sp tech con san francisco 2014 - office 365 information architecture and governance planning - ben...

OFFICE 365 INFORMATION ARCHITECTURE AND

GOVERNANCE PLANNING

Presented by:Ben Curry and Jason Miller

ABOUT BEN CURRY

• Founding Partner of Summit 7 Systems, Inc.

• Summit 7 Systems Lead Architect

• Eight time Microsoft® MVP

• CISSP, Microsoft Certified Trainer, CCNA, MCITP: SharePoint Server

• Author of several SharePoint books by Microsoft PRESS and SAMS

• Master SCUBA Diver Trainer

• Ben.Curry@summit7systems.com

• @curryben

Principal Architect and Managing Partner

ABOUT JASON MILLER

• MCSE, MCSA + Messaging, MCP, MCITP, MCTS

• 20+ years of technology industry experience

• 2.5 years at Summit 7 Systems

• Prior: Chief Engineer for NASA Exchange consolidation project

• Originally a theater major

• Loves all aspects of tech

• Hates vanity slides

• @s7JasonM

Senior Consultant

Summit 7 Systems is a premier provider of consulting and implementation services specializing in Microsoft Business Productivity Solutions.

Summit 7 Systems was chosen by KMWorld Magazine as one of the top 100 Companies that Matter in Knowledge Management along with companies such as Microsoft, Oracle and IBM.

Summit 7 Systems was named to the 2011 and 2012 CRN Next-Gen 250 List as a company bringing innovative processes, methodologies and models to the solution provider industry.

Top 1% of Microsoft Partners Worldwide.

Summit 7 Systems was named #6 on the 2012 CRN Fast Growth 100 based on our 2009 – 2011 growth of over 930% per year.

~ 50% of Technical Staff hold US Government SECRET Clearances.Service Disabled Veteran Owned Small Business (SDVOSB).

Summit 7 Systems is a premier provider of consulting and implementation services specializing in Microsoft Business Productivity Solutions.

Summit 7 Systems was chosen by KMWorld Magazine as one of the top 100 Companies that Matter in Knowledge Management along with companies such as Microsoft, Oracle and IBM.

Summit 7 Systems was named to the 2011 and 2012 CRN Next-Gen 250 List as a company bringing innovative processes, methodologies and models to the solution provider industry.

Top 1% of Microsoft Partners Worldwide.

Summit 7 Systems was named #6 on the 2012 CRN Fast Growth 100 based on our 2009 – 2011 growth of over 930% per year.

~ 50% of Technical Staff hold US Government SECRET Clearances.Service Disabled Veteran Owned Small Business (SDVOSB).

ABOUT SUMMIT 7 SYSTEMS

REFERENCES• HYBRID FOR SHAREPOINT SERVER 20

13• PLAN A ONE-WAY OUTBOUND HYBRID

TOPOLOGY• CONFIGURE A ONE-WAY OUTBOUND

HYBRID TOPOLOGY• DISPLAY HYBRID SEARCH RESULTS IN

SHAREPOINT SERVER 2013• PLAN CUSTOMIZATIONS, SOLUTIONS,

AND APPS FOR SHAREPOINT ONLINE• ACCESSIBILITY IN SHAREPOINT PROD

UCTS• USE OFFICE ON DEMAND• WHAT “IN PREVIEW” MEANS FOR SO

ME NEW SHAREPOINT ONLINE FEATURES

• GOOGLE ANALYTICS SHAREPOINT 2013 / OFFICE 365

• USE THE WEB ANALYTICS INTEGRATION APP

• USING AN OFFICE 365 SHAREPOINT ONLINE HYBRID MYSITE SOLUTION

• PLAN FOR APPS FOR SHAREPOINT 2013• BLOCKED FILE TYPES FOR SHAREPOINT ON

LINE• SHAREPOINT ONLINE: SOFTWARE BOUNDA

RIES AND LIMITS• APPLY INFORMATION RIGHTS MANAGEMEN

T TO A LIST OR LIBRARY

AGENDA

• Applying Proven Design Methods• Discovery Methods That Don’t Suck• Office 365 Platform Gaps and Designing for

Success• Real World Governance in Office 365

Governance and Security

Usability and Adoption

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THE SHAREPOINT DILEMMA

APPROACH TO SUCCESS

• Define Success!• Engineer for those who care• Align with a strategic initiative• Expand executive support through tech re-use• Quickly identify Point vs. Enterprise Solution• Communicate, Communicate, Communicate!

