SP Tech Con San Francisco 2014 - Office 365 Information Architecture and Governance Planning - Ben...
-
Upload
summit-7-systems -
Category
Technology
-
view
206 -
download
0
description
Transcript of SP Tech Con San Francisco 2014 - Office 365 Information Architecture and Governance Planning - Ben...
OFFICE 365 INFORMATION ARCHITECTURE AND
GOVERNANCE PLANNING
Presented by:Ben Curry and Jason Miller
ABOUT BEN CURRY
• Founding Partner of Summit 7 Systems, Inc.
• Summit 7 Systems Lead Architect
• Eight time Microsoft® MVP
• CISSP, Microsoft Certified Trainer, CCNA, MCITP: SharePoint Server
• Author of several SharePoint books by Microsoft PRESS and SAMS
• Master SCUBA Diver Trainer
• @curryben
Principal Architect and Managing Partner
ABOUT JASON MILLER
• MCSE, MCSA + Messaging, MCP, MCITP, MCTS
• 20+ years of technology industry experience
• 2.5 years at Summit 7 Systems
• Prior: Chief Engineer for NASA Exchange consolidation project
• Originally a theater major
• Loves all aspects of tech
• Hates vanity slides
• @s7JasonM
Senior Consultant
Summit 7 Systems is a premier provider of consulting and implementation services specializing in Microsoft Business Productivity Solutions.
Summit 7 Systems was chosen by KMWorld Magazine as one of the top 100 Companies that Matter in Knowledge Management along with companies such as Microsoft, Oracle and IBM.
Summit 7 Systems was named to the 2011 and 2012 CRN Next-Gen 250 List as a company bringing innovative processes, methodologies and models to the solution provider industry.
Top 1% of Microsoft Partners Worldwide.
Summit 7 Systems was named #6 on the 2012 CRN Fast Growth 100 based on our 2009 – 2011 growth of over 930% per year.
~ 50% of Technical Staff hold US Government SECRET Clearances.Service Disabled Veteran Owned Small Business (SDVOSB).
Summit 7 Systems is a premier provider of consulting and implementation services specializing in Microsoft Business Productivity Solutions.
Summit 7 Systems was chosen by KMWorld Magazine as one of the top 100 Companies that Matter in Knowledge Management along with companies such as Microsoft, Oracle and IBM.
Summit 7 Systems was named to the 2011 and 2012 CRN Next-Gen 250 List as a company bringing innovative processes, methodologies and models to the solution provider industry.
Top 1% of Microsoft Partners Worldwide.
Summit 7 Systems was named #6 on the 2012 CRN Fast Growth 100 based on our 2009 – 2011 growth of over 930% per year.
~ 50% of Technical Staff hold US Government SECRET Clearances.Service Disabled Veteran Owned Small Business (SDVOSB).
ABOUT SUMMIT 7 SYSTEMS
REFERENCES• HYBRID FOR SHAREPOINT SERVER 20
13• PLAN A ONE-WAY OUTBOUND HYBRID
TOPOLOGY• CONFIGURE A ONE-WAY OUTBOUND
HYBRID TOPOLOGY• DISPLAY HYBRID SEARCH RESULTS IN
SHAREPOINT SERVER 2013• PLAN CUSTOMIZATIONS, SOLUTIONS,
AND APPS FOR SHAREPOINT ONLINE• ACCESSIBILITY IN SHAREPOINT PROD
UCTS• USE OFFICE ON DEMAND• WHAT “IN PREVIEW” MEANS FOR SO
ME NEW SHAREPOINT ONLINE FEATURES
• GOOGLE ANALYTICS SHAREPOINT 2013 / OFFICE 365
• USE THE WEB ANALYTICS INTEGRATION APP
• USING AN OFFICE 365 SHAREPOINT ONLINE HYBRID MYSITE SOLUTION
• PLAN FOR APPS FOR SHAREPOINT 2013• BLOCKED FILE TYPES FOR SHAREPOINT ON
LINE• SHAREPOINT ONLINE: SOFTWARE BOUNDA
RIES AND LIMITS• APPLY INFORMATION RIGHTS MANAGEMEN
T TO A LIST OR LIBRARY
AGENDA
• Applying Proven Design Methods• Discovery Methods That Don’t Suck• Office 365 Platform Gaps and Designing for
Success• Real World Governance in Office 365
Governance and Security
Usability and Adoption
Colla
bora
tion
an
d S
oci
al
Bu
sin
ess
Pro
cess
Man
ag
em
en
t
En
terp
rise
C
on
ten
t M
an
ag
em
en
t &
Searc
h
Insi
gh
ts a
nd
C
om
posi
tes
THE SHAREPOINT DILEMMA
APPROACH TO SUCCESS
• Define Success!• Engineer for those who care• Align with a strategic initiative• Expand executive support through tech re-use• Quickly identify Point vs. Enterprise Solution• Communicate, Communicate, Communicate!
