How your Metadata Strategy Impacts Everything You Do

19 May 2012

Looking Under the Hood: How Your Metadata Strategy Impacts Everything You Do

Christian Buckley@buckleyplanet #SPSJHB

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About

Christian Buckley, Director of Product Evangelism at Axceler

• Microsoft MVP for SharePoint Server

• Most recently at Microsoft, part of the Microsoft Managed Services team (now Office365-Dedicated) and then Advertising Operations

• Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration

• Co-founded and sold a collaboration software company to Rational Software. At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), onboarding numerous high-tech manufacturing companies, including Hitachi, Matsushita (Panasonic), and Seagate

• Co-authored ‘Microsoft SharePoint 2010: Creating and Implementing Real-World Projects’ link (MS Press, March 2012) and 3 books on software configuration management.

• Twitter: @buckleyplanet Blog: buckleyplanet.com Email: [email protected]

http://www.twitter.com/buckleyplanet

http://www.buckleyplanet.com/

mailto:[email protected]

Get the BookAvailable from Microsoft Press

Order your copy at http://oreil.ly/qC4loT

Tackle 10 common business problems with proven SharePoint solutions

• Set up a help desk solution to track service requests

• Build a modest project management system

• Design a scheduling system to manage resources

• Create a site to support geographically dispersed teams

• Implement a course registration system

• Build a learning center with training classes and resources

• Design a team blog platform to review content

• Create a process to coordinate RFP responses

• Set up a FAQ system to help users find answers quickly

• Implement a cost-effective contact management system

http://oreil.ly/qC4loT

http://oreil.ly/qC4loT

Improving Collaboration since 2007Mission: To enable enterprises to simplify, optimize, and secure their collaborative platforms

– Delivered award-winning administration and migration software since 1994, and for SharePoint since 2007

– Over 2,000 global customers

Dramatically improve the management of SharePoint– Innovative products that improve security, scalability, reliability, “deployability”– Making IT more effective and efficient and lower the total cost of ownership

Focus on solving specific SharePoint problems (Administration & Migration)

– Coach enterprises on SharePoint best practices– Give administrators the most innovative tools available– Anticipate customers’ needs– Deliver best of breed offerings– Stay in lock step with SharePoint development and market trends

Axceler Overview

Email Cell Twitter Blog

[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com

The #1 reason why your 2010 deployment will fail



What are you trying to accomplish with SharePoint?

Some questions for you…



What was missing from your previous attempts?



What is your metadata strategy for 2010?



What is metadata, anyway?



Metadata 101




[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net



• Book title• Author• ISBN• Publisher

• Name• Account Number• Credit Card• Social Security #• Billing Address

• Device ID• Email• Software version







• Travel dates• City visiting• Flight number• GPS position

• Friend’s Name• City visiting• GPS position• Distance to friend• Avoidance Flag = Yes

• Name• Account Number• Mileage to date• Home town



The Role of Metadata

Scott Singleton, Managed Metadata in SharePoint 2010 http://www.slideshare.net/scottsingleton/managed-metadata-insharepoint2010





Asset TypeCompany

Asset Number

Barcode Tracking Number

Color code

(by department)





StateID Type

Class

Expiration

License Number

Address

Date of Birth

Donor

Emergency Contact





Title

Email

Date

Scam campaign content

Randomly generated name

Name



Metadata is the lifeblood of SharePoint

Taxonomy and metadata drive the tools and processes that make the world go round

Metadata powers search,

it powers social media,

and it powers SharePoint

The role of metadata



Why aren’t my end users using SharePoint?

Creating Passionate Users, Kathy Sierra



Taxonomy



In Biology, taxonomy is the science dealing with the description, identification, naming, and classification of organisms. “however, the term is now applied in a wider, more general sense and now may refer to a classification of things, as well as to the principles underlying such a classification.”

~Wikipedia.org





Your Current Taxonomy



What is your broader strategy for tagging, metadata and taxonomy?