• Awareness->Desire->Knowledge->Ability->Retention

ACRONYMS AND TERMINOLOGYSPO SharePoint Online (SharePoint in Office 365)

OP On-Premises (hosted SharePoint farm)

BCS Business Connectivity Services

TLA Three Letter Acronym

AD Active Directory

IRM Information Rights Management

FLA Four letter acronym. However, we rarely use because it could be confused with 5LA, or “Five letter Acronym” – often used in government organizations)

Top-Down (Business Executive Support)

Bottom-Up (Business User or IT Driven)

Sta

rt S

mall

Sta

rt B

ig

Full Scope ProjectsStrategy alignment w/information

architecture, governance, taxonomy, process management, ECM

Records Management Small to Mid-size Projects

Departmental/Division ECM Performance and Capacity Mgmt

Collaboration & Social

Enterprise SearchEnterprise Content Management

Migration & Upgrades

  Executive Pet Projects Process Improvement

CMO / PMO Sales & Delivery

Customer OnboardingECM Migration

Electronic Health Records / SOX Compliance

• Commitment by single authority or very small group of individuals

• Make their project “shine” to gain credibility to move bigger

• Team or Department level commitment

• Work to find Top Down/Start Small Pet Project to move up

• Work to generalize adoption to move bigger

• Commitment usually based on global, strategic needs.

• Unusual to have SharePoint defined as strategically necessary by CEO

• Know your place. It’s usually not here.

• Must be some level of commitment by the organization to enable system-wide usage of SharePoint features

• Bear in mind- you have higher visibility than you think

USE A PROVEN METHODOLOGY

• Should incorporate proven System Engineering Principles

• Grounded in SharePoint Best Practices and real-world successes

• Validate existing and new requirements• Incorporates Customer Supported Discovery and

Reviews

VISUALIZE YOUR END GOAL

EXAMPLE : SEARCH CENTER

DON’T FORGET MOBILE!!

KNOW YOUR LICENSING

• Plethora of options• Change monthly• Make sure your organization is ready for the

Cloud from an AP perspective– If CAPEX focused, you can pay by the year– Microsoft and 3rd party vendors will take your money any

