STACY L. DEERE-STROLEFOCAL POINT SOLUTIONS, LLCJULY 12, 2014

Office365: Is Governance Affected and Where Do We

Start?

Who is

Stacy Deere-Strole

AGENDA

• WHAT IS GOVERNANCE?

• O365 IMPACTS

• AREAS OF GOVERNANCE

• THINS THAT MAKE YOU GO HMMM…

• KEY POINTS

• GOVERNANCE TEAM

• BEST PRACTICES

• ONEDRIVE

• YAMMER

• DON’T FORGET

• LAST BUT NOT LEAST

• 3RD PARTIES & SUPPORTING GOVERNANCE

WHAT DOES GOVERNANCE MEAN?

THE SET OF POLICIES, ROLES, RESPONSIBILITIES,

AND PROCESSES THAT CONTROL HOW AN

ORGANIZATION WORKS TOGETHER TO ACHIEVE

THEIR GOALS.

IS AND IS NOT…GOVERNANCE 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

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

AREAS OF GOVERNANCE

• BLOGGING

• COMMUNITY MANAGEMENT

• CUSTOMIZATIONS

• DELIVERING CONTENT

• RELOCATING CONTENT

• REMOVING CONTENT

• SITE CREATIONS

• TEMPLATES

• QUOTAS

• WIKI

• MYSITES

• SITE AUDITS

• NAMING CONVENTIONS

• PERMISSIONS

• TAXONOMY & SUGGESTIONS

• COMPLIANCE

• REPORTING

• SITE VS. SUB-SITE

THINGS THAT MAKE YOU GO HMMM…

• IS GOVERNANCE TECHNOLOGY SPECIFIC?

• CAN TECHNOLOGY CHOICES DRIVE GOVERNANCE?

• TRUE OR FALSE: IF YOU AREN’T FOCUSING ON OR

ADDRESSING PROBLEMS WITHIN THE BUSINESS, YOU WILL

END UP IN THE WEEDS.

• DO YOU THINK SHAREPOINT, YAMMER & ONEDRIVE REALLY

NEED GOVERNANCE?

KEY GOVERNANCE POINTS

• CENTER OF EXCELLENCE (NON-IT INDIVIDUALS)

• EXECUTIVE INVOLVEMENT

• ONGOING END USER INTERACTION

• REPORTING & AUDITING

• AGILE DEVELOPMENT

• REVISIT

GOVERNANCE TEAMYour governance policies should support your organization’s goals and be kept up-to-date as your organization’s needs change. We recommend that you create a team from various disciplines across your organization to develop and maintain these policies. Include people from as many of the following roles as possible:

BEST PRACTICES• DETERMINE INITIAL PRINCIPLES AND GOALS.   THE GOVERNANCE

COMMITTEE SHOULD DEVELOP A GOVERNANCE VISION, POLICIES, AND STANDARDS THAT CAN BE MEASURED TO TRACK COMPLIANCE AND TO QUANTIFY THE BENEFIT TO YOUR ORGANIZATION. FOR EXAMPLE, YOUR PLAN SHOULD IDENTIFY SERVICE DELIVERY REQUIREMENTS FOR BOTH TECHNICAL AND BUSINESS ASPECTS OF YOUR SHAREPOINT DEPLOYMENT.

• CLASSIFY YOUR BUSINESS INFORMATION.   ORGANIZE YOUR INFORMATION ACCORDING TO AN EXISTING TAXONOMY, OR CREATE A CUSTOM TAXONOMY THAT INCLUDES ALL THE INFORMATION THAT SUPPORTS YOUR BUSINESS SOLUTION. AFTER YOUR INFORMATION IS ORGANIZED, DESIGN AN INFORMATION ARCHITECTURE TO MANAGE IT. THEN, DETERMINE THE MOST APPROPRIATE IT SERVICES TO SUPPORT IT.

BEST PRACTICES• DEVELOP AN EDUCATION STRATEGY.   THE HUMAN ELEMENT IS,

AFTER THE GOVERNANCE PLAN, THE MOST IMPORTANT INGREDIENT IN THE SUCCESS OR FAILURE OF A SHAREPOINT DEPLOYMENT. A COMPREHENSIVE TRAINING PLAN SHOULD SHOW HOW TO USE SHAREPOINT ACCORDING TO THE STANDARDS AND PRACTICES THAT YOU ARE IMPLEMENTING AND EXPLAIN WHY THOSE STANDARDS AND PRACTICES ARE IMPORTANT. YOUR PLAN SHOULD COVER THE KINDS OF TRAINING REQUIRED FOR SPECIFIC USER GROUPS AND DESCRIBE APPROPRIATE TRAINING TOOLS. FOR EXAMPLE, YOUR IT DEPARTMENT MIGHT MAINTAIN A FREQUENTLY ASKED QUESTIONS (FAQ) PAGE ABOUT ITS SHAREPOINT SERVICE OFFERINGS, OR YOUR BUSINESS DIVISION MIGHT PROVIDE ONLINE TRAINING THAT SHOWS HOW TO SET UP AND USE A NEW DOCUMENT MANAGEMENT PROCESS.

