Sps Ottawa Share Point 2010 Governance Best Practices

SharePoint 2010
December 1st, 2012
Governance Best Practices

Ivor Davies
SharePoint Evangelist &
Senior Technical Specialist
@IvorDavies59 (Twitter)

My Biography….
– 10 Years of SharePoint experience – back to 2003
– 22 Years of IT work with the Province of Ontario
(30 years with company)
– Seasoned IT Professional in SharePoint / Business
Intelligence / Project Server / Microsoft Office /
Virtualization
– Social Media Enthusiast (Twitter / LinkedIn,
Facebook / Pinterest / Klout / Yammer)
– SharePoint Evangelist in Social Media!
– Lover of Dogs!

Agenda:
• What is Governance?
• Why should we care?
• Governance is based upon reach
• SharePoint Pain Points
• The Governance Process
• Implementing Governance
• Governance Teams (Strategic / Tactical)
• Governance Planning Roadmap Overview
• Governance Plan Elements
• Key points to remember…
• References

Governance
is…..
A set of policies, roles and
responsibilities and processes
to guide how organizations and
divisions at Microsoft best use
of SharePoint to keep
SharePoint sites under control,
limit security threats, and
practice document lifecycle
management.

4

SharePoint Governance
• A set of policies, roles and responsibilities and
processes to guide how organizations and divisions at
Microsoft best use of SharePoint to keep SharePoint
sites under control, limit security threats, and practice
document lifecycle management.
• Helps to:
– Keep SharePoint sites & access under control
– Limit security threats
– Practice document lifecycle management
• What do we govern?
Govern Information Architecture SharePoint
Services

Why should we care?

6

Governance is based on “reach”
Home
Page
“PUBLIC” SITES: Open to Tightly
all employees controlled,
Function formal
al Areas governance

Divisions–
―Public‖
“PRIVATE” SITES: Open Some control,
to business group Departments –
some formal
members ―Private‖ governance

TEAM SITES: Team Sites Looser control,
Generally open to less formal
team members governance
Personal Sites – My Sites

7

SharePoint Pain Points
• Too many sites; users can't find content
• Users don’t know the security of the library
before saving. (Not easy to know.)
• Users can't remember URLs
• Orphaned Team & Personal Sites, Document &
Meeting Workspaces
• Rollover of site ownership
• Users consistently exceeding site quota
• No Site Recycle Bin complicates cleanup

SP Pain Points Continued…
• Document versioning is turned on without
limitation – e.g. a single document with 2GB of
versions
• Features installed in the environment and no
longer used – you should clean these up as part
of any migration
• Every single FAB 40 server admin template
installed & activated in the farm – installed just
because & made available to everyone

Problems with Unmanaged SharePoint

1. SharePoint growth which is costly to manage
2. Sensitive content not properly secured,
information leaked
3. Outdated & irrelevant search results
4. Difficulty in finding desired information

Governance Process
Define or
Update
Policies

Implement
Measure &
Policies
Analyze
according to
Effectiveness
definition

Enforce
Policies

Implementing Governance
• Organize Governance Committee including the
following roles, LCA, Records Management,
Taxonomist, IT Ops, IW worker and INS team
• Review Information Architectures and identify
potential inefficiencies
• Determine goals & policies
• Organize contents, pilot and deploy management
process & policies
• Develop Education Strategy & Training material
• Develop ongoing assessment & evaluation of
Governance strategy

Governance Goals and Policies
• Goals
– Manage SharePoint growth
– Reduce # unused site collections
– 100% of sites compliance with classifications
– Clear end-user responsibility & accountability of content
• Policies
– Site lifecycle management & expiration
– Site ownership validation
– Site decommission process
– Site storage & quota management

• Quality
– Provide easy access to information
– Intuitively designed navigation and information architecture
– Offer hosting service packages
– Provide feedback to teams
• Awareness
– Showcase SharePoint as an intranet/portal solution
• Usage
– Promote frequent use of SharePoint among all employees
– Maintain portfolio of hosted content

Governance Teams
Strategy Tactical

Strategic Team
• How do we improve business processes & how
do we deliver on that?
• What structures need to be in place to deliver
this value?
• What areas of the business offer the most
opportunity for growth?
• How can we align our activities with the goals
of the business?
• Are there synergies that can be created
between divisions and departments?
• What ways can we reduce inefficiencies and
duplication?

