1. Office365 Is Governance Affected and Where Do We Start?
Stacy L. Deere-Stacy
Focal Point Solutions, LLC

3. Links for the Soul Give a Little, Get a Lot: Use Plan B Personal Blog
Personal Blog
Information Governance Blog
Christian Buckley
Governance Template

4. Agenda Things that make you go hmmm… OneDrive
What Does Governance Mean?
O365 Impacts
Areas of Governance
Governance Team
Best Practices
OneDrive
Yammer
Don’t forget Development
Last but not least
3rd Parties Tools
What Are we gonna talk about?

5. 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?

6. What Does Governance Mean?
Any Musicians? Sheet Music?
Football…. Oregon vs. Ohio State…. Referees NCAA…

7. It Means
The set of policies, roles, responsibilities, and processes that control how an organization works together to achieve their goals.
Via Wiki
How many time do you see something like this, but never use the word Governance?
Why Do people choose not to use the Word Governance?
Dirty Word
Some uses:
Guidelines
SOP
Policies
Any word not to use Governance
Freaks people out, scares them.
They Make it harder than it really is..

8. What it 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

9. 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 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
What are the impacts of Office 365? •
SharePoint Admins/Server Admins in the Room?
Server Maintenance?
CU’s ?
Scheduled Downtime?
SLA’s?
Takes away managing the on-prem architecture
Who honestly likes doing updates?
I would rather be doing the cool school inside of SharePoint
SharePoint and Exchange are primarily affected
Storage (pooled) 5 TB per Company
The biggest impact is sizing! – be mindful of sizing
Site collection storage 100 GB
365 has on Governance is quotas sizing limits My Site storage 500 MB allocation •
Data sprawl
What the heck is Data Sprawl?
Cause by disk growth.
Not a single vendor problem
Maintain an active knowledge of where data is
So, O365 must be watched Site collections per more carefully in Office 365 tenant 300 to avoid hitting capacity Mailbox Size 25 gig
Most common problem
Productivity: how information worker spend their time searching for data
Data Sprawl -

10. 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.

11. What Can be Governed?

12. Areas of Governance Wiki MySites Site Audits Naming Conventions
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

13. 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:
List a couple

14. Team Roles Strategy Team Tactical Team
Consists of business owners who provide insight and direction to drive strategic initiatives.
NO CHANGE!
Consists of 3 sub-teams that support the directives of the Strategy team.
Operations
Support
Developers
Want to take a Guess?

15. Tactical Team Responsibilities
Operations Team
Support Team
Development 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
New features and program management while adhering to standards.
Develop customized & personalized solutions for departments & division sites.
Whose job will be changing the most?

16. Tactical Team Responsibilities
Operations Team
Support Team
Development Team
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*
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
New features and program management while adhering to standards.
Develop customized & personalized solutions for departments & division sites.
* Indicates Change

17. 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.
An effective governance plan anticipates the needs and goals of your organization's business divisions and IT teams. Because every enterprise is unique, we recommend that you tailor a governance plan to your environment by using the following steps.
Determine initial principles and goals
Set a base line
develop a governance vision, policies, and standards that can be measured to track compliance
For example, your plan should identify SLA’s for both technical and business teams for support
- how long does your SharePoint Support/Admin have to solve an issue? 3 Business Days?
How is that Issue communicated?
What is the support structure?
Classify your business information
What are you going to track? What Key Terms do you have? What is your Taxonomy?
Organize or customize taxonomy - information that supports your business
Design an information architecture to manage it.

18. 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 education strategy – or User Adoption
The Human Element is the Success or Failure of Governance
Comprehensive Training Plan – Shows users how to use SharePoint, based on standards – also explains why standards are important
_ Where to go to find answers
Plan should cover the training needed – Some Departments may require a New User to pass a exam/wbt in order to gain access their SharePoint site

19. 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.
Develop an ongoing plan
committee should meet regularly to review new requirements
committee should provide regular reports to its executive sponsors to promote accountability
take full advantage of the usefulness of your SharePoint solution

20. 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.
OneDrive Vs. OneDrive for Business
Anyone know the difference?
OneDrive – personal free
OneDrive for Business – see slide

21. 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!

22. 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

23. 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
When you implement and Share to company
Noway to stop sharing to external Yammer
If someone leaves:
Account has been removed
However, Content on external account is still there.
Engage an influencer
No Governance Build Influencers and relationships
Training, just stating ‘Don’t do that’ does not work
External Usage Policy

24. 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
Admin
E-Discovery:
Electronic discovery (or e-discovery or ediscovery) refers to discovery in civil litigation or government investigations which deals with the exchange of information in electronic format (often referred to as electronically stored information or ESI).
HR nightmare – Wife HR Associate Relations

25. 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, Admin
Same Policies for users also applies to Developers…..They are not special….
One Depart would start purchasing products to solve a problem, when another department already had a product to solve the same problem….

26. Last but not least!! Load balancing Validation Documentation
Sensitive data
How to handle exceptions
Security review
SharePoint apps
Documentation
Design Standards
Development Standards
Quality Assurance
Deployment standards
Project management
How to handle exceptions
Every company is different.

27. 3rd Party Tools Governance toolkit for Office 365 ShareGate Exchange
Sharepoint
Office 365 Settings
Lync
ShareGate
SPDockIT
SPDocKit
Acceleratio Ltd.

28. Where to Get Started?
Get a template…….IT’S FREE!!! What Governance Template Do I Use…..
Great Start and outline of what an Average Company will need
Starts the brain juices flowing on other areas that need to be addressed.
Start Discovery what your company needs….
Start small…… Low hanging fruit…..
Turn it into an Agile Story…
As an End User, I would like to receive a resolution to my SharePoint Issue Within 3 business days.
ITS S.M.A.R.T

29. 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
Workflow to remind of when a policy doc needs to be reviewed
Refresh Governance Team – New Perspectives

30. COMPANY: http://focalpointsolutions.co
@sldeere
Stacy Deere-Strole
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