way you want to give it to them

ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS

CATEGORY FEATURE A2 A3

Developer features BCS: ALERTS FOR EXTERNAL LISTS No Yes

BCS: APP SCOPED EXTERNAL CONTENT TYPES (ECTS) No Yes

BCS: BUSINESS DATA WEBPARTS No Yes

BCS: EXTERNAL LIST No Yes

BCS: ODATA CONNECTOR No Yes

BCS: SECURE STORE SERVICE No Yes

BCS: TENANT-LEVEL EXTERNAL DATA LOG No Yes

INFOPATH FORMS SERVICES No Yes

ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS

CATEGORY FEATURE A2 A3

IT Professional

features

Feature parity

Content features EDISCOVERY No Yes

FOLDER SYNC Yes1 Yes

IRM USING AZURE AD RIGHTS MANAGEMENT No3 Yes

OFFICE PROPLUS (OSUB) No Yes

PRESERVATION HOLD LIBRARY No Yes

VIDEO SEARCH No Yes

WCM: CATALOG No Yes

WCM: CATEGORY PAGE AND CATALOG ITEM PAGE No Yes

WCM: SEARCH WEB PARTS No Yes

WCM: CROSS-SITE PUBLISHING No Yes

ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS

CATEGORY FEATURE A2 A3

Insights features BUSINESS INTELLIGENCE CENTER No Yes

CALCULATED MEASURES AND MEMBERS No Yes

DATA CONNECTION LIBRARY No Yes

DECOUPLED PIVOTTABLES AND PIVOTCHARTS No Yes

EXCEL SERVICES No Yes

FIELD LIST AND FIELD SUPPORT No Yes

FILTER ENHANCEMENTS No Yes

FILTER SEARCH No Yes

POWER VIEW FOR EXCEL IN SHAREPOINT No Yes

POWER PIVOT FOR EXCEL IN SHAREPOINT No Yes

QUICK EXPLORE No Yes

TIMELINE SLICER No Yes

VISIO SERVICES No Yes

ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS

CATEGORY FEATURE A2 A3

Search features QUERY RULES—ADVANCED ACTIONS No Yes

SEARCH VERTICAL: “VIDEO” No Yes

Sites features Feature parity

Social features Feature parity

Add-Ons DUET ONLINE No Yes

ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS

CATEGORY FEATURE A2 A3

Developer features BCS: ALERTS FOR EXTERNAL LISTS No Yes

BCS: APP SCOPED EXTERNAL CONTENT TYPES (ECTS) No Yes

BCS: BUSINESS DATA WEBPARTS No Yes

BCS: EXTERNAL LIST No Yes

BCS: ODATA CONNECTOR No Yes

BCS: SECURE STORE SERVICE No Yes

BCS: TENANT-LEVEL EXTERNAL DATA LOG No Yes

INFOPATH FORMS SERVICES No Yes

ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS

CATEGORY FEATURE A2 A3

IT Professional

features

Feature parity

Content features EDISCOVERY No Yes

FOLDER SYNC Yes1 Yes

IRM USING AZURE AD RIGHTS MANAGEMENT No3 Yes

OFFICE PROPLUS (OSUB) No Yes

PRESERVATION HOLD LIBRARY No Yes

VIDEO SEARCH No Yes

WCM: CATALOG No Yes

WCM: CATEGORY PAGE AND CATALOG ITEM PAGE No Yes

WCM: SEARCH WEB PARTS No Yes

WCM: CROSS-SITE PUBLISHING No Yes

ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS

CATEGORY FEATURE A2 A3

Insights features BUSINESS INTELLIGENCE CENTER No Yes

CALCULATED MEASURES AND MEMBERS No Yes

DATA CONNECTION LIBRARY No Yes

DECOUPLED PIVOTTABLES AND PIVOTCHARTS No Yes

EXCEL SERVICES No Yes

FIELD LIST AND FIELD SUPPORT No Yes

FILTER ENHANCEMENTS No Yes

FILTER SEARCH No Yes

POWER VIEW FOR EXCEL IN SHAREPOINT No Yes

POWER PIVOT FOR EXCEL IN SHAREPOINT No Yes

QUICK EXPLORE No Yes

TIMELINE SLICER No Yes

VISIO SERVICES No Yes

ACADEMIC EXAMPLE: DIFFERENCES IN OFFICE 365 OFFERINGS

CATEGORY FEATURE A2 A3

Search features QUERY RULES—ADVANCED ACTIONS No Yes

SEARCH VERTICAL: “VIDEO” No Yes

Sites features Feature parity

Social features Feature parity

Add-Ons DUET ONLINE No Yes

METHODOLOGYDISCOVERY

• Captures technical, business & compliance requirements

• Ensures that we understand:– Solid requirements base reflecting vision, wants, and

needs– Prioritization of Requirements– Establishes Expectations

• Concludes with System Requirements Review (SRR)

UNDERSTANDING THE STAKEHOLDERS

Content Consumers

Content Producers

Content Managers/Owners

• Identify the stakeholders• Group Stakeholders• Understand their needs as a group• Target each group for their respective stakeholder

groupings.• People within each group

often perform very similar tasks no matter the job

MEASURABLE REQUIREMENTS

THE 9 BLOCK ROCKS

High 1 3 6

Medium 2 5 8

Low 4 7 9

Low Medium High

Difficulty

Higher the benefit; Lower the Difficulty; Higher the Priority.

Priority

Benefit

BALANCING NEEDS

METHODOLOGYDESIGN (1 OF 2)

• Toll-Gate Reviews to review Blue Print:• Preliminary Design Review (PDR): Ensure requirements are

met and the project objectives will be accomplished• Critical Design Review (CDR): Confirms maturity of design

• Include Stakeholders• Demonstrates Design Meets Requirements• Identifies Risks and Open Issues• Obtains Decision to Proceed with Development & Deployment

METHODOLOGYDESIGN (2 OF 2)

Design Review Content Includes:• Physical, Technical and Logical Architecture Drawings• URL Taxonomies• Information Architecture Diagrams• Wireframes (used for custom templates, portals, applications requiring

user interaction)• SharePoint Service Application Architecture• SQL Server Design and Diagrams• Incoming E-mail Configurations• Security Design• Next Steps to occur during, preceding, or after the following phases

METHODOLOGYBUILD

• Installation, Configuration, and Build-out as specified during the Design Reviews

