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Required Slide. SESSION CODE: OSP219. Information Governance for Microsoft SharePoint 2010. Paul Turner Lead Solution Consultant HP. Agenda. The appeal of SharePoint Governance – an overview Data usage Order versus Chaos What about the Cloud?. The appeal of SharePoint. The appeal

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Information governance for microsoft sharepoint 2010

Required Slide

SESSION CODE: OSP219

Information Governance for MicrosoftSharePoint 2010

Paul Turner

Lead Solution Consultant

HP


Agenda
Agenda

  • The appeal of SharePoint

  • Governance – an overview

  • Data usage

  • Order versus Chaos

  • What about the Cloud?


The appeal of sharepoint
The appeal of SharePoint

  • The appeal

    • Not expensive

    • Easy to use

    • Good fit with your existing Microsoft technology investment

    • 2010 improvements (Social & Records)


The appeal of sharepoint ii
The appeal of SharePoint II

  • Short term

    • Reduce network drive and email usage

    • Introduce collaboration

    • Replace a legacy intranet

    • Replace File Server

  • Long term

    • Integration with LOB applications

    • Extranet and internet capabilities


So what s the problem
So what’s the problem?

  • It started with a CD..........


And ended like this
And ended like this

Location-3

Location-2

Location-1

Location-4

Sites

Sites

Sites

Sites

Content

6

10 June 2010


Meeting market demands
Meeting market demands ...

Business Outcomes

Faster decision making

and time to market

Improve information

discovery & accessibility

Improve businessprocess efficiency

Improve Value

Mitigate Risk

Reduce Cost

Manage data according to

business needs over time

Improve information

control

Improve operational

efficiency

IT Initiatives


The life of data in the data center
The Life of Data in the Data Center

Storage Capacity

Operational complexity

Performance degradation

Probability of re-use

Probability of reuse

time


The life of data in the data center with consolidation

Consolidation

The Life of Data in the Data Center: With Consolidation

w/o

Consolidation

Amount of Data

Probability of reuse

time


It use case
IT use case

Location-3

Location-2

Location-1

Location-4

Sites

Sites

Sites

Sites

Data Volme over years

Data

growth

90% Reference Data

10% Current Data

Year

10

10 June 2010

Data to run the business


It use case1
IT use case

Step #1 – Data Management

Sites

Sites

Sites

Sites

  • Leverage CIFS Storage

  • Tape Archive elimination

  • Mitigate risk

  • Avoid overload

  • Improve Performance

  • Shorten B&R window

  • Reduce Capacity

  • Ease DB operation

Retention, Security, Classification, Policies

Critical & Current

Data

TRIM 7

Reference Data

11

10 June 2010


Why information management is important

Top customer requirements

Why information management is important

Source: “Information Management Initiatives at Midsize and Large Organizations” ComputerWorld study sponsored by SAS, October 2007




If HP knew what HP knows, we would be three times as profitable”

Former chief executive of Hewlett-Packard, Lew Platt,


Some definitions
Some Definitions profitable”

Data + Business Context

Content Management (CM), Records Management (RM), Business Intelligence (BI), …

Bits & Bytes

Backup/Restore, Replication, Migration, Disaster Recovery, HSM, Archive, …

Infrastructure

Tiering, Arrays, Tape Libraries, Switches, HP, EMC, Hitachi, IBM


Information environment
Information Environment profitable”

Business Process

Governance

Discover

Architecture

Deliver

Use & Collaborate

Create

Business

Information Management

Information Systems

Data Management

IT

Preserve

Store

Protect

Secure

Infrastructure


Information governance platform
Information governance Platform profitable”

Paper docs

E-docs/email

Applications

SharePoint

Capture

Classify

Reduce

Retain and Protect

Discover

Dispose


  • Governance means often different things to different people profitable”

    • It is about the ability to manage an asset effectively and responsibly

    • Set of roles, responsibilities, and processes that you put in place in an enterprise to guide the development and use of a solution.

