SharePoint 2013 governance model

SharePoint 2013 Governance Planningby

Yash Goleywww.freelearningzone.com

http://www.freelearningzone.com/

Content

1

• Governance Area

• Infrastructure Governance

• Application Governance

• Information Governance

• SharePoint Information Architecture

• Managed Metadata Planning

• Content Type Planning

• Templates in SharePoint

• Community (Social)

SharePoint Governance Hierarchy

2

SharePoint 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.

Enterprise Shared Service

People

Policy Process

Technology

Governance

Documents/ Items (Site Admin & End Users)Docs, Calendar Events, Contacts, Info, images etc..

Content Type/ List/ Library (Site Admin, End Users & Dev.)Docs, Pages, Task, Events, Discussions, Surveys, etc…

Sites (Owner, Site Admin & Developer)

Team Site, Project Site, Wiki, Blogs, HR, Legal etc.

Site Collections (SC Admin, Owner & Developers)

Team Site, Project Site, Wiki, Blogs, HR, Legal etc.

Databases (Architect & Admins)Content, Config, SSP, Search

Web Applications (Architect & Admins)Central Admin, SSP Admin, Content, Apps

Servers (Architect & Admins)Web Front End, APP, SQL, Search, SharePoint/ Provider Hosted Apps

Farm (Entp. Architect and Admin)Internet, Extranet, Intranet

Governance Layers & Responsible roles

SharePoint Service Isolation

SSL, Quota templates, Blocked Files, Apps, Service Applications, File Upload Size

Data Storage SLAs

Quota, Site Templates, Versioning, Managed Metadata, Features, Security

Features, Security, Best Practices

Security, Best Practices

SharePoint Service Isolation App Model Governance

Governance Area

3

Application Governance

Information Governance

Infrastructure Governance

Information Governance

Software and Services

SLAsClassification

of dataSecurity Performance

Support, Rules and Guidelines

Development Standards, Apps

Governance & Best Practices

Project lifecycle Management, Deployment Guidelines

Branding as per Organization

Policies


Site structure classification

Managing documents, lists, sites, pages etc.

Content Access Management

Availability of Content

Redundancy Management


Governance expertise is required in 3 major areas

Drive User Adoption and Best Practices


4

Define Quota templates like Data storage limit for site collections, Maximum size of uploaded files. Different quota templates for site collections at different service levels.

Manage uploads to large libraries by using the Content Organizer. Classify content of your organization. Different type of webapps based on the type of content i.e. High security content, transactional content,

public (internet) facing content, unsecured internal content etc. Define Content lifecycle SLA based on the type of content. i.e. Regular collaboration content, business critical,

High Security Content. Define backup and recovery policies Plan the frequency at which you back up the farms. Recovery, load

balancing, and failover strategies. Response time that you will guarantee for restoring data. Define service SLA for SharePoint support.


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ArtifactsSite

Collection / Site

Quota VersioningProvisioni

ngRetention

Search Enable

d

Community Sites /Community 1 GB – 2 GB No or On Demand (2-5 versions)

SC Owner 6 Months from last use (Automated notification to confirm)

Yes *

Project Sites /Projects 2 GB or On Demand

Max 5 Major and 5 Minor

Automated/ Helpdesk

Project Duration + 1 Year (Automated notification to confirm)

Yes

Team Sites /Teamsite 2 GB or On Demand

Max 3Major and 3 Minor

Automated/ Helpdesk

3 Years (Content not modified in last 3 years & Automated notification to confirm)

Yes

My Sites /Mysite 200 MB Max 2 Major and 2 Minor

Self 1 Year from last used (Automated notification to confirm)

Yes

Applications /Apps 5 - 10 GB or Business Need


Central Admin/ Automated/ Helpdesk

3-7 Years based on business needs (Archive content not modified in last 3 years & Automated notification to confirm)

Yes

PII (Personal Identifiable Information) –High securitydata

/PII 5 - 10 GB or Business Need


Central Admin/ Automated/ Helpdesk

3-7 Years based on business needs (Archive content not modified in last 3 years & Automated notification to confirm)

Yes **

* Closed community group may not be search enabled.** Only with closed group of people having access to PII content (SharePoint automatically takes case based on security setup).Automated archival process is highly recommended for applications with huge volume of data to ensure greater performance.