• Build to Design Methodology Means No Surprises• Ensures Proper Documentation for Disaster Recovery

METHODOLOGYTEST

• Test Readiness Review• Documentation of the test procedures that are used

to validate the technical, functional, and compliance requirements of the solution

METHODOLOGYDEPLOY & GO LIVE

• Verifies Requirements Met• Functionality, performance, and security controls tested• Procedures in place for operations and governance• Organization responsible for operations and sustaining the

system ready to assume responsibility• Approval of the ORR authorizes the Pre-Production system

to move to full Production state at a specified time

OPTION - BRANDING

• Branding Helps Drive User Adaption

• Option includes Tier II Branding – 80 Hours

• Functionality Customizations Include1. Banner Image for site for visual impact2. Custom character as link between pages3. Content and images added to

customized page layouts

DISCOVERY THAT DOESN’T SUCK

FIRST RULE IN DISCOVERY:DON’T MAKE ASSUMPTIONS

Does your dog bite?

No? Ok… ouch!! I thought you saidyour dog didn’t bite?!!

“That’s not my dog”

EXISTING SYSTEMS AND DOCUMENTS• Project Management Plan• Process Improvement Plan• File / Records Plan• ECM Platforms and Governance Plans• Collaboration Platforms• Workflow / BPM Products• BI products• Executive Vision and Strategy (look around on the walls...)• Other systems' governance plans• Organizational Chart for your company/organization• Any outside sources that have already been identified as integration needs• List of applications/file types• Employee Responsibility and Usage Policy

INFORMATION ARCHITECTURE DISCOVERY

Know Your Audience– Create discovery templates for at least three audiences:1. Stakeholders / Moneybelts2. Business Managers and Users3. Information Technologists

DISCOVERY – KNOW YOUR AUDIENCE

Executive Question: “Is a shared understanding of the problem more important than setting strategic goals?”

Business User Question: “Do you guys 'wing it' or do you have a defined process?”

Both questions drive discovery of the same design principle:

Do we have a defined strategy for building the collaborative model?

40

INFORMATION ARCHITECTURE DISCOVERY

Culture• Why?

– Any technology implementation that doesn’t align with corporate culture will most likely FAIL.

INFORMATION ARCHITECTURE DISCOVERY

Culture• How?

– What do you do for fun?– How long have you worked here?– What drives you crazy about your job?– What do you love about your job?

INFORMATION ARCHITECTURE DISCOVERY

Collaboration & Communication Paths• Why?

– Usability– Governance– Security

INFORMATION ARCHITECTURE DISCOVERY

Collaboration & Communication Paths• How?

– What are your best sources of information outside of your team?

– By percentages, how much of your daily interaction is with: Your Team or Department / The Entire Organization / Outside the Organization

– Where is your team located?

INFORMATION ARCHITECTURE DISCOVERY

Processes and Enterprise Content Management• Rarely can we separate the two

– Almost all content is tied to a process– Map the process and you’ll know how to manage the

content

COMPLIANCE USUALLY WINS

Regardless of the impact to effective collaboration, compliance usual over-rides common sense

– Oops, I meant to say priorities!

PROCESS & ECM DISCOVERY STRATEGIC NEEDS REQUEST EXAMPLE

Capex or Opex?

Enter Priority and Approver

Submit Request

Route to Approver

Approve/Deny

Supplier Input

Requestor Name

Expense Type

Amount

ProcessOutput Consumer

Workflow History

Approving Manager

Approval List Item

Finance

Approve/Deny Notification

Accounting

INFORMATION ARCHITECTURE DISCOVERY

Governance• Why?

– Confidentiality– Service Levels– Operational Efficiency– Usability

DON’T MAKE SIMPLE PROBLEMS COMPLEX

Who

What

WhenWhere

Why

INFORMATION ARCHITECTURE DISCOVERY

Governance• How?

– Who authorizes access to content?– How are processes patterned and managed?– Do you have an SLA?– Who will manage what?– Is this policy enforceable? (IF NOT – Throw it out!!)

STOP. THINK. DESIGN.

A good design:– Provides a consistent way of doing business– Aligns with the present state of your organization– Plans for the future state of your organization– Does not prevent workers from doing their job!

