Post on 12-Nov-2014
description
Credera is a full-service management and
technology consulting firm. Our clients range
from Fortune 1,000 companies to emerging
industry leaders. We provide expert, objective
advice to help solve complex business and
technology challenges.
Dallas Office15303 Dallas ParkwaySuite 300Addison, TX 75001
972-692-0010 Phone972-692-0019 Fax
Denver Office5445 DTC ParkwaySuite 1040Greenwood Village, CO 80111
303-623-1344 Phone303-484-4577 Fax
Houston Office800 Town & Country BlvdSuite 300Houston, TX 77024
713.496.0711 Phone713.401.9650 Fax
Austin Office9020 N Capital of Texas HwySuite 345Austin, TX 78759
512-327-1112 Phone512-233-0844 Fax
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7 Key Governance Tools for Office 365
Jesus J Salazar
Credera
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Jesus J Salazar, Principal
• 12 years of experience with Microsoft-based technologies
• Experience delivering IT solutions to medium and large businesses
• Strong focus on SharePoint since 2003
• Microsoft Certified Professional
• Member of the Office 14 Developer Advisory Council where he helped shape the features and architecture of the next generation of Microsoft Office and SharePoint
Speaker Introduction
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Agenda• Introductions• Governance
– Governance Overview– What Governance Is and Isn’t– Office 365 Sizing
• 7 Key Governance Tools– 1. Collaboration Center of Excellence– 2. Governance Workspace– 3. End User Surveys– 4. O365 Reporting/Auditing– 5. SharePoint Lists – Ensure Focus– 6. Agile Approach– 7. The “Tune Up”
• Questions and Answers
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Governance Overview
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Wikipedia defines Governance as:
The act of governing and the decisions that define expectations, grant power, or verify performance… In respect to business
governance relates to consistent management, cohesive policies, guidance, processes and decision-rights for a given area of
responsibility
Governance: Definition
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Information and
CollaborationGovernance
Information Architecture
Taxonomy Framework
Branding
Provisioning& Archiving
Enterprise Search
Testing
Education & Training
• Site and information structure and usability
• Classification of information• Look and Feel• Creation of information
artifacts, Archiving it• Ease of finding content• Ensuring quality delivery• Topics and method of training
employees
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What Governance is and isn’tGovernance is:• An active people and business
oriented process• An interactive model to solve
problems• A tool that ensures business value
and continuous improvement!!!
Governance is NOT:• Large binders of complicated
policies, procedures, and standards• Technology specific
Keep it simple, straightforward, and easy to execute!
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What are the impacts of Office 365?
• In some ways, it simplifies Governance even further
• SharePoint and Exchange are primarily affected
• The biggest impact Office 365 has on Governance is sizing limits
• Data sprawl must be watched more carefully in Office 365 to avoid hitting capacity limits
Feature Specifications
Storage (pooled)10 GB per user500 MB per enterprise user 5 TB per Company
Site collection storage quotas 100 GB
My Site storage allocation 500 MB
Site collections per tenant 300
Mailbox Size 25 gig
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7 Key Governance Tools
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1. Collaboration Center of Excellence• Not just a “Governance Team”• Many organizations only rely on IT to
hold SharePoint Knowledge• A well educated, non IT community
empowers end users, promotes ownership of solutions, and increases user adoption
• A few strategically placed experts can augment end user training
• A CoE also helps drive business value through engagement!