    • Its about „providing direction“ and ensuring the „course is being kept“


But solution success is not just about technology
… but solution success is not just about technology … profitable”

Training

Technology

20%

Support

Policies

Communication

Deployment

Documentation


And it s easy to make mistakes
… and it’s easy to make mistakes profitable”

  • Not defining policies on what to use SharePoint for (and what not to use it for)

  • Empowering users without appropriate training and guidance

  • Letting users manage security when they have no clue what they are doing

  • Not treating SharePoint like an enterprise application

  • Letting users add lots of items/New columns to a list

    • literally kills the server

  • Not planning for scale and/or growth

  • Not providing SharePoint as a centralized service for the organization

  • Not testing the backup/recovery process

  • Allowing CD installation


Why do you need a governance plan
Why do you need a Governance Plan? profitable”

  • Avoid “SharePoint Sprawl”

    • Customer expected 10,000 sites – almost 150,000 identified

  • Ensure that content quality is maintained for the life of the portal

  • Consistently provide a high quality user experience by ensuring that the governance plan is followed

  • Establish clear decision making authority and escalation procedures so that policy violations are dealt with and conflicts are resolved on a timely basis

  • Ensure that the portal strategy is aligned with business objectives so that it continuously delivers business value


A governance plan is important because
A profitable” Governance Plan is important because …

  • SharePoint

    • often overlaps with other installed applications in particular capabilities

    • capabilities are not ‘required’ or ‘mandated’; users need to understand the value to get the benefit

    • Users can do a lot – we give them “great power” and need to ensure they accept their “great responsibility”


Concepts effective governance plan
Concepts Effective Governance Plan profitable”

  • People

    • Define a clear Vision for the solution

    • Articulate Roles and Responsibilities

  • Technology

    • Define policies for service levels and appropriate use

  • Policy

    • Articulate design and usage principles - best practices and formal policies

  • Process

    • Define procedures for common tasks such as creating a new site or requesting new business requirements


One size does not fit all
One Size Does Not Fit All profitable”

Corporate

Business Taxonomy

With Divisional

Stakeholders

Central Portal

Aggregation & Navigation

Division Portals

Business Process Management

Division News

Group Reporting & Scorecards

Self-Service Site

Creation

+ Life Cycle

Management

Loosely Structured

Group, Team, Project

Sites and Workspaces

Provisioned per User

Individual Contributors

Blogs,

Social Networking


Technical governance
Technical Governance profitable”

  • This we are comfortable with

    • Number of servers

    • Sites per content database

    • Deletion periods

    • Backup and restore

    • SLA

    • DR

    • .......... Etc......


The lifecycle of information

Probability of reuse profitable”

The Lifecycle of Information

Primary Storage

$$$

Secondary Storage

$$

Probability of reuse

Long Term Retention

$

0 days

30 days

90 days

1+years

forever

Average days

Since creation

milliseconds

seconds

minutes

hours

days

Recovery

Time required


Hp japan
HP Japan profitable”

Industry: Business technology


Customer example
Customer Example profitable”

  • New Products



Key governance considerations
Key Governance Considerations profitable”

Process/Procedural

Design/Configuration

Document Sets

Sandbox Solutions

Custom Help

Executing Legal Holds

Granular Backups

Training on Social Network Policy

In-Place Records Mgmt

Deploying Custom Webparts

Server Resources Quota

Advanced Doc Routing

New/Updated

in

SP 2010

Community Involvement Incentives

Managed Metadata

Community Involvement Incentives

Tags

Staged Retention

Managing Server Accounts

Tag Inheritance

Feedback

Community Involvement Incentives

Offline Workspace

Ratings

Certifying Delegated Admins

User Site Themes

Unique Doc IDs

Record Disposal Process

Activity Feeds

Reporting Abuse

Consistent Global Navigation

Managing Access Rights

Site Provisioning

Training

Branding Rules

SP 2007

Provisioning of AD Security Groups

Content Confidentiality

Info Mgmt Policies

User Provisioning

Site Templates

Quotas

Regulatory Compliance

Content Types

Requesting a Collaboration Site


Sharepoint 2010 considerations
SharePoint 2010 Considerations profitable”

  • Social Computing Implications

    • Governance planning is even more important in SharePoint 2010 because the increased emphasis and availability of social computing features means there are more types of content to govern.

    • SharePoint 2010 offers users a far more participatory role in the solution information architecture through the use of “social data” such as tags, bookmarks and ratings. Users need to understand and internalize the value proposition for leveraging these features. Solution designers will likely need to provide both guidance and encouragement for their use.


