SP Tech Con San Francisco 2014 - Office 365 Information Architecture and Governance Planning - Ben Curry and Jason Miller

OFFICE 365 INFORMATION
ARCHITECTURE AND
GOVERNANCE PLANNING
Presented by:
Ben Curry and Jason Miller

ABOUT BEN CURRY
• Founding Partner of Summit 7 Systems, Inc.
• Summit 7 Systems Lead Architect
• Eight time Microsoft® MVP
• CISSP, Microsoft Certified Trainer, CCNA, MCITP: SharePoint
Server
• Author of several SharePoint books by Microsoft PRESS and SAMS
• Master SCUBA Diver Trainer
• Ben.Curry@summit7systems.com
• @curryben
Principal Architect and Managing Partner

ABOUT JASON MILLER
• MCSE, MCSA + Messaging, MCP, MCITP, MCTS
• 20+ years of technology industry experience
• 2.5 years at Summit 7 Systems
• Prior: Chief Engineer for NASA Exchange consolidation project
• Originally a theater major
• Loves all aspects of tech
• Hates vanity slides
• @s7JasonM
Senior Consultant

Summit 7 Systems is a premier provider of consulting and implementation
services specializing in Microsoft Business Productivity Solutions.
Summit 7 Systems was chosen by KMWorld Magazine as one of the top 100 Companies that
Matter in Knowledge Management along with companies such as Microsoft, Oracle and IBM.
Summit 7 Systems was named to the 2011 and 2012 CRN Next-Gen 250 List as a company
bringing innovative processes, methodologies and models to the solution provider industry.
Top 1% of Microsoft Partners Worldwide.
Summit 7 Systems was named #6 on the 2012 CRN Fast Growth 100 based on our 2009 – 2011
growth of over 930% per year.
~ 50% of Technical Staff hold US Government SECRET Clearances.
Service Disabled Veteran Owned Small Business (SDVOSB).
Summit 7 Systems is a premier provider of consulting and implementation
services specializing in Microsoft Business Productivity Solutions.
Summit 7 Systems was chosen by KMWorld Magazine as one of the top 100 Companies that
Matter in Knowledge Management along with companies such as Microsoft, Oracle and IBM.
Summit 7 Systems was named to the 2011 and 2012 CRN Next-Gen 250 List as a company
bringing innovative processes, methodologies and models to the solution provider industry.
Top 1% of Microsoft Partners Worldwide.
Summit 7 Systems was named #6 on the 2012 CRN Fast Growth 100 based on our 2009 – 2011
growth of over 930% per year.
~ 50% of Technical Staff hold US Government SECRET Clearances.
Service Disabled Veteran Owned Small Business (SDVOSB).
ABOUT SUMMIT 7 SYSTEMS

REFERENCES
• HYBRID FOR SHAREPOINT SERVER
2013
• PLAN A ONE-WAY OUTBOUND HYBRID
TOPOLOGY
• CONFIGURE A ONE-WAY OUTBOUND
HYBRID TOPOLOGY
• DISPLAY HYBRID SEARCH RESULTS IN
SHAREPOINT SERVER 2013
• PLAN CUSTOMIZATIONS, SOLUTIONS,
AND APPS FOR SHAREPOINT ONLINE
• ACCESSIBILITY IN SHAREPOINT
PRODUCTS
• USE OFFICE ON DEMAND
• WHAT ―IN PREVIEW‖ MEANS FOR
SOME NEW SHAREPOINT ONLINE
FEATURES
• GOOGLE ANALYTICS SHAREPOINT 2013 /
OFFICE 365
• USE THE WEB ANALYTICS INTEGRATION
APP
• USING AN OFFICE 365 SHAREPOINT ONLINE
HYBRID MYSITE SOLUTION
• PLAN FOR APPS FOR SHAREPOINT 2013
• BLOCKED FILE TYPES FOR SHAREPOINT
ONLINE
• SHAREPOINT ONLINE: SOFTWARE
BOUNDARIES AND LIMITS
• APPLY INFORMATION RIGHTS
MANAGEMENT TO A LIST OR LIBRARY