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• Seek out those with a technology for passion and those willing to allocate the time
• Strive for diverse business representation• Try to recruit at multiple levels within your
organization• This group can occasionally host informal
educational sessions to a wider audience
1. Collaboration Center of Excellence
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2. Governance Workspace• A secure SharePoint workspace helps provide continuity
and accountability between governance meetings• This is especially important as people can get busy and
attendance can be inconsistent sometimes • At a minimum, promotes real world collaboration
experience for the team…takes the theory out of it• A great way for the team to challenge themselves to
improve how they collaborate
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2. Governance WorkspaceWhat makes a good governance workspace? • List of Business Objectives that the
team is supporting• Tasks and assignments for action
items• List of issues end users are
encountering• Benchmarks and Metrics you want to
improve upon• Anything that helps provide continuity
to keep the ball moving forward
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Be creative but again, KEEP IT SIMPLE!2. Governance Workspace
Important Dates and
Times
Governance policies
Meeting MinutesDecisionsSuccess
StoriesEffects of Decisions
Usage reports
End User Feedback
Meeting Agendas
Future Training Topics
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3. The CXO
• An Executive Champion is critical for many reasons
• Close to business objectives and can provide direction
• Ensures time and money are being invested appropriately to manage your information
• Influence and enforcement make things much easier early on
CXO
(where X != I)
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Having trouble getting a CXO engaged:
· According to Forrester Research, SharePoint alone can provides an average risk adjusted ROI of 108%
· International Data Corporation (IDC) indicates that an effective enterprise search strategy can save an employee an average of %53 of their time searching for information
· IDC also indicates that the average employee spends roughly 10hrs/week doing this
· Forrester Research indicates that Lync Server 2010 has a risk adjusted ROI of %337 over three years when widely adopted
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4. Ongoing End User Feedback• Getting objective feedback from users should always be a priority• IT organizations rarely make changes to their intranet based on
objective data• Polling end users frequently can help gather data points• Anonymous polling is extremely easy with SharePoint (Surveys)• Without a pulse on what users are getting value out of, you are
shooting in the dark!
It is amazing what people will do for a $5 Starbucks card!
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5. O365 Reporting/Auditing• Office 365 has limited
usage reporting• No Search Usage reports!• Google Analytics can be
added (with some manipulation) to sites for more detail
• Auditing can be activated at the site collection level
++
Auditing
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6. Agile Approach• The nature of
collaboration and information is ever evolving
• Requirements and needs change more than other types of products
• Agile can help to optimize delivery and ensure prioritization
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7. The “Tune Up”• A governance process can get
stale and so can the team• Fresh perspectives can be helpful
when you are “out of good ideas”• Periodically seek outside
perspectives• Find other organization using
SharePoint, share ideas!• Experienced consulting firms
have a wealth of knowledge
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Management & Technology Consulting Firm
• MS Gold Certified Partner
• Member of Microsoft’s SharePoint Development Advisory Council (DAC)
• IW Competency (Microsoft’s Corporate SharePoint Certification)
• Certified provider of SharePoint Deployment Planning
• Established 1999
• Offices in Dallas, Houston, Austin, Denver
How We Serve Our Clients
• We provide expert, objective advice to help solve complex business and technology challenges
• Our clients hire us to own their toughest problems; they retain us because we keep our promises
• Services: Management Consulting, Technology Solutions, Mobile Solutions, Business Intelligence
Microsoft Solutions Offerings
• Custom Application Development
• Enterprise Portal Design & Implementation
• eCommerce
• SOA & Business Process Integration
• Customer Relationship Management (CRM)
• Business Intelligence & Data Warehouse
Client Sampling
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Contact Information:Jesus J Salazar - jsalazar@credera.com
www.credera.com Follow us on @Credera
Blog: http://blogs.credera.comCareers: http://careers.credera.com
Thank you for attending!
Please complete the evaluations.
Credera is a full-service management and
technology consulting firm. Our clients range
from Fortune 1,000 companies to emerging
industry leaders. We provide expert, objective
advice to help solve complex business and
technology challenges.
Dallas Office15303 Dallas ParkwaySuite 300Addison, TX 75001
972-692-0010 Phone972-692-0019 Fax
Denver Office5445 DTC ParkwaySuite 1040Greenwood Village, CO 80111
303-623-1344 Phone303-484-4577 Fax
Houston Office800 Town & Country BlvdSuite 300Houston, TX 77024
713.496.0711 Phone713.401.9650 Fax
Austin Office9020 N Capital of Texas HwySuite 345Austin, TX 78759
512-327-1112 Phone512-233-0844 Fax