Tactical Team
• The tactical team consists of three sub teams all
charged with supporting the directives of the
strategy team:
– Operations
– Support
– Development

It’s easy to make mistakes …

18

…so it’s especially important to plan!
• Avoid sprawl
• Ensure quality
• Deliver a great user experience
• Consistency in UI (User Interface) experience across the
portal
• Consistent navigation
• Clear decision-making authority
• Align portal with business objectives
• Communicate best practices
• Content ownership (who owns the content?)

19

But, the plan is not enough – it must be
CONSUMABLE …
What percent of employees say they don’t always their company’s
security policies?

What percent say the aren’t even of the policies?

20

… and most importantly, you must be
prepared to

21

Governance Planning Roadmap 11. Socialize,
Promote,
Verify

5. Discuss 10. Document
“Framing”
1. Design First Decisions 7. Develop
Guiding
4. Review the Principles 9. Understand
Deployment Model Policies; Define
Guidelines

3. Document
2. Identify an the Vision
Inclusive Team
6. Identify Roles and
Responsibilities
8. Get Social?

22

• Define your audience
• State the service opportunity
• Identify stakeholders
• Operational requirements
(i.e., maintenance windows)
• Good Communication plan
• Get user feedback
• What is out of scope?
• Create strong partnerships

Target specific audiences

Don’t read without training

Just in time, just enough – make it consumable

Basics first, then the hard stuff – 10/2 rule

24

Lessons Learned
• It’s really about both assurance and guidance & it takes
COMMITMENT – plan, plan, plan
• No one cares about governance – until you make it all
about them!
• Less is more – avoid unnecessary bureaucracy &
documents
• Create & communicate a roadmap
• Build best practices into your site templates &
automate everything you can
• A governance plan doesn’t replace training
• … & training should include the governance plan
25

Governance Plan Elements
Governance Plan Description Target
Element Audience
Overview Explains the vision, why governance is important, and the All Users
overall model
Guiding Principles Key statements that support the vision All Users
Roles and Describes the key roles required to ensure success Users with a
Responsibilities key role
Content Authoring Describes policies and best practices for content publishing Content
Policies and and content management Authors
Guidelines
Design Policies and Describes what must be done (policies) and best practices Site Owners/
Guidelines (guidelines) for site configuration Solution
Analysts
Processes and Describes key processes (for example: request or de- Site Owners
Procedures commission a site)

26

http://technet.microsoft.com/en-
us/library/cc789336.aspx

http://technet.microsoft.com/en-us/library/ff848257.aspx

http://www.microsoft.com/download/en/details.aspx?id=
23613

Governance – SharePoint Server 2010
Governance Areas Governance and Site Types Governance Stakeholders Governance and Training
Concepts

Governance is the set of policies, roles, Different types of sites frequently require different You must ensure that your governance policies are

Typical degree of governance
responsibilities, and processes that guides, directs, Central published site governance policies. appropriate to your organization's goals, and you must
and controls how an organization's business Divisional published sites
keep them up-to-date as business needs change. Form
Typically, published sites have tighter governance
divisions and IT teams cooperate to achieve and use a governance group to create and maintain the
over information and application management than
business goals. Group and team sites policies and include the following roles:
team sites and My Site Web sites.
Three major areas for governing SharePoint 2010 Projects and workspaces Information architects or Trainers
Products: Each type of site should have a specific IT Service taxonomists
My Site IT managers
Web sites
plan, so that the service level agreements match the Governance doesn't work
IT governance of the software itself and the importance of the site to the organization as a Compliance officers without user adoption and
services you provide Site types in a typical environment Business division
whole. compliance.
Influential information leaders
Application governance of the custom solutions workers End-user training and
you provide Financial stakeholders
education, good content, and
IT technical specialists
Information Management governance of the Executive stakeholders search are keys to user
content and information that users store in those Development leaders adoption.
services.