GOVERNANCE IN OFFICE 365

GOVERNANCE COMMITTEE

Governance Committee

eCIA

Project

Owner

Business Critical Stakeholders

ECM Lead

BA Lead

Critical Proces

s Owners

• New Server Farm (ConfigDB)• Disaster Recovery, Coop, and service level changes

• Web application additions• Web application Policies additions or deletions• New Service Applications• 3rd Party Products• Custom Code• Records and Policy Changes• Any high level information architecture modifications

• Site collection structure template changes• Track system enhancement requests

Key Decision

s

WELCOME TO OFFICE 365 ADMIN INTERFACE• You must be a global admin to provision many

services• Domains• DNS Configuration

• Must be admin to manage other services• BCS, SSS, Term Store, Infopath• Apps, Search, User Profiles, One Drive for Biz

• An isolated SPO admin interface is coming… stay tuned• Won’t include Domain and DNS config

SPSITE VS SPWEB

• SPSite = Site Collection• SPWeb = Site / SubSite (SubWeb)• SPSite administrator needs lots of training and

you must trust them• SPWeb owner needs lots of training, but they are

more limited• No Recycle Bin 2nd stage• No Search Admin rights• Theme limitations, publishing limitations

DEMO : SPSITE ADMIN VS SPWEB ADMIN

SITE CREATION IN OFFICE 365

• Who creates Site Collections?• Often kept within SP Admin Team / IT / TS• Who creates sites?

• Delegate Carefully• Don’t over govern or they’ll find other routes…

i.e. DropBox, Google Docs

• What’s the process for requesting a site?• What is the minimal level of training to be a site

owner or SCA?

EXAMPLE SITE CREATION PROCESSBasic form is completed describing scope and purpose of site request

1. User is directed to Learning Hub with instructions on why/how/when/what – also includes current site map

2. Is a new site is still deemed necessary, then:– What team is using the site?– What name would you like?– What is the purpose of the site and who will be the data owner?

EXAMPLE SITE CREATION PROCESS (CONTINUED)

3. Do you require customization?- Master Pages

- CSS

4. Request goes to SCA Admin(s) - Does this or a similar site already exist?

- If so, work with requester to use existing site(s)

- Otherwise, approve requester’s form workflow

EXAMPLE SITE CREATION PROCESS (CONTINUED)

5. Provision Site- Define SCA secondary

- Define SPWeb Owner(s) - Validate training for SCA and Site Owners

EXAMPLE SITE REQUEST FLOW

User

College Lead

SystemOffice

Requester reads documentation to

determine whether new site is necessary

Process Complete

Contact appropriate College Lead (on-site Technical Staff) from managed list. Provide details:

-The team that will be using the site-The site’s name

-Purpose / use for the team site, brief description-Custom specifications of site. Master page

settings, custom permissions, navigation, features

New site not required

Receives request. College lead then searches

existing campus sites to determine whether

similar site already exists

Contacts requester and provides similar site’s details along with site

owner’s contact information

College lead will kick off request for new site

creation via Nintex site approval workflow. Lead

provides site details in request.

Reviews request details. If necessary, make

revisions to the request.

Approval kicks off the Nintex site provisioning

workflow.

PROBLEM: REAL WORLD

• 17 Colleges, 2 SCAs, 10k employees, 110k students, CIO support, but little college level support

• So, can we create 17 site collections in O365 – one for each college?

• ….well, let’s see what happens when we do…

OPTION 1: EACH COLLEGE GETS ITS OWN SPSITE

/sites/administrative

/actc /xla /xla

/eku /xla

/actc

/ receivables

/xla

/payables / facilities /payroll /publicsafety

/eku

/ registrar/admissions /distancelearning / library /studentaffairs

OPTION 2: FUNCTIONAL ARCHITECTURE

/sites/administrative

/executive /finance /hr

/ it /dean

/executive

/EKU

/qa

/ACTC /xla /xla /xla

/ it

/EKU/ACTC /xla /xla /xla

ORGANIZATIONAL VS. FUNCTIONAL

ORGANIZATIONAL

• Easy Security Inheritance• Rich delegation possibilities• Easy to find organizationally-

centric content• Requires buy-in from

departments, divisions, colleges, etc

• Does not adapt to org changes• Challenging to centralize

processes

FUNCTIONAL

• Best architecture to re-engineer processes and centrally locate

• Easily adapts to organizational changes

• Challenging to administer roles and security

• Easy to find functional content, i.e. HR

• Creates search challenge in finding organizational content

SHARING, APPS, AND QUOTAS

• Will you allow all apps?– Who controls licensing?

