8/12/2019 What is Governance in Share Point 2013
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What isgovernance?SharePoint 2013
How will you control the services that you offer? What will you
pr ovidewith each service? What will you include in service-level
agreements foreach service? And how do you prevent proliferation of
unmanagedservers?
Governance Segments Governance and Site Types
Governance Team Governance and Training
Governance is theset of policies, roles, responsibilities, and
processesthatcontrolhow an organization s business divisions and IT
teams worktogetherto achieveits goals.
Different types of sites requiredifferent governance policies.
This isbecause different sites have different requirements, which
reflect theirimportance to the organization. Published sites have
tighter governanceover information and application management than
team sites andpersonal sites (My Sites).
Yourgovernance policiesshould support your organization s goals
and bekept up-to-date as your organization s needs change. We
recommendthat youcreate a team from various disciplines across your
organization todevelop and maintain these policies.
Great training, good resources, and effective search are keysto
useradoption.
Three major areas forgoverning SharePoint 2013:
ApplicationManagementCustomsolutions T
y p i c a l a m o u n t o f g o v e r n a n c e
Proportionofsitetypes inat ypical environment
Central published site (Intranethome page)
Departmental site
Group andteamsites
Projectsandworkspaces
Informationarchitects ortaxonomistsComplianceofficersInfluential
informationworkers
IT technical specialistsDevelopment leadersTrainersIT
managers
Business divisionleadersFinancial
stakeholdersExecutivestakeholders
How will you govern the information in your organization, such
as:documents, lists, Web sites, and Web pages? How do you maximize
theinformation s usability and manageability? Who has access to
whatcontent how are you making content available internally and
externallyand to whom?
How will you manage the applications that a re developed for
yourenvironment? What customizations do you allow in your
applications, andwhat are your processes for managing those
applications?
Centrally managedSoftware, services + sites
hosted/managedcentrally bya core IT group
Locally managedSoftware, services + sites hosted/managed
locally by individual groups
IT service governanceWhenyou create an IT service to support
SharePoint 2013, a key to success is whetheryou cangovern
theservice and ensure that it meets thebusiness needs of your
organizationina secureand cost-effectiveway. Whenyou add to the
service, you need to do so in a manageable way.The following
elements contribute to a successful service:
Whatto govern:
Deployment governance
Quotas
Sitepolicies
Security, infrastructure, andweb application policies
Dataprote ction(b ackup and recovery)
Asset classification
Inadditiontogoverning services thatyou offer,youalso need to
governinstallationsof SharePoint 2013 inyourenvironment.
Usesitepoliciestohelp control site proliferation.A sitepolicy
definesthe life-cycle of a sitebyspecifying whenthe site will
beclosedandwhenitwill be deleted.Whenyoucloseordelete asite,any
subsites arealso closedor deleted.If
anExchangemailboxisassociatedwitha site,the mailboxis deleted from
ExchangeServer2013whenthesiteis deleted.
How isthe system and infrastructuremaintained andwho has access
atwhat levels? What s themaximumuploadsizeyouwanttoallow?
Areyoucontrollingthe useof fine-grained permissions?
Varythe level of dataprotectionthatyouoffer
basedonservicelevels.Planhowoftenyoubackup thefarmsand how quickly
youcan guaranteethe datais restored.
Classify sites and contentby valueand impact of the contenttothe
organization(such as high,medium,or lowbusiness value/impact).That
classification thencontrols other behaviors,such as
requiringencryption forhighbusiness impact information.
Block installations
Keep current with software updates
Track installations
Youcan blockinstallations of SharePoint2013 to prevent users
from installing it to unauthorized servers that youdon twantto
support.Usea group policy inActive Directory DomainServices (AD DS)
to set a registrykey on allservers toblock installations.
Keepyour servers current.Testandinstallrecommended
softwareupdates.SeetheUpdatesResourceCenterforSharePoint2013
(http://aka.ms/SPUpdt).
AnActive Directory Domain Services(AD DS) markernamed Service
ConnectionPoint identifiesthe SharePoint201 3servers
inanorganization.Setthis marker for each domainin your
organizationif youwanttotrackinstallations in alldomains.
