Enforcing SharePoint Governance
38
Planning Microsoft® SharePoint® Governance: How to Implement an Effective Governance Plan in SharePoint, Roberto Vazquez Delgado AvePoint – Technical Solutions Professional [email protected]
-
Upload
roberto-vazquez-delgado -
Category
Technology
-
view
589 -
download
2
Transcript of Enforcing SharePoint Governance
Planning Microsoft® SharePoint® Governance: How to Implement an Effective Governance Plan in SharePoint,Roberto Vazquez DelgadoAvePoint – Technical Solutions Professional
AvePoint Corporate Overview
Specialized
• Founded and Debuted in 2001• World's Largest SharePoint-Exclusive Research & Development Team
with 1,000 Employees (600+ in R&D)
Experienced
• World's Largest Provider of Enterprise-Class Governance and Infrastructure Management Solutions
• 25 Offices, 13 Countries in 5 Continents & 8000+ Customers
Invested
• Depth-Managed, Microsoft Certified Partner• Comprehensive SharePoint Governance & Management Platform• Offering True 24 x 7 Support - Microsoft Certified Technicians
Agenda
• Definition and Purpose of Governance• SharePoint Governance Challenges
– IT Governance– Information Governance– Application Management
• What does SharePoint Governance look like?– Out of the box capabilities – When to think about additional technology options
• Final Considerations
Bringing your governance plan into focus…
Key Players of Governance
People
Process
Technology
Policy
Governance Spectrum
ChaosRestricted
Introducing a Governance Plan
Integration
Applications
Collaboration
Content
Information Governance
Application Management
IT Governance
Today’s Focus Areas for SharePoint Governance
• IT governance of the software itself and the services you provide
• Information governance of the content and information that users store in those services.
• Application governance of the custom solutions you provide
Getting the right tools for the job…
• Standard administration interfaces– Quotas, locks, permissions,
records management• Powershell
– Administrative functions, Data protection
• SharePoint services and features– Managed metadata service for
classification– ISV solutions for management
• SharePoint Designer, Visual Studio
ManualAutomated
IT Governance
Centrally Managed Locally
Managed
A successful IT service includes the following elements:
• A governing group defines the initial offerings, policies, and evaluates success of the service• The policies you develop are communicated to your enterprise and are enforced• Users are encouraged to use the service and not create their own solutions – installations are
tracked• Multiple services are offered to meet different needs in your organization
Software, Services, and Sites are hosted and managed centrally by a core IT group
Software, Services, and Sites are hosted and
managed locally by individual groups
Service-level agreements should include:
• Length of time and approvals necessary to create a site.• Costs for users/departments.• Operations-level agreement – which teams perform which
operations and how frequently.• Policies around problem resolution through a help desk.• Negotiated performance targets for first load of a site,
subsequent loads, and performance at remote locations.• Availability, recovery, load balancing, and failover strategies.• Customization policies.• Storage limits for content and sites.• How to handle inactive or stale sites.
Reports and Inventory of Usage
• Web Analytics Reporting– Traffic– Search– Inventory
• PowerShell• Inventory
– Sites– Quotas– Content Types– Branding– Customizations– Security
Simplifying IT Governance Implementation with Technology
CONSIDER 3RD PARTY TOOLS TO:• Centrally enforce limitations – plans and policies for
– Data Protection, Recovery, and Availability– Audit Policies– Permission management
• Scalability in Management– Giving IT Teams the technology to manage thousands of
users– Terabytes of Content– Millions of Audit Records
Providing IT Assurance with DocAve
© 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Ensure service availability
Quickly recover lost or corrupted content
Manage SharePoint growth and configuration
Workflows
SharePoint Storage
ApplicationsSolutions
DocAve Data Protection Scope
Enhancing Security and Compliance
© 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Compliance, Appropriateness, and Restrictions
Map user access & permissions to all content
Monitor user and item access and activity
Implement auditing policies in accordance with
regulatory guidelines
Ensure content compliance
Security
Configurations
Reports
Search
Storage
Information Governance
Content is tagged with structured metadata, permissions are tightly controlled, content is archived or purged per retention schedules.
Content is tagged only socially and not tracked; permissions and archiving are not controlled or managed.
Appropriate for:• Structured content• High-business-impact content• Personal identifiable
information• Records
Appropriate for:• Low-business-
impact content• Short-term projects• Records• Collaboration
Loosely Managed Highly
Restricted
Information Architecture vs. Management
Information Architecture
• Organize and describe content– Metadata– Structure– Relationships
• Inputs– Knowledge Management team– Librarians– Content owners– Subject matter experts (SMEs)
• Outcomes– Site map (navigation)– Taxonomy– Search– Targeting (audiences)
Management
• Manage the content & service– Access levels (permissions)– Lifecycle– Storage
• Inputs– Information management policies– IT usage policies– Regulatory environment– SLAs
• Outcomes– Access levels– Records management– Compliance– Performance
@danholme
Information Architecture
Wireframe & Site
Map
Search & Navigation
Managed Metadata
Content Types
Information Architecture
Management controls and scopes
Service
Application
Configuration and Data
Farm
Web Application Service ApplicationZone
Content DB
Site collection
Top-level site
List/Library
[Folder]
Item / Document
Sub site Sub site
Security Permissions
Features
Data Storage
SLAs
Blocked File Types
SSL
SharePoint Service Isolation
Quotas
Security Permissions
Ownership
(Full Control)
Information Access
Determine the rules or policies that you need to have in place for the following types of items:
• Pages• Lists• Documents• Records• Rich media
• Blogs and Wikis• Anonymous comments• Anonymous access• Terms and term sets• External data
Information Management: Permissions and Audiences
How do I structure permissions in a
site?