6

Development best practices, defined guidelines for coding standards and 3rd Party Tools. Best practices and governance for app development (SharePoint and Provider Hosted). Consider maximum use of client side code and custom code outside of SharePoint (Provider hosted apps). Consider high level scrutiny for full trust solutions (farm level), 90% of your business need should be fulfil with

custom apps. Defined application lifecycle management process (Requirements, Design, Coding, Code Management, Testing

and Deployment/ Release Management) Automated builds and fully equipped test environment for integration testing. Clear deployment guidelines, defined deployment schedule and automated scripts. Pre-production environment identical to production. Issue log/ bug fix tracking/ performance testing. Regular test of applications in disaster recovery environment. End users use the production environment for feedback and ideas. Issues are reported and tracked. Feedback and issues are transformed to requirements and tasks, cycle begins again


7

Chose the right owner for Development Tools

• Visual Studio Only Developers• SharePoint Designer, Nintex Developers , Admins• InfoPath Designer, Nintex Forms Developers,

AdminsIn special cases only handover Designer or InfoPath to Trained and Certified Power Users with regular monitoring.

SharePoint Development is UniqueSharePoint coding structure and practices are different that traditional .Net development. Features SharePoint Object Model Web Services

Event Receivers/Handlers Developer Dashboard

CAML BI Solutions Farm (Full Trust Solution)

App development Client Side Coding XSL

Coding Best PracticesSome of the coding best practices are

• Object Disposal – SPSite, SPWeb, SPList.item etc.• Deployment – Always wsp and app package

deployment, avoid backup/restore and import/export.• Don’t hard code, use web properties• 64- bit compatibility• Log errors and activities, Exception handling

3rd Party Tools

• Integration and Compatibility with SharePoint• Infrastructure requirement• Security and architecture• Business need and future usability• Access control• Does is require any other development tool• Future upgrades

SharePoint Development Classification

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Configuration

(Out-of-the box Apps)

• Web Parts/ App Parts

• Workflows

• Site Templates

• List Templates

• Content Types

• Lists, Libraries

• List Views

Design

• SharePoint Designer, Nintex

• InfoPath, Nintex Form

• No-code Workflows

• Master Pages

• Site Templates

• Custom Views and Webparts

Extensibility

(Custom Code)

• Visual Studio

• Custom Apps

• Farm Solutions

• Client Side Code

• Web Services

• 3rd Party Tools

Full Trust Custom Apps

• Full Trust Code• Full SharePoint API access• Access across Site

Collections and to external resources

• Can impact SharePoint Server (Farm)

• Partial Trust• Option to host within SharePoint

or outside SharePoint.• Limited SharePoint API access• Easy deployment• Access to resources within

hosted Site Collection• Runs under resource governor• Cannot intefere other

applications.

Content

9

• SharePoint Governance Insight

• Governance Area









SharePoint Information Architecture

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Information architecture in SharePoint Server is the organization of information in an enterprise to maximize the information’s usability and manageability.

Availability

AccessRedundancy

Three balanced factors Content needs to be available when a user needs it, and where they can get to it.

Shared copies reduce redundancy, and provide one version of the truth.

Consider who has access to the content. If it should be secure, is it?

How easy it is to find informationHow information is stored and retrievedHow users navigate to informationHow redundant or overlapping information is

SharePoint Landscape Planning

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Sources of informationLine of Business

Projects

Domain Applications

Communities

Personal Information

Councils

…

For each sourcePlanned workload

Geographical distribution of users

User communities (Employees, Vendors, Partners,…)

Security classification

Data retention/deletion strategy

Navigation to Information

Searching the Information

Site Collection Planning

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Why not putting everything in one Site Collection?