• Awareness->Desire->Knowledge->Ability->Retention
ACRONYMS AND TERMINOLOGYSPO SharePoint Online (SharePoint in Office 365)
OP On-Premises (hosted SharePoint farm)
BCS Business Connectivity Services
TLA Three Letter Acronym
AD Active Directory
IRM Information Rights Management
FLA Four letter acronym. However, we rarely use because it could be confused with 5LA, or “Five letter Acronym” – often used in government organizations)
Top-Down (Business Executive Support)
Bottom-Up (Business User or IT Driven)
Sta
rt S
mall
Sta
rt B
ig
Full Scope ProjectsStrategy alignment w/information
architecture, governance, taxonomy, process management, ECM
Records Management Small to Mid-size Projects
Departmental/Division ECM Performance and Capacity Mgmt
Collaboration & Social
Enterprise SearchEnterprise Content Management
Migration & Upgrades
Executive Pet Projects Process Improvement
CMO / PMO Sales & Delivery
Customer OnboardingECM Migration
Electronic Health Records / SOX Compliance
• Commitment by single authority or very small group of individuals
• Make their project “shine” to gain credibility to move bigger
• Team or Department level commitment
• Work to find Top Down/Start Small Pet Project to move up
• Work to generalize adoption to move bigger
• Commitment usually based on global, strategic needs.
• Unusual to have SharePoint defined as strategically necessary by CEO
• Know your place. It’s usually not here.
• Must be some level of commitment by the organization to enable system-wide usage of SharePoint features
• Bear in mind- you have higher visibility than you think
USE A PROVEN METHODOLOGY
• Should incorporate proven System Engineering Principles
• Grounded in SharePoint Best Practices and real-world successes
• Validate existing and new requirements• Incorporates Customer Supported Discovery and
Reviews
VISUALIZE YOUR END GOAL
EXAMPLE : SEARCH CENTER
DON’T FORGET MOBILE!!
KNOW YOUR LICENSING
• Plethora of options• Change monthly• Make sure your organization is ready for the
Cloud from an AP perspective– If CAPEX focused, you can pay by the year– Microsoft and 3rd party vendors will take your money any
way you want to give it to them
ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS
CATEGORY FEATURE A2 A3
Developer features BCS: ALERTS FOR EXTERNAL LISTS No Yes
BCS: APP SCOPED EXTERNAL CONTENT TYPES (ECTS) No Yes
BCS: BUSINESS DATA WEBPARTS No Yes
BCS: EXTERNAL LIST No Yes
BCS: ODATA CONNECTOR No Yes
BCS: SECURE STORE SERVICE No Yes
BCS: TENANT-LEVEL EXTERNAL DATA LOG No Yes
INFOPATH FORMS SERVICES No Yes
ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS
CATEGORY FEATURE A2 A3
IT Professional
features
Feature parity
Content features EDISCOVERY No Yes
FOLDER SYNC Yes1 Yes
IRM USING AZURE AD RIGHTS MANAGEMENT No3 Yes
OFFICE PROPLUS (OSUB) No Yes
PRESERVATION HOLD LIBRARY No Yes
VIDEO SEARCH No Yes
WCM: CATALOG No Yes
WCM: CATEGORY PAGE AND CATALOG ITEM PAGE No Yes
WCM: SEARCH WEB PARTS No Yes
WCM: CROSS-SITE PUBLISHING No Yes
ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS
