a guide to scalable sharepoint governance

TWITTER #KMASPCopyright 2011 © Knowledge Management Associates, LLC. All rights reserved .

A Guide to Scalable SharePoint Governance

Buckley and Gilronan

Audio Information:

Toll Free Access#: 1 877 273-4202Int'l Toll Access#: 1 302 709-8446

Conference Room Number: 4795148

Copyright 2011 © Knowledge Management Associates, LLC. All rights reserved .

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Insights


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InsightsHouse Keeping Items

• Experiencing Issues? – Change color of your seat to RED

• Questions for Speakers? – Submit questions during webinar

• Twitter Discussion– #kmasp

• Feedback– Webinar Followup– Next Steps


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Insights


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InsightsAbout KMA

• Founded in 1995, focused on New England• 22 employees, technical DNA• Key Industries: Professional Services, Life

Sciences & Financial Services• Technologies:

• SharePoint, SQL Server, Office, and Visual Studio.NET

• Specialties: • Collaboration: Portals, Websites, Communities and

Content Management• Insight: Enterprise Search and Business Intelligence• Productivity: Forms, Workflow, Office Client

Customization


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Improving Collaboration for 16+ Years– Mission: To enable enterprises to simplify, optimize, and

secure their collaborative platforms– Delivered award-winning administration and migration

software since 1994– 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

About Axceler


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• Partner at KMA• Over 5 years at KMA, over 12 years in Microsoft

partner community• Over 20 years of experience in IT and Professional

Services– Public accounting & Controllership– Professional Services Leadership– Client Relationship Management– Business Development

• Focused on Business Decision Maker point of view • “Recovering” CPA, PMP, all-around process geek

About the Speakers – Mike Gilronan


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• Director of Product Evangelism at Axceler• SharePoint Server MVP• Co-author of ‘Implementing Microsoft SharePoint

2010 Real-World Projects’ (MS Press)• Prior to Axceler, worked at Microsoft as a Senior

Program Manager and Operations Manager. Was part of the team that created the hosted SharePoint platform, now part of Office365

• International speaker, active community member, and SharePoint expert blogger on AIIM.org

• Authored over 200 articles in 2011

About the Speakers – Christian Buckley


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What We’ll Cover


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– Why is a SharePoint governance plan needed?– Tactics of a SharePoint governance plan– Up a level – Strategies for SharePoint governance– One tool in the toolbox: Axceler's ControlPoint

SharePoint Administration Software– Questions & Answers– Resources

Agenda


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From ‘Creating Passionate Users,’ Kathy Sierra


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• Governance definitions vary, but its important to figure out what it means within your company, and proactively manage it– Corporate governance– IT governance– Project governance– SharePoint governance

Defining Terms


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• SharePoint is like a fingerprint - we all have them, but they are all unique

• SharePoint governance has to fit your unique condition and goals


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• Before you can talk about governance, either strategically or tactically, there are some pre-requisites:– understanding the business

value of SharePoint– clarifying the scope of what

is to be built before you start building it (novel concept, I know)

The Pre-Work


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“Report center” is stated biz case, but what are goals?

KMA Case Study: Business Value Mapping

Outcome Business Value

More timely reporting Better decisions (speed)

More accurate reporting Better decisions (accuracy)

More efficient reporting Reduced costs, ability to scale

Compliance capability Reduced cost of compliance


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• Permissions• Storage• Usage• Reporting• Analytics

Tactical Governance


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• What problems occur when permissions are askew

• What it means to manage them

• What can you do out of the box

• Where you need help, through services and tools

Permissions


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• Partner Extranets– Example 1: Using line-of-business application as

authentication provider– Example 2: Hierarchical permissions– Example 3: Provisioning and de-commissioning

KMA Case Study: Permissions


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“The tree of liberty must be refreshed from time to time with the blood of patriots and tyrants.” – Thomas Jefferson

Thomas Jefferson on SharePoint Security


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“The tree of liberty security must be refreshed from time to time with thorough periodic reviews of comings, goings, and changes in roles. the blood of patriots and tyrants.” – Thomas Jefferson

Thomas Jefferson on SharePoint Security


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• Problems and costs of storage not being managed• What it means to manage it• What you can do out of the box• Where you need help

