Christian Buckley gave a presentation on metadata strategy and its impact on SharePoint implementations. He discussed how metadata is the foundation for search, taxonomy, and other SharePoint functions. Buckley emphasized having a metadata strategy and governance model to guide taxonomy development and content organization. Some key lessons included understanding metadata and taxonomy models, prioritizing governance, and iterating the strategy over time.
How your Metadata Strategy Impacts Everything You Do
1. 19 May 2012
The first ever all green SharePoint event on earth
Looking Under the Hood:
How Your Metadata Strategy
Impacts Everything You Do
Christian Buckley
@buckleyplanet #SPSJHB
2. About
Christian Buckley, Director of Product Evangelism at Axceler
• Microsoft MVP for SharePoint Server
• Most recently at Microsoft, part of the Microsoft Managed Services
team (now Office365-Dedicated) and then Advertising Operations
• Prior to Microsoft, was a senior consultant, working in the software,
supply chain, and grid technology spaces focusing on collaboration
• Co-founded and sold a collaboration software company to Rational
Software. At another startup (E2open), helped design, build, and
deploy a
SharePoint-like collaboration platform (Collaboration Manager),
onboarding numerous high-tech manufacturing companies, including
Hitachi, Matsushita (Panasonic), 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
3. Get the Book
Available from Microsoft Press
Order 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
4. 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, and for SharePoint since 2007
– Over 2,000 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
5. The #1 reason why your
2010 deployment will fail
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
6. Some questions for you…
What are you trying to
accomplish with SharePoint?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
7. What was missing from your
previous attempts?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
8. What is your metadata
strategy for 2010?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
9. What is metadata, anyway?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
11. Email Email Cell Twitter
Cell Twitter
Blog Blog
cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet
425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net
http://buckleyplanet.com
12. • Book title • Name • Device ID
• Author • Account Number • Email
• ISBN • Credit Card • Software version
• Publisher • Social Security #
• Billing Address
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
13. Email Email Cell Twitter
Cell Twitter
Blog Blog
cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet
425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net
http://buckleyplanet.com
14. • Name
• Account Number
• Mileage to date
• Home town
• Travel dates
• City visiting
• Flight number
• GPS position
• Friend‟s Name
• City visiting
• GPS position
• Distance to friend
• Avoidance Flag = Yes
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
15. The Role of Metadata
Scott Singleton, Managed Metadata in SharePoint 2010
http://www.slideshare.net/scottsingleton/managed-metadata-insharepoint2010
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
16. Asset Type
Company
Asset Number
Color code
(by department)
Barcode Tracking
Number
Email Email Cell Twitter
Cell Twitter
Blog Blog
cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet
425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net
http://buckleyplanet.com
17. ID Type
State
License Number
Class
Expiration
Address
Date of Birth
Emergency
Contact
Donor
Email Email Cell Twitter
Cell Twitter
Blog Blog
cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet
425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net
http://buckleyplanet.com
18. Title
Email Name
Date
Scam
campaign
content
Randomly
generated
name
Email Email Cell Twitter
Cell Twitter
Blog Blog
cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet
425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net
http://buckleyplanet.com
19. The role of metadata
Metadata is the lifeblood of SharePoint
Taxonomy and metadata drive the tools and
processes that make the world go round
Metadata powers search,
it powers social media,
and it powers SharePoint
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
20. Why aren‟t my end users
using SharePoint?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
22. Taxonomy
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
23. In Biology, taxonomy is the science dealing
with the description, identification, naming,
and classification of organisms. “however, the
term is now applied in a wider, more general
sense and now may refer to a classification of
things, as well as to the principles underlying
such a classification.”
~Wikipedia.org
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
24. Your Current Taxonomy
Email Email Cell Twitter
Cell Twitter
Blog Blog
cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet
425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net
http://buckleyplanet.com
25. Managed
Metadata
What is your broader Service
strategy for tagging,
metadata and taxonomy?