AGENDA
• Applying Proven Design Methods
• Discovery Methods That Don’t Suck
• Office 365 Platform Gaps and Designing for Success
• Real World Governance in Office 365

Governance and Security
Usability and Adoption
Collaboration
andSocial
Business
Process
Management
Enterprise
Content
Management&
Search
Insightsand
Composites
THE SHAREPOINT DILEMMA

APPROACH TO SUCCESS
• Define Success!
• Engineer for those who care
• Align with a strategic initiative
• Expand executive support through tech re-use
• Quickly identify Point vs. Enterprise Solution
• Communicate, Communicate, Communicate!
• Awareness->Desire->Knowledge->Ability->Retention

ACRONYMS AND TERMINOLOGY
SPO SharePoint Online (SharePoint in Office 365)
OP On-Premises (hosted SharePoint farm)
BCS Business Connectivity Services
TLA Three Letter Acronym
AD Active Directory
IRM Information Rights Management
FLA Four letter acronym. However, we rarely use because it could be confused with 5LA, or “Five letter
Acronym” – often used in government organizations)

Top-Down (Business Executive Support)
Bottom-Up (Business User or IT Driven)
StartSmall
StartBig
Full Scope Projects
Strategy alignment w/information architecture,
governance, taxonomy, process management,
ECM
Records Management
Small to Mid-size Projects
Departmental/Division ECM
Performance and Capacity Mgmt
Collaboration & Social
Enterprise Search
Enterprise Content Management
Migration & Upgrades
Executive Pet Projects
Process Improvement
CMO / PMO
Sales & Delivery
Customer Onboarding
ECM Migration
Electronic Health Records / SOX Compliance
• Commitment by single authority or very
small group of individuals
• Make their project ―shine‖ to gain
credibility to move bigger
• Team or Department level commitment
• Work to find Top Down/Start Small Pet
Project to move up
• Work to generalize adoption to move
bigger
• Commitment usually based on global,
strategic needs.
• Unusual to have SharePoint defined as
strategically necessary by CEO
• Know your place. It’s usually not here.
• Must be some level of commitment by
the organization to enable system-wide
usage of SharePoint features
• Bear in mind- you have higher visibility
than you think

USE A PROVEN METHODOLOGY
• Should incorporate proven System Engineering
Principles
• Grounded in SharePoint Best Practices and real-world
successes
• Validate existing and new requirements
• Incorporates Customer Supported Discovery and
Reviews

KNOW YOUR LICENSING
• Plethora of options
• Change monthly
• Make sure your organization is ready for the Cloud from
an AP perspective
– If CAPEX focused, you can pay by the year
– Microsoft and 3rd party vendors will take your money any way
you want to give it to them

ACADEMIC EXAMPLE: DIFFERENCES IN
OFFICE 365 OFFERINGS
CATEGORY FEATURE A2 A3
Developer features BCS: ALERTS FOR EXTERNAL LISTS No Yes
BCS: APP SCOPED EXTERNAL CONTENT TYPES (ECTS) No Yes
BCS: BUSINESS DATA WEBPARTS No Yes
BCS: EXTERNAL LIST No Yes
BCS: ODATA CONNECTOR No Yes
BCS: SECURE STORE SERVICE No Yes
BCS: TENANT-LEVEL EXTERNAL DATA LOG No Yes
INFOPATH FORMS SERVICES No Yes

IT Professional
features
Feature parity
Content features EDISCOVERY No Yes
FOLDER SYNC Yes1 Yes
IRM USING AZURE AD RIGHTS MANAGEMENT No3 Yes
OFFICE PROPLUS (OSUB) No Yes
PRESERVATION HOLD LIBRARY No Yes
VIDEO SEARCH No Yes
WCM: CATALOG No Yes
WCM: CATEGORY PAGE AND CATALOG ITEM PAGE No Yes
WCM: SEARCH WEB PARTS No Yes
WCM: CROSS-SITE PUBLISHING No Yes

