Enforcing SharePoint Governance

Enforcing SharePoint
Governance
Randy Williams
Enterprise Trainer and Evangelist
AvePoint

Randy Williams
 Enterprise Trainer & Evangelist
 Based in San Diego, CA
 SharePoint MVP for 2009, 2010, 2011
 Speaker at many global conferences
 20+ years in IT

 Columnist: SharePoint Pro magazine
 randy.williams@avepoint.com
 @tweetraw

Origin:
 Greek kybernân to steer (a ship)
 Latin gubernāre
 Medieval Latin gubernantia
 Old French gouverner
 Middle English governaunce

Governance is (much) bigger than
SharePoint
Business
Governanc
e

IT
Governanc
e

Service
Governanc
e

What is governance?

Governance defines the
processes, people, policies
and technologies
that deliver a service

BUSINESS

GOVERNANCE

MANAGEMENT
SERVICE

Where the enforcement problems begin…

“Site Map”

http://intranet

HR Finance

Vacation & Sick Financial Expense
Benefits
Day Tracking Performance Reports

Common site map (small organizations)

http://intranet

HR Finance

Benefits

Common site map (larger organizations)

http://intranet

HR Finance

Benefits

Common mistakes
Site map = site hierarchy
While easy to build out, manageability is constrained
Governance challenges
 Security management (chaos)
 Policy enforcement
 Classification challenges
Lack of separation between portal and collaboration content
Design must reflect both
 Information architecture
 Information management

Info Architecture vs. Info Management
Information Architecture
Organize and describe content
 Metadata
 Structure
 Relationships
Inputs
 Knowledge Management team
 Librarians
 Content owners
 Subject matter experts (SMEs)
Outcomes
 Site map (navigation)
 Taxonomy
 Search
 Audiences (targeting)

Information Architecture Information Management
Organize and describe content Manage the content & service
 Metadata  Access levels (permissions)
 Structure  Lifecycle
 Relationships  Storage
Inputs Inputs
 Knowledge Management team  Information management policies
 Librarians  IT usage policies
 Content owners  Regulatory environment
 Subject matter experts (SMEs)  SLAs
Outcomes Outcomes
 Site map (navigation)  Access levels
 Taxonomy  Records management
 Search  Compliance
 Audiences (targeting)  Performance

Information Architecture Information Management
Organize and describe content Manage the content & service
 Metadata  Access levels (permissions)


Structure
How you describe content is
Relationships


Lifecycle
Storage
Inputs fundamentallyInputs
 Knowledge Management team
different than
 Information management policies
 Librarians
 Content owners
how you manage policies
 IT usage it
 Regulatory environment
 Subject matter experts (SMEs)  SLAs
Outcomes Outcomes
 Site map (navigation)  Access levels
 Taxonomy  Records management
 Search  Compliance
 Audiences (targeting)  Performance

Does governance input affect your
architecture?
Absolutely! In fact, they’re interdependent
 You cannot architect a farm without governance input
 You cannot create a governable service without a solid
architecture
In other words, the architecture helps enforce governance
policies
These policies help determine how many farms, web
applications, content databases, site collections you’ll need
Let’s see why…

Management controls and scopes
Farm

Zone Web Application Service Application

Content DB

Site collection

Top-level site

Sub site List/Library Sub site

[Folder]

Item / Document

Translating Business Needs into Architecture
Business needs
 Human resources wants to work on 75 HR
documents
 Engineering wants to work on 25
engineering documents
Policy requirements
 Access to these documents must be
restricted to users in respective
department

Information and Service Management Architecture
Farm

Service
Zone Web App
App

Content DB

Site collection
Site

Library

[Folder]

Document

Farm
Sites
TEAMS

Content DB

Site collection
Departments

Engineering HR

Scope Control
(web site)

Farm
Sites
TEAMS

Content DB

Site collection
Departments

Engineering HR

Governance Policy Management = Scope
(web site)
+ Control

Some other examples
“My Asia team must be able to collaborate locally”
 Create a separate farm for users in Asia
“Only my engineering group should be able to upload large
AutoCAD drawings”
 Store in a separate web application
“I need to limit the amount of content that marketing creates”
 Store in a separate site collection

The Great Divide
Management requirements  more “containers”
 Web applications
 Site collections
 Content databases
In order to manage something more effectively, you increase the
management effort
Out-of-box features scoped to a single site collection
 Navigation
 Security management
 SharePoint Groups
 Quotas, auditing, content types, content rollup, and many more

The Management Headache
Central
Admin
Too many setting pages…

WebApp WebApp
Settings Settings

Site Collection Site Collection Site Collection Site Collection
Settings Settings Settings Settings

Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings Site Settings

List Settings
Library Settings
Site Settings

List Settings Library Settings

1. Find the right balance when making design
decisions
Considerations
 Scalability
 Performance
 Ease of administration
 Future requirements
 Upgrade
 Budget
Most all are trade-off decisions
 The “yin and yang of SharePoint”

2. Separate site map from architecture
Site Map (the “Interface”)
http://intranet

HR Finance

Vacation & Sick Day
Benefits Financial Performance Expense Reports
Tracking

Service Architecture (the “Back end”)
http://apps
http://apps http://teams
http://teams http://intranet
http://intranet

Site Collection
Site Collection

//

HR Engineering Finance

Site Collection Site Collection Site Collection Site Collection

Custom App HR Engineering Finance

User Profile
Search MMS
Service

3. Find ways to simplify administration
If you administer through a “single pane of glass” on
 Farms Security

 Web applications
Configuratio
 Content databases ns

 Site collections
 … Reports

You can Search

 Manage access, groups, provision users, audit
 Enforce policies such as “We require checkout enabled for each
library in the http://teams web application”
 Minimize administrative burden

How is this done?
Adaptive navigation
 Manual top-link and quick launch menus
 Third-party or custom navigation controls
 Use portal site connection to link site collections together
 Search-based navigation
Automated administration
 PowerShell
 Write custom code
 Consider automated provisioning for things like sites and site collections
 Use third-party administration tools

Site Provisioning
with PowerShell

DocAve Overview

Migrate Integrate Manage Optimize Protect Report

• Content • Connector • Administrat • Archiver • Protect all • Report and
Manager or critical configure
• Replicator • Connector
SharePoint administrati
• Content • Storage assets from ve alerts on
Manager Manager network vital
• Content failure, non- SharePoint
Shield compliant statistics
• Deployment content &
Manager accidental
deletions
• Replicator

Enforcement best practices
 Only define policies that can be enforced
 Use your service architecture to proactively enforce as much as
possible (automated)
 Determine how other policies get enforced
 Do not try to automate everything

Manual Semi-automated Automated
Enforcement Enforcement

Important questions to ask…
Have users been trained on your governance plan?
 Don’t teach users how to use SharePoint
 Train users to achieve the requirements of the solution
 Have it involve day-to-day activities
Will your users do the right thing?
Are resources available to enforce?
Has the farm been architected with
governance in mind?

Resources
 TechNet

 http://technet.microsoft.com/en-us/sharepoint/ff800826.aspx

 http://technet.microsoft.com/en-us/library/cc262287.aspx

 http://technet.microsoft.com/en-us/library/cc262787.aspx
 White Papers: http://www.avepoint.com  Resources

Enforcing SharePoint Governance

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