.

Content

Develop & Implement


Information



Content Governance

Establish Retention & Disposition rules at the outset across ALL organizational information.Develop categories and length of time to keep.

Content

Develop & Implement


Information



Content Governance

Establish Retention & Disposition rules at the outset across ALL organizational information.Develop categories and length of time to keep.Automatically identify and categorize based on…

Content

Develop & Implement


Information



Content Governance

Location• Site

Collection• Site• Library

Content Types

Columns / Metadata

Fields

Establish Retention & Disposition rules at the outset across ALL organizational information.Develop categories and length of time to keep.Automatically identify and categorize based on…

Content

Develop & Implement


Information



Content Governance

Location• Site


Content Types

Columns / Metadata

Fields

For example:

Content

Develop & Implement


Information



Content Governance

Location• Site


Content Types

Columns / Metadata

Fields

For example:Content uploaded to –Marketing Site

Content

Develop & Implement


Information



Content Governance

Location• Site


Content Types

Columns / Metadata

Fields

For example:Content uploaded to –Marketing SiteOperations Library

Content

Develop & Implement


Information



Content Governance

Location• Site


Content Types

Columns / Metadata

Fields

For example:Content uploaded to –Marketing SiteOperations LibraryContent Type: Contract

Content

Develop & Implement


Information



Content Governance

Location• Site


Content Types

Columns / Metadata

Fields

For example:Content uploaded to –Marketing SiteOperations LibraryContent Type: Contract

We know this is a marketing contract.

Content

Develop & Implement


Information





Rules

Content Type Hub

Content Type A

Child Content Type A

Sub Child Content Type A1

EXTENDABLE


EXTENDABLE


EXTENDABLE


EXTENDABLE

Content Type B

Child Content Type B

Content Type C

Content Type D

Content Cannot Be AddedMetadata Can

Be Added

Content Can Be Added

Metadata Can Be Added

Site Administrators

Can Extend This Content Type

Existing Metadata Only



Content Governance

Content Types

Scope

Enterprise Site Collection Site

Columns

Term Sets

Global Local

Workflow

OOB Custom

Forms & Document Templates

Information Management

Policies

Auditing Retention

Labeling Print Restrictions

Content


Rules




Standardize Metadata (Columns) Include your Metadata (Column) Plan





Categorize your Columns as Enterprise, Site Collection, or Site. Include which Site Collection or Site you are referring to with each set.





Categorize your Columns as Enterprise, Site Collection, or Site. Include which Site Collection or Site you are referring to with each set. Include your predefined Term Sets and Terms (Microsoft has a “Term Set Worksheet” that can be utilized.





Categorize your Columns as Enterprise, Site Collection, or Site. Include which Site Collection or Site you are referring to with each set. Include your predefined Term Sets and Terms (Microsoft has a “Term Set Worksheet” that can be utilized. Show the relationship between various Term Sets and Site Columns.




Establish Site Provisioning For those with SharePoint 2013, ensure that the built in

Site Provisioning process aligns with your organizational requirements for Site Provisioning.

For those with SharePoint 2010 or older, develop the related forms, workflows and functions needed for Site Provisioning based on your business requirements. As an example:

Authorized User

Requests New Site

Form Filled Out

Providing Details of

Use

Request Evaluated By

Fulfillment

Site Created Based On

Site Template (or

Denied)

Message Sent To

Requestor




Design & User

Experience

Development

People/Roles



Design & User Experience

Establish Site Organization

Establish Branding

Establish Site Templates To

Carry Common

Permissions & Functionality

Establish Navigation

Rules

Establish Search

Configuration Rules

Design & User Experience


Establish Branding

Establish Site Templates To Carry Common

Permissions & Functionality

Establish Navigation Rules

Establish Search Configuration Rules



Design & User ExperienceDesign & User Experience


Develop primary Site Collection and Site Organization, establish where new sites will be created in the organizational hierarchy.

Primary Intranet Site

Collection

Division A

R&D

Project Sites

Marketing

Project Sites

Division B

Sales

Sales Initiative

Sites

Product Managemen

t

Additional Sites

HR Site Collection

Executive Site

Collection




Establish Branding

Establish (leveraging Corporate Branding Guidelines) Branding Guidelines for SharePoint. Leverage Site Templates to carry these guidelines to all Sites automatically.