Tagging march 2009
Tagging (March 2009) profitable”

  • ‘Document’ transfer from external farm to internal using virtual lists

  • Multi Langauge

  • Term management and merging


Order v chaos
Order v Chaos profitable”

?

Where do you want to be?

“Order”

“Chaos”

Folksonomy

FilePlan


Sharepoint 2010 considerations1
SharePoint 2010 Considerations profitable”

  • Managed Metadata

    • Consistent Terminology

    • Better Navigation/Filtering

    • Better Search Results

    • Easier on Users

    • But…potential for confusion

      • What is Metadata?

      • Managed Keywords vs Managed Terms

      • Document Columns vs Social Tags

  • You will have learnt this at an earlier session


Sharepoint 2010 considerations2
SharePoint 2010 Considerations profitable”

  • Records Management

    • In-Place Records vs Records Archive vs 3rd Party

    • You’ll likely use 2 – need to decide which and when

    • Has effect on:

      • Record retention rules

      • Which users can view records

      • Ease of locating records (Collaborators vs Records Managers)

      • Maintaining each version as a record

      • Records Auditing

      • Site Organization (and number of sites used)

      • E-Discovery

      • Security

    • If you are doing Records Archive, you need a records manager role!


Do they know their records management competency
Do they know their records management competency? profitable”

  • How they would rate their organizations competency in records management?

  • Do they know the risks they are exposed to? Do they know what they don’t know?

  • Is there communication and shared responsibility between both IT and the business?

    “HP & AIIM Records Management Competency Assessment”

    • Easy-to-use online assessment to help understand the records management competency of an organization

    • Records management competency has been classified into five stages

  • Questionnaire is in 3 parts focusing on people, process and systems

  • Immediately identifies and explains your stage of records management competency

www.rmcompetency.org


Stages of competency reduce risk
Stages of competency: reduce risk profitable”

A phased approach to Records Management best practice

Unaware:unmanaged

Aware:developing

Aware:formative

Aware:competent

Focused:sophisticated

  • Vital records at risk

  • Non-compliance

  • Duplication of work

  • High storage and e-discovery costs

  • No authoritative versions

  • No info sharing

  • Uncontrolled retention

  • Decisions based on incomplete info

  • Incomplete chain of custody

  • No recognisable business context

  • Poor information security

  • Duplication of work

  • High e-discovery cost

  • No authoritative versions

  • No sharing of information

  • Poor retention

  • Decisions based on incomplete information

  • Incomplete chain of custody

  • No recognisable business context

  • Poor information security

R I S K

  • Duplication of work

  • No authoritative versions

  • Minimal sharing of information

  • Decisions based on incomplete information

  • No recognisable business context

  • Poor information security

  • Cost of manual capture

  • Distributed silos of records

  • Change management


What about the cloud
What about the Cloud profitable”

  • BPOS and other initiatives?


SharePoint Online Dedicated profitable”

Feature Summary

Communities

Sites

Content

Search

Insights

Composites

Service Specific

  • RSS Content Syndication

  • Privacy & security

  • Audience Targeting

  • Site and document aggregation

  • Site Manager

  • Mobile Device Support

  • SharePoint sites and Documents Roll up web parts

  • Integration with SharePoint designer

  • Portal Site Templates

  • Site Directory

  • Colleagues and membership web parts

  • User Profiles import

  • Multi-lingual user interface

  • Extranet access

  • People and groups lists

  • Calendars

  • Email Integration

  • Task Coordination

  • Surveys

  • Document Collaboration

  • Issue Tracking

  • Templates

  • Standard Site templates

  • Social Networking Web part

  • Real time presence and communication

  • Standard Meeting Site Templates

  • Document Information Panel

  • Document Action Bar

  • Retention and Auditing policies

  • Navigation controls

  • Content publishing

  • Page Layouts

  • Slide Libraries

  • Document Management Site Templates

  • Standard Enterprise and Publishing Site templates

  • Policies, auditing and compliance

  • Cross site-collection search

  • Enterprise content sources

  • Admin & Management

  • Indexing Controls

  • People search

  • Business Data Search (via Federated Query)

  • Authoritative Pages

  • Relevance Features

    • Did you mean?