BEST PRACTICES• DEVELOP AN ONGOING PLAN.   SUCCESSFUL GOVERNANCE IS

ONGOING. THE GOVERNANCE COMMITTEE SHOULD MEET REGULARLY TO REVIEW NEW REQUIREMENTS IN THE GOVERNANCE PLAN, REEVALUATE AND ADJUST GOVERNANCE PRINCIPLES, AND RESOLVE CONFLICTS AMONG BUSINESS DIVISIONS FOR IT RESOURCES. THE COMMITTEE SHOULD PROVIDE REGULAR REPORTS TO ITS EXECUTIVE SPONSORS TO PROMOTE ACCOUNTABILITY AND TO HELP ENFORCE COMPLIANCE ACROSS YOUR ORGANIZATION. ALTHOUGH THIS PROCESS SEEMS COMPLICATED, ITS GOALS ARE TO INCREASE THE RETURN ON YOUR INVESTMENT IN SHAREPOINT, TAKE FULL ADVANTAGE OF THE USEFULNESS OF YOUR SHAREPOINT SOLUTION, AND IMPROVE THE PRODUCTIVITY OF YOUR ORGANIZATION.

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.

ONEDRIVE

• 3RD PARTY COMPANY (CONCEPT SEARCHING)TO MANAGE – COULD SOLVE COMPLIANCE AND GOVERNANCE ISSUES WITH ONEDRIVE

• HOWEVER – IF YOU DON’T HAVE A TOOL TO UTILIZE AS ABOVE MANAGING AND ADHERING TO POLICIES & PROCEDURES WILL BE MERELY IMPOSSIBLE

YAMMER

• ENABLE 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• 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 OUR NDA

• REQUIRE ALL USERS TO SIGN

YAMMER GOVERNANCE• KEYWORD MONITORING

• DEFINE TYPES OF GROUP ADMINISTRATION

• PASSWORD POLICIES

• IP BLOCKING

• USER MANAGEMENT

• MANDATE AN AUTHENTICATION METHOD FOR EXTERNAL USERS

• E-DISCOVERY

• 3RD PARTY APP – (SUPPLEMENTAL APPLICATIONS)

• GAMIFICATION, ANALYTICS, LMS AND OTHER INTEGRATION AREAS

DON’T FORGET DEVELOPMENT!!

• CODE REVIEW

• SOURCE CONTROL

• APPROVED DEVELOPER TOOLS

• DEPLOYMENT PROCESS

• LOAD BALANCING

• VALIDATION

• SENSITIVE DATA

• HOW TO HANDLE EXCEPTIONS

• SECURITY REVIEW

• SHAREPOINT APPS

• DOCUMENTATION

• 3RD PARTY TOOLS

• DEVELOPMENT ENVIRONMENTS

• SECURITY REVIEW

• SHAREPOINT APPS

• DOCUMENTATION

• 3RD PARTY TOOLS

• DEVELOPMENT ENVIRONMENTS

LAST BUT NOT LEAST!!

• LOAD BALANCING

• VALIDATION

• SENSITIVE DATA

• HOW TO HANDLE EXCEPTIONS

• SECURITY REVIEW

• SHAREPOINT APPS

• DOCUMENTATION

• DESIGN STANDARDS

• DEVELOPMENT STANDARDS

• QUALITY ASSURANCE

• DEPLOYMENT STANDARDS

• PROJECT MANAGEMENT

3RD PARTY TOOLS• GOVERNANCE TOOLKIT FOR OFFICE 365

• EXCHANGE

• SHAREPOINT

• OFFICE 365 SETTINGS

• LYNC

• 21 APPS

• GOVERNANCE AS A SERVICE

• REBOOTED SHAREPOINT & OFFICE 365 GOVERNANCE

SUPPORTING YOUR 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

THANKS TO OUR SPONSORS!

CONNECT. COLLABORATE. SHARE.

Toronto SharePoint Users Grouphttp://www.meetup.com/TorontoSPUG/

Toronto SharePoint Business Users Grouphttp://www.meetup.com/TSPBUG/

SharePoint Saturday Torontohttp://spbuzz.it/spstoyam

SHAREPINT

• DRAKE AND FIRKIN AKA “THE DRAKE”

• 6982 FINANCIAL DRIVE, UNIT B101

DON’T MISS THE PRIZES…

• XBOX ONE WITH KINECT

• YOUR FAVORITE SHAREPOINT BOOKS

• TRAINING VOUCHERS

• OFFICE 365 SWAG (TWEET #SHARESELFIE #SPSTORONTO TO WIN)

• VENDOR GIFTS AND RAFFLE

Stacy Deere-Strole

@sldeere

BLOG: http://spmindmelt.focalpointsolutions.co

COMPANY: http://focalpointsolutions.co

sdeere@focalpointsolutions.co

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