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As we all know, more and more organizations are starting to question “Do we or do we not implement Office 365?”. However, as these discussions are taking place; governance is rarely addressed or considered. The main reason is that the majority believe that once they have implemented governance that they are done; unless there is an update such as a server name change or an employee change (such as a departure or addition). During the initial planning around governance it is likely that there were discussions around auditing of the governance document and potential quarterly reviews to ensure that the document is up to date and still fits the business. However, it is common to forget that after that fact; even though it is documented “within the governance document”. Governance becomes even more important with Office 365 because it’s all cloud based. This means all of the content, backup, recovery, etc. are all handled by Microsoft and you have virtually no control over it. In this session we will review the areas of concern and how they can be addressed within the governance document, the importance of reviewing the document frequently; and ways to make the information available to your internal SharePoint Community. In addition, we will review the features of Office 365 that will have a major impact on Exchange, SharePoint, Office Apps and Lync. We will review each of these applications and the areas of importance that should be addressed in the governance document, as well as why each of them are important.
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Stacy L. Deere-Strole
Focal Point Solutions, LLC
Office365: Is Governance Affected and Where Do We
Start?
Stacy Deere-Strole
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
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!
The Is and the Is Not…
The Is Not…
• Large binders of complicated policies, procedures, and standards
• Technology specific
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!!!
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.
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
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 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
Governance Team
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
• 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*
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
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
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: 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
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
Don’t Forget The Developers
• Code Review
• Source Control
• Approved Developer Tools
• Deployment Process
• Load Balancing
• Validation
• Sensitive Data
• Handling Exceptions
• Security Review
• SharePoint Apps
• Documentation
• 3rd Party Tools
• Development Environments
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
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
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!!
Stacy Deere-Strole
BLOG: http://spmindmelt.focalpointsolutions.co
COMPANY: http://focalpointsolutions.co
@sldeere www.linkedin.com/in/stacydeere
https://www.facebook.com/focalpointsolutions.co
