Implementing SharePoint Governance

1. Matt Engel SharePoint Team Lead, Stoneridge Inc. http://www.menglit.com Implementing SharePoint Governance

2. Agenda Implementing SharePoint Governance.  • Forming Governance Teams • Governance Topics vs. SharePoint Features • Implementing End-User Accountability through Groups and Permissions • Enforcing Governance through PowerShell.  Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

3. IT Work(contract/consultant/FTE): Higher Education; Finance; Legal; Healthcare; Manufacturing; Public Works/Parks; Retail; Courses Taught (Allegheny & Mercyhurst): IT Leadership; Database Management; Linux Programming; Advanced Linux Programming; Programming Languages; Education & Continuing Education: Plural Sight; PSUG; SQL Saturday; SPTech – Boston; AgilePointFundamentals Training Program; Memphis, TN - SP User Group; K2 Enablement Training Sessions; MS WorkshopPLUS– SharePoint 2010 Administration; MS ChalkTalk– PowerShell; Best Practices Conference; MS in Information Technology – Carnegie Mellon University; BS in Computer Science – Allegheny College; Pittsburgh SPUG, September 2014 Best Practices Conference 2008

4. Agenda Implementing SharePoint Governance.  • Forming Governance Teams • Governance Topics vs. SharePoint Features • Implementing End-User Accountability through Groups and Permissions • Enforcing Governance through PowerShell.  Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

5. Governance (Microsoft) • Governance is the set of policies, roles, responsibilities, and processes that control how an organization's business divisions and IT teams work together to achieve its goals. Every organization has unique needs and goals that influence its approach to governance. Larger organizations will probably require more—and more detailed—governance than smaller organizations. A good governance plan can: • Streamline the deployment of products and technologies, such as SharePoint Server 2013. • Help keep your organization’s system secure and compliant. • Help ensure the best return on your investment in technology. Source: http://technet.microsoft.com/en-us/library/cc263356(v=office.15).aspx Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

6. Governance • How do you understand and define the role of Governance? (1) Rules / Policies / Expectations? • HIPPA, ITAR, SOX, ISO, etc…. (2) How do we INTEND to use SharePoint (usage)? (3) What is ultimate GOAL for our SharePoint implementation? • A stable SharePoint deployment that provides utility (adds value) to the organization • How do (1), (2), & (3) change or get re-interpreted throughout the organization? Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

7. Governance Team • Who should be on the team? • IT – only; Power Users; CIO, Divisional Leaders; Upwardly-mobile Middle Managers; • Interview Round 1: “Show & Tell” • Interview Round 2: “Card Sorting” • Request to join the team: • How frequently will the team need to be meet? Meeting Duration? Format? • Expectations? • Membership Term? Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

8. Agenda Implementing SharePoint Governance.  • Forming Governance Teams • Governance Topics vs. SharePoint Features • Implementing End-User Accountability through Groups and Permissions • Enforcing Governance through PowerShell.  Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

9. Governance Topics vs. SharePoint Features • Lesson Learned – Stay out of the Weeds • http://office.microsoft.com/download/afile.aspx?AssetID=AM102306291033 • Educause / Datatel – SharePiont Governance Checklist • Governance Topics • Goals; Intended Use; Policies & Procedures; Connected Resources; Information Architecture; Branding; Audiences; Communication; Training; Change Management (acceptable downtime); Team Members; Data Backup & Retention; Support;…. • Lesson Learned – Use SharePoint to Govern SharePoint Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

10. Agenda Implementing SharePoint Governance.  • Forming Governance Teams • Governance Topics vs. SharePoint Features • Implementing End-User Accountability through Groups and Permissions • Enforcing Governance through PowerShell.  Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

11. Implementing Accountability • Owners • Consistently Designate a Named Group • Not necessarily a power-user • Responsible for working with IT to ensure both content & users comply with all policies, procedures, regulations, etc…. • Managers • Delegated responsibilities from above… may manage users; create lists; Departmental power-user Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

12. Custom Groups & Permissions • Custom Groups (…in blue) • Remove or restrict “Full Control” • Remove or restrict site creation • Use Group Ownership to force access accountability • Future Work / Next Steps: • Permission Audit via an Event Receiver or nightly PowerShell script? Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

13. Agenda Implementing SharePoint Governance.  • Forming Governance Teams • Governance Topics vs. SharePoint Features • Implementing End-User Accountability through Groups and Permissions • Enforcing Governance through PowerShell.  Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

