Governance – how does information & security drive your architecture

Randy WilliamsEnterprise Trainer & Evangelist

randy.williams@avepoint.comTwitter: @tweetraw

© 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of

AvePoint, Inc.

Randy Williams

Enterprise Trainer & Evangelist – AvePoint20 years in IT

developer, consultant, trainer, author

Three-time SharePoint MVPSpeaker at many global conferences

randy.williams@avepoint.comhttp://linkd.in/plEEb1@tweetraw

Objectives & Agenda

Defining GovernanceManagement Controls and ScopesInformation Architecture vs. ManagementFour-Step Architecting Governance Process

Defining Governance

Communities

Search

Sites

Composites

ContentInsights

GOVERNANCE

“”

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.

Microsoft - http://bit.ly/nmNSbj

What is governance?

“”

Governance defines the people,

processes, policies and technologies

that deliver a service

Alternate definition

People

Process

Technology

Policy

People

Process

Technology

Policy

People

Process

Technology

Policy SERVICE

GOVERNANCE

Architecting Governance

1. Define and classify your

requirements

2. Design for managemen

t requirement

s

3. Refine for business

requirements

4. Overlay information architecture

and manageabili

ty

Management Controlsand Scopes

Fundamentals

Management controls and scopes Se

rvice

Applic

atio

n

Config

urat

ion

and

Data

Farm

Web Application

Service Application

Zone

Content DB

Site collection

Top-level site

List/Library

[Folder]

Item / Document

Sub site Sub site

Security Permissions

Features

Data Storage

SLAs

Blocked File Ty

pes

SSL

SharePoint Service Isolation

Quotas

Security Permissions

Ownership

(Full Control)

Management controls and scopes

It’s about containers (scopes)Security (permissions)? We understand that…

Scope unique permissions = site, list/library, folder, itemAdministrative overhead of multiple containers

But…

Governance and managementis more than just security!

Information Architecturevs. Management

Fundamentals

Info Architecture vs. Info ManagementInformation Architecture

Organize and describe content

MetadataStructureRelationships

InputsKnowledge Management teamLibrariansContent ownersSubject matter experts (SMEs)

OutcomesSite map (navigation)TaxonomySearchTargeting (audiences)

Information ArchitectureSharePoint

http://intranet

HR Finance

Expense Reports

Vacation & Sick Day Tracking

Financial PerformanceBenefits

Info Architecture vs. Info ManagementInformation Architecture

Organize and describe content

MetadataStructureRelationships

InputsKnowledge Management teamLibrariansContent ownersSubject matter experts (SMEs)

OutcomesSite map (navigation)TaxonomySearchTargeting (audiences)

Info ManagementManage the content & service

Access levels (permissions)LifecycleStorage

InputsInformation management policiesIT usage policiesRegulatory environmentSLAs

OutcomesAccess levelsRecords managementCompliancePerformance

Service Architecture

PRODUCTION FARM

http://teams

Site Collection

HR

Site Collection

Engineering

Site Collection

Finance

http://intranet

Site Collection

/

HR Engineering Finance

Site Collection

Custom App

http://apps

Remote LoB App

Public Extranet

Test Farm

Search Metadata My Sites

http://teams

Site Collection

HR

Site Collection

Engineering

Site Collection

Finance

http://intranet

Site Collection

/

HR Engineering Finance

Site Collection

Custom App

http://apps

Research & Development CRM

WWW Extranet

PRODUCTION FARM

http://teams

Site Collection

HR

Site Collection

Engineering

Site Collection

Finance

http://intranet

Site Collection

/

HR Engineering Finance

Site Collection

Custom App

http://apps

Remote LoB App

Public Extranet

SharePoint

http://intranet

HR Finance

Expense Reports

Vacation & Sick Day Tracking

Financial PerformanceBenefits

Search Metadata My Sites

Research & Development CRM

WWW Extranet

Architecting Governance

Four-Step Process to

Architecting Governance

1. Define and classify your

requirements

2. Design for managemen

t requirement

s

3. Refine for business

requirements

4. Overlay information architecture

and manageabili

ty

Classifying requirements

BusinessBusiness purpose of the solution

TechnicalProject

Budget, deadlines, etc.

Information architectureHow content is described, organized and discovered

Information managementHow content is created, secured, maintained, and disposed

Service managementIT assurance: performance, availability, recoverySLAs

Requirements to Architecture

BusinessRequirements

TechnicalRequirements

InformationClassification

Information Management Requirements

ServiceArchitecture

InformationArchitecture

Information Management

Policies

Service Management Requirements

Solicited Derived

Architecting Governance

1. Define and classify your

requirements

2. Design for managemen

t requirement

s

3. Refine for business

requirements

4. Overlay information architecture

and manageabili

ty

FARM

SITE COLLECTION

Management controls and scopes

WEB APPLICATION

CONTENT DATABASE

Top-Level Site

Subsite Subsite

List or Library

[Folder]

Item or Document

ZoneService

Application

Ownership

(Full Control)User & Group

Management

Requirements multiple web apps

Blocked file typesDNS namespace (URL)Web site service isolation

Web server: server isolationApplication pool: process isolation

Classic Mode or Claims Based AuthenticationSelf-service site creation, automatic deletion of unused sites

More requirements multiple web apps

SharePoint Designer controlsImpact of upgrade

Functional web applications (http://apps) not upgraded immediately

Business applications in this SharePoint web app have specific functionalityThey meet business requirements without upgradeFeatures that are installed to support these applications take time to upgrade