Insights features BUSINESS INTELLIGENCE CENTER No Yes
CALCULATED MEASURES AND MEMBERS No Yes
DATA CONNECTION LIBRARY No Yes
DECOUPLED PIVOTTABLES AND PIVOTCHARTS No Yes
EXCEL SERVICES No Yes
FIELD LIST AND FIELD SUPPORT No Yes
FILTER ENHANCEMENTS No Yes
FILTER SEARCH No Yes
POWER VIEW FOR EXCEL IN SHAREPOINT No Yes
POWER PIVOT FOR EXCEL IN SHAREPOINT No Yes
QUICK EXPLORE No Yes
TIMELINE SLICER No Yes
VISIO SERVICES No Yes

Search features QUERY RULES—ADVANCED ACTIONS No Yes
SEARCH VERTICAL: ―VIDEO‖ No Yes
Sites features Feature parity
Social features Feature parity
Add-Ons DUET ONLINE No Yes

METHODOLOGY
DISCOVERY
• Captures technical, business & compliance requirements
• Ensures that we understand:
– Solid requirements base reflecting vision, wants, and needs
– Prioritization of Requirements
– Establishes Expectations
• Concludes with System Requirements Review (SRR)

UNDERSTANDING THE STAKEHOLDERS
Content Consumers
Content Producers
Content Managers/Owners
• Identify the stakeholders
• Group Stakeholders
• Understand their needs as a group
• Target each group for their respective stakeholder groupings.
• People within each group
often perform very similar
tasks no matter the job

THE 9 BLOCK ROCKS
High 1 3 6
Medium 2 5 8
Low
4 7 9
Low Medium High
Difficulty
Higher the benefit; Lower the
Difficulty; Higher the Priority.
Priority
Benefit

METHODOLOGY
DESIGN (1 OF 2)
• Toll-Gate Reviews to review Blue Print:
• Preliminary Design Review (PDR): Ensure requirements are met
and the project objectives will be accomplished
• Critical Design Review (CDR): Confirms maturity of design
• Include Stakeholders
• Demonstrates Design Meets Requirements
• Identifies Risks and Open Issues
• Obtains Decision to Proceed with Development & Deployment

METHODOLOGY
DESIGN (2 OF 2)
Design Review Content Includes:
• Physical, Technical and Logical Architecture Drawings
• URL Taxonomies
• Information Architecture Diagrams
• Wireframes (used for custom templates, portals, applications requiring user
interaction)
• SharePoint Service Application Architecture
• SQL Server Design and Diagrams
• Incoming E-mail Configurations
• Security Design
• Next Steps to occur during, preceding, or after the following phases

METHODOLOGY
BUILD
• Installation, Configuration, and Build-out as specified during
the Design Reviews
• Build to Design Methodology Means No Surprises
• Ensures Proper Documentation for Disaster Recovery

METHODOLOGY
TEST
• Test Readiness Review
• Documentation of the test procedures that are used to
validate the technical, functional, and compliance
requirements of the solution

METHODOLOGY
DEPLOY & GO LIVE
• Verifies Requirements Met
• Functionality, performance, and security controls tested
• Procedures in place for operations and governance
• Organization responsible for operations and sustaining the
system ready to assume responsibility
• Approval of the ORR authorizes the Pre-Production system
to move to full Production state at a specified time

OPTION - BRANDING
• Branding Helps Drive User Adaption
• Option includes Tier II Branding – 80
Hours
• Functionality Customizations Include
1. Banner Image for site for visual impact
2. Custom character as link between pages
3. Content and images added to customized
page layouts

FIRST RULE IN DISCOVERY:
DON’T MAKE ASSUMPTIONS
Does your dog bite?
No? Ok… ouch!! I thought you said
your dog didn’t bite?!!
―That’s not my dog‖

