SPSBOS -- How your metadata strategy impacts everything you do

Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com

Looking Under the Hood:How Your Metadata Strategy Impacts

Everything You DoChristian Buckley

[email protected]@buckleyPLANET

SharePoint Saturday BostonApril 9th, 2011


My Background

Christian Buckley, Director of Product Evangelism at Axceler

• Most recently at Microsoft

• Microsoft Managed Services (now BPOS-Dedicated)

• Advertising Operations, ad platform API program

• Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration

• Co-founded and sold a collaboration software company to Rational Software. Also co-authored 3 books on software configuration management and defect tracking for Rational and IBM

• At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), managing deployment teams to onboard numerous high-tech manufacturing companies, including Hitachi, Matsushita, Seagate, Nortel, Sony, and Cisco

• I live in a small town just east of Seattle, have a daughter in college and 3 boys at home, and I just celebrated my 20th wedding anniversary


Axceler Overview

• 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


My Connection to Boston


The #1 reason why your 2010 deployment will fail


What are you trying to accomplish with SharePoint?

Some questions for you…


What was missing from your previous attempts?


What is your metadata Strategy for 2010?


What is metadata, anyway?


Where’s the metadata?


Email Cell Twitter [email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net


• Book title• Author• ISBN• Publisher

• Name• Account Number• Credit Card• Social Security #• Billing Address

• Device ID• Email• Software version


Metadata enables you to flag, tag, and avoid


• Travel dates• City visiting• Flight number• GPS position

• Friend’s Name• City visiting• GPS position• Distance to friend• Avoidance Flag = Yes

• Name• Account Number• Mileage to date• Home town


• Status• Approval• Check in / check out• Version

• User name• Department• Title• Role• Project

• Document name• File type• Author• Description• Page number• Retention rules


Metadata 101



Location

Author Title

ISBN PublisherTopics



Asset TypeCompany

Asset Number

Barcode Tracking Number

Color code(by department)


• Metadata is the lifeblood of SharePoint

• Taxonomy and metadata drive the tools and processes that make the world go round

• Metadata powers search, it powers social media,

and it powers SharePoint

The role of metadata


Why aren’t my end users using SharePoint?


Gov

erna

nce

Metadata

Taxonomy Ad Hoc

Social Media

Search

End Users


• Ad-hoc content migration leads to junk in portal• Legacy content gets migrated slowly, if at all • Inconsistent taxonomy across farms and site collections• People author locally - multiplies problems globally• Authors don’t apply metadata= “shotgun” approach to search OR

Authors apply metadata without common classification = better search, but worse authoring experience

• Portal lacks high fidelity search• User can’t find the right content• As a result, poor portal adoption and low user satisfaction

What Happens Without Strategy


• The islands of information have been moved to SharePoint. And?

• You can’t find anything• You can’t tell who owns what • You can’t tell what’s new, what’s old,

or what has changed• It’s all disconnected

Why SharePoint Needs Metadata Strategy


Creating Passionate Users, Kathy Sierra


Taxonomy


In Biology, taxonomy is the science dealing with the description, identification, naming, and classification of organisms. “however, the term is now applied in a wider, more general sense and now may refer to a classification of things, as well as to the principles underlying such a classification.”

~Wikipedia.org



Your Current Taxonomy


Site architecture is centrally controlledMetadata is always applied to contentSite Columns and Content Types are created at site collection rootLists get “bundles” of columns

PROSImproves consistencyReduces metadata duplication Easy to updateEasy to support and train onAllows document-level DIP, Workflow, Information Policies, and document templates

CONSRequires planningRequires upfront workHard to manage across site collections and portals

Site architecture is ad-hocMetadata may not be applied to contentColumns are created on listsColumns are combined in an ad-hoc basis on each list

PROSRequires no planningRequires little upfront effortWorks across site collections and portals

CONSDecreases consistencyIncreases metadata duplicationHard to updateHard to support and train onOnly allows list-level Workflow, Information Policies and document templatesDifficult to reverse

CENTRALIZED DECENTRALIZED

Managing Metadata


• What is your broader strategy for tagging, metadata and taxonomy?

