How to approach o365
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This document discusses how to approach governance of Office 365. It outlines an 8 step plan: 1) assemble the right teams, 2) determine goals and objectives, 3) classify and prioritize them, 4) determine processes to meet goals, 5) evaluate out of the box capabilities and gaps, 6) build a roadmap to address gaps, 7) communicate policies, and 8) repeat the process. The presenter is an Office 365 practice lead who provides an overview of governance and the 8 step plan, including examples of how to apply each step.
How to approach o365
- 1. © 2017 TrnDigital Community Distribution Allowed 1 May 2, 2017 How to Approach Office 365 Governance
- 2. © 2017 TrnDigital Community Distribution Allowed 2 About Me • Office 365 Practice Lead @ TrnDigital • Co-Founder of the Boston O365 User Group • 10+ Years Content & Collaboration Consultant • Working with SharePoint since 2005 Dimitri Ayrapetov
- 3. © 2017 TrnDigital Community Distribution Allowed 3 Audience Poll 1. Technical Roles (Developers, Admins, Architects, etc.) 2. Functional Roles (Projects Managers, Business Analysts, etc.) 3. Business Roles (Platform Owners, Business Sponsors, etc.) 4. Consultants
- 4. © 2017 TrnDigital Community Distribution Allowed 4 Office 365 Landscape Initial Planning Continuous Improvement Oversight Initial Roll Out Platform Operations Support Enhancements Governance Focus Areas Solution Development Migrations
- 5. © 2017 TrnDigital Community Distribution Allowed 5 Agenda • What is Love Governance? • 8 Step Plan to Approaching Office 365 Governance 1. Assemble the Right Team(s) 2. Determine Goals & Objectives 3. Classify and Prioritize Goals & Objectives 4. Determine Processes to Meet Goals & Objectives 5. Evaluate What is Possible Out-of-the-Box & Define the gaps 6. Build a Roadmap to Fill the Gaps 7. Communicate Your Policies 8. Rinse and Repeat
- 6. © 2017 TrnDigital Community Distribution Allowed 6 What is Love Governance?
- 7. © 2017 TrnDigital Community Distribution Allowed 7 Audience Poll What is Governance?
- 8. © 2017 TrnDigital Community Distribution Allowed 8 Governance “IT governance (ITG) is defined as the processes that ensure the effective and efficient use of IT in enabling an organization to achieve its goals.” -Gartner
- 9. © 2017 TrnDigital Community Distribution Allowed 9 Why Companies Invest in Office 365 Governance 1. Align IT Strategy with Business Strategy 2. Control Costs 3. Manage Risk 4. Improve Employee Productivity
- 10. © 2017 TrnDigital Community Distribution Allowed 10 Risks of Weak Governance - Examples • Platform becomes a “wild west” where anyone can do anything • Very difficult for IT to push back on business requests • Supporting the platform becomes challenging • Applications that should not be built on Office 365 are built on Office 365 • Permissions are broken at every level and managing daily access requests becomes a burden • Investment in platform isn’t realized due to it being used only as an online file share • Valuable company knowledge is difficult to find due to data overload • Your company hits a tipping point where Office 365 is a bad platform and it’s better to migrating everything to {Insert Latest SFO Start-up Name}
- 11. © 2017 TrnDigital Community Distribution Allowed 11 8 Step Plan to Approaching Office 365 Governance
- 12. © 2017 TrnDigital Community Distribution Allowed 12 1. Assemble the Right Team(s) • Who will be using which parts of the platform? • Which Divisions / Departments? • Which Job Roles? • Who will be managing which parts of the platform? • E.g. Will the Communications team be responsible for managing all intranet content? • Who will be responsible for Operations and Support? • Who needs to approve policy? • Architecture Board • Legal • InfoSec • Quality Assurance • Etc.
- 13. © 2017 TrnDigital Community Distribution Allowed 13 1. Assemble the Right Team(s) Office 365 Steering Committee (VP/CxO) Office 365 Governance Committee Office 365 Governance Committee Office 365 Steering Committee (VP/CxO) Office 365 Infrastructure Governance Committee (Identity, Exchange, Skype) Office 365 Application Governance Committee (SharePoint, Yammer, Teams, etc.) Small Companies Medium Companies Large Companies
- 14. © 2017 TrnDigital Community Distribution Allowed 14 2. Determine Goals & Objectives • What Business Goals & Objectives are we aiming to achieve? • What will the Platform be used for? • What are the Concerns and Risks? • Why are they Concerns and Risks? • What are the appropriate areas to segment? (e.g. Should your Intranet’s Information Architecture have the same policies as your Collaboration areas)
- 15. © 2017 TrnDigital Community Distribution Allowed 15 2. Determine Goals & Objectives Platform Governance Global Settings Shared Services Identity Management Hybrid Configuration Information Management Information Architecture Information Access Taxonomy Retention & Compliance Custom Solutions Customization Policy Architecture Standards Vendor Integration Application Lifecycle Management
- 16. © 2017 TrnDigital Community Distribution Allowed 16 2. Determine Goals & Objectives
- 17. © 2017 TrnDigital Community Distribution Allowed 17 3. Classify and Prioritize Goals & Objectives • Show Stoppers • Must Have Day 1 • Must Have Day …n • Nice to Have Day 1 • Nice to Have Day …n
- 18. © 2017 TrnDigital Community Distribution Allowed 18 3. Classify and Prioritize Goals & Objectives Category Item Enforcement Priority Show Stopper Site Provisioning Form Proactive 1 Show Stopper 3 Year Email Retention Proactive 2 Show Stopper Limit user profile fields Proactive 3 Show Stopper Block sharing of CC numbers Proactive 4 Must Have Day 1 Basic training materials N/A 5 Must Have Day 60 Limit depth of subsites Reactive 6 Must Have Day 120 Site Provisioning Automation N/A 7 Nice to Have Day 1 Showcase Site N/A 8 Nice to Have Future Usage Analytics Reactive 9 Traceability Matrix Example (Step 3)
- 19. © 2017 TrnDigital Community Distribution Allowed 19 4. Determine Processes to Meet Goals & Objectives • What are the business processes required to meet the goals & objectives? • E.g. Provisioning a team site requires manager’s approval & dept. cost center • E.g. Mandatory metadata fields require a comprehensive Taxonomy • What are the technology processes required to meet the goals & objectives? • E.g. Workflow to gather manager’s approval and look up dept. cost center in HR system • E.g. How to we enable taxonomy curators to manage options and control scope of taxonomy?