Storage


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Construction Extranets• Phase 1 – re-architect

content databases• Phase 2 – remote

storage of large binaries

KMA Case Study: Storage


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• Why it’s important to have visibility into what is happening in SharePoint– Know who is using it– Help prioritize– Ensure rules/policies/compliance not being broken

• What is means to manage it• What you can do out of the box• Where you need help

Usage


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• Using SharePoint to Manage SharePoint– Submittal forms

(incident/request/ enhancement)

– Punch lists– Portfolio

management

KMA Case Study: Usage


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• A view into what is happening across your system• The first step in automation• A key aspect of the change management process

Reporting


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• 4 years in…– Search logs– MSFT or third-

party tools to view content inventory

– ControlPoint

KMA Case Study: Reporting


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• Activity by site• Activity by user• Storage by site• Which solutions,

features are being used• Tracking social activities

Analytics


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From Tactics to Strategy – Up a Level


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• Structure/Architecture• Policies, Process, and Standards• Ownership and Accountability• Measurement and Reporting• Automation

Strategic Level: 5 keys to successful governance


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InsightsStructure/Architecture

Farm

Web App

Site Collection

SiteSub-site

Sub-siteSite

Site Sub-site

Site Collection Site

Web App Site Collection

Site

Site Sub-site


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InsightsPolicies, Process, and Standards


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InsightsOwnership and Accountability


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InsightsMeasurement and Reporting


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InsightsAutomation


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• Self Quiz: how does your organization handle governance? / or / how good is your org at governance?– 10 key questions– Self rate, 1-5 scale– Final results: A quick benchmark:

• Excellent governance capability, with strong policies in place• Good governance process and capability, but room for some improvement• Fair governance capability, but lacking in several areas which introduces

unnecessary risk to the organization• Poor governance process and capability, lacking in most areas, wild west

– We’ll send out the survey following the webcast

Readiness


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One Solution: Axceler’s ControlPoint

Demo


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Installs as SharePoint Web Application

Integrated with SharePoint

Administration

Enterprise Scalability

Solid Foundatio

n

Smarter Architecture and Infrastructure

ControlPoint for SharePoint Governance & ManagementFor SharePoint 2007 and SharePoint 2010

Enhanced Control Security Trimmed Distributed Administration

Intuitive User Interface “Find it and Fix It”Ease of Use

Manage Permissions-Analyze Permissions

-Set, Delete, Reassign & Duplicate-Cleanup users

- SharePoint Group Management-Break/Restore Permission Inheritance

-Clone Site Permissions- Backup/Restore Permissions- Permissions Change Alerts

Deploy & Configure-Move & Copy Items, Folders, Lists,

Sites, Collections- Manage Content Databases

-Manage Features, Alerts-Set Site Collection, Site and List

Properties-Bulk Operations

-Advanced Site Search-Policy Enforcement

Analyze & Optimize- Site Activity w/ Trending

- Storage w/ Trending-Most/Least across Site Collections,

Sites, Lists, Items.- Site Collection, Site and List Reporting

- Audit Log Analysis-Content Type Usage- SharePoint CALs- Schedule Reports


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Questions and Answers Ask an

MVP


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InsightsSelected Resources

Source Value URL

Microsoft Governance Guides

Standards as propagated by MSFT, a good starting point

http://bit.ly/kmasp0112-a

Paul Culmsee’s Body of Work (blog, book, class)

Iconoclastic views on best practices and governance, artfully delivered

http://bit.ly/kmasp0112-b

SHARE Conference (Atlanta, April 23-26, 2012)

Business Decision Maker-focused SharePoint Conference (non-technical)

http://bit.ly/kmasp0112-c

http://bit.ly/kmasp0112-a

http://bit.ly/kmasp0112-b

http://bit.ly/kmasp0112-c


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• KMA will send follow-up with the Governance Quiz• Take the Quiz on your own, let us know if you have

any questions or would like our help:

Call to Action

Name E-mail Twitter BlogMike Gilronan [email protected] @mikegil http://kmamikegil-blog.kma-llc.net/

KMA @kmallc http://www.kma-llc.net

Christian Buckley [email protected] @buckleyplanet www.buckleyplanet.com

Axceler @axceler www.axceler.com

mailto:[email protected]

http://kmamikegil-blog.kma-llc.net/

http://www.kma-llc.net/

mailto:[email protected]

http://www.buckleyplanet.com/

http://www.axceler.com/


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Thank You!

a guide to scalable sharepoint governance

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