14. Enforcing Governance through PowerShell.  • How I use PowerShell • Log Files (Support) • Site Permissions (Policy & Procedures, IA ?) • Site Groups (Policy & Procedures) • Named Users (Policy & Procedures) • Branding (Usage) • SharePoint Designer (Support) • Folders (Usage, IA ?) • Document Versioning (Retention) • Archiving Old Content (Retention) Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

15. How I use PowerShell… • PowerGUI- http://en.community.dell.com/techcenter/powergui • Version (2 – 4): • PS> get-host • PS> $psversiontable • Profiles • http://blogs.technet.com/b/heyscriptingguy/archive/2012/05/21/understanding-the-six-powershell-profiles.aspx • http://technet.microsoft.com/en-us/library/dd819434.aspx • All Users All Hosts - $PsHome\Profile.ps1 • Sample: http://www.mengelit.com/2014/09/29/powershell-custom-profile-with-transcription/ Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

16. Log files (Critical Events) • Sample: http://www.mengelit.com/2014/09/30/powershell-query-sharepoint-farm-for-critical-errors/ • Merge-SPLogFile-StartTime $yesterday -EndTime $now -Level "Critical" -Path $mergepath-Overwrite Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

17. Site Permissions • Sample: http://www.mengelit.com/2014/09/29/powershell-create-custom-permission-levels-in-sharepoint-2013/ • Delete specified Site permissions Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

18. Site Groups • Sample: http://www.mengelit.com/2014/09/29/powershell-create-custom-group-in-sharepoint-2013/ Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

19. Named Users • Restrict Permissions in Active Directory? • Remove read permissions from the App Pool account of the Web Application (site) in question (to the AD Groups or OU Level) • Central Admin – User Profile Service • Build connection, Containers…. • Filter out all Groups? • Edit Connection Filters; Under Exclusion Filter for Groups; “gidNumber” is “Present • PowerShell Audit • Reference: http://gallery.technet.microsoft.com/scriptcenter/Enumerate-SharePoint-2010-35976bdb • Sample: http://www.mengelit.com/2014/09/29/powershell-list-all-active-directory-groups-with-permission-to-sharepoint/ Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

20. Branding • No PowerShell! • **Tested only for SharePoint 2010 • CSS & Master Page in /_layouts • VS Solution with an Event Receiver (new web) to apply • Global Navigator (across site collections) • http://spnavigationmenu.codeplex.com/ Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

21. SharePoint Designer • **Tested only for SharePoint 2010 • Sample http://www.mengelit.com/2014/09/29/powershell-disable-sharepoint-designer-2010/ Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

22. Folders • $list.EnableFolderCreation = $false • $list.Update() • Sample: http://www.mengelit.com/2014/09/30/powershell-disable-folders-in-sharepoint-lists-and-libraries/ Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

23. Versioning • Why? • Audit Requirements? • Written Law? Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

24. Versioning #Create a version each time you edit an item in this list (lists)#Create major versions (document libraries)$list.EnableVersioning = $true#Create major and minor (draft) versions (document libraries only)$list.EnableMinorVersions = $false#Keep the following number of versions (lists)#Keep the following number of major versions (document libraries)$list.MajorVersionLimit = 5#Keep drafts for the following number of approved versions (lists)#Keep drafts for the following number of major versions (document libraries)$list.MajorWithMinorVersionsLimit = 0 $list.Update() • Sample: http://www.mengelit.com/2014/09/30/powershell-find-sharepoint-lists-and-libraries-with-unmanaged-versions/ • **Iterates through all documents and items in the farm…. Task Manager Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

25. Archiving • Goal: Keep “Active” Content in production • Content Lifetime • Required Content • Version 1: • Web Information List (content owner, business value, etc…) within each web • Version 2: • Central listing of all webs. • $spweb.LastItemModifiedDate Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

26. Resources • Web Portals and Higher Education, Technologies to Make IT Personal - Richard N. Katz • Brief list of interesting PowerShell commands for SharePoint • http://www.tcscblog.com/wp-content/uploads/2010/12/PowerShell_Demo_Scripts.txt • Card Sorting / Mind Mapping Software • https://bubbl.us/ • Metalogix - Control Point • http://www.metalogix.com/Products/ControlPoint.aspx?utm_source=Adwords&utm_medium=cpc&utm_campaign=701a0000002EA6q&utm_term=sharepoint%20governance&utm_content=40325426185&gmt=p&gnw=g&gcr=40325426185&gpl=&gkw=sharepoint%20governance&gcm=&gag=Managing%20Governance&md=ps Matt Engel | SharePoint Team Lead | Stoneridge, Inc.