Collaborative web sites, intranet, and services upgraded immediately

Take advantage of new features of SharePoint vNext

Service application connections and configuration

Multiple scopes

Requirements multiple zones

Anonymous accessAnonymous policySSLAuthentication providersUser policy

Guidance: Web apps and zones

INTRANET: published intranet contenthttp://intranet

COLLABORATION: business unit, department, team, project

http://teams

EXTRANET: collaboration with customers, vendors & partners

http://extranetZone: https://clients

SOCIAL: enterprise social networking and personal contenthttp://people

PUBLIC WEB SITEhttp://www

SIGNIFICANT LINE OF BUSINESS APPLICATIONhttp://<LOB> e.g. http://CRM

Requirements Multi-farm architectures

Code isolationDev / Test / Staging / Production

AccessPublic-facing web siteExtranet in Cloud: Partners & Customers

Geo-performanceCollaboration farm(s) with team sites

Feature and process isolationEnterprise SharePoint farm with intranet and enterprise services

Enterprise services: search, metadata, social (User Profiles, My Sites)

Premium farm(s) for custom applications

Consider the implicationsSLAsChargebacksUpgrade to vNext

Requirements multiple site collections

OwnershipPrimary & secondary site collection administrators (Central Admin)The owner and secondary owner attributes of a site collectionFull control of site collection + receive site collection email notifications

AdministrationSite collection administrators as defined in the site collectionFull control of site collection

QuotasLocksSharePoint Designer restrictionsFeaturesSandbox SolutionsSearch settingsAudit settingsUser & group management

Multiple scopes

Content lifecycle example

FARM

http://intranet

HR Finance

http://teams

HR FinanceBenefits

Benefits Page

Benefits

Benefits Page

Archived

Requirements content databases

Storage ManagementLocation of database

Which SQL Server(s) host the databaseStorage platform

RedundancyClusteringMirroringStorage platform features

Backup SLAsHow long it takes to back up data

Recovery SLAsHow long it takes to restore dataRTO and RPO

PowerShell delegationRemote BLOB Storage (RBS)

Architecting Governance

1. Define and classify your

requirements

2. Design for managemen

t requirement

s

3. Refine for business

requirements

4. Overlay information architecture

and manageabili

ty

FARM

SITE COLLECTION

Sites, lists, libraries, and folders

WEB APPLICATION

CONTENT DATABASE

Top-Level Site

Subsite Subsite

List or Library

[Folder]

Item or Document

ZoneService

Application

Features

Security

Permissions

Architecting Governance

1. Define and classify your

requirements

2. Design for managemen

t requirement

s

3. Refine for business

requirements

4. Overlay information architecture

and manageabili

ty

The Great Divide

Management requirements more “containers”Web applicationsSite collectionsContent databases

Out-of-box features scoped to a single site collection

NavigationAdd a subsite, navigation links created automatically

Content managementSite columns and content types apply to a subsite

AdministrationAudit reports pull audit information from an entire site collection

“Behind the scenes”

FARM

http://teams

Site Collection

HR

Site Collection

Engineering

Site Collection

Finance

http://intranet

Site Collection

/

HR Engineering Finance

Site Collection

Custom App

http://apps

Presentation to the user

SharePoint

http://intranet

HR Finance

Expense Reports

Vacation & Sick Day Tracking

Financial PerformanceBenefits

Overlay Information Architecture

NavigationManually-configured Quick Launch and top link bar (global navigation)Custom link lists (advantage: security trimmed)Custom or third-party navigation controlsSPXmlContentMapProvider

Navigation

FARM

http://teams

Site Collection

HR

Site Collection

Engineering

Site Collection

Finance

http://intranet

Site Collection

/

HR Engineering Finance

Site Collection

Custom App

http://apps

Presentation to the user

SharePoint

http://intranet

HR Finance

Expense Reports

Vacation & Sick Day Tracking

Financial PerformanceBenefits

Overlay Administration

Administration “single pane of glass” acrossSite collectionsWeb applicationsFarms

For…Manage access, audit, manage groupsDeploy content

PowerShellThird-party administration tools

DOCAVE TO THE RESCUE…

Infrastructure Management

Deployment

Management

Data Protection

Administration &

ReportingCompliance

Replication

Storage Optimizatio

n

ONE EXAMPLE

50 PROD103

DocAve Administrator

How you position a service to customer is very important! It must be simple, reliable and

CONSISTENT!!

For Administrators looking for simplified management of SharePoint farms, DocAve Administrator is a scalable and feature rich solution that allows you to intuitively manage all your farms down to item level as opposed to other tools that do not offer true multi-farm management

SharePoint Administration

List Settings

Library Settings

List Settings

Site SettingsSite Settings

Site Settings

WebApp

Settings

Site Collection Settings

Site Collection Settings

Site Settings

Site Settings

Site Settings

Site Settings

Site Settings

Site Collection Settings

Site Collection Settings

WebApp

Settings

Central Admin

Site Settings

Library Settings

Site Settings

Too many setting pages…

51 PROD103

The Future

© 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of AvePoint, Inc.

Data Protection

Admin-istrationReportingStorage

Optimization Migration Compliance

DocAve

Managing Governance

Plans & Rules APIs

TO SUMMARIZE…

Architecting Governance

1. Define and classify your

requirements

2. Design for managemen

t requirement

s

3. Refine for business

requirements

4. Overlay information architecture

and manageabili

ty

Requirements to Architecture

BusinessRequirements

TechnicalRequirements

InformationClassification

Information Management Requirements

ServiceArchitecture

InformationArchitecture

Information Management

Policies

Service Management Requirements

Solicited Derived

People

Process

Technology

Policy SERVICE

GOVERNANCE

SERVICE

GOVERNANCE

MANAGEMENT

Q&ARandy Williamsrandy.williams@avepoint.com

© 2011 AvePoint, Inc. All rights reserved. No part of this may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written consent of

AvePoint, Inc.