Establish Site Templates To Carry

Common Permissions & Functionality

Establish Common Permissions & Functionality to be automatically carried on all new sites created as a part of your Site Provisioning process by leveraging Site Templates for all new sites.




Establish Navigation Rules

Establish Navigation Rules for primary menus and how those menus are inheritable through newly provisioned Sites.




Establish Search Configuration Rules




Establish Search Configuration Rules • List appropriate crawl schedule info in Governance

Plan.





Plan.• Include pre-defined crawl schedule info (based on Site

Provisioning process & Site Templates)






Provisioning process & Site Templates)• What is your process & schedule for mining “tagged”

information to add information to your term store and thesaurus?








• What is your policy on when “Best Bets” may be used?









• What external sources of data will be connected with Search?










• Establish a schedule for continuous Search improvement










• Establish a schedule for continuous Search improvement

• Who is responsible for managing search and following your search improvement schedule?




Design & User

Experience

Development

People/Roles



Development Governance

Establish Your

SharePoint Environment

Rules

Establish Your Code Deployment

Process

Establish Your

Ongoing Server

Management Plan

Development

Establish Your SharePoint

Environment Rules


Process

Establish Your Ongoing Server

Management Plan



Development Governance

Establish Your

SharePoint Environment

Rules


Process

Establish Your

Ongoing Server

Management Plan

Development


Environment Rules


Process


Management Plan

I am not a developer. Work with your

development team to understand your

business requirements. I’ll give you the broad

strokes…



Development GovernanceDevelopment


Environment Rules

Establish your rules around SharePoint environments for development, testing, and production.





Process

Establish your code deployment process(es).





Process

Establish your code deployment process(es).You may have different processes for coded solutions, purchased (third party) solutions, and codeless solutions.





Management Plan





Management Plan

Establish (or list) your primary server topology.





Management Plan

Establish (or list) your primary server topology.Establish (or list) your applications and application pools, align with where they will be utilized within your Site hierarchy.





Management Plan

Establish (or list) your primary server topology.Establish (or list) your applications and application pools, align with where they will be utilized within your Site hierarchy.Establish (or list) your storage architecture.




Design & User

Experience

Development

People/Roles



People / Roles

Establish permissions groups

Establish support

channels and roles

Establish group-based

training requiremen

ts

Establish roles in

SharePoint maintenan

ce

People / Roles

Establish permissions groups

Establish support channels and roles

Establish group-based training requirements

Establish roles in SharePoint

maintenance



People / RolesPeople / Roles

Establish Permissions Groups

Establish your primary permissions groups (some organizations provide room in their hierarchy for extending specific permissions as to not create brand new groups).




Establish Support Channels & Roles

Leverage your Site Templates to establish various tiered levels of support related to the site template. Site establishes modes of support available.





Leverage your Site Templates to establish various tiered levels of support related to the site template. Site establishes modes of support available.Establish groups to provide support.





Leverage your Site Templates to establish various tiered levels of support related to the site template. Site establishes modes of support available.Establish groups to provide support.Establish modes of support.





Leverage your Site Templates to establish various tiered levels of support related to the site template. Site establishes modes of support available.Establish groups to provide support.Establish modes of support.Establish support metrics.





Leverage your Site Templates to establish various tiered levels of support related to the site template. Site establishes modes of support available.Establish groups to provide support.Establish modes of support.Establish support metrics.

Example:

Tier 3: Email

Tier 2: Chat

Tier 1: Phone

• Available for Site Templates A, B, C

• Available for Site Templates A & B

• Available by Support Tech invitation only




Establish Group Based Training Requirements

Establish Training Requirements by User Group.

Example Groups:• Farm Administrators• Developers• End Users• Site Admins• Etc.




Establish Roles In SharePoint

MaintenanceEstablish roles in SharePoint’s ongoing maintenance:• Search configuration• Site Provisioning• Support• User Onboarding• User Decommissioning• Records Management• Etc.