CATEGORY FEATURE A2 A3
Insights features BUSINESS INTELLIGENCE CENTER No Yes
CALCULATED MEASURES AND MEMBERS No Yes
DATA CONNECTION LIBRARY No Yes
DECOUPLED PIVOTTABLES AND PIVOTCHARTS No Yes
EXCEL SERVICES No Yes
FIELD LIST AND FIELD SUPPORT No Yes
FILTER ENHANCEMENTS No Yes
FILTER SEARCH No Yes
POWER VIEW FOR EXCEL IN SHAREPOINT No Yes
POWER PIVOT FOR EXCEL IN SHAREPOINT No Yes
QUICK EXPLORE No Yes
TIMELINE SLICER No Yes
VISIO SERVICES No Yes
ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS
CATEGORY FEATURE A2 A3
Search features QUERY RULES—ADVANCED ACTIONS No Yes
SEARCH VERTICAL: “VIDEO” No Yes
Sites features Feature parity
Social features Feature parity
Add-Ons DUET ONLINE No Yes
ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS
CATEGORY FEATURE A2 A3
Developer features BCS: ALERTS FOR EXTERNAL LISTS No Yes
BCS: APP SCOPED EXTERNAL CONTENT TYPES (ECTS) No Yes
BCS: BUSINESS DATA WEBPARTS No Yes
BCS: EXTERNAL LIST No Yes
BCS: ODATA CONNECTOR No Yes
BCS: SECURE STORE SERVICE No Yes
BCS: TENANT-LEVEL EXTERNAL DATA LOG No Yes
INFOPATH FORMS SERVICES No Yes
ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS
CATEGORY FEATURE A2 A3
IT Professional
features
Feature parity
Content features EDISCOVERY No Yes
FOLDER SYNC Yes1 Yes
IRM USING AZURE AD RIGHTS MANAGEMENT No3 Yes
OFFICE PROPLUS (OSUB) No Yes
PRESERVATION HOLD LIBRARY No Yes
VIDEO SEARCH No Yes
WCM: CATALOG No Yes
WCM: CATEGORY PAGE AND CATALOG ITEM PAGE No Yes
WCM: SEARCH WEB PARTS No Yes
WCM: CROSS-SITE PUBLISHING No Yes
ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS
CATEGORY FEATURE A2 A3
Insights features BUSINESS INTELLIGENCE CENTER No Yes
CALCULATED MEASURES AND MEMBERS No Yes
DATA CONNECTION LIBRARY No Yes
DECOUPLED PIVOTTABLES AND PIVOTCHARTS No Yes
EXCEL SERVICES No Yes
FIELD LIST AND FIELD SUPPORT No Yes
FILTER ENHANCEMENTS No Yes
FILTER SEARCH No Yes
POWER VIEW FOR EXCEL IN SHAREPOINT No Yes
POWER PIVOT FOR EXCEL IN SHAREPOINT No Yes
QUICK EXPLORE No Yes
TIMELINE SLICER No Yes
VISIO SERVICES No Yes
ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS
CATEGORY FEATURE A2 A3
Search features QUERY RULES—ADVANCED ACTIONS No Yes
SEARCH VERTICAL: “VIDEO” No Yes
Sites features Feature parity
Social features Feature parity
Add-Ons DUET ONLINE No Yes
METHODOLOGYDISCOVERY
• Captures technical, business & compliance requirements
• Ensures that we understand:– Solid requirements base reflecting vision, wants, and
needs– Prioritization of Requirements– Establishes Expectations
• Concludes with System Requirements Review (SRR)
UNDERSTANDING THE STAKEHOLDERS
Content Consumers
Content Producers
Content Managers/Owners
• Identify the stakeholders• Group Stakeholders• Understand their needs as a group• Target each group for their respective stakeholder
groupings.• People within each group
often perform very similar tasks no matter the job
MEASURABLE REQUIREMENTS
THE 9 BLOCK ROCKS
High 1 3 6
Medium 2 5 8
Low 4 7 9
Low Medium High
Difficulty
Higher the benefit; Lower the Difficulty; Higher the Priority.