Map out your high level Term
taxonomy (web applications Stores
and site collections) and
schemas (Content Types)
Understand your current-
Improved
state and future-state plans, Governance
and how they relate to your
metadata
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
26. How is metadata managed
inside of SharePoint?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
27. Top level portal
Tier 1 site collections
based on business
units or product areas
Tier 2 sites that follow
specific structure
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
28. The Role of Services
SharePoint 2010 offers many services OOTB
Search
Excel Services
BCS
Project Server
Web Analytics
Access
Performance Point
Visio
Word
Office Web Apps
People
These centrally managed services allow for greater
control across the enterprise
Have your cake and eat it through centrally managed services
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
29. What is Behind Managed Metadata
It is a service application created by a Farm Administrator
It is added to a farm‟s default list
You can also create a content type hub, which is a URL
to a site collection
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
30. Content Type
It‟s basically a definition of an artifact that can be stored in a
SharePoint site. For example:
A project document, including
File type
Date created
Author
Last modified
It is part of a workflow, including
Who needs to approve
Date of approval
It includes information management policies that
Cannot be edited once approved
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
31. Content types may be
applied for each site
collection
…or for certain sites
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
32. Scott Singleton, Managed Metadata in SharePoint 2010 http://slidesha.re/hNPeAQ
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
33. Syndication
Content types can be shared
Create a content type hub, which is an blank site
collection used to publish content types
Publish the content types
Consume them
Content types become visible in subscriber‟s
content type galleries
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
34. Managing Your Term Groups
and Stores (part of governance)
Ensure each of your “librarians” understand:
Their term group properties
Group name
Description
Contributors
Group Managers
Their term store properties
Term store administrators
Default and working languages
Actively make changes, as needed, to these properties
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
35. What is the role of
governance?
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
36. Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
37. Corporate
IT
Project
SharePoint
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
38. In SharePoint…
Governance is about taking action to
help your organization organize,
optimize, and manage your systems
and resources.
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
39. Email Email Cell Twitter
Cell Twitter
Blog Blog
cbuck@axceler.com cbuck@echotechnology.com @buckleyplanet
425.246.2823 425.246.2823 @buckleyplanet http://buckleyplanet.net
http://buckleyplanet.com
40. Jumpstart your governance
1. Have a plan to address it
2. Create an internal SharePoint user group
3. Create a governance site
4. Clearly define roles and responsibilities
5. Outline your taxonomy, communicate it,
and iterate
6. Learn and evolve
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
42. Lessons learned, at a high level
1. Understand your metadata and taxonomy model
2. Have a strategy for Managed Metadata
3. Involve your end users
4. Make governance a priority
5. Create a governance site and keep it fresh
6. Iterate, iterate, iterate
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
43. Getting tactical – First Steps
• Map out your high level taxonomy
• Web applications
• Site collections
• Content Types
• Plan for your migration (or set it up right the first time)
• Consolidate your content types.
• Clean up your folder structures.
• Refine your keyword taxonomy.
• Standardize your site structure and templates.
• Build a consistent navigation.
• With Managed Metadata Service in 2010, it is critical that you set up a
governance model to guide this process, or it will quickly get out of hand
Email Cell Twitter Blog
cbuck@axceler.com 425.246.2823 @buckleyplanet http://buckleyplanet.com
44. Contact me
• Christian Buckley
cbuck@axceler.com
+1 425-246-2823
@buckleyPLANET
www.buckleyPLANET.com and http://info.axceler.com
• Additional Resources
– On The Importance of Metadata, Craig Mullins http://bit.ly/cOWp2F
– Enabling Social Media through Metadata http://slidesha.re/gdjoaz
– Managed Metadata in SharePoint 2010, Scott Singleton http://slidesha.re/hNPeAQ
– The Battle for Metadata in SharePoint 2010, Michal Pisarek http://bit.ly/g7vFWN
– 5 Steps of a Successful SharePoint Site Transformation http://bit.ly/eB6qbN
– Creating Passionate Users, Kathy Sierra http://headrush.typepad.com/