EXISTING SYSTEMS AND DOCUMENTS
• Project Management Plan
• Process Improvement Plan
• File / Records Plan
• ECM Platforms and Governance Plans
• Collaboration Platforms
• Workflow / BPM Products
• BI products
• Executive Vision and Strategy (look around on the walls...)
• Other systems' governance plans
• Organizational Chart for your company/organization
• Any outside sources that have already been identified as integration needs
• List of applications/file types
• Employee Responsibility and Usage Policy

INFORMATION ARCHITECTURE DISCOVERY
Know Your Audience
– Create discovery templates for at least three audiences:
1. Stakeholders / Moneybelts
2. Business Managers and Users
3. Information Technologists

DISCOVERY – KNOW YOUR AUDIENCE
Executive Question: ―Is a shared understanding of the problem more
important than setting strategic goals?‖
Business User Question: ―Do you guys 'wing it' or do you have a
defined process?‖
Both questions drive discovery of the same design principle:
Do we have a defined strategy for building the
collaborative model?
40

Culture
• Why?
– Any technology implementation that doesn’t align with corporate
culture will most likely FAIL.

Culture
• How?
– What do you do for fun?
– How long have you worked here?
– What drives you crazy about your job?
– What do you love about your job?

Collaboration & Communication Paths
• Why?
– Usability
– Governance
– Security

Collaboration & Communication Paths
• How?
– What are your best sources of information outside of your team?
– By percentages, how much of your daily interaction is with: Your
Team or Department / The Entire Organization / Outside the
Organization
– Where is your team located?

Processes and Enterprise Content Management
• Rarely can we separate the two
– Almost all content is tied to a process
– Map the process and you’ll know how to manage the content

COMPLIANCE USUALLY WINS 
Regardless of the impact to effective collaboration,
compliance usual over-rides common sense
– Oops, I meant to say priorities!

PROCESS & ECM DISCOVERY
STRATEGIC NEEDS REQUEST
EXAMPLE
Capex or
Opex?
Enter Priority
and Approver
Submit
Request
Route to
Approver
Approve/Deny
Supplier Input
Requestor Name
Expense Type
Amount
Process
Output Consumer
Workflow History Approving
Manager
Approval List Item Finance
Approve/Deny
Notification
Accounting

Governance
• Why?
– Confidentiality
– Service Levels
– Operational Efficiency
– Usability

DON’T MAKE SIMPLE PROBLEMS COMPLEX
Who
What
WhenWhere
Why

Governance
• How?
– Who authorizes access to content?
– How are processes patterned and managed?
– Do you have an SLA?
– Who will manage what?
– Is this policy enforceable?
(IF NOT – Throw it out!!)

STOP. THINK. DESIGN.
A good design:
– Provides a consistent way of doing business
– Aligns with the present state of your organization
– Plans for the future state of your organization
– Does not prevent workers from doing their job!

GOVERNANCE COMMITTEE
Governance
Committee
eCIA
Project
Owner
Business Critical
Stakeholders
ECM
Lead
BA
Lead
Critical
Process
Owners
• New Server Farm (ConfigDB)
• Disaster Recovery, Coop, and service level changes
• Web application additions
• Web application Policies additions or deletions
• New Service Applications
• 3rd Party Products
• Custom Code
• Records and Policy Changes
• Any high level information architecture modifications
• Site collection structure template changes
• Track system enhancement requests
Key
Decisions

WELCOME TO OFFICE 365 ADMIN
INTERFACE
• You must be a global admin to provision many services
• Domains
• DNS Configuration
• Must be admin to manage other services
• BCS, SSS, Term Store, Infopath
• Apps, Search, User Profiles, One Drive for Biz
• An isolated SPO admin interface is coming… stay tuned
• Won’t include Domain and DNS config

SPSITE VS SPWEB
• SPSite = Site Collection
• SPWeb = Site / SubSite (SubWeb)
• SPSite administrator needs lots of training and you
must trust them
• SPWeb owner needs lots of training, but they are more
limited
• No Recycle Bin 2nd stage
• No Search Admin rights
• Theme limitations, publishing limitations

DEMO : SPSITE ADMIN VS SPWEB ADMIN

SITE CREATION IN OFFICE 365
• Who creates Site Collections?
• Often kept within SP Admin Team / IT / TS
• Who creates sites?
• Delegate Carefully
• Don’t over govern or they’ll find other routes…
i.e. DropBox, Google Docs
• What’s the process for requesting a site?
• What is the minimal level of training to be a site owner or
SCA?