Since SharePoint allows subsite structures in a Site Collection there is this general question how

much do I put into one Site Collection?

One per Team, Department, Line of business, Company, …

One per project? Multiple projects in a Site Collection?

…

Site Collection/Data lifecycle management

Every day we create tons of content

Often only a few documents of e.g. a project are worth to keep afterwards

An easy method of data lifecycle management is Site Collection lifecycle management –SiteCollections that are not used get deleted

SiteCollection lifecycle management is most effective with less sub sites

Meeting Minutes

Presentations

Project ResultsTasks

Projects

Manage Site Collection Permissions

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The name SharePoint implies that you actually share information

Think about how open you like to have your Site Collection or even all Site Collection

Implications:

‒ Employees have free access to information

‒ Reduce workload – no need to ask and send information

‒ Reduce email traffic / mailbox quota

Recommendation:

Think about using AD Groups to at least give read access for all information that is not confidential to all employees.

List/Library

SiteCollectionSiteCollectionSiteCollection

Site Site

List/LibraryList/Library

Permission (group) inheritance can be stopped at every level in a SiteCollection

This can get fairly complicated and thus it is hard to track who has access to which information when looking at the whole Site Collection

It is therefore recommended to not stop group inheritance too often

Plan Site Navigation

14

A major stake in user satisfaction for SharePoint is “how easy is it to get to the information I need”.

Within one Site Collection

‒ Building consistent navigation structures

‒ Use standard templates

‒ Hierarchy ≠ Navigation (at least not always) => have a look at metadata navigation, content types and content query web parts

Across Site Collections

‒ You will have multiple Site Collections

‒ Think about linking them (html can do this) – e.g. a list with all project site collections at one place

‒ Avoid having 100 bookmarks in the browser

Search

15

Again - A major stake in user satisfaction for SharePoint is “how easy is it to get to the information I need’

There can be two search “Scopes” – “One Site Collection” & “All SiteCollections in one Farm”. The second option will produce a long list of results

Make sure you use metadata consistently – bad search results are mainly caused because of bad metadata

Try to avoid using “Old fashioned” folder structures => use metadata and views to navigate

Think about using “Site Columns” or even consistent metadata across Site Collections

Content

16


• Governance Area









Manage Metadata

17

Metadata Concepts in SharePoint

Taxonomy (Managed Metadata)

A taxonomy is a hierarchical classification of words, labels, or terms that are organized into groups based on similarities. A taxonomy may be defined and centrally managed by one or more individuals. Taxonomies are useful because they provide a logical, hierarchical structure of metadata that can be used to classify information consistently.

Folksonomy (Enterprise Keywords)

A folksonomy is the classification that results when Web site users collaboratively apply words, labels, or terms to content on a site. If you have ever seen a tag cloud on a Web site, then you have seen a visualization of a folksonomy. A folksonomy-based approach to metadata can be useful because it taps the knowledge and expertise of site users.

Social Tags

Social tags refer to metadata that users add to content to help define what it is, what it includes, or what it does. Social feedback, content added by users as tags and ratings capabilities allow users to participate and interact with your SharePoint solution and improve content “findability” by allowing individuals to supplement formal classification with tags they find personally meaningful.

Why Managed Metadata in SharePoint?

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Improved content discoverability When the content across sites in an organization has consistent metadata, it is easier to find and access business information and data by using search.

Additionally, you can configure metadata navigation for lists and libraries to enable users to create dynamic views of information based on specific metadata fields.

Centralized Metadata Taxonomy

19

• Great concept to manage metadata at enterprise level

• Can be used as tags, reusable columns etc. across the site collections

• Best use in out of box solutions

• Consistent use of terminology

• Better search results

• E.g. Org Chart, Domains, Departments, Reusable categories etc.