IT Governance
For IT governance, you can control the services that you offer, and you can control or track software installations in your
Information Management
Information management is the governance of information in an enterprise — its documents, lists, Web sites, and Web
Application Management
How will you manage the applications that are developed for your environment? What customizations do you allow in your
environment to prevent proliferation of unmanaged servers for which you can't provide support. What will you provide with each pages — to maximize the information s usability and manageability. Another aspect of information management is
applications, and what are your processes for managing those applications?
service, and what will you include in service-level agreements for each service? determining who has access to what content – how are you making content available internally and externally and to whom?

IT Governance Information Management Application Management
Tightly managed Loosely managed Strictly managed Loosely managed
Centrally managed Locally managed development development
Content is tagged with structured metadata, Content is tagged only socially and not Customizations must adhere to
Software, services, and sites are Software, services, and sites are permissions are tightly controlled, content is tracked; permissions and archiving are not Rules about development
hosted and managed centrally by a hosted and managed locally by customization policy, deployments and environments or customizations are
archived or purged per retention schedules. monitored or managed. updates tested and rigorously managed.
core IT group individual groups less rigid.

Appropriate for: Appropriate for:
What's the right balance for your Structured content What's the right balance for your Low-business-impact content What's the right balance for your
organization? High-business-impact content organization? Short term projects organization?
Personally identifiable Collaboration
information
Records