Tightly managedContentis tagged with structuredm
etadata,permissions tightly controlled, contentisarchived or purged
per retention schedules
Loosely managedContentis tagged only sociallyand not
tracked; permissions/archivingis notmonitored or managed
Information architectureInformation architecturedetermines how
the information inthat site or solution itswebpages, documents,
lists, and data is organized and presented to the site s
users.Information architectureis oftenrecorded as a hierarchical
list of content, search keywords,datatypes, and other concepts.
Use metadata toenable searchand
comparisons
Manage versions andrecords
Catalog andstoreinformationproperly
Design navigationtohelp users find
important information
Good information architecture supports the following goals:
CantheITteameffectivelyimplementandmanagetheinformation?
Manageable
Does theinformationarchitecture
meetregulatoryrequirements,privacy needs,and security goals?
Meetsrequirements
Does thearchitectureaddtoyour organization seffectiveness?
Increases effectiveness
Questions to askwhen designing a site or solution:
How will the site or solutionbe structuredand divided into a set
of site collectionsand sites?How will data be presented?How will
site users navigate?How will search be configured andoptimized?How
canyou organizecontent so thatsearches return usefulresults?What
types of content willlive on sites?How will content be tagged and
how willmetadata be managed?
Does any of the content on the sites haveunique security
needs?What is the authoritative source forterms?How will
informationbe targeted atspecific audiences?Do you need to have
language- orproduct-specific versions of your sites?Who willwrite
content for the site andwhat method will youuse to publishit?
Information management tools
Useworkflows and approvals for Document Centers and sitepages
wherever official documentationisstored.Useapproval forpublished
websites tocontrol pages.Useversionhistoryandversioncontrol to
maintainahistory and master document.Usecontent types withauditing
and expirationfor documentlibraries tomanage document
lifecycle.Managelibraries by usingthe Content Organizer.Usesite
policiesto manage site collectionlifecycles.UseInformation Rights
Managementand auditingto secureand auditimportant corporateassets
and anysites that containsensitive information.
Governyour content by using tools forcontent
management,including:
Whichofthese factors is the highest priorityforeach
typeofcontent?
Determine the rules or policies that youneedto have in place for
the following types ofitems:
PagesListsDocumentsRecordsRich assetsBlogs andwikisFeeds
AnonymouscommentsAnonymousaccessTerms andterm
setsExternaldata
Whenthinking about content, consider thebalancebetweenthe
following factors:
AvailabilityContentneeds to be available when users need it,and
where they can get to it.
AccessConsider who hasaccessto the content. Ifitshould be
secure, is it?
RedundancyShared copiesreduce redundancyand provide
oneversionofadocument.
Strictly managedCustomizations must adhere
tocustomizationpolicy; deployments and updates tested andrigorously
maintained
Loosely managedRules about development environments or
customizations are lessrigid
Customization policyDeterminewhichtypes of customizations
youwant to allow/disallow, and howyou willmanagecustomizations.
Your customization policy should include:
Service leveldescriptions
Processes foranalyzing
Process forpilotingand testingcustomizations
Guidelines forpackaging anddeployingcustomizations
Guidelines forupdatingcustomizations
Approved tools forcustomization
Who is responsibleforongoing codesupport
Specific policiesregarding eachpotentialtype ofcustomization
Solutions or apps for SharePoint?New development model: apps for
Sharepoint
Service levelagreementsshouldinclude: 1. 2.
Approval process, includinglength oftime and approvalsnecessary
to create a site.Costsfor users/departments.Operations-level
agreement whichteamsperform whichoperations and howf
requently.Policies around problemresolution through a help
desk.
Negotiated performancetargets for first load of a
site,subsequent loads, andperformance at remotelocations.Recovery,
load balancing, andfailover strategies.Customization
policies.Storage limitsfor content andsites.How to handle inactive
or stalesites.Multilingualsupport.
IT governance
Information management
Application management
Basic concepts
GOVERNANCE CHECKLIST:
TrainingEducationContentSearch
UserAdoption
Quotatemplates definehow much datacanbe storedin asite
collection and the maximum size of uploadedfiles.Ass
ociatedifferent quotatemplates withsite collections atdiff
erentservice levels.