A hierarchical collection of centrally managed terms that can be defined and use as attributes for information and documents

Lists Columns Managed Metadata

Local properties Global properties

Managed in the context Managed out of context

Static Dynamic

Managed by site admin Managed by site collection administrators

Can be imported from CSV files

Define metadata taxonomy groups on top level site

Content

20


• Governance Area









Content Types

21

Centrally managed

Apply templates to documents

Define metadata

Configure retention and auditing

Workflow association

A typical organization produces many different kinds of content; for example: legal contracts, marketing proposals, product design specifications, manufacturing process documents, etc.

Although these different types of documents might share a small set of common properties, each type of content has unique attributes, and each might be created, used, shared, and retained in different ways. An organization might want to maintain different kinds of metadata about these different kinds of content, or it might want to apply different kinds of retention or confidentiality policies to them.

Organizations can define each of these different sets of documents as a content type. A content type is a group of reusable settings that describe the shared attributes and behaviors for a specific kind of content. Content types can be defined for any item type, including documents, list items, media files, and folders.

What is Content Type

22

22

“A content type is a reusable collection of settings that you want to apply to a certain category of content. Content types enable you to manage the metadata and behavior of a document, item, or folder in a centralized, reusable way”

That is standard definition, Content Type in SharePoint is a comprehensive term but don’t feel puzzled

Document Base

Contract

• Effective Date• Lawyer• Client Code• Business Unit• Security Clearance

•Client Code•Business Unit•Security Clearance

Policy

• Review Date• Category• Client Code• Business Unit• Security Clearance

Presentation

• Theme• Author• Client Code• Business Unit• Security Clearance

Defined as Site Content Type

Reuse in other Content type/ Lists or Library

Content Type Hub

23

• Centralized manage all types of content type

• Uniform across the organization

• Easy to upgrade and manage

• Best practice to manage content type in big scenarios

Site Collection

Web Collection (SP Farm)

SP Site SP SiteSP Site

Content Type

Content Type

Content Type

Content Type

Site Collection

Site Collection

Content Type Hub

• In SharePoint Farm define one site collection as content type hub.

• Inherit content types to all other site collections.

• Easy one spot upgrade and update to all other site collections

One content type hub per farm or for group of site collections

A site collection which operates as a central source to share content types across the enterprise

Content

24


• Governance Area









Templates in SharePoint

25

SharePoint templates are pre-built artifacts designed around a particular business need in order to brings more control and uniformity across the organization

While designing template it is important to understand the need of business users.

Site Templates

Team Sites

Project Sites

Departmental Sites

Generic Templates e.g. vacation schedule, event calendar etc.

Un

ifo

rm a

cro

ss o

rgan

izat

ion

Site Artifacts

Site

Art

ifac

ts -

Un

ifo

rm a

cro

ss s

ite

te

mp

late

s• Can be developed Out Of the Box &

Custom development

• One site can combine a set of predefined artifacts as part of the template

Lists/ Library

Content Type

Workflows

Views & Navigation

User/ Group/ Permissions

Master Pages and UI

Webparts

• Can be developed Out Of the Box & Custom development

• Can be developed as individual templates with plug & play feature

Centrally managed in artifact gallery of a SharePoint site

Governance Controls - Templates

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Centralized template management ensures consistent and controlled services

Farm-1

LOBExternalNon

ConfidentialConfidential ----------

Farm-2

Site collection

Legal

Site collection

Internet Home

HRMarketingFinance

Site collection

Finance

Site collection

Marketing

Site collection

HR

Template

RepositoryTemplate

Repository

Template

Repository

Template

Repository

Template Repository

(Custom .wsp solutions)

Template deployed on farm level will be

automatically updated across site collections

Quotas Locks Retention Versions

Lists Library Content Type Webparts

Navigation Views Workflows Search

Auditing User/ Groups Permissions Development Tools Restrictions

Custom Site Template

Central template repository on farm

level

Content

27


• Governance Area









Community (Social)

28

Why Enterprise Social Networking?

• Drive collaboration & social interaction

• Capture & Share implicit knowledge

• Discover content in new ways

• Capture the “wisdom of the masses” via social feedback

• Build a sense of connection to the company

• New workers expect social tools in the workplace

User Profile Database – The database containing information about SharePoint users, imported from Active Directory and other potential sources.

