implementing sharepoint governance

Implementing SharePoint

Governance

Matt EngelSharePoint Team Lead, Stoneridge Inc.

http://www.menglit.com

Matt Engel | SharePoint Team Lead | Stoneridge, Inc.

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AgendaImplementing SharePoint Governance.

1. Forming Governance Teams2. Governance Topics vs. SharePoint Features3. Implementing End-User Accountability through

Groups and Permissions4. Enforcing Governance through PowerShell.

Mercyhurst College / University

PHP -> SharePoint 2007

St. Jude Children’s Research Hospital

SharePoint 2007 -> 2010

Stoneridge, IncSharePoint 2007 -> 2010 ->2013 DEV

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IT Work(contract/consultant/FTE): Higher Education; Finance; Legal; Healthcare; Manufacturing; Public Works/Parks; Retail;

Courses Taught (Allegheny & Mercyhurst): IT Leadership; Database Management; Linux Programming; Advanced Linux Programming; Programming Languages;

Education & Continuing Education:Plural Sight; PSUG; SQL Saturday; SPTech – Boston; AgilePoint Fundamentals Training Program; Memphis, TN - SP User Group; K2 Enablement Training Sessions; MS WorkshopPLUS – SharePoint 2010 Administration; MS ChalkTalk– PowerShell; Best Practices Conference; MS in Information Technology – Carnegie Mellon University; BS in Computer Science – Allegheny College;

Best Practices Conference 2008

Pittsburgh SPUG, September 2014


1.Forming Governance Teams2. Governance Topics vs. SharePoint Features3. Implementing End-User Accountability through

Groups and Permissions4. Enforcing Governance through PowerShell.


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Governance (Microsoft) • Governance is the set of policies, roles, responsibilities, and

processes that control how an organization's business divisions and IT teams work together to achieve its goals. Every organization has unique needs and goals that influence its approach to governance. Larger organizations will probably require more—and more detailed—governance than smaller organizations. A good governance plan can:• Streamline the deployment of products and technologies, such as

SharePoint Server 2013.• Help keep your organization’s system secure and compliant.• Help ensure the best return on your investment in technology.

Source: http://technet.microsoft.com/en-us/library/cc263356(v=office.15).aspx


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Governance• How do you understand and define the role of

Governance?(1) Rules / Policies / Expectations?

• HIPPA, ITAR, SOX, ISO, etc….

(2) How do we INTEND to use SharePoint (usage)?(3) What is ultimate GOAL for our SharePoint implementation?

• A stable SharePoint deployment that provides utility (adds value) to the organization

• How do (1), (2), & (3) change or get re-interpreted throughout the organization?


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Governance Team• Who should be on the team?• IT – only; Power Users; CIO, Divisional Leaders; Upwardly-

mobile Middle Managers;• Interview Round 1: “Show & Tell”• Interview Round 2: “Card Sorting”

• Request to join the team:• How frequently will the team need to be meet? Meeting

Duration? Format?• Expectations?• Membership Term?


1. Forming Governance Teams

2.Governance Topics vs. SharePoint Features

3. Implementing End-User Accountability through Groups and Permissions

4. Enforcing Governance through PowerShell.


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Governance Topics vs. SharePoint Features• Lesson Learned – Stay out of the Weeds• http://

office.microsoft.com/download/afile.aspx?AssetID=AM102306291033• Educause / Datatel – SharePiont Governance Checklist

• Governance Topics• Goals; Intended Use; Policies & Procedures; Connected

Resources; Information Architecture; Branding; Audiences; Communication; Training; Change Management (acceptable downtime); Team Members; Data Backup & Retention; Support;….

• Lesson Learned – Use SharePoint to Govern SharePoint

http://office.microsoft.com/download/afile.aspx?AssetID=AM102306291033




1. Forming Governance Teams2. Governance Topics vs. SharePoint Features

3.Implementing End-User Accountability through Groups and Permissions

4. Enforcing Governance through PowerShell.


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Implementing Accountability• Owners• Consistently Designate a Named Group• Not necessarily a power-user• Responsible for working with IT to ensure both content &

users comply with all policies, procedures, regulations, etc….

