Stacy L. Deere-Strole

Focal Point Solutions, LLC

Office365: Is Governance Affected and Where Do We

Start?

Stacy Deere-Strole

Links for the Soul

• Give a Little, Get a Lot: Use Plan B• http://

www.infogovcon.com/connect/blog/entry/give-a-little-get-a-lot-use-plan-b

• Personal Blog• http://spmindmelt.focalpointsolutions.co

• Information Governance Blog• http://www.infogovcon.com/connect/blog

• Christian Buckley• http://www.buckleyplanet.com/

• Governance Template• http://www.infogovcon.com/connect/blog

Agenda

• What is Governance and Where Does it Start?

• O365 Differences & Impacts

• Areas of Governance

• Governance Team

• OneDrive & Yammer

• Don’t Forget The Devs

• Best Practices

• Governance Tools

• Thank You!

The Is and the Is Not…

The Is Not…

• Large binders of complicated policies, procedures, and standards

• Technology specific

The IS…• Set of policies, roles, responsibilities, and processes that control

how an organization works together to achieve their goals.• An active people and business oriented process• An interactive model to solve problems• A tool that ensures business value and continuous

improvement!!!

Where Does it Start?

• All starts with YOU!• Plus a little thing I like to call the answer to all governance

roadblocks or better known as the FREE governance template.

SharePoint Areas of Governance

• Blogging• Community Management• Customizations• Delivering Content

• Content Management• Archiving• Site Creations• Templates• Quotas

• Wiki

• MySites

• Site Audits

• Naming Conventions

• Permissions

• Taxonomy & Suggestions

• Compliance

• Reporting

• Site vs. Sub-site

Impacts of Office 365

• In some ways, it simplifies Governance• SharePoint and Exchange are primarily

affected• Biggest impact of 365 has is on 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

Governance Team

Team Roles

Strategy Team

• Consists of business owners who provide insight and direction to drive strategic initiatives.

• NO CHANGE!

Tactical Team

• Consists of 3 sub-teams that support the directives of the Strategy team. • Operations• Support• Developers

• Want to take a Guess?

Tactical Team Responsibilities

Operations Team• Help Enforce Governance

Plan

• Manage Routine Maintenance Tasks:• Nightly Backups

• Usage Monitoring & Analysis

• Scheduled Task Validation

• Security Release & System Upgrades

Support Team• Create Support System with

SLA’s

• Respond to questions, bugs and other issue resolution

• Provide typical SharePoint Admin roles such as:• Site Provisioning

• Security Permissions for users and groups

Development Team

• New features and program management while adhering to standards.

• Develop customized & personalized solutions for departments & division sites.

Whose job will be changing the most?

Tactical Team Responsibilities

Operations Team

• Help Enforce Governance Plan

• Manage Routine Maintenance Tasks:• Nightly Backups*

• Usage Monitoring & Analysis

• Scheduled Task Validation

• Security Release & System Upgrades*

• Oracle & DBA Role will be eliminated…*

• Active Directory Role could change (Ping Identity, FBA, etc.)*

• No Equipment to Support*

Support Team• Create Support System

with SLA’s*

• Respond to questions, bugs and other issue resolution

• Provide typical SharePoint Admin roles such as:• Site Provisioning

• Security Permissions for users and groups

Development Team

• New features and program management while adhering to standards.

• Develop customized & personalized solutions for departments & division sites.

* Indicates Change

What about OneDrive?

• Sync & share documents

• Collaborate on document security with individuals inside and outside the company

• Access content and information anywhere and from almost any device

• Control content life cycle and versioning

• Manage access permissions

• Access with native mobile client apps for windows 8 and IOS.

• 3rd party company (concept searching)to manage – could solve compliance and governance issues with onedrive

If you don’t have a tool to utilize or a GOVERNANCE document to assist in managing OneDrive the next horror movie could be in the making!

However!!!

Yammer: Keeping it Good

What it Does Well

• Provides enterprises to become more social very rapidly

• Enables easy access to groups and feeds

• Provides easy access across different devices and browsers

• Offers easy-to-use administration tools

Yammer: Governance to the Rescue

• Establish Policies and Procedures• Prior to releasing• Full disclosure on how it works• What happens when you leave the company?

• Engage an Influencer• Build relationships

• Design External usage policy• Reference your NDA• Require Users to Sign

Don’t Forget The Developers

• Code Review

• Source Control

• Approved Developer Tools

• Deployment Process

• Load Balancing

• Validation

• Sensitive Data

• Handling Exceptions

• Security Review

• SharePoint Apps

• Documentation

• 3rd Party Tools

• Development Environments

Best Practices

• Determine the companies initial principles and goals• Update Yearly

• Classify Your Business Information• Ongoing

• Develop an Education Strategy & Update Accordingly

• Develop a Company Roadmap

• Develop a Company Taxonomy

Supporting Governance

• Wiki… AKA… Knowledge Base… aka “the kb”!!• Searchable• Automate• Linkable

• Auditing• Quarterly, monthly, etc.• Split responsibility so it is not overwhelming for 1 or 2

Individuals• Use 3rd party tool

Governance Tools

• Governance toolkit for Office 365• Exchange• Sharepoint• Office 365 Settings• Lync

• 21 Apps• Governance as a Service• Rebooted SharePoint & Office 365 Governance

• AvePoint Governance

• Metalogix

• Many Many More that are here at InfoGov!!

Stacy Deere-Strole

BLOG: http://spmindmelt.focalpointsolutions.co

COMPANY: http://focalpointsolutions.co

@sldeere www.linkedin.com/in/stacydeere

sdeere@focalpointsolutions.co

https://www.facebook.com/focalpointsolutions.co