Map out your high level taxonomy (web applications and site collections) and schemas (Content Types)

Understand your current-state and future-state plans, and how they relate to your metadata

Managed

Metadata

Service

Term Stores

Improved Governanc

e



How is metadata managed inside of SharePoint?



Tier 1 site collections based on business units or product areas

Top level portal

Tier 2 sites that follow specific structure



SharePoint 2010 offers many services OOTB Search Excel Services BCS Project Server Web Analytics Access Performance Point Visio Word Office Web Apps People

These centrally managed services allow for greater control across the enterprise Have your cake and eat it through centrally managed services

The Role of Services



It is a service application created by a Farm Administrator It is added to a farm’s default list You can also create a content type hub, which is a URL

to a site collection

What is Behind Managed Metadata



It’s basically a definition of an artifact that can be stored in a SharePoint site. For example: A project document, including

File type Date created Author Last modified

It is part of a workflow, including Who needs to approve Date of approval

It includes information management policies that Cannot be edited once approved

Content Type



Content types may be applied for each site collection

…or for certain sites



Scott Singleton, Managed Metadata in SharePoint 2010 http://slidesha.re/hNPeAQ

http://slidesha.re/hNPeAQ




Content types can be shared Create a content type hub, which is an blank site

collection used to publish content types Publish the content types Consume them Content types become visible in subscriber’s

content type galleries

Syndication



Ensure each of your “librarians” understand: Their term group properties

Group name Description Contributors Group Managers

Their term store properties Term store administrators Default and working languages

Actively make changes, as needed, to these properties

Managing Your Term Groups and Stores (part of governance)



What is the role of governance?





Corporate

SharePoint

Project

IT



Governance is about taking action to help your organization organize, optimize, and manage your systems and resources.

In SharePoint…







1. Have a plan to address it

2. Create an internal SharePoint user group

3. Create a governance site

4. Clearly define roles and responsibilities

5. Outline your taxonomy, communicate it, and iterate

6. Learn and evolve

Jumpstart your governance



Lessons Learned



1. Understand your metadata and taxonomy model

2. Have a strategy for Managed Metadata

3. Involve your end users

4. Make governance a priority

5. Create a governance site and keep it fresh

6. Iterate, iterate, iterate

Lessons learned, at a high level



• Map out your high level taxonomy

• Web applications

• Site collections

• Content Types

• Plan for your migration (or set it up right the first time)

• Consolidate your content types.

• Clean up your folder structures.

• Refine your keyword taxonomy.

• Standardize your site structure and templates.

• Build a consistent navigation.

• With Managed Metadata Service in 2010, it is critical that you set up a governance model to guide this process, or it will quickly get out of hand

Getting tactical – First Steps

• Christian [email protected]+1 [email protected] and http://info.axceler.com

• Additional Resources – On The Importance of Metadata, Craig Mullins http://bit.ly/cOWp2F – Enabling Social Media through Metadata http://slidesha.re/gdjoaz– Managed Metadata in SharePoint 2010, Scott Singleton http://slidesha.re/hNPeAQ– The Battle for Metadata in SharePoint 2010, Michal Pisarek http://bit.ly/g7vFWN – 5 Steps of a Successful SharePoint Site Transformation http://bit.ly/eB6qbN – Creating Passionate Users, Kathy Sierra http://headrush.typepad.com/

Contact me

mailto:[email protected]

http://www.twitter.com/buckleyplanet

http://www.buckleyplanet.com/

http://info.axceler.com/

http://bit.ly/cOWp2F

http://bit.ly/cOWp2F

http://slidesha.re/gdjoaz

http://slidesha.re/gdjoaz




http://bit.ly/g7vFWN

http://bit.ly/g7vFWN

http://bit.ly/eB6qbN

http://bit.ly/eB6qbN

http://headrush.typepad.com/



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How your Metadata Strategy Impacts Everything You Do

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