• Map out your high level taxonomy (web applications and site collections) and schemas (Content Types)

• Understand your current-state and future-state plans, and how they relate to your metadata

Managed Metadata Service

Term Stores

Improved Governance


How is metadata managed inside of SharePoint?


Tier 1 site collections based on business units or product areas

Top level portal

Tier 2 sites that follow specific structure


• SharePoint 2010 offers many services OOTB– Search– Excel Services– BCS– Project Server– Web Analytics– Access– Performance Point– Visio– Word– Office Web Apps– People

• These centrally managed services allow for greater control across the enterprise– Have your cake and eat it through centrally managed services

The Role of Services


• It is a service application created by a Farm Administrator• It is added to a farm’s default list• You can also create a content type hub, which is a URL

to a site collection

What is Behind Managed Metadata


• It’s basically a definition of an artifact that can be stored in a SharePoint site. For example:– A project document, including

• File type• Date created• Author• Last modified

– It is part of a workflow, including• Who needs to approve• Date of approval

– It includes information management policies that• Cannot be edited once approved

Content Type


Scott Singleton, Managed Metadata in SharePoint 2010 http://slidesha.re/hNPeAQ

http://slidesha.re/hNPeAQ



• Content types can be shared• Create a content type hub, which is an blank site

collection used to publish content types• Publish the content types• Consume them• Content types become visible in subscriber’s

content type galleries

Syndication


Managing Terms

Service Application Instance

Term Group

Term Set

Term

• Create a term set and terms• Use the managed metadata• Pick the terms


• Understand the term group properties– Group name– Description– Contributors– Group Managers

• Understand the term store properties– Term store administrators– Default and working languages

Managing Your Term Groups and Stores


• Term Set = Taxonomy– Includes related terms– Managed through governance policies

• Managed Metadata Column– Can be in a list, a library, or a content type– Associated with a term set– Found through Managed Metadata term set

• Keywords set = Folksonomy– User generated tags– Anyone can add them– Requires ongoing governance


What is the role of governance?


1. Have a plan

2. Create an internal SharePoint user group

3. Clearly define roles and responsibilities

4. Outline your taxonomy, communicate it, and iterate

5. Create a governance site

6. Learn and evolve

Jumpstart your governance


Without governance…


Lessons Learned


1. Understand your metadata and taxonomy model

2. Have a strategy for Managed Metadata

3. Involve your end users

4. Make governance a priority

5. Create a governance site

6. Iterate

Lessons learned, at a high level


• Map out your high level taxonomy

• Web applications

• Site collections

• Content Types

• Plan for your migration (or set it up right the first time)• Consolidate your content types.

• Clean up your folder structures.

• Refine your keyword taxonomy.

• Standardize your site structure and templates.

• Build a consistent navigation.

• With Managed Metadata Service in 2010, it is critical that you set up a governance model to guide this process, or it will quickly get out of hand

Getting tactical


• Christian [email protected]+1 [email protected] and http://info.axceler.com

• Additional Resources – On The Importance of Metadata, Craig Mullins http://bit.ly/cOWp2F – Enabling Social Media through Metadata http://slidesha.re/gdjoaz– Managed Metadata in SharePoint 2010, Scott Singleton http://slidesha.re/hNPeAQ– The Battle for Metadata in SharePoint 2010, Michal Pisarek http://bit.ly/g7vFWN – 5 Steps of a Successful SharePoint Site Transformation http://bit.ly/eB6qbN – Creating Passionate Users, Kathy Sierra http://headrush.typepad.com/

Contact me

mailto:[email protected]

http://www.buckleyplanet.com/

http://info.axceler.com/

http://bit.ly/cOWp2F

http://bit.ly/cOWp2F

http://slidesha.re/gdjoaz

http://slidesha.re/gdjoaz




http://bit.ly/g7vFWN

http://bit.ly/g7vFWN

http://bit.ly/eB6qbN

http://bit.ly/eB6qbN

http://headrush.typepad.com/



SPSBOS -- How your metadata strategy impacts everything you do

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