• What are the quotas?– Always changing sizes by Microsoft

• Will you allow external sharing?– Authenticated– Anonymous– Draconian

USING SEARCH AND SOCIAL TO BRIDGE THE GAP

OPTION 1: FEDERATED SEARCH

OPTION 2: SINGLE, ON-PREMISES SEARCH CENTER

• Requires bi-directional hybrid design• Requires solid SLA for on-premises Search Farm• Requires crawl account and read permissions on each SPSite• Requires Crawling Connector to Office 365• Single Source of truth• Better relevancy rankings on search results• Just plain easier to get stuff done• Lots of bandwidth at times to run

– - Be patient on the initial crawl! Microsoft throttles your crawling

SOCIAL GOVERNANCE AND INTEGRATIONYammer makes newsfeeds easy to assist with bridging the gap between on-premises and Office 365Caution: “who” will be the authoritative source for profile info?

Change Trusted My Site Hosts on-premisesNeed to develop custom page to overcome Domain vs. Claims identify (domain\user vs. . i:0#.f|membership|username@contoso.com

** HTTP://BLOGS.MSDN.COM/B/JVASIL/ARCHIVE/2013/12/04/USING-AN-OFFICE-365-SHAREPOINT-ONLINE-HYBRID-MYSITE-SOLUTION.ASPX

INTEGRATING ECM AND GOVERNANCE IN OFFICE 365

ECM 101- THE NINE FUNDAMENTAL QUESTIONS

1. Location2. Authentication3. Authorization4. Integrity5. Distribution6. Filing (metadata)7. Retrieval (Findability)8. Retention9. Archiving

CONTENT TYPE PRIMER – 6 THINGS

1. Name & Description2. Template3. Workflows4. Information Management Policies

– Auditing– Multi-stage Retention

5. Document Information Panel6. Site Columns

COLUMNS REFRESHER FOR ECM

• Site Columns– Reusable in lists and Libraries

• List Columns– Usable in a single list or library

• Combined– Metadata captured across multiple lists (site

column)– Metadata pertinent to a single list (list column)– Full document metadata capture often requires

both!

SO, WHY ARE YOU TELLING ME THIS?

An item (document) can now have three managed sources for metadata:

– Enterprise Keywords– Site Columns– List Columns

And NOW, you may have one or all of these on premises AND Office 365!

LIST SITE Tenant

EXAMPLE

MANAGED METADATA GOVERNANCE

Sub-sites

Service Application Administrator

Term Store Administrator

Group Manager- Add Users- ContributeTop Level Site

Metadata Service

Term Store

Term Set(s)

Term(s)

Group(s)

ContentType Hub

Projects 2

EXAMPLE TIERED LOGICAL ARCHITECTURE

https://critical

ManagedMetadata 1

LegalCustomer

OnboardingClaimsSales Marketing

/sites/

Building MaintenanceIT 1Projects 1 IT 2

Ben Mark Sabrina

https://MySitesNewsfee

d

Content

Profile

/sites/

/site/

Managed Metadata 2

PerformancePoint

BCS

Secure Store

http://teams

http://extranet

User Profiles

(Office 365)

Enterprise Search

Human Resources

Employee Portal

BI Portal

PartnerVendorVendor

“GLOBAL” METADATA-BASED NAVIGATION

TWO MAJOR COMPONENTS OF ECM GOVERNANCE

• Consider two distinct strategies– ECM Framework– Process/Site subcomponent of ECM

• Build the Enterprise Strategy and Governance FIRST– Then rollout processes/sites one-by-one

ECM AND COLLABORATION OVERVIEW

• Can’t separate ECM and collaboration – it’s often the same content– Exceptions like Archive, EHR, etc.

• Don’t break what is working• Team-centric solution currently, leave it alone!• Use proposed architecture to “wire” the team-

bases solutions to both the centralized ECM hubs and inter-team collaboration model

FRAMEWORK FOR SUCCESS

Carve out space for the BFOC– Advanced Governance in the enterprise tier

• i.e. Records Types published via MMS, additional service applications, more lenient Web and Site restrictions

– Consider only basic ECM and Governance in Office 365• i.e. in-place records management, no centralized content

types/records types, limited service applications, restrictive settings and policies

• E-Discovery is a big win in Office 365 sites