IT service governance Information architecture Customization policy
When you develop an IT service to support SharePoint 2010 Products, a key to success is your enterprise's ability to govern Information architecture determines how the information in that site or solution – its Web pages, documents, lists, and data – is Determine which types of customizations you want to allow/disallow, and how you will manage customizations. Your
the service and ensure that it meets the business needs of your organization in a secure and cost-effective way. A organized and presented to the site's users. Information architecture is often recorded as a hierarchical list of content, search keywords, customization policy should include:
successful IT service includes the following elements: data types, and other concepts.
Service level descriptions Approved tools for development
A governing group defines the initial offerings of the service, defines the service's ongoing policies, and meets regularly Good information architecture supports the following goals:
Processes for analyzing customizations Who is responsible for ongoing code support
to evaluate success. Manageability: can the IT team effectively implement and manage the information?
Process for piloting and testing customizations Specific policies regarding each potential type of
The policies you develop are communicated to your enterprise and are enforced.
Requirements: does the information architecture meet regulatory requirements, privacy needs, and security goals? customization, whether the customization is code-
Guidelines for packaging and deploying customizations
Users are encouraged to use the service and not create their own solutions – installations are tracked and rogue based or no-code (done through the user interface or
Business: does the architecture add to your organization's effectiveness?
installations are blocked. Guidelines for updating customizations SharePoint Designer)
Multiple services are offered to meet different needs in your organization. Offering a set of services enables you to apply Questions to ask when designing a site or solution:
unique governance rules and policies at various levels and costs. In addition, you can phase in services in a manageable
way. How will the site or solution be structured and divided into a set of site
collections and sites?
Sandboxed solutions
What to govern: How will data be presented? Consider using a restricted execution environment, called a sandbox, to isolate custom solutions. Sandboxed solutions cannot use
certain computer and network resources and cannot access content outside the site collection they are deployed in. Sandboxed
Quotas – Quota templates define how much data can be stored in How will site users navigate?
a site collection and the maximum size of uploaded files.
Service-level How will search be configured and optimized?
solutions can be deployed by a site collection administrator. Only a farm administrator can promote a sandboxed solution to run
directly on the farm, outside its sandbox, in full trust.
Associate different quota templates with site collections at agreements should Is there content you specifically want to include or exclude from search?
different service levels. include: What types of content will live on sites?
Site lifecycle management – You can govern how sites are
created, the size of sites, and the longevity of sites by using self-
How will content be tagged and how will metadata be managed?
Does any of the content on the sites have unique security needs?
Branding
service site management and site use confirmation and deletion. Length of time and approvals Consistent branding with a corporate style guide makes for more cohesive-looking sites and easier development. Store approved
What is the authoritative source for terms? master pages in site galleries for consistency so that users will know when they visit the site that they are in the right place. Define
Set expiration and access policies to control content in sites. necessary to create a site.
How will information be targeted at specific audiences? Integrate your information architecture with your environment's which parts of the template can be changed by site owners and which cannot. Allow room for sub-branding of individual team or
Asset classification – Classify sites and content by value and Costs for users/departments. search strategy. Take advantage of Enterprise search features
project brands.
Do you need to have language- or product-specific versions of your sites? like best bets, people search, and content sources and
impact of the content to the organization (such as high, medium, Operations-level agreement – which connectors for external content.
or low business value/impact). Classification then controls other teams perform which operations and
behaviors, such as requiring encryption for high business impact
information.
how frequently.
Policies around problem resolution Information access Lifecycle management
Follow these best practices to manage applications that are based on SharePoint 2010 Products throughout their lifecycle:
Impact = Exposure Value = Availability
through a help desk. Be sure to consider access to content when you design your solution and sites. This overlaps with IT Governance as you consider your
If this leaks, will it hurt my If this isn't available, can my Negotiated performance targets for first entire environment. Ask the following questions: Use separate development, pre-production, and production environments (see Deployment model) and keep these
business? business run? environments in sync.
load of a site, subsequent loads, and
performance at remote locations. Information Management: Permissions and Audiences Test all customizations before releasing initially and after any updates have been made before you release them to your
IT Governance: Access
Data protection (backup and recovery) – Vary the level of data How do I structure permissions in a site?
How do I make this content accessible to external users?
Recovery, load balancing, and failover How do I target content to specific audiences? production environment.
protection that you offer based on service levels. Plan the How do I make sure that only people who need access have it?
strategies. Should I use Information Rights Management (IRM) to protect content?
frequency at which you back up the farms and the response time Use source code control and solution and feature versioning to track changes to code.
that you will guarantee for restoring data. Customization policies.
Security, infrastructure, and Web application policies – how is the
system and infrastructure maintained and who has access at what
levels. Are you controlling use of fine-grained permissions?
Storage limits for content and sites.
How to handle inactive or stale sites.
Information management tools Summary of lifecycle management process
Govern your content by using tools for content management, When thinking about content, consider the balance between
Multi-language support. 1 Initial requirements are gathered and tasks
including: the following factors. Which of these factors is the highest assigned.
priority for each type of content? 2 Developers use tools to track development and
Use workflows and approval for document centers and site pages store source code for customizations.

Deployment governance – wherever official documentation is stored.
Use approval for published Web sites to control pages. Content needs to be Shared copies
3

4
Automated builds are generated for integration
testing.
Build verification farm is used for additional testing
(larger environments).
available when users Availability Redundancy reduce redundancy,
In addition to governing services that you offer, you also need to govern installations of SharePoint 2010 products in your Use version history and version control to maintain a history and need it, and where and provide one
5 Testing personnel test the customizations.
they can get to it. version of the truth.
environment. You can block all installations, or track and monitor installations. And you should make sure that your master document. After testing, customizations are deployed to pre-
6
installations have the current software updates installed. production environment.
Use content types with auditing and expiration for document 7 Pre-production environment matches production