Priority
Benefit
BALANCING NEEDS
METHODOLOGYDESIGN (1 OF 2)
• Toll-Gate Reviews to review Blue Print:• Preliminary Design Review (PDR): Ensure requirements are
met and the project objectives will be accomplished• Critical Design Review (CDR): Confirms maturity of design
• Include Stakeholders• Demonstrates Design Meets Requirements• Identifies Risks and Open Issues• Obtains Decision to Proceed with Development & Deployment
METHODOLOGYDESIGN (2 OF 2)
Design Review Content Includes:• Physical, Technical and Logical Architecture Drawings• URL Taxonomies• Information Architecture Diagrams• Wireframes (used for custom templates, portals, applications requiring
user interaction)• SharePoint Service Application Architecture• SQL Server Design and Diagrams• Incoming E-mail Configurations• Security Design• Next Steps to occur during, preceding, or after the following phases
METHODOLOGYBUILD
• Installation, Configuration, and Build-out as specified during the Design Reviews
• Build to Design Methodology Means No Surprises• Ensures Proper Documentation for Disaster Recovery
METHODOLOGYTEST
• Test Readiness Review• Documentation of the test procedures that are used
to validate the technical, functional, and compliance requirements of the solution
METHODOLOGYDEPLOY & GO LIVE
• Verifies Requirements Met• Functionality, performance, and security controls tested• Procedures in place for operations and governance• Organization responsible for operations and sustaining the
system ready to assume responsibility• Approval of the ORR authorizes the Pre-Production system
to move to full Production state at a specified time
OPTION - BRANDING
• Branding Helps Drive User Adaption
• Option includes Tier II Branding – 80 Hours
• Functionality Customizations Include1. Banner Image for site for visual impact2. Custom character as link between pages3. Content and images added to
customized page layouts
DISCOVERY THAT DOESN’T SUCK
FIRST RULE IN DISCOVERY:DON’T MAKE ASSUMPTIONS
Does your dog bite?
No? Ok… ouch!! I thought you saidyour dog didn’t bite?!!
“That’s not my dog”
EXISTING SYSTEMS AND DOCUMENTS• Project Management Plan• Process Improvement Plan• File / Records Plan• ECM Platforms and Governance Plans• Collaboration Platforms• Workflow / BPM Products• BI products• Executive Vision and Strategy (look around on the walls...)• Other systems' governance plans• Organizational Chart for your company/organization• Any outside sources that have already been identified as integration needs• List of applications/file types• Employee Responsibility and Usage Policy
INFORMATION ARCHITECTURE DISCOVERY
Know Your Audience– Create discovery templates for at least three audiences:1. Stakeholders / Moneybelts2. Business Managers and Users3. Information Technologists
DISCOVERY – KNOW YOUR AUDIENCE
Executive Question: “Is a shared understanding of the problem more important than setting strategic goals?”
Business User Question: “Do you guys 'wing it' or do you have a defined process?”
Both questions drive discovery of the same design principle:
Do we have a defined strategy for building the collaborative model?
40
INFORMATION ARCHITECTURE DISCOVERY
Culture• Why?
– Any technology implementation that doesn’t align with corporate culture will most likely FAIL.
INFORMATION ARCHITECTURE DISCOVERY
Culture• How?
– What do you do for fun?– How long have you worked here?– What drives you crazy about your job?– What do you love about your job?
INFORMATION ARCHITECTURE DISCOVERY
Collaboration & Communication Paths• Why?
– Usability– Governance– Security
INFORMATION ARCHITECTURE DISCOVERY
Collaboration & Communication Paths• How?
– What are your best sources of information outside of your team?
– By percentages, how much of your daily interaction is with: Your Team or Department / The Entire Organization / Outside the Organization
– Where is your team located?
INFORMATION ARCHITECTURE DISCOVERY
Processes and Enterprise Content Management• Rarely can we separate the two
– Almost all content is tied to a process– Map the process and you’ll know how to manage the
content
COMPLIANCE USUALLY WINS
Regardless of the impact to effective collaboration, compliance usual over-rides common sense
– Oops, I meant to say priorities!
PROCESS & ECM DISCOVERY STRATEGIC NEEDS REQUEST EXAMPLE
Capex or Opex?
Enter Priority and Approver
Submit Request
Route to Approver
Approve/Deny
Supplier Input
Requestor Name
Expense Type
Amount
ProcessOutput Consumer
Workflow History
Approving Manager
Approval List Item
Finance
Approve/Deny Notification
Accounting
INFORMATION ARCHITECTURE DISCOVERY
Governance• Why?
– Confidentiality– Service Levels– Operational Efficiency– Usability
DON’T MAKE SIMPLE PROBLEMS COMPLEX
Who
What
WhenWhere
Why
INFORMATION ARCHITECTURE DISCOVERY
Governance• How?
– Who authorizes access to content?– How are processes patterned and managed?– Do you have an SLA?– Who will manage what?– Is this policy enforceable? (IF NOT – Throw it out!!)
STOP. THINK. DESIGN.
A good design:– Provides a consistent way of doing business– Aligns with the present state of your organization– Plans for the future state of your organization– Does not prevent workers from doing their job!