• Managers • Delegated responsibilities from above… may manage users;

create lists; Departmental power-user


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Custom Groups & Permissions

• Custom Groups (…in blue)• Remove or restrict

“Full Control”• Remove or restrict

site creation• Use Group Ownership

to force access accountability

• Future Work / Next Steps: • Permission Audit via

an Event Receiver or nightly PowerShell script?


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1. Forming Governance Teams2. Governance Topics vs. SharePoint Features3. Implementing End-User Accountability through

Groups and Permissions

4.Enforcing Governance through PowerShell.

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Enforcing Governance through PowerShell.

• How I use PowerShell• Log Files (Support)

• Site Permissions (Policy & Procedures, IA ?)

• Site Groups (Policy & Procedures)

• Named Users (Policy & Procedures)

• Branding (Usage)

• SharePoint Designer (Support)

• Folders (Usage, IA ?)

• Document Versioning (Retention)

• Archiving Old Content (Retention)Matt Engel | SharePoint Team Lead | Stoneridge,

Inc.


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How I use PowerShell…• PowerGUI -

http://en.community.dell.com/techcenter/powergui• Version (2 – 4):

• PS> get-host• PS> $psversiontable

• Profiles • http://

blogs.technet.com/b/heyscriptingguy/archive/2012/05/21/understanding-the-six-powershell-profiles.aspx

• http://technet.microsoft.com/en-us/library/dd819434.aspx• All Users All Hosts - $PsHome\Profile.ps1• Sample: http://www.mengelit.com/2014/09/29/powershell-custom-

profile-with-transcription/

http://blogs.technet.com/b/heyscriptingguy/archive/2012/05/21/understanding-the-six-powershell-profiles.aspx




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Log files (Critical Events)• Sample: http://

www.mengelit.com/2014/09/30/powershell-query-sharepoint-farm-for-critical-errors/

• Merge-SPLogFile -StartTime $yesterday -EndTime $now -Level "Critical" -Path $mergepath -Overwrite

http://www.mengelit.com/2014/09/30/powershell-query-sharepoint-farm-for-critical-errors/





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Site Permissions• Sample: http://

www.mengelit.com/2014/09/29/powershell-create-custom-permission-levels-in-sharepoint-2013/

• Delete specified Site permissions

http://www.mengelit.com/2014/09/29/powershell-create-custom-permission-levels-in-sharepoint-2013/




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Site Groups• Sample:

http://www.mengelit.com/2014/09/29/powershell-create-custom-group-in-sharepoint-2013/


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Named Users• Restrict Permissions in Active Directory?

• Remove read permissions from the App Pool account of the Web Application (site) in question (to the AD Groups or OU Level)

• Central Admin – User Profile Service • Build connection, Containers….• Filter out all Groups?

• Edit Connection Filters; Under Exclusion Filter for Groups; “gidNumber” is “Present

• PowerShell Audit• Reference: http://

gallery.technet.microsoft.com/scriptcenter/Enumerate-SharePoint-2010-35976bdb

• Sample: http://www.mengelit.com/2014/09/29/powershell-list-all-active-directory-groups-with-permission-to-sharepoint/

http://gallery.technet.microsoft.com/scriptcenter/Enumerate-SharePoint-2010-35976bdb




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Branding• No PowerShell!• **Tested only for SharePoint 2010• CSS & Master Page in /_layouts• VS Solution with an Event Receiver (new web) to apply• Global Navigator (across site collections)• http://spnavigationmenu.codeplex.com/


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SharePoint Designer• **Tested only for SharePoint 2010• Sample

http://www.mengelit.com/2014/09/29/powershell-disable-sharepoint-designer-2010/


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Folders• $list.EnableFolderCreation = $false• $list.Update()• Sample:

http://www.mengelit.com/2014/09/30/powershell-disable-folders-in-sharepoint-lists-and-libraries/


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Versioning

• Why?• Audit Requirements? • Written Law?


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Versioning#Create a version each time you edit an item in this list (lists)#Create major versions (document libraries)$list.EnableVersioning = $true

#Create major and minor (draft) versions (document libraries only)$list.EnableMinorVersions = $false

#Keep the following number of versions (lists)#Keep the following number of major versions (document libraries)$list.MajorVersionLimit = 5

#Keep drafts for the following number of approved versions (lists)#Keep drafts for the following number of major versions (document libraries)$list.MajorWithMinorVersionsLimit = 0$list.Update