1. virtual techdays INDIA │ 9-11 February 2011 Governance in Sharepoint 2010 Manoj Mantri │ Technology Architect, Infosys

2.  Sharepoint 2010 Core Workloads  New Governance Considerations  Why and What of Governance  Governance Aspects  Non System or Business Aspect  System or Technical Aspect  OOB Governance Options  Governance Spectrum  Minimal Governance Considerations  Keep Governance Alive and Kicking !!!  Opportunity for ISVs  Q & A virtual techdays INDIA │ 9-11 February 2011 S E S S I O N A G E N D A

3. virtual techdays INDIA │ 9-11 February 2011 Sharepoint 2010 Core Workloads Social Relevance Phonetic Search Navigation FAST Integration Enhanced Pipeline Ribbon UI SharePoint Workspace SharePoint Mobile Office Client and Office Web App Integration Standards Support Tagging, Tag Cloud, Ratings Social Bookmarking Blogs and Wikis My Sites Activity Feeds Profiles and Expertise Org Browser Enterprise Content Types Metadata and Navigation Document Sets Multi-stage Disposition Audio and Video Content Types Remote Blob Storage List Enhancements PerformancePoint Services Excel Services Chart Web Part Visio Services Web Analytics SQL Server Integration PowerPivot Business Connectivity Services InfoPath Form Services External Lists Workflow SharePoint Designer Visual Studio API Enhancements REST/ATOM/RSS

4.  Social Computing Features  Tags, Ratings, etc – means more content types to govern, requires additional planning  Enterprise Metadata Management Features  Taxonomy (Managed Terms) + Folksonomy (Managed Keywords)  Content Type Syndication across site-collections, web-apps and even farms  Records Management Features  In-place records vs Records Archive  Content Organizer – partitioning large data via routing based on metadata  Increased Customizations support  Apply themes, create custom designs using SPD  Sandbox, Excel and Access solutions  Enhancements in Limits  Lists, Resource Throttling virtual techdays INDIA │ 9-11 February 2011 New Governance Areas – Tip of iceberg

5.  Lack of governance could lead to  Uncontrolled and Unmanaged growth of information and data  Proliferation of Sharepoint Sites and IT Servers  Loss in productivity, inability to find right information at the right time  Performance Issues, slow, un-responsive system  Scalability issues, unplanned growth of data  Security Issues, unauthorized people getting access to sensitive content  Very shallow insight into the environment, memory issues  In one word, CHAOS !!! virtual techdays INDIA │ 9-11 February 2011 Why Governance

6.  Governance is the set of policies, roles, responsibilities, and processes that guides, directs, and controls how an organization's business divisions and IT teams cooperate to achieve business goals – Technet  In short, art of making  People  Process  Technology work together seamlessly to achieve business results virtual techdays INDIA │ 9-11 February 2011 What is Governance

7. People-oriented aspect Requires business case and commitment Involves Defining and Planning Communication, User-Adoption Training & Support Non-System or Business aspect Process and Technology oriented aspect Requires technical knowledge Involves Configuration and/or Development Implementation Deployment and Monitoring System or Technical aspect virtual techdays INDIA │ 9-11 February 2011 Governance Aspects

8. Vision Statement Describes what value needs to be realized with its implementation Provides critical guidance to make trade-offs Roles and Responsibi lities Clear demarcation of rights and responsibilities. Helps in resolving any conflicts Enterprise Roles and Site/Site Collection Roles. Different for different organizations Guiding Principles These define organizational preference that support the vision Best practices in areas of IT, Security, Site Design, Content Policies and Standards Policies = Rules, Standards = Best practices, Driven by statutory, regulatory or organizational req. Content Policies & Standards and Site Design Policies & Standards virtual techdays INDIA │ 9-11 February 2011 Non-System Governance Areas – Governance Plan

9. virtual techdays INDIA │ 9-11 February 2011 Good Governance Plan ObjectivesHow Avoid solution, team site and content proliferationDefine Content and Site Review process Ensure content quality for life of solutionImplement Content Quality Mgmt. policies Provide consistent high quality user experienceDefine guidelines for site and content designers Establish clear decision making authority and escalation procedures so policy violations are managed and conflicts are resolved on a timely basis Create appropriate Roles and Responsibilities Ensure solution strategy is aligned with business objectives to continuously deliver business value Continuously review Solution Strategy Ensure that content is retained in complianceImplement record retention policies

10. Involves governing content and information that users store in those services Involves governing custom solutions Involves governing product itself and the services it provides virtual techdays INDIA │ 9-11 February 2011 System Governance Areas – Governance Continuum

11. virtual techdays INDIA │ 9-11 February 2011 IT Management Architecture and ServicesCapacity and Sizing Service Levels Security and Software Deployment IT Management

12. virtual techdays INDIA │ 9-11 February 2011 IT Management – Architecture Considerations  Services Architecture  A-la-Carte model of services, loosely coupled, maximum flexibility, greater control reqd.  Multi-Tenancy or Hosted Architecture  Using same hardware to service multiple tenants, isolation security without cost increase  Claims Based Authentication  New, built on WIF, Support mixed and multiple authentications on zones  Can convert Classic Windows authentication to Claims, irreversible process  Search  Index partitioned & copied to Query servers, multiple databases - Admin, Crawl, Property  FAST Search for > 500 million documents  and many more…

