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Office365 Is Governance Affected and Where Do We Start?
Stacy L. Deere-Stacy
Focal Point Solutions, LLC
@spsnashville
Remember to follow @SPSNashville and tag #SPSNashville in your posts!
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Links for the Soul
• Give a Little, Get a Lot: Use Plan B
• http://www.infogovcon.com/connect/blog/entry/give-a-little-get-a-lot-use-plan-b
• Personal Blog
• http://spmindmelt.focalpointsolutions.co
• Information Governance Blog
• http://www.infogovcon.com/connect/blog
• Christian Buckley
• http://www.buckleyplanet.com/
• Governance Template
• http://www.infogovcon.com/connect/blog @spsnashville
Agenda
• What is Governance?
• O365 Impacts
• Areas of Governance
• Things that make you go hmmm…
• Key points
• Governance Team
• Best practices
• OneDrive
• Yammer
• Don’t forget
• Last but not least
• 3rd Parties & supporting governance
•NEW STUFF
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Things that make you go hmmm…
• Is Governance Technology Specific?
• Can Technology Choices Drive Governance?
• True or False: If you aren’t focusing on or addressing
problems within the business, you will end up in the
weeds.
• Do you think SharePoint, Yammer & OneDrive really
need governance?
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What Does Governance Mean?
@spsnashville
What Does Governance Means
The set of policies, roles, responsibilities, and processes
that control how an organization works together to
achieve their goals.
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Is and is not…
GOVERNANCE IS:
•An active people and business oriented process
•An interactive model to solve problems
•A tool that ensures business value and continuous improvement!!!
GOVERNANCE IS NOT:
• Large binders of complicated policies, procedures, and standards
• Technology specific@spsnashville
WHAT ARE THE IMPACTS OF OFFICE 365?
• In some ways, it simplifies Governance even further
• SharePoint and Exchange are primarily affected
• The biggest impact Office 365 has on Governance is sizing limits
• Data sprawl must be watched more carefully in Office 365 to avoid hitting capacity limits
Feature Specifications
Storage (pooled)10 GB per user500 MB per enterprise user 5 TB per Company
Site collection storage quotas 100 GB
My Site storage allocation 500 MB
Site collections per tenant 300
Mailbox Size 25 gig
Where Does it Start?
•All starts with YOU!
• Plus a little thing I like to call the answer to all governance roadblocks or better known as the FREE governance template.
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What Can be Governed?
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Areas of Governance
• Blogging
• Community Management
• Customizations
• Delivering Content
• Relocating Content
• Removing Content
• Site Creations
• Templates
• Quotas
• Wiki
• MySites
• Site Audits
• Naming Conventions
• Permissions
• Taxonomy & Suggestions
• Compliance
• Reporting
• Site vs. Sub-site
Governance TeamYour governance policies should support your organization’s goals and be kept up-to-date as your organization’s needs change. We recommend that you create a team from various disciplines across your organization to develop and maintain these policies. Include people from as many of the following roles as possible:
Team Roles
Strategy Team
• Consists of business owners who provide insight and direction to drive strategic initiatives.
• NO CHANGE!
Tactical Team
• Consists of 3 sub-teams that support the directives of the Strategy team.
• Operations
• Support
• Developers
• Want to take a Guess?
Tactical Team Responsibilities
Operations Team
• Help Enforce Governance Plan
• Manage Routine Maintenance Tasks:
• Nightly Backups
• Usage Monitoring & Analysis
• Scheduled Task Validation
• Security Release & System Upgrades
Support Team
• Create Support System with SLA’s
• Respond to questions, bugs and other issue resolution
• Provide typical SharePoint Admin roles such as:
• Site Provisioning
• Security Permissions for users and groups
Development Team
• New features and program management while adhering to standards.
• Develop customized & personalized solutions for departments & division sites.
Whose job will be changing the most?