Block installations Track installations
environment as closely as possible.
libraries to manage document lifecycle.
8 After verifying in pre-production, customizations are
Access Consider who has deployed to production.
You can block installations of SharePoint 2010 Products to An Active Directory Domain Services (AD DS) marker Manage uploads to large libraries by using the Content Organizer. access to the
9 Previous testing ensures that when customizations
content. If it should
prevent users from installing them to unauthorized servers named Service Connection Point identifies the SharePoint Use site use confirmation and deletion to manage site collection be secure, is it?
are deployed to production, there are no
unexpected issues or problems encountered.
that you cannot support. You use a group policy in Active 2010 Products servers in an organization. To use this lifecycles. 10 End users use the production environment, provide
Directory Domain Services (AD DS) to set a registry key on marker, create a container in AD DS and set the For example, having a single copy of a document is good for additional feedback and ideas. Issues are reported
all servers that block installations. permissions for the container before you install any Identify important corporate assets and any sites that contain reducing redundancy, but it is a problem for availability and and tracked.

SharePoint 2010 Products in the environment. Then, when personally identifiable information – be sure that they are properly access if it is deleted. 11 Feedback and issues are transformed to
requirements and tasks, cycle begins again.
secured and audited.
Keep current with
you or another user in your domain runs the SharePoint
Products Configuration Wizard as part of installing Map out the preferred content lifecycle. What steps need to
Use Records Centers to store, audit, and control records in
software updates SharePoint Server 2010, this marker is set and can be compliance with regulations or laws.
happen when a list item, document, or page is created,
updated, or deleted? For best results, develop a long term
For a full explanation of this process, see the video
Development Lifecycle for SharePoint 2010 at:
tracked by using AD DS. You must set this marker for each
Always keep your servers current with the latest rather than a temporary solution. http://go.microsoft.com/fwlink/?LinkId=200174.
domain in your organization if you want to track Determine the rules or policies that you need to have in
software updates. For more information, see the
installations in all domains. This marker is removed from place for the following types of items: Much of this should be covered by your document and
Updates for SharePoint 2010 Products Resource
AD DS when the last server is removed from a farm. records management plans, but also consider the storage
Center at http://go.microsoft.com/fwlink/
Pages Blogs and Wikis costs for the content. Understand the capacity planning
?LinkID=160585.
Lists Anonymous comments limits for documents and items, and keep performance and
scale in mind.
Documents Anonymous access
Records Terms and term sets
Rich media External data

© 2010 Microsoft Corporation. All rights reserved. To send feedback about this documentation, please write to us at ITSPdocs@microsoft.com.

References:
• Microsoft SharePoint Team Blog:
http://blogs.msdn.com/SharePoint/archive/20
06/12/13/management-and-governance-
resources.aspx
• Governance overview
(SharePoint Server 2010):
us/library/cc263356(office.14).aspx
• Plan to share terminology & content types
us/library/ee519603(office.14).aspx

References (continued):
• Managed metadata service application overview
• http://technet.microsoft.com/en-
• Managed metadata overview (SharePoint Server
2010):
• Best practices for My Sites:
us/library/cc262706.aspx

Additional Resources on Social Media
• SharePoint 2010 Group on LinkedIn:
– http://www.linkedin.com/groups/SharePoint-2010-
1869506?trk=myg_ugrp_ovr
• SharePoint 2013 Group on LinkedIn:
– http://www.linkedin.com/groups?gid=3854668&trk=myg_ugrp_ovr
• Twitter Hastags for SharePoint 2010
– #sp2010 / #sharepoint / #spsottawa
• 50 Must-Follow Tweeters for SharePoint Enthusiasts
http://www.topsharepoint.com/50-must-follow-tweeters-for-
sharepoint-enthusiasts
• Follow Ivor Davies on Twitter
– @IvorDavies59

Supplement Example

For an example of a
“quick guide” for Content
Authoring for SharePoint,
visit:

http://bit.ly/H03c42

33

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