EXAMPLE SITE CREATION PROCESS
Basic form is completed describing scope and purpose of site
request
1. User is directed to Learning Hub with instructions on
why/how/when/what – also includes current site map
2. Is a new site is still deemed necessary, then:
– What team is using the site?
– What name would you like?
– What is the purpose of the site and who will be the data owner?

(CONTINUED)
3. Do you require customization?
- Master Pages
- CSS
4. Request goes to SCA Admin(s)
- Does this or a similar site already exist?
- If so, work with requester to use existing site(s)
- Otherwise, approve requester’s form workflow

(CONTINUED)
5. Provision Site
- Define SCA secondary
- Define SPWeb Owner(s)
- Validate training for SCA and Site Owners

EXAMPLE SITE REQUEST FLOW
User
College
Lead
System
Office
Requester reads
documentation to
determine whether
new site is
necessary
Process
Complete
Contact appropriate College Lead (on-site
Technical Staff) from managed list. Provide details:
-The team that will be using the site
-The site’s name
-Purpose / use for the team site, brief description
-Custom specifications of site. Master page
settings, custom permissions, navigation, features
New site not required
Receives request. College
lead then searches
existing campus sites to
determine whether
similar site already exists
Contacts requester and
provides similar site’s
details along with site
owner’s contact
information
College lead will kick off
request for new site
creation via Nintex site
approval workflow. Lead
provides site details in
request.
Reviews request details.
If necessary, make
revisions to the request.
Approval kicks off the
Nintex site provisioning
workflow.

PROBLEM: REAL WORLD
• 17 Colleges, 2 SCAs, 10k employees, 110k students,
CIO support, but little college level support
• So, can we create 17 site collections in O365 – one for
each college?
• ….well, let’s see what happens when we do…

OPTION 1: EACH COLLEGE GETS ITS OWN
SPSITE
/sites/administrative
/actc /xla /xla
/eku /xla
/actc
/receivables
/xla
/payables /facilities /payroll /publicsafety
/eku
/registrar/admissions /distancelearning /library /studentaffairs

OPTION 2: FUNCTIONAL ARCHITECTURE
/sites/administrative
/executive /finance /hr
/it
/dean
/executive
/EKU
/qa
/ACTC /xla /xla /xla
/it
/EKU/ACTC /xla /xla /xla

ORGANIZATIONAL VS. FUNCTIONAL
ORGANIZATIONAL
• Easy Security Inheritance
• Rich delegation possibilities
• Easy to find organizationally-
centric content
• Requires buy-in from
departments, divisions, colleges,
etc
• Does not adapt to org changes
• Challenging to centralize
processes
FUNCTIONAL
• Best architecture to re-engineer
processes and centrally locate
• Easily adapts to organizational
changes
• Challenging to administer roles
and security
• Easy to find functional content, i.e.
HR
• Creates search challenge in
finding organizational content

SHARING, APPS, AND QUOTAS
• Will you allow all apps?
– Who controls licensing?
• What are the quotas?
– Always changing sizes by Microsoft
• Will you allow external sharing?
– Authenticated
– Anonymous
– Draconian