13. virtual techdays INDIA │ 9-11 February 2011 IT Management – Sizing Considerations  Important to be aware of Boundary, Threshold and Supported Limits  Web Application  Web Server and Application Server  Content Databases  Site Collections  Lists and Libraries  and Individual Services considerations

14. Taxonomy and Navigation ECM Content Types SearchManaged Metadata Information Architecture virtual techdays INDIA │ 9-11 February 2011 Information Management

15. virtual techdays INDIA │ 9-11 February 2011 Information Management – Metadata Management in Nutshell Managed Metadata Service Term Store Term Groups Term Sets Terms Content Type Hub Site Collection

16. Customizations SPD, VS 2010 Sandbox Environment Application Lifecycle management (ALM) Artifacts Deployment Application Management virtual techdays INDIA │ 9-11 February 2011 Application Management

17. virtual techdays INDIA │ 9-11 February 2011 ALM Process TFS Dev Integration Server Build Verification Farm Source: msdn-Sharepoint 2010 Advanced Trainingmsdn-Sharepoint 2010 Advanced Training

18. virtual techdays INDIA │ 9-11 February 2011 OOB Governance Options Farm Level Managed Accounts Centralized store, Can change password automatically Simply re-use for newer web-apps creation or services Diagnostic Logging Event Throttling, Event Log Flood Protection, Correlation IDs, Trace Logs, ULSViewer Usage Data & Health Data Collection Usage of features, Page load times, Search queries Extensible, Performance Overhead Web Analytics Traffic, Search, Inventory Web Application Level Content DB Mgmt. Multiple Content DBs, No. of SiteCollections, Scalability Blocking File Types, Security Security Policies User and Permissions Policies for specific web app Use groups instead of individual users, Security Resource Throttling Checks performance counters against set thresholds Resource Utilization Eg. Processor\% Processor Time Solutions and Features Sandboxed Solutions, Resource Quotas, Soln. Validators Farm Solutions as in MOSS

19. virtual techdays INDIA │ 9-11 February 2011 OOB Governance Options – Continued Site Level Customization To allow SPD or not Master Pages, Page Layouts can be overridden Branding Themes, Should not be allowed Attaching Cutom Master page to _layouts app. pages Quotas Resource Throttling Site Quota and Resource Quotas Managing Large Lists Lifecycle Management Deletion, No OOB Archiving Auditing, Performance Overhead Search Index File Location Dedicated disks preferred Content Sources Keep minimum, Assign priorities, Normal and High – Eg. Corporate Announcements

20. virtual techdays INDIA │ 9-11 February 2011 Governance Spectrum Blogs, Enterprise Wikis, MySites Team Sites, Workspaces, Web Databases Enterprise Site Types like Records Center, Document Center, Search Publishing Portals Central Admin Governance Increases

21. virtual techdays INDIA │ 9-11 February 2011 Minimal Governance Considerations  Architecture and Sizing  NFRs such as Availability, Scalability, Security, SLAs (Backup and Restore)  Enterprise Taxonomy & Navigation  Content Lifecycle Management  Sites, Permissions, Items  Social Computing Features  User Profile Service  Managed Metadata Service  Search Service

22.  To avoid any surprises, ensure system stability  To improve user experience & productivity  To minimize costs and maximize ROI – continuously  To mitigate risks, ensure compliance  To refine/adapt or introduce changes in alignment to business dynamics virtual techdays INDIA │ 9-11 February 2011 Keep Governance Alive and Kicking

23. virtual techdays INDIA │ 9-11 February 2011 Summary  Build core Diversified team  Articulate Vision clearly – will guide in trade-offs  Identify basic governance principles – Key Framing Decisions  Reference existing policies and standards  Communication  Review major components with major stakeholders  Agree on a common Governance plan suitable to most  Devise strategies to implement the plan  Regularly collect feedback  Review feedback and Revise plan

24.  Moving managed term from one location to another  Metadata applied earlier will have to be changed. Not supported OOB  Users leave organization  Though deleted from AD, they still exist in Sharepoint, security threat, some policy  No one stop place to know artifacts during existing migrations  To know what content types, features, solutions are deployed, where and if they are in use, require modifications. Same for sites  Lot of PowerShell scripts to realize multi-tenant architecture  Custom (wizard based UI) tool would surely help  No OOB support for Archival of sites/documents before deleting  Custom feature might help for later retrieval virtual techdays INDIA │ 9-11 February 2011 Opportunity for ISVs

25. virtual techdays INDIA │ 9-11 February 2011 Q & A

26. virtual techdays INDIA │ 9-11 February 2011 RESOURCES  Governance Resource Center  http://technet.microsoft.com/en-us/sharepoint/ff800826.aspx http://technet.microsoft.com/en-us/sharepoint/ff800826.aspx  Governance Planning  http://technet.microsoft.com/en-us/library/ff848257.aspx http://technet.microsoft.com/en-us/library/ff848257.aspx  Implementing Governance  http://technet.microsoft.com/en-us/library/ff969355.aspx http://technet.microsoft.com/en-us/library/ff969355.aspx

27. virtual techdays THANKS │ 9-11 February 2011 manoj_mantri@infosys.com