People Search – A search scope and result page configured specifically for finding people, based on data crawled from the Profile database.

My Profile Pages – One method of displaying the Profile database information, using web parts designed for that purpose and available only on the Profile page.

User Generated Content – Features such as Blogs and Wikis empower users to share information.

Social Feedback – Built-in tagging, note boards, rating to highlight important information from the ground up.

Co-Authoring – Office 2010 Web Applications enable multi-user authoring in real time.

Key Features

Communities Governance

29

• Don’t just update SharePoint – keep AD up to dateo Information also available in Outlook / other tools

• Sync with other systems – PeopleSoft, etc…• Development processes for User Profile/Import Changes• Database and server topology planning is required before rolling out company-wide My Site

deployments (100s or 1000s of sites)

Profile Information• Profile Property Privacy

‒ Only Me, My Manager, My Team, My Colleagues, Everyone

• User Profile Change Management• Import / Export to Active Directory• Key Stakeholders

‒ HR, Legal, IT and Business Owners

Social data• Permissions for Tagging – Who can Tag / Bookmark?• User Profile Service Application administrators

‒ Social Data CAN be deleted but not approved• On-boarding / Off-boarding social data• Define Acceptable Use Policy

‒ Note Boards, Status Updates, Skills, Etc…

User Adoption• Start with a diverse employee advisory committee

prior to deployment• Find champions of corporate social information• Seed the social network and Tag corpus• Connect with HR, Legal, and Executive sponsors to

ensure a smooth deployment• Agree and Develop the workflow for handling

concerns and escalations

User Adoption – Post Launch• Encourage acceptance through viral growth• Train where appropriate• Advertise the social computing roll-out• Encourage and respond to feedback• Sponsorship and approval from management• Incorporate into employee related business processes

– mentoring, skills validation• Integrate social computing capabilities business

processes

Flexibility for Admin and End users

30

SharePoint places increased levels of power and autonomy into the hands of business users and the success of SharePoint is dependent on the ability to deliver the right information to the

right people at the right time in ways that are quick, efficient and intuitive.

Create newPermission

Levels

Manage Permissions

/ Groups

Add/ Remove users from

Groups

Manage Lists/ Libraries/

Workflows

Manage Pages/

Webparts

Manage Views &

Navigation

Apply Style sheet and CSS

Manage Documents & Information

Site Collection Admin

Site Admin

Site Owner

End User

Activities

Roles

31

Backup

Which Topics need governance?

32

Governance Topics

Who gets a SiteCollection?

How does order approval

work?How much rights in a

SiteCollection do I give to the business unit?

How much customization

do I allow?

Do I allow application

development? How can I encourage

reuse?

How do I manage a

Information Architecture

with SharePoint?

How do I organize local

support?

Do I require every business

unit user to take a

training?

32

Templates Deployment

33

Out of Box Templates Custom Templates

• Site collection level scope only

• Template has to deploy per site collection

• SharePoint farm and site collection level scope

• Template can be deployed on farm level and site collection level

Site Collection



Artifacts Artifacts Artifacts Artifacts

Site CollectionSite Collection

.wsp

activate/ deactivate

.wsp


Site Collection



Artifacts Artifacts Artifacts Artifacts

Site CollectionSite Collection

.wsp


Pros:

• Very easy to create and deploy

• Can be deployed by site collection owner

• Code free solutions

Cons:

• Does not save configurations like permissions, webparts, lookups, user/groups, custom workflows

• Does not save any customization

• Need to re-perform configuration steps

• Not uniform across the organization

Pros:

• Custom templates stores all the customizations and configuration required.

• Ready to use after deployment

• Can be managed centrally as farm level solution

• Easy to upgrade uniformly

Cons:

• Need skilled developers to develop custom .Net solutions

• Corrupt solution can impact whole farm

Thanks and visit www.freelearningzone.com for

more topics on SharePoint planning

http://www.freelearningzone.com/

Date post:	15-Jul-2015
Category:	Software
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