USING SEARCH AND SOCIAL
TO BRIDGE THE GAP

OPTION 2: SINGLE, ON-PREMISES SEARCH
CENTER
• Requires bi-directional hybrid design
• Requires solid SLA for on-premises Search Farm
• Requires crawl account and read permissions on each SPSite
• Requires Crawling Connector to Office 365
• Single Source of truth
• Better relevancy rankings on search results
• Just plain easier to get stuff done
• Lots of bandwidth at times to run
– - Be patient on the initial crawl! Microsoft throttles your crawling

SOCIAL GOVERNANCE AND INTEGRATION
Yammer makes newsfeeds easy to assist with bridging the gap
between on-premises and Office 365
Caution: ―who‖ will be the authoritative source for profile info?
Change Trusted My Site Hosts on-premises
Need to develop custom page to overcome Domain vs. Claims identify
(domainuser vs. . i:0#.f|membership|username@contoso.com
** HTTP://BLOGS.MSDN.COM/B/JVASIL/ARCHIVE/2013/12/04/USING-AN-OFFICE-365-SHAREPOINT-ONLINE-HYBRID-
MYSITE-SOLUTION.ASPX

INTEGRATING ECM AND GOVERNANCE IN
OFFICE 365

ECM 101- THE NINE FUNDAMENTAL
QUESTIONS
1. Location
2. Authentication
3. Authorization
4. Integrity
5. Distribution
6. Filing (metadata)
7. Retrieval (Findability)
8. Retention
9. Archiving

CONTENT TYPE PRIMER – 6 THINGS
1. Name & Description
2. Template
3. Workflows
4. Information Management Policies
– Auditing
– Multi-stage Retention
5. Document Information Panel
6. Site Columns

COLUMNS REFRESHER FOR ECM
• Site Columns
– Reusable in lists and Libraries
• List Columns
– Usable in a single list or library
• Combined
– Metadata captured across multiple lists (site column)
– Metadata pertinent to a single list (list column)
– Full document metadata capture often requires both!

SO, WHY ARE YOU TELLING ME THIS?
An item (document) can now have three managed sources
for metadata:
– Enterprise Keywords
– Site Columns
– List Columns
And NOW, you may have one or all of these on premises AND
Office 365!

MANAGED METADATA GOVERNANCE
Sub-sites
Service Application
Administrator
Term Store Administrator
Group Manager
- Add Users
- ContributeTop Level Site
Metadata Service
Term Store
Term Set(s)
Term(s)
Group(s)
Content
Type Hub

Projects 2
EXAMPLE TIERED LOGICAL ARCHITECTURE
https://critical
Managed
Metadata 1
Legal
Customer
OnboardingClaimsSales Marketing
/sites/
Building
MaintenanceIT 1Projects 1 IT 2
Ben Mark Sabrina
https://MySites
Newsfeed
Content
Profile
/sites/
/site/
Managed
Metadata 2
Performance
Point
BCS
Secure Store
http://teams
http://extranet
User Profiles
(Office 365)
Enterprise
Search
Human
Resources
Employee
Portal
BI Portal
PartnerVendorVendor

―GLOBAL‖ METADATA-BASED NAVIGATION

TWO MAJOR COMPONENTS OF ECM
GOVERNANCE
• Consider two distinct strategies
– ECM Framework
– Process/Site subcomponent of ECM
• Build the Enterprise Strategy and Governance FIRST
– Then rollout processes/sites one-by-one

ECM AND COLLABORATION OVERVIEW
• Can’t separate ECM and collaboration – it’s often the
same content
– Exceptions like Archive, EHR, etc.
• Don’t break what is working
• Team-centric solution currently, leave it alone!
• Use proposed architecture to ―wire‖ the team-bases
solutions to both the centralized ECM hubs and inter-
team collaboration model

FRAMEWORK FOR SUCCESS
Carve out space for the BFOC
– Advanced Governance in the enterprise tier
• i.e. Records Types published via MMS, additional service
applications, more lenient Web and Site restrictions
– Consider only basic ECM and Governance in Office 365
• i.e. in-place records management, no centralized content
types/records types, limited service applications, restrictive settings
and policies
• E-Discovery is a big win in Office 365 sites

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