Tactical Team Responsibilities
Operations Team
• Enforce Governance Plan
• Manage Routine Maintenance Tasks:
• Nightly Backups*
• Usage Monitoring & Analysis
• Scheduled Task Validation
• Security Release & System Upgrades*
• Oracle & DBA Role will be eliminated…*
• Active Directory Role could change (Ping Identity, FBA, etc.)*
• No Equipment to Support*
Support Team
• Create Support System with SLA’s*
• Respond to questions, bugs and other issue resolution
• Provide typical SharePoint Admin roles such as:
• Site Provisioning
• Security Permissions for users and groups
Development Team
• New features and program management while adhering to standards.
• Develop customized & personalized solutions for departments & division sites.
* Indicates Change
Key Governance Points
• Center of Excellence (Non-IT Individuals)
• Executive Involvement
• Ongoing End User Interaction
• Reporting & Auditing
• Agile Development
• Revisit
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Best Practices
• Determine initial principles and goals. The governance committee should develop a governance vision, policies, and standards that can be measured to track compliance and to quantify the benefit to your organization. For example, your plan should identify service delivery requirements for both technical and business aspects of your SharePoint deployment.
• Classify your business information. Organize your information according to an existing taxonomy, or create a custom taxonomy that includes all the information that supports your business solution. After your information is organized, design an information architecture to manage it. Then, determine the most appropriate IT services to support it.
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Best Practices
• Develop an education strategy. The human element is, after the governance plan, the most important ingredient in the success or failure of a SharePoint deployment. A comprehensive training plan should show how to use SharePoint according to the standards and practices that you are implementing and explain why those standards and practices are important. Your plan should cover the kinds of training required for specific user groups and describe appropriate training tools. For example, your IT department might maintain a frequently asked questions (FAQ) page about its SharePoint service offerings, or your business division might provide online training that shows how to set up and use a new document management process.
• Develop an ongoing plan. Successful governance is ongoing. The governance committee should meet regularly to review new requirements in the governance plan, reevaluate and adjust governance principles, and resolve conflicts among business divisions for IT resources. The committee should provide regular reports to its executive sponsors to promote accountability and to help enforce compliance across your organization. Although this process seems complicated, its goals are to increase the return on your investment in SharePoint, take full advantage of the usefulness of your SharePoint solution, and improve the productivity of your organization.
OneDrive for Business
• Sync & share documents
• Collaborate on document security with individuals inside and outside the company
• Access content and information anywhere and from almost any device
• Version Control & Content life cycle
• Manage access permissions
• Access with native mobile client apps for windows 8 and ios.
@spsnashville
If you don’t have a tool to utilize or a GOVERNANCE document to assist in managing OneDrive the next horror movie could be in the making!
However!!!
Yammer
What it Does Well:
• Enable enterprises to become more social very rapidly
• Enables easy access to groups and feeds
• Provides easy access across different devices and browsers
• Offers easy-to-use administration tools
@spsnashville
Yammer Governance to the Rescue
• Establish policies and procedures
• Prior to releasing
• Full disclosure on how it works
• What happens when you leave the company?
• Engage an influencer
• Build relationships
• Design External usage policy
• Reference our nda
• Require all users to sign
• 3rd party app – (supplemental applications)
• Gamification, Analytics, LMS and other integration areas
Yammer GovernancePrevention Steps:
• Keyword monitoring
• Define types of group administration
• Password policies
• IP blocking
• User management
• Mandate an authentication method for external users
• E-discovery
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Don’t forget development!!
• Code review
• Source control
• Approved developer Tools
• Deployment process
• Load balancing
• Validation
• Sensitive data
• How to handle exceptions
• Security review
• SharePoint Apps
• Documentation
• 3rd party Tools
• Development Environments @spsnashville
Last but not least!!
• Load balancing
• Validation
• Sensitive data
• How to handle exceptions
• Security review
• SharePoint apps
•Documentation
•Design Standards
•Development Standards
•Quality Assurance
•Deployment standards
• Project management
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3rd Party Tools
• Governance toolkit for Office 365
• Exchange
• Sharepoint
• Office 365 Settings
• Lync
• ShareGate
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Where to Get Started?
Get a template…….IT’S FREE!!!
What Governance Template Do I Use…..
http://spmindmelt.focalpointsolutions.co/?p=133
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Supporting your governance
• Wiki… AKA… Knowledge Base… aka “the kb”!!
• Searchable
• automate
• linkable
• Auditing
• Quarterly, monthly, etc.