- 20. © 2017 TrnDigital Community Distribution Allowed 20 4. Determine Processes to Meet Goals & Objectives Category Item Enforcement Priority Next Steps Show Stopper Site Provisioning Form Proactive 1 Align with governance team on required metadata and workflow Show Stopper 3 Year Email Retention Proactive 2 Validate Options Show Stopper Limit user profile fields Proactive 3 Determine which fields to limit Show Stopper Block sharing of CC numbers Proactive 4 Validate Options Must Have Day 1 Basic training materials N/A 5 Setup meeting with training dept. Must Have Day 60 Limit depth of subsites Reactive 6 Validate Options Must Have Day 120 Site Provisioning Automation N/A 7 Validate Options Nice to Have Day 1 Showcase Site N/A 8 Define what a showcase site should showcase Nice to Have Future Usage Analytics Reactive 9 Define what to measure Traceability Matrix Example (Step 4)
- 21. © 2017 TrnDigital Community Distribution Allowed 21 5. Evaluate What is Possible Out-of-the-Box & Define the gaps • What controls are already in place that can be configured? • Are the controls robust enough to meet your goals & objectives? • Is there anything on the O365 roadmap that will fulfill your goals & objectives in the near future? • (https://products.office.com/en-us/business/office-365-roadmap) • Continue to update Traceability Matrix with OOTB Functionality and Gaps
- 22. © 2017 TrnDigital Community Distribution Allowed 22 5. Build a Roadmap to Fill the Gaps Category Item Enforcement OOTB Controls Sufficient Gaps Show Stopper Site Provisioning Form Proactive Yes Show Stopper 3 Year Email Retention Proactive Yes Show Stopper Limit user profile fields Proactive Yes Show Stopper Block sharing of CC numbers Proactive Yes Reporting and alerting can be improved Must Have Day 1 Basic training materials N/A TBD Does not include our branding Must Have Day 60 Limit depth of subsites Reactive No No enforcement available OOTB Must Have Day 120 Site Provisioning Automation N/A No No automation available OOTB Nice to Have Day 1 Showcase Site N/A No OOTB Templates very basic Nice to Have Future Usage Analytics Reactive Yes Basic Analytics are OOTB, but lack in measuring detailed usage Traceability Matrix Example (Step 5)
- 23. © 2017 TrnDigital Community Distribution Allowed 23 6. Build a Roadmap to Fill the Gaps • Build a roadmap to fill the gaps based on criticalness, priorities, and cost, plan the next 3-24 months: • Evaluate options • Free online add-ins and scripts • 3rd party commercial products • Build your own • Map cost of options against goals & objectives • Don’t forget to include the time required as part of the cost • Not all policies have to be enforced on Day 1 • Not all policies will have things that could be enforced on Day 1 • e.g. enforcing a 1yr shelf-life for all team sites
- 24. © 2017 TrnDigital Community Distribution Allowed 24 6. Build a Roadmap to Fill the Gaps Item OOTB Controls Sufficient Gaps Roadmap Approach Block sharing of CC numbers Yes Reporting and alerting can be improved Continue with OOTB controls and re-evaluate in 6 months as Microsoft continues to improve the Compliance Center Basic training materials No Does not include our branding Hire external training vendor to build materials including our branding Limit depth of subsites No No enforcement available OOTB Build a weekly PowerShell script to email a report to IT when subsite depth exceeds 5 Site Provisioning Automation No No automation available OOTB Invest in 3rd party site provisioning engine Showcase Site No OOTB Templates very basic Work closely with HR department to build their site for them and leverage as a showcase site Usage Analytics Yes Basic Analytics are OOTB, but lack in measuring detailed usage Continue with OOTB analytics and Implement Google Analytics shortly after launch Traceability Matrix Example (Step 6)
- 25. © 2017 TrnDigital Community Distribution Allowed 25 7. Communicate Your Policies • MS Word is where Governance Policies go to die • Make your policies clear and to the point • Common practice is to create an Office 365 Management publishing site that includes a sub-site explaining all of the Governance Policies • Make it easy for users to ask questions or request changes & exceptions
- 26. © 2017 TrnDigital Community Distribution Allowed 26 8. Rinse and Repeat • Technical Features and Best Practices are Continuously Changing • Business Needs are Continuously Changing • People change roles & responsibilities Validate Steering & Governance Team(s) Review Goals & Objectives Define New Policies and Update Existing Ones Continue to Refine them Keep the Communication Flowing
- 27. © 2017 TrnDigital Community Distribution Allowed 27 Thank You!