SharePoint Governance

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SharePoint Governance

• Meron Fridman
• Office System Regional Director
• CTO Bynet Software Systems
• meronf_at_bynetsoft.co.il

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Governance

• What is it for you?

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The Productivity Gap
Desktop Productivity

• Coordination knowledge sharing is difficult
• Business apps are hard to access
• Cant find information or people
• Content is out of date poorly managed
• Too much paper and manual process
• Poor data visibility

Unstructured
Unstructured
Unstructured Work
INFORMATION
PROCESS
Enterprise Apps
Structured
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What is Chaos?

• Site Proliferation
• Server/Storage Proliferation
• No Quotas, No Blocked File Types, No Policies
• Unreliable Service (No SLAs) memory leaks from
  bad untested, unsupported code
• Unreliable support
• No strategy, no training
• Lack of Growth Usage Reporting
• No Communication
• No security audits or security policies
• (information leaks)
• No life cycle management or cleanup
• Read How to Create Intranet Chaos

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What is Governance

• Governance is the set of roles,
  responsibilities, and processes that you put in
  place in an enterprise to guide the development
  and use of a solution based on SharePoint
  Products and Technologies.

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Govern

• Information Architecture
• Project Operational Management
• Development Configuration
• Infrastructure
• Testing Provisioning
• Operational Concerns
• Education Training
• Taxonomy Navigation
• Enterprise Search

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SharePoint Specialist Skills
SharePoint Business Analyst

SharePoint Infrastructure Specialist
Business Intelligence
Collaboration
BusinessForms
PlatformServices
SharePoint Creative Designer
Portal
SharePoint Developer(s)
Content Management
Search
SharePoint Architect
SharePoint Trainer
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Governance Models
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Intranet Deployment Governance Model
 
Corporate Business Taxonomy With
Divisional Stakeholders
Permanent Central Portal Enterprise
Search Enterprise Browse
Central Portal
Permanent Division Portals Business Process
Management Division News Group Reporting
Scorecards
Semi Structured Group, Team, Project Sites and
Workspaces
Ad Hoc Self Service w/ Life Cycle Management
Per User
Blogs, bios, Social networking
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Multi Farm Model
Incremental, Change Log based Indexing over the
WAN
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Governance Model
Service Offering
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Building a Service Offering

• At what level do I enable self service?
• Where do I want IT to Step In.
• What quota should I allow?
• How will data or sites be expired?
• How will I provide search or browse?
• What customizations/dev will I allow?
• How will I manage and support the adhoc
  unstructured collaboration?

IT Provisioned Larger Quota Permanent
Supported Dev env. Charge Back
Self Service Smaller Quota Quicker
Expiration OOB
Adhoc
Structured
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Deployments and Challenges
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Planning architecture
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Common Questions

• How much hardware do we need?
• Should we implement a server farm?
• Do we need SQL Server?
• How much data can we store?
• How many users can our environment support?
• How many sites can we run on our servers?
• How do we validate our design?
• What tools can we use to measure performance?

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Plan for Software BoundariesObject Categories

• Site Objects
• Site Collections, Web sites, documents, document
  libraries, list items, document file size, etc.
• People Objects
• User profiles, security principals, etc.
• Search Objects
• Search indexes, Indexed documents
• Logical Architecture Objects
• Shared Services Providers, Site Collections,
  Content Databases, Zones, etc.
• Physical Objects
• Servers Index, Web FE, Database, Application,
  etc.

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Product Considerations

• Site Collection Max and Recommended Sizes
• Database Max and Recommended Sizes
• Backup and Operations Considerations
• Server Throughput Considerations
• User Type Considerations
• Authentication Considerations

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Plan for Software BoundariesRecommendations
Guidelines (subset)
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Demo
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Information architecture
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Content Organzational Structures
Centralized
Portal Sub-site
Distributed
Structured Autonomous
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Centralized Content

• Content stored and managed in a single site,
  library or list
• Examples
• Document Center
• Report Center
• News Center
• Partner Information Center
• Product Library
• Strengths
• Centralized management
• Rich data presentation
• Best findability
• Weaknesses
• Scaling requires oversight
• Not easy to delegate administration
• Too much content leads to poor usability

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Centralized Content
demo
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Portal Sub-Site Content

• Content stored in individually managed sites
  within a single site collection
• Enables sub-sites to manage and administer site
  and content separately
• Examples
• Project Sites
• Divisional Sites
• Functional Sites
• Team Collaboration Sites
• Strengths
• Good content rollup and navigation options
• Centralized but delegated management
• Site autonomy
• Good findability
• Weaknesses
• No central location for all items
• Too much depth can lead to poor usability

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Portal Sub-Site Content
demo
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Distributed Content

• Content stored in many independently managed
  servers or site collections across the enterprise
• Examples
• MSW, ITWeb, Office, SharePoint
• Strengths
• Total flexibility for site owners
• Unlimited scale
• Separate security models
• Geographical distribution
• Separate backup/restore models
• Weaknesses
• No rollup
• Difficult to centrally manage
• Disjointed navigation
• Difficult to locate content

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Content Types

• A re-usable collection of settings you can apply
  to a category of content.
• Site List Content Types
• Multiple types per list or library
• Hierarchical

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Content Types - Document Management
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Policy
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Content Types
demo
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Path to Success
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Security
demo
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Governance Checklist
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References

• Governance TechNet Landing Page
• http//technet.microsoft.com/en-us/sharepointserve
  r/bb507202.aspx
• SharePoint Governance Checklist
• http//office.microsoft.com/download/afile.aspx?As
  setIDAM102306291033
• Joel Oleson's Blog SharePoint Land
• http//blogs.msdn.com/joelo/
• Governance Whitepapers
• Steps for Building Governance in SharePoint
  Server
• Implementing Governance in Windows SharePoint
  Services
• Windows SharePoint Services Governance Controls
• Information Architecture in SharePoint Server
  2007

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References

• White paper Information architecture in Office
  SharePoint Server
• http//technet2.microsoft.com/Office/en-us/library
  /902bbfaa-d6cc-4e8b-a1f5-6215168f47681033.mspx?mfr
  true
• Planning and architecture for Office SharePoint
  Server 2007
• http//technet2.microsoft.com/Office/en-us/library
  /902bbfaa-d6cc-4e8b-a1f5-6215168f47681033.mspx?mfr
  true
• Governance TechNet Landing Page
• http//technet.microsoft.com/en-us/sharepointserve
  r/bb507202.aspx
• SharePoint Governance Checklist
• http//office.microsoft.com/download/afile.aspx?As
  setIDAM102306291033

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References

• Community Resources
• SharePoint Community Portal
• SharePointPedia
• Joel Oleson's SharePoint blog
• Bill Baer's SharePoint Blog
• SharePoint Products and Technologies Team Blog
• Microsoft Enterprise Content Management (ECM)
  Team Blog
• Navigation
• Customizing and Branding Web Content
  Management-Enabled SharePoint Sites (Part 2 of
  3) Extending WCM
• How to Customize Navigation
• MOSS Navigation Deep-Dive - Part 1
• MOSS Navigation Deep-Dive - Part 2
• OfficeDevCon06 - SharePoint Server 2007
  Extending Web Content Management Features -
  Navigation, Caching, and Operations

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Questions?