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

Links for the Soul Give a Little, Get a Lot: Use Plan B Personal Blog 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

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?

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?

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

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..

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

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 - http://www.virtualworks.com/blog/data-sprawl/how-data-sprawl-happens  

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.

What Can be Governed?

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

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

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?

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?

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

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.

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

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

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

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

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

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

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….

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.

3rd Party Tools Governance toolkit for Office 365 ShareGate Exchange Sharepoint Office 365 Settings Lync ShareGate SPDockIT SPDocKit Acceleratio Ltd. http://www.spdockit.com  

Where to Get Started? Get a template…….IT’S FREE!!! What Governance Template Do I Use….. http://spmindmelt.focalpointsolutions.co/?p=133 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

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

COMPANY: http://focalpointsolutions.co @sldeere www.linkedin.com/in/stacydeere sdeere@focalpointsolutions.co https://www.facebook.com/focalpointsolutions.co Stacy Deere-Strole BLOG: http://spmindmelt.focalpointsolutions.co COMPANY: http://focalpointsolutions.co