How do I target content to specific
audiences?
Should I use Information Rights Management (IRM) to protect content?
IT Governance: Access
How do I make this content accessible to external users?
How do I make sure that only people
who need access have it?
Information Assessment
Availability
AccessRedundancy
Birth Life Rest
Information Lifecycle Management
Managing Information and Storage with DocAve
© 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Security
Configurations
Search
Reports
Storage
Optimize & evaluate content utilization to decrease storage costs
Automate administrative tasks for content, polices, & security to control proliferation
Enable efficient content lifecycle management while enforcing policies and standards
Strictly Managed Loosely
Managed
Application Management
Determine customization types you want to allow, and how to manage them:• Service level descriptions• Processes for analyzing customizations• Process for piloting and testing customizations• Guidelines for packaging and deploying
customizations
• Guidelines for updating customizations• Approved tools for development• Who is responsible for ongoing code
support• Specific policies regarding each potential
type of customization (done through the UI or SD)
Customizations must adhere to customization policy, deployments and updates tested and rigorously managed.
Rules about development environments or
customizations are less rigid.
Customizations & Branding
• Isolate custom solutions: Sandbox Solutions– Cannot use certain computer and network resources – Cannot access content outside the site collection they are deployed in. – Can be deployed by a site collection administrator. – Governed: only a farm administrator can promote a sandboxed solution to run
directly on the farm in full trust. • Master Pages and Page Layouts• Themes• To “Designer” or not to “Designer”• Separate development, pre-production, and production environments
(keep these environments in sync)
Challenges with SharePoint development
• Environment setup• Platform learning curve• Toolset support• Team development• Versioned releases
http://wss.made4the.net/archive/2009/10/26/factors.aspxhttp://wss.made4the.net/archive/2009/07/06/how-asp-net-developers-can-leverage-sharepoint-webcast.aspx
@jthake
Application Lifecycle Management
Source: Microsoft TechNet, MSDN, and blogs
Streamlining ALM with DocAve
• Centrally enable or disable SharePoint Designer• Control propagation of artifacts, customizations and solutions within or
across environments• Compare environments for selective artifact propagation• Easily copy content from production back to dev/text environments to
increase testing quality
WFE Elements
Solutions
Customizations
WFE Elements
Solutions
Customizations
WFE Elements
Solutions
Customizations
Development Staging Production
Implementing Governance Policies
Governance Plans
Backup
1 hour
1 day
1 week
Storage
Tier 1 – SAN
Tier 2 – NAS
Tier 3 – Azure
InfoMgmt
7 years
3 years
1 year
Auditing
Full Audit
Views + Edits
Views
Quotas
10 GB
50 GB
100 GB
Customizations
SP Designer
Site Galleries
Sandbox Solutions
Information
Ownership
Content Types
Ethical Walls
SharePoint Policy Bundles
Gold Silver Bronze
Backup 1 hour 1 day 1 week
Storage Policy (RBS) Tier 1 – SAN Tier 2 – NAS Tier 3 – Azure
Info Mgmt Policies 7 years 3 years 1 year
Auditing Full View + Edits Views
SharePoint Designer Enabled Disabled Disabled
Content Database Isolated DB Shared Shared
Sandboxed Solutions Enabled Disabled Disabled
Quota 100Gb 50Gb 10Gb
Cost $$$$$$ $$$$ $$
Maturing Governance in the Organization
© 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
Manual
• Resource Intensive• Rely on People to
police themselves
Semi-Automated
• DocAve Software Platform
• Powershell
Automated
• What’s next: Governance Automation
Governance Plan
Service Request Type - Site Collection Request
Sales
Policy Silver
Security Sales Management
Site Templates Custom Sales Template
Service Type Metadata
Acct Type: EPG/SMB/FIN
Workflow 1 Step
Global Metadata Location
Primary/Secondary Site Contact
*Fill in the blank*
HR
Silver, Bronze
HR Management
Enterprise Wiki
3 Step
Location
*Fill in the blank*
Project
Gold, Silver
Marketing Management
Team Site, Publishing Site
2 Step
Location
*Fill in the blank*
Service Request Types – Surfacing Options to Content Owners and Business Users
• Site Collection Request• Transfer / Clone User Request• Site Collection Content Lifecycle Request• Sub-site Request• Content Move Request• Solution Package Deployment Request• Gallery Artifact Deployment Request• Recover Content Request• Report Request
Key takeaways
• Governance is there to ensure IT solutions achieve business goals
• Start simple• Training• Keep it fresh• Don’t have a policy unless you can enforce it
Contact
AvePoint
Phone(201) 793-11111-800-661-6588 (toll-free)
Email [email protected]
Social & Community
www.DocAve.com
http://www.facebook.com/AvePointInc
@AvePoint_Inc
Roberto V. Delgado
Slides (sorry, no phone )www.slideshare.net/robertovd
Social & Community
www.DocAve.com
www.facebook.com/AvePointInc
@sharepointrober
Resources
Product Info: http://www.avepoint.com/sharepoint-solutions/governance-and-compliance
NEW PRODUCT! Governance Automation: http://www.avepoint.com/GovernanceAutomationWebsite houses all white papers, case studies, download links, datasheets, etc!
Download a FREE, fully-enabled 30 Day trial of DocAve at www.avepoint.com/download
Additional Resources (Please Click Images or Visit www.AvePoint.com/resources)
Customer Success Stories WhitePapers from AvePoint’s Own SharePoint Experts
© 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.