• Split responsibility so it is not overwhelming for 1 or 2 individuals
• Use 3rd party tool
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Straight from
Ignite!!
Coming Soon…..
• Video
• More Windows Updates for Business
• Workplaces – Modern is EVERYWHERE not in a cubicle
• Mobility & Social are the Core
• Sway
• OneNote Enhancements
• CRM Integration
• PowerBI (Highly Integrated)
• Azure in your data center
• Stretch SQL 2016 DB to Azure
• Analytics Solution – Analyze and take action
@spsnashville
SharePoint 2016 – Cloud Improvements (Server)
• Making Hybrid Easier (For easier upgrade later)
• Machine Learning Capabilities
• About Me – Next Generation Portal that uses Microsoft's Delve content discovery tool, based on Office Graph enterprise search technology, to surface content and organizational information.
• Upgrade is planned to ship to 2013!!
• OneDrive for Business
• Improved Searching between On Premise and Cloud (Unify Search Index)
SharePoint 2016 – Patch Deployments Enhancements
• Patch & Deployment Enhancements
• New Server Role in the Installation Wizard
• Added Compliance Reporting to help with role installations.
• No multiple page PowerShell commands needed for Hybrid Installations
• MinRole
• Capability that will reduce it to hosting three discreet roles, including "user roles," "robot services roles" and "cache services roles
• If you opt out of using the “Minrole” you can choose “Specialized Load”.
• Health Analyzer
• Ensure roles will stay as provisioned
• Will can for compliance (All except “specialized load”
• Compare your farm to Microsoft best practices.
• Include and improved Fix button in CA
SharePoint 2016 – Patch Deployments Enhancements
• Patches could be as big as SharePoint itself
• Currently OOTB 37 Patches will be needed with an extra 18 if you use language packs.
• Goal is to get the patches to 4 and 1 extra for language packs
• Patches will be smaller, faster and ZERO downtime
•No longer require HA environment to just deploy a patch
@spsnashville
SharePoint 2016 – Server Requirements
• Windows Server 2012 R2 or Windows Server 10
• Windows Server AppFabric 1.1 – To be deprecated next year but will still be supported in 2016
• No migration from previous versions other than 2013
• Standalone Installations are NO LONGER SUPPORTED
• Single Server Farm Deployments no longer included SQL Server Express
• New LIMITS
@spsnashville
Office 365 Groups
• Public & Private Groups
• Groups will have…
• Place to have conversations
• Calendar
• OneNote
• Document Library
• OneDrive for Business
• Stored in Azure AD (Exchange + SharePoint)
• By default ANYONE can create them
• Will replace the need for some Team Sites@spsnashville
Don’t Lose Control
• Disable Group Creation by User
• Set-OwaMailboxPolicy -Identity test.com\OwaMailboxPolicy-Default -GroupCreationEnabled $false
• Limited Management
• Cannot recover deleted groups
• All groups can be seen
• No Compliance Features
• No Retention Polices
• No Migration Support
@spsnashville
Expo Notables
• Content Panda
• http://www.contentpanda.com/#in-context-help
• AppIt (K2’s Workflow & Forms in the Cloud)
• http://www.k2.com/appit
• Secunia (Free PSI)
• http://secunia.com/
• AvePoint
• http://www.avepoint.com/
• GSX Monitoring
• http://www.gsx.com/ @spsnashville
Valuable Links
•Channel 9 - https://channel9.msdn.com/
• ITUnity - http://www.itunity.com/ignite-live
•Channel 9 Session Downloader
• https://gallery.technet.microsoft.com/Channel9-Session-04b2558b
@spsnashville
Remember to follow @SPSNashville and tag #SPSNashville in your posts!
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Gold Sponsors
Thank You for being a part of SharePoint Saturday Nashville!
Please fill out the session feedback survey:
http://SPSNashville.org/120
Session Feedback
@spsnashville
Stacy Deere-Strole
@sldeere
BLOG: http://spmindmelt.focalpointsolutions.co
COMPANY: http://focalpointsolutions.co
https://www.facebook.com/focalpointsolutions.co
www.linkedin.com/in/stacydeere
