Law & Order:Content Governance Strategies

Christian BuckleyDirector of Product Evangelism, Axceler

Law & Order:Content Governance Strategies

What I’ll cover today:

• The importance of governance to SharePoint

• The state of governance inside most organizations

• 5 keys to successful governance

• A guide to tactical governance

AboutChristian Buckley, Director of Product Evangelism at Axceler

• Microsoft MVP for SharePoint Server

• Prior to Axceler, worked for Microsoft, part of the Microsoft Managed Services team (now Office365-Dedicated) and worked as a consultant in the areas of software, supply chain, grid technology, and collaboration

• Co-founded and sold a software company to Rational Software. At E2open, helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), onboarding numerous high-tech manufacturing companies, including Hitachi, Matsushita, Cisco, 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: @buckleyplanet Blog: buckleyplanet.com Email: cbuck@axceler.com

Get the Book

Published 2012 by Microsoft PressOrder 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

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, for SharePoint since 2007• Over 3,000 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

SharePoint out of the box is a powerful platformBut many organizations don’t think they have the time, money, people to spend on planningThe result?

• Site sprawl• Unfettered content• Process lawlessness

Why are we talking about governance?

A 2012 survey by IDM has found that almost half of SharePoint users disregard the security within SharePoint.

“Steps need to be taken that recognize the increasing porosity of the perimeter and allow the workforce to harness the power SharePoint offers without compromising security.”

Jan/Feb 2012, IDM.net.au

Why are we talking about governance?

A 2012 CIO survey by Gartner shows an increasing push in collaboration, analytics, and cloud computing. They predict that by 2016, 20% of CIOs in regulated industries will lose their jobs for failing to implement the discipline of information governance successfully.

Jan/Feb 2012, IDM.net.au

Why are we talking about governance?

Survey captured in four areas:• Governance perceptions within the organization

(what they think it means, where respondents believe their organizations are)

• Governance roles (defining differences in roles and accountability)

• Governance planning (implied healthy practices, whether organizations are thinking about the right things and the right scope)

• Governance readiness (asking questions to help determine ability to implement best practices)

Axceler Survey

©2013 Axceler

©2013 Axceler

©2013 Axceler

©2013 Axceler

©2013 Axceler

©2013 Axceler

©2013 Axceler

http://tinyurl.com/SPgmb

What is governance?

Corporate

SharePoint

Project

IT

Governance definitions vary, but its important to figure out what it means within your company, and proactively manage it

Governance is not a checklist

Governance is not a product, purchased and installed over a weekend

Defining Terms

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

What does governance look like in SharePoint?

Overview / introductionHow to Successfully Move to 2010Before / Now – clean up your 2007 environment

Challenges with SharePoint AdministrationHow Axceler ControlPoint can help

During – right tools to reduce risks, errors and ensure successful moveChallenges with SharePoint Migration / UpgradesHow Davinci Migrator for SharePoint can help

After – ongoing management and administration

Customer success storiesAbout Axceler

Draft Outline of presentation

SharePoint is like a fingerprint - we all have them, but they are all unique

SharePoint governance has to fit your unique condition and goals 

Before you can talk about governance, either strategically or tactically, there are some pre-requisites:• understanding the business

value of SharePoint• clarifying the scope of what is to

be built before you start building it (novel concept, I know)

The Pre-Work

From ‘Creating Passionate Users,’ Kathy Sierra

1. Structure/Architecture2. Policies, Process, and Standards3. Ownership and Accountability4. Measurement and Reporting5. Automation

Strategic Level: 5 keys to successful governance

Structure/Architecture

FarmWeb App

Site Collection

Site

Sub-site

Sub-site

Site

Site

Sub-site

Site Collection

Site

Web App

Site Collection

Site

Site

Sub-site

Policies, Process, and Standards

Ownership and Accountability

Measurement and Reporting

Automation

• Permissions• Content and Storage• Usage and Activity• Restructuring

Tactical Governance

• Perform regular security checks across your farm, down to the document level

• Proactively review, delete, and reassign user permissions as needed

• Clean up users who are no longer in Active Directory but are in SharePoint

• Review SharePoint groups• Have a process to backup and restore

permissions• Document site permissions (roles) so that

its easier to duplicate them for new employees

• Monitor SharePoint CALs

Are you effectively managing your SharePoint Permissions?

• Monitor and track the growth of sites for better planning, especially with migrations

• Analyze web part usage to determine which sites are using which web parts

• Understand and manage SharePoint features

• Ensure consistent branding and behavior:

site themes, quotas, regional settings, etc.

Any changes required to your Content & Storage?

• Analyze activity down to the site, page, document level

• Identify who is accessing which documents, including details on that activity (i.e. checking in a document, editing a document, or just viewing a document’s properties)

• Isolate sites that are no longer needed and delete them

• Compare activity from the past to help anticipate the future

• Find sites with the most or least activity

Do you know your Usage and Activity trends?

• Proactively manage architecture of your site collections, sites, lists, libraries, folders and items within your farm or across farms

• Have a plan for moving content and structure from test environment to production environment

• Understand impacts due to architectural changes or business changes

Do you need to reorganize your farm?

“Your priority is to get an information architecture and taxonomy linked to business process management.”

“Think about the basic services being provided and how staff can be more productive rather than introduce the bells and whistles.”

“Ensure governance is prioritized from the outset.”

“Make sure that any innovations are championed and advertised to that others can see what can be achieved and they can relate back to their own challenges.”

“Organizations will have to increase their investment in related tools and technologies, both the facilitate the development and refinement of policy, and to distill policies into executable rules that tools can apply to information.”

Best Practices from IDM Survey

Self Quiz: • How important is governance in your organization/company

today?• Do you have a SharePoint governance plan in place today?• If yes, who are the stakeholders included in your governance

body? (end users, IT managers, administrators, etc)• Do you have specific information management policies in place?• Do you maintain Service Level Agreements with your end users?• Do you have an operational change management model in place

to review and prioritize feature requests and customizations?• Do you regularly run audits on usage, security, content, or

permissions?

Readiness

Thank you!

Order your copy at http://oreil.ly/qC4loT

* Additional Resources * SharePoint Governance Maturity Benchmark white paper

http://tinyurl.com/SPgmb * IDM.net.au governance survey: http://bit.ly/xAACAo * Why Do SharePoint Projects Fail? http://bit.ly/d1mJmw * What to Look for in a SharePoint Management Tool

http://bit.ly/l26ida

Christian Buckleycbuck@axceler.com @buckleyplanetwww.Axceler.comhttp://tiny.cc/buckleypresentationshttp://tiny.cc/buckleybloghttp://tiny.cc/buckleybookhttp://tiny.cc/buckleygovernance4hybrid