Office 365: Is Governance Affected and Where Do We Start? (SPS Charlotte)

1 SharePoint Saturday Charlotte

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Stacy L. Deere-StroleFocal Point Solutions, LLC

Office365: Is Governance Affected and Where Do We Start?


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Who is Stacy L. Deere-Strole


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Now You

Know


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Co-Author of Using Managed Metadata

SharePoint

2010 & 2013


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Greatest Achievement New Godmoth

er


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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://spmindmelt.focalpointsolutions.co/?p=133



http://www.infogovcon.com/connect/blog

http://www.buckleyplanet.com/

http://spmindmelt.focalpointsolutions.co/?p=133

http://spmindmelt.focalpointsolutions.co/?p=133


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Agenda What is Governance and Where Does it Start? O365 Differences & Impacts Areas of Governance Governance Team OneDrive & Yammer Don’t Forget The Devs Best Practices Governance Tools Thank You!


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The Is and the Is Not…The IS…

Set of policies, roles, responsibilities, and processes that control how an organization works together to achieve their goals.

An active people and business oriented process An interactive model to solve problems A tool that ensures business value and continuous

improvement!!!The Is Not… Large binders of complicated policies,

procedures, and standards Technology specific


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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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SharePoint Areas of Governance

Blogging Community Management Customizations Delivering Content Content Management Archiving Site Creations Templates Quotas

Wiki MySites Site Audits Naming Conventions Permissions Taxonomy &

Suggestions Compliance Reporting Site vs. Sub-site


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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?

Things that make you go hmmm…


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Center of Excellence (Non-IT Individuals) Executive Involvement Ongoing End User Interaction Reporting & Auditing Agile Development Revisit

Key Governance Points


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Impacts of Office 365

In some ways, it simplifies Governance

SharePoint and Exchange are primarily affected

Biggest impact of 365 has is on sizing limits

Data sprawl must be watched more carefully in Office365 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


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Governance Team


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Team RolesStrategy Team Tactical Team

Consists of business owners who provide insight and direction to drive strategic initiatives.

NO CHANGE!

Consists of 3 sub-teams that support the directives of the Strategy team.

Operations Support Developers

Want to take a Guess?


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Tactical Team ResponsibilitiesOperations Team Support Team Development Team• Help Enforce Governance Plan• Manage Routine Maintenance

Tasks:• Nightly Backups• Usage Monitoring & Analysis• Scheduled Task Validation• Security Release & System Upgrades

• 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

• New features and program management while adhering to standards.

• Develop customized & personalized solutions for departments & division sites.

Whose job will be changing the most?


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Tactical Team Responsibilities

Operations Team Support Team Development Team• Help 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*

• 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

• New features and program management while adhering to standards.

• Develop customized & personalized solutions for departments & division sites.


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What about OneDrive? Sync & Share documents Collaborate on document security with individuals inside and outside the company Access content and information anywhere and from almost any device Control content life cycle and versioning Manage access permissions Access with native mobile client apps for windows 8 and IOS. 3rd party company (concept searching) to manage – could solve compliance and

governance issues with OneDrive


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However!!!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!


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Yammer: Keeping it Good

What it Does Well

Provides 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


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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 your NDA Require Users to Sign


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Don’t Forget The Developers Code Review Source Control Approved Developer Tools Deployment Process Load Balancing Validation Sensitive Data

Security Review SharePoint Apps Documentation 3rd Party Tools Development Environments Handling Exceptions


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Best Practices Determine the companies initial principles and goals Update Yearly Classify Your Business Information Ongoing Develop an Education Strategy & Update Accordingly Develop a Company Roadmap Develop a Company Taxonomy


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Supporting 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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Governance Tools Governance toolkit for Office 365

Exchange Sharepoint Office 365 Settings Lync

21 Apps Governance as a Service Rebooted SharePoint & Office 365 Governance

AvePoint Governance Metalogix Many Many More that are here at InfoGov!!


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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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One More To Go

Session 2:15 – 3:15 (Room 4)User Profiles: I Didn’t Know I Could

Do That!


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Kristopher’s Right after the event ends First drink is on us Bring in your ticket for validation

Join us for SharePint


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1. Turn right onto Ann St. : 1.1 mi2. Turn right onto Old Monroe Rd. : 0.1

mi3. Road changes to E John St. : 359ft4. Turn right onto N Trade St. : 2.3 mi

1st drink on us, bring your ticket


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