Design & User

Experience

Development

People/Roles



Security

Permissions

Inheritance &

Divergence

Roles For Administration

Hierarchy

Permissions Group Creation Rules

Security

Permissions Inheritance & Divergence

Roles For Administration

Hierarchy

Permissions Group Creation



SecuritySecurity


For permissions, you’re defining who has access to what. I am a visual person, so I take my site structure chart and start to draw circles creating groups of permissions.



SecuritySecurity


For permissions, you’re defining who has access to what. I am a visual person, so I take my site structure chart and start to draw circles creating groups of permissions.I then use points of divergence to get more granular asking myself the questions “Does a person in Dept. A have access to Dept. B?”, etc.



SecuritySecurity


For permissions, you’re defining who has access to what. I am a visual person, so I take my site structure chart and start to draw circles creating groups of permissions.I then use points of divergence to get more granular asking myself the questions “Does a person in Dept. A have access to Dept. B?”, etc.List your groups by their permissions access to inform your user groups.



SecuritySecurity

Roles for Administration

Hierarchy

Administration, likewise, should have a specific hierarchy and access roles.



SecuritySecurity


Hierarchy

Administration, likewise, should have a specific hierarchy and access roles.Utilize inheritance to establish your administrator roles and sets of permissions.



SecuritySecurity


Hierarchy

Administration, likewise, should have a specific hierarchy and access roles.Utilize inheritance to establish your administrator roles and sets of permissions. Microsoft has a useful “Administrators & Owners Worksheet” which can be utilized.



SecuritySecurity

Permission Group Creation Rules

Establish a set of rules around the creation or modification of user permissions groups to be followed by your administrative team.




Design & User

Experience

Development

People/Roles



Classification Governance

Establish Consistent

Classification

Establish Content

Type Groups

Managed Metadata Service Rules &

Use

Content Type Hub Rules &

Use

Leveraging The Content Organizer

Classification

Establish Consistent

Classification

Establish Content Type Groups

Managed Metadata Service

Rules & Use

Content Type Hub Rules & Use

Leveraging The Content Organizer



Classification GovernanceClassification

Establish Consistent Classification Establish classification or naming standards.





These rules may come from your Records Management team or from a specific regulation that is required.





These rules may come from your Records Management team or from a specific regulation that is required. Organizations that are in highly regulated sectors generally have these rules, you may or may not have any classification or naming standards that are required.




Establish Content Type Grouping

Content Type grouping is something that I generally utilize to ensure compliance with Retention & Disposition standards. I generally base my overall groups by the length of time for which the information must be retained.




Managed Metadata Service Rules & Use

Define processes and usage restrictions for adding or changing classification terms in the managed metadata service and term store.




Content Type Hub Rules & Use Define processes and usage restrictions for

adding or changing enterprise content types.





adding or changing enterprise content types.Define the process and usage restrictions for extending enterprise content types.





adding or changing enterprise content types.Define the process and usage restrictions for extending enterprise content types.It may be helpful to list some example scenarios for which adds/edits may be made.





adding or changing enterprise content types.Define the process and usage restrictions for extending enterprise content types.It may be helpful to list some example scenarios for which adds/edits may be made. Establish approval or workflow required to make changes.




Leveraging The Content Organizer Establishing automation through the use of

the Content Organizer is can be useful for Records Management, workflow fulfillment, publishing processes, etc.





the Content Organizer is can be useful for Records Management, workflow fulfillment, publishing processes, etc.Establish rules and roles for the usage of the Content Organizer.





the Content Organizer is can be useful for Records Management, workflow fulfillment, publishing processes, etc.Establish rules and roles for the usage of the Content Organizer. Define Content Organizer criteria for primary enterprise processes and any usage in conjunction with Workflow and/or Forms.



Recap





Planning

Recap






Planning

Recap

Content Design & Structure

Development

People/Roles Security Classificatio

n


Governance Areas



BulletproofSharePoint Governance

The Optismo Model of SharePoint GovernanceNick Inglis, Founding Partner, Optismo



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bulletproof sharepoint governance (#sp24 session)

Software

role of sharepoint sharepoint

role of cooperating

maturity assessment

representative user

analysis mapping

gatherdata identifytrends

ri united states

optismo cofounder