GOVERNANCE IN OFFICE 365
GOVERNANCE COMMITTEE
Governance Committee
eCIA
Project
Owner
Business Critical Stakeholders
ECM Lead
BA Lead
Critical Proces
s Owners
• New Server Farm (ConfigDB)• Disaster Recovery, Coop, and service level changes
• Web application additions• Web application Policies additions or deletions• New Service Applications• 3rd Party Products• Custom Code• Records and Policy Changes• Any high level information architecture modifications
• Site collection structure template changes• Track system enhancement requests
Key Decision
s
WELCOME TO OFFICE 365 ADMIN INTERFACE• You must be a global admin to provision many
services• Domains• DNS Configuration
• Must be admin to manage other services• BCS, SSS, Term Store, Infopath• Apps, Search, User Profiles, One Drive for Biz
• An isolated SPO admin interface is coming… stay tuned• Won’t include Domain and DNS config
SPSITE VS SPWEB
• SPSite = Site Collection• SPWeb = Site / SubSite (SubWeb)• SPSite administrator needs lots of training and
you must trust them• SPWeb owner needs lots of training, but they are
more limited• No Recycle Bin 2nd stage• No Search Admin rights• Theme limitations, publishing limitations
DEMO : SPSITE ADMIN VS SPWEB ADMIN
SITE CREATION IN OFFICE 365
• Who creates Site Collections?• Often kept within SP Admin Team / IT / TS• Who creates sites?
• Delegate Carefully• Don’t over govern or they’ll find other routes…
i.e. DropBox, Google Docs
• What’s the process for requesting a site?• What is the minimal level of training to be a site
owner or SCA?
EXAMPLE SITE CREATION PROCESSBasic form is completed describing scope and purpose of site request
1. User is directed to Learning Hub with instructions on why/how/when/what – also includes current site map
2. Is a new site is still deemed necessary, then:– What team is using the site?– What name would you like?– What is the purpose of the site and who will be the data owner?
EXAMPLE SITE CREATION PROCESS (CONTINUED)
3. Do you require customization?- Master Pages
- CSS
4. Request goes to SCA Admin(s) - Does this or a similar site already exist?
- If so, work with requester to use existing site(s)
- Otherwise, approve requester’s form workflow
EXAMPLE SITE CREATION PROCESS (CONTINUED)
5. Provision Site- Define SCA secondary
- Define SPWeb Owner(s) - Validate training for SCA and Site Owners
EXAMPLE SITE REQUEST FLOW
User
College Lead
SystemOffice
Requester reads documentation to
determine whether new site is necessary
Process Complete
Contact appropriate College Lead (on-site Technical Staff) from managed list. Provide details:
-The team that will be using the site-The site’s name
-Purpose / use for the team site, brief description-Custom specifications of site. Master page
settings, custom permissions, navigation, features
New site not required
Receives request. College lead then searches
existing campus sites to determine whether
similar site already exists
Contacts requester and provides similar site’s details along with site
owner’s contact information
College lead will kick off request for new site
creation via Nintex site approval workflow. Lead
provides site details in request.
Reviews request details. If necessary, make
revisions to the request.
Approval kicks off the Nintex site provisioning
workflow.
PROBLEM: REAL WORLD
• 17 Colleges, 2 SCAs, 10k employees, 110k students, CIO support, but little college level support
• So, can we create 17 site collections in O365 – one for each college?
• ….well, let’s see what happens when we do…
OPTION 1: EACH COLLEGE GETS ITS OWN SPSITE
/sites/administrative
/actc /xla /xla
/eku /xla
/actc
/ receivables
/xla
/payables / facilities /payroll /publicsafety
/eku
/ registrar/admissions /distancelearning / library /studentaffairs
OPTION 2: FUNCTIONAL ARCHITECTURE
/sites/administrative
/executive /finance /hr
/ it /dean
/executive
/EKU
/qa
/ACTC /xla /xla /xla
/ it
/EKU/ACTC /xla /xla /xla
ORGANIZATIONAL VS. FUNCTIONAL
ORGANIZATIONAL
• Easy Security Inheritance• Rich delegation possibilities• Easy to find organizationally-
centric content• Requires buy-in from
departments, divisions, colleges, etc
• Does not adapt to org changes• Challenging to centralize
processes
FUNCTIONAL
• Best architecture to re-engineer processes and centrally locate
• Easily adapts to organizational changes
• Challenging to administer roles and security
• Easy to find functional content, i.e. HR
• Creates search challenge in finding organizational content
SHARING, APPS, AND QUOTAS
• Will you allow all apps?– Who controls licensing?
• What are the quotas?– Always changing sizes by Microsoft
• Will you allow external sharing?– Authenticated– Anonymous– Draconian
USING SEARCH AND SOCIAL TO BRIDGE THE GAP
OPTION 1: FEDERATED SEARCH
OPTION 2: SINGLE, ON-PREMISES SEARCH CENTER
• Requires bi-directional hybrid design• Requires solid SLA for on-premises Search Farm• Requires crawl account and read permissions on each SPSite• Requires Crawling Connector to Office 365• Single Source of truth• Better relevancy rankings on search results• Just plain easier to get stuff done• Lots of bandwidth at times to run
– - Be patient on the initial crawl! Microsoft throttles your crawling
SOCIAL GOVERNANCE AND INTEGRATIONYammer makes newsfeeds easy to assist with bridging the gap between on-premises and Office 365Caution: “who” will be the authoritative source for profile info?
Change Trusted My Site Hosts on-premisesNeed to develop custom page to overcome Domain vs. Claims identify (domain\user vs. . i:0#.f|membership|[email protected]
** HTTP://BLOGS.MSDN.COM/B/JVASIL/ARCHIVE/2013/12/04/USING-AN-OFFICE-365-SHAREPOINT-ONLINE-HYBRID-MYSITE-SOLUTION.ASPX
INTEGRATING ECM AND GOVERNANCE IN OFFICE 365
ECM 101- THE NINE FUNDAMENTAL QUESTIONS
1. Location2. Authentication3. Authorization4. Integrity5. Distribution6. Filing (metadata)7. Retrieval (Findability)8. Retention9. Archiving
CONTENT TYPE PRIMER – 6 THINGS
1. Name & Description2. Template3. Workflows4. Information Management Policies
– Auditing– Multi-stage Retention
5. Document Information Panel6. Site Columns
COLUMNS REFRESHER FOR ECM
• Site Columns– Reusable in lists and Libraries
• List Columns– Usable in a single list or library
• Combined– Metadata captured across multiple lists (site
column)– Metadata pertinent to a single list (list column)– Full document metadata capture often requires
both!
SO, WHY ARE YOU TELLING ME THIS?
An item (document) can now have three managed sources for metadata:
– Enterprise Keywords– Site Columns– List Columns
And NOW, you may have one or all of these on premises AND Office 365!
LIST SITE Tenant
EXAMPLE
MANAGED METADATA GOVERNANCE
Sub-sites
Service Application Administrator
Term Store Administrator
Group Manager- Add Users- ContributeTop Level Site
Metadata Service
Term Store
Term Set(s)
Term(s)
Group(s)
ContentType Hub
Projects 2
EXAMPLE TIERED LOGICAL ARCHITECTURE
https://critical
ManagedMetadata 1
LegalCustomer
OnboardingClaimsSales Marketing
/sites/
Building MaintenanceIT 1Projects 1 IT 2
Ben Mark Sabrina
https://MySitesNewsfee
d
Content
Profile
/sites/
/site/
Managed Metadata 2
PerformancePoint
BCS
Secure Store
http://teams
http://extranet
User Profiles
(Office 365)
Enterprise Search
Human Resources
Employee Portal
BI Portal
PartnerVendorVendor
“GLOBAL” METADATA-BASED NAVIGATION
TWO MAJOR COMPONENTS OF ECM GOVERNANCE
• Consider two distinct strategies– ECM Framework– Process/Site subcomponent of ECM
• Build the Enterprise Strategy and Governance FIRST– Then rollout processes/sites one-by-one
ECM AND COLLABORATION OVERVIEW
• Can’t separate ECM and collaboration – it’s often the same content– Exceptions like Archive, EHR, etc.
• Don’t break what is working• Team-centric solution currently, leave it alone!• Use proposed architecture to “wire” the team-
bases solutions to both the centralized ECM hubs and inter-team collaboration model
FRAMEWORK FOR SUCCESS
Carve out space for the BFOC– Advanced Governance in the enterprise tier
• i.e. Records Types published via MMS, additional service applications, more lenient Web and Site restrictions
– Consider only basic ECM and Governance in Office 365• i.e. in-place records management, no centralized content
types/records types, limited service applications, restrictive settings and policies
• E-Discovery is a big win in Office 365 sites