    • Query Recommendation

  • Integrated business intelligence dashboards

  • Key performance indicators

  • Filter web parts

  • Integrated flexible spreadsheet publishing

  • Share manage and control spreadsheets

  • Web-based business intelligence using excel services

  • Data connection libraries

  • Business data web parts

  • Business data actions

  • Report center

  • Web Analytics

  • Forms libraries

  • Custom workflows

  • Centralized forms management and control

  • Design once development model

  • Form import wizard

  • Integrated deployment model for no-code forms

  • Compatibility Checker

  • Standard, Enterprise, Deskless USL

  • Partner Access License

  • Shorter RPO/RTO

  • Automated Custom Code Validation

  • Customization Deployment Framework

  • Tenant Admin Console

  • Improved Forms Technology

  • Improved Workflows

  • Business Document Workflow Support

  • Partial trusted workflow actions

  • Browser based forms

  • Improved BDC (Read/Write)

  • External Lists

  • Improved SharePoint Designer

  • Sandboxed Solutions

  • Phonetic Search

  • Improved Content authoring

  • Improved Records Repository

  • Metadata and Taxonomy

  • Content Organizer

  • Metadata driven Navigation

  • Document IDs

  • Document Sets

  • Legal Holds

  • Office Web Apps

  • Business Data Search (via Indexing)

  • Hosted FAST

  • Configure crawled file type

  • Improved Wikis and Blogs

  • Tagging

  • Rating

  • Note Board

  • Tag Cloud

  • Activity Feed

  • SharePoint WorkSpace

  • Improved My Sites

  • Visio Integration

  • Improved Usage Analytics

  • Access Services

Other

  • New UX

  • Cross Browser Support (Safari, IE, FF)

  • Office 2010 Client integration

  • Performance Point Services

  • Single Sign-On

  • Claims Authentication

  • Project Online

  • Custom Managed Paths

  • Qualified Platform/Validated Apps

  • Application Marketplace

  • Integration with Microsoft information rights management (IRM)

  • Site variations

  • Geo-distributed design

Launch + 1

Launch + 2

2007 capabilities

Launch


Summary
Summary profitable”

  • Understand the Managed Meta Data in SharePoint 2010

  • Establish a governance framework to ensure quality and relevance of content and to ensure that all users understand their roles and responsibilities.

  • Make sure that you have a Governance Board with a strong advocate in the role of Executive Sponsor.

  • Keep your governance model simple. Solutions need a strong governance model, but they don't need complicated models with lots of bureaucracy.

  • Don't make the solution itself more complicated than it needs to be. Just because SharePoint has a cool feature doesn't mean that you need to deploy it – at least not right away.

    • POC/Model Office

  • An effective Governance Plan doesn’t have to constrain every move – it has to provide guidance to users to ensure that your solution remains effective and vibrant over time.


Governance a balanced view
Governance: a balanced view profitable”

Compliance

Application

Systems


Track resources

Required Slide profitable”

Track PMs will supply the content for this slide, which will be inserted during the final scrub.

Track Resources

  • For More Information – http://sharepoint.microsoft.com

  • SharePoint Developer Center – http://msdn.microsoft.com/sharepoint

  • SharePoint Tech Center – http://technet.microsoft.com/sharepoint

  • Official SharePoint Team Blog – http://blogs.msdn.com/sharepoint


Related content

Required Slide profitable”

Speakers, please list the Breakout Sessions, Interactive Sessions, Labs and Demo Stations that are related to your session.

Related Content

  • Breakout Sessions – See Conference Guide for full list of OSP Track Sessions

  • Interactive Sessions – OSP Track has 10 Interactive Sessions – OSP01-INT – OSP10-INT

  • Hands-on Labs – OSP01-HOL – OSP20-HOL

  • Product Demo Stations – Yellow Section, OSP

    • Office 2010, SharePoint 2010, Project Server 2010, Visio 2010 have kiosks and demos


Resources

Required Slide profitable”

Resources

Learning

  • Sessions On-Demand & Community

  • Microsoft Certification & Training Resources

www.microsoft.com/teched

www.microsoft.com/learning

  • Resources for IT Professionals

  • Resources for Developers

  • http://microsoft.com/technet

  • http://microsoft.com/msdn


Required Slide profitable”

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© profitable”2010 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.

The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.


Required Slide profitable”


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