Apps forSharePoint are self-contained piecesof functionality
that extend the capabilities of aSharePoint website. An app may
include SharePoint componentssuchas lists, workflows, and
sitepages, but it can also surfacea remoteweb application and
remote data inSharePoint. An app hasfewor no dependencies on any
other software on thedevice or platform where it is installed,
otherthan what isbuilt into the platform. Apps have no custom code
that runs onthe SharePoint servers.
Apps:Areeasy for users (tenantadministrators andsiteowners) to
discover and installUsesafe SharePoint extensionsProvidethe
flexibility to develop futureupgradesCanintegrate withcloud-based
resourcesAreavailableforbothSharePoint Onlineandon-premises
SharePoint sites
Designapps forendusers
Governance policyf or apps f or SharePoint
Set a policy for using apps for SharePoint in your organizati
on. Can users purchase and downloadapps? How do youmake your
organization s apps available? How do youtell if they re being
used?
Monitor apps
Make specificappsforSharePointavailable toyour users by
addingthem to theAppCatalog.
SharePointStore
Monitor specific appsinSharePoint Server2013 to checkforerrors
andto trackusage.
Apprequests
Configure apprequests tocontrolwhichapps arepurchasedandhowmany
licenses areavailable.
App Catalog
Determinewhetherusers can purchase ordownloadappsfromthe
SharePoint Store.
Make your information architecture as efficient as possible.
Identifyefficiencies, such as:
Information accessBesure to consider access tocontent whenyou
design your solutionand sites. This overlapswith IT Governance as
you consider your entire environment. Ask these questions:
1.Howdo Istructurepermissioninasite?2.Howdo Itarget
contenttoaspecificaudience?3.Should Iuse
InformationRightsManagement (IRM) toprotectcontent?
Informationmanagement:permiss ions and audiences
1.Howdo Imake this contentaccessibleto external users?2.Howdo
Imake surethatonly peoplewhoneed access haveit?
IT governance:access
If this leaks,w ill it hurtmy business?
Impact= Exposure
If this isn tavailable,canmy business run?
Value= AvailabilitySite collection upgrades
Sitecollections cannow be upgradedindependently from thecontent
databases.Determine who,w hen,and how toupgradesitecollectionswhena
new versionoran update is available.
Personal sites (MySites)
Usefarm solutions foradministrators
Solutions:Canaccess the server-sideobject-model
APIsthatareneeded toextendSharePointmanagement,configuration,and
securityCanextend Central Administration,WindowsPowerShell
cmdlets,timer jobs,custombackups,and so onAreinstalled by
administratorsCanhave farm,web application,or
site-collectionscope
The three areas of governance are equally important. This
posterdescribeseacharea and provides key concepts for each
area.
Governanceteam
Whichprioritydoyou optimize for?
BrandingConsistent branding witha corporate style guidemakes for
more cohesive-looking sites andeasier development. Store approved
themes in the theme gallery for consistency so that userswillknow
when they visit the sitethat they are inthe right place.
Design Manager for branding
With Design Manager, you cancreate a visual designfor your
website by using whatever webdesign tool or HTML editor you
preferand t hen upload that design into SharePoint. DesignManager
is the central hub and interface where you manage all aspects of a
custom design.
Creating thevisual designof a site oftenfits into a larger
process, inwhich multiplepeopleororganizations are involved. For a
roadmap of thetasksfrom a largerperspective, see Designand
brandingin SharePoint 2013 (http://aka.ms/Tbcvxm).
Lifecycle managementFollow these best practices to manage
applications based on SharePoint 2013 throughout
theirlifecycle:
IT GovernanceSoftware+ services
Information ManagementContent + information stored byusers
Software + services
Content + information stored by users
Custom solutions
Go to related article athttp://aka.ms/SPGov
Development Pre-production Producti on
Test new and updatedapps and solutions
Controlsource codeand useversioning
Keep environments insyncto get best resultsfrom testing
Sync Sync
Form governancegroup
Users areencouraged tousetheservice and notcreatetheir
ownsolutions installations aretracked androgue installations
areblocked.
Encourageuse
The policies youdeveloparecommunicated to yourenterprise and
areenforced.
Communicatepolicies
Ago verning group definesthe initial offerings of
theservice,defi nes theservice songoing policies,and meetsregularly
to evaluatesuccess.
Integrate informationarchitecture with
search
Define publishingstrategy
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