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Office365
Is Governance Affected and
Where Do We Start?
Stacy L. Deere-Stacy
Focal Point Solutions, LLC
Thank You for being a part of
SharePoint Saturday Nashville!
Remember to follow @SPSNashville and tag #SPSNashville in your posts!
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sldeere@focalpointsolutions.co
@sldeere
http://spmindmelt.focalpointsolutions.co
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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
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Agenda
• What is Governance?
• O365 Impacts
• Areas of Governance
• Things that make you go hmmm…
• Key points
• Governance Team
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• Best practices
• OneDrive
• Yammer
• Don’t forget
• Last but not least
• 3rd Parties & supporting
governance
• NEW STUFF
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?
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What Does Governance Mean?
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What Does Governance Means
The set of policies, roles, responsibilities, and processes that control
how an organization works together to achieve their goals.
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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
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WHAT ARE THE IMPACTS OF OFFICE 365?
Feature
Specifications
Storage (pooled)
10 GB per user
500 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
• 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
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.
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What Can be Governed?
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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
Governance Team
Your 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:
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
Support Team
Operations Team
•
•
Help Enforce
Governance Plan
Manage Routine
Maintenance Tasks:
•
•
•
•
Nightly Backups
Usage Monitoring &
Analysis
Scheduled Task
Validation
Security Release &
System Upgrades
•
•
•
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
•
•
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*
Development Team
Support Team
Operations Team
•
Create Support System
with SLA’s*
Respond to questions,
bugs and other issue
resolution
Provide typical
SharePoint Admin roles
such as:
•
•
•
•
New features and program
management while
adhering to standards.
Develop customized &
personalized solutions for
departments & division
sites.
Site Provisioning
Security
Permissions for
users and groups
* Indicates Change
Key Governance Points
• Center of Excellence (Non-IT Individuals)
• Executive Involvement
• Ongoing End User Interaction
• Reporting & Auditing
• Agile Development
• Revisit
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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.
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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.
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 for Business
• Sync & share documents
• Collaborate on document security with individuals inside and outside
the company
• Access content and information anywhere and from almost any device
• Version Control & Content life cycle
• Manage access permissions
• Access with native mobile client apps for windows 8 and ios.
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However!!!
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!
Yammer
What it Does Well:
• 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
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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 our nda
• Require all users to sign
• 3rd party app – (supplemental applications)
• Gamification, Analytics, LMS and other integration areas
Yammer Governance
Prevention Steps:
• Keyword monitoring
• Define types of group administration
• Password policies
• IP blocking
• User management
• Mandate an authentication method for external users
• E-discovery
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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
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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
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3rd Party Tools
• Governance toolkit for Office 365
• Exchange
• Sharepoint
• Office 365 Settings
• Lync
• ShareGate
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Where to Get Started?
Get a template…….IT’S FREE!!!
What Governance Template Do I Use…..
http://spmindmelt.focalpointsolutions.co/?p=133
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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
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Straight from
Ignite!!
Coming Soon…..
•
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•
•
•
•
•
•
•
Video
More Windows Updates for Business
Workplaces – Modern is EVERYWHERE not in a cubicle
Mobility & Social are the Core
Sway
OneNote Enhancements
CRM Integration
PowerBI (Highly Integrated)
Azure in your data center
Stretch SQL 2016 DB to Azure
Analytics Solution – Analyze and take action
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SharePoint 2016 – Cloud Improvements (Server)
• Making Hybrid Easier (For easier upgrade later)
• Machine Learning Capabilities
• About Me – Next Generation Portal that uses Microsoft's Delve content
discovery tool, based on Office Graph enterprise search technology, to
surface content and organizational information.
• Upgrade is planned to ship to 2013!!
• OneDrive for Business
• Improved Searching between On Premise and Cloud (Unify Search Index)
SharePoint 2016 – Patch Deployments
Enhancements
•
Patch & Deployment Enhancements
•
•
New Server Role in the Installation Wizard
Added Compliance Reporting to help with role installations.
•
•
MinRole
•
•
•
No multiple page PowerShell commands needed for Hybrid Installations
Capability that will reduce it to hosting three discreet roles, including "user roles," "robot services
roles" and "cache services roles
If you opt out of using the “Minrole” you can choose “Specialized Load”.
Health Analyzer
•
•
•
•
Ensure roles will stay as provisioned
Will can for compliance (All except “specialized load”
Compare your farm to Microsoft best practices.
Include and improved Fix button in CA
SharePoint 2016 – Patch Deployments
Enhancements
• Patches could be as big as SharePoint itself
• Currently OOTB 37 Patches will be needed with an extra 18 if you use
language packs.
• Goal is to get the patches to 4 and 1 extra for language packs
• Patches will be smaller, faster and ZERO downtime
• No longer require HA environment to just deploy a patch 
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SharePoint 2016 – Server Requirements
• Windows Server 2012 R2 or Windows Server 10
• Windows Server AppFabric 1.1 – To be deprecated next year but will
still be supported in 2016
• No migration from previous versions other than 2013
• Standalone Installations are NO LONGER SUPPORTED
• Single Server Farm Deployments no longer included SQL Server
Express
• New LIMITS
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Office 365 Groups
• Public & Private Groups
• Groups will have…
• Place to have conversations
• Calendar
• OneNote
• Document Library
• OneDrive for Business
• Stored in Azure AD (Exchange + SharePoint)
• By default ANYONE can create them
• Will replace the need for some Team Sites
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Don’t Lose Control
• Disable Group Creation by User
•
Set-OwaMailboxPolicy -Identity test.com\OwaMailboxPolicy-Default GroupCreationEnabled $false
• Limited Management
• Cannot recover deleted groups
• All groups can be seen
• No Compliance Features
• No Retention Polices
• No Migration Support
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Expo Notables
• Content Panda
• http://www.contentpanda.com/#in-context-help
• AppIt (K2’s Workflow & Forms in the Cloud)
• http://www.k2.com/appit
• Secunia (Free PSI)
• http://secunia.com/
• AvePoint
• http://www.avepoint.com/
• GSX Monitoring
• http://www.gsx.com/
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Valuable Links
• Channel 9 - https://channel9.msdn.com/
• ITUnity - http://www.itunity.com/ignite-live
• Channel 9 Session Downloader
• https://gallery.technet.microsoft.com/Channel9Session-04b2558b
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Thank You for being a part of
SharePoint Saturday Nashville!
Remember to follow @SPSNashville and tag #SPSNashville in your posts!
Platinum Sponsors
Gold Sponsors
Session Feedback
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http://SPSNashville.org/120
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@sldeere
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sdeere@focalpointsolutions.co
Stacy Deere-Strole
BLOG: http://spmindmelt.focalpointsolutions.co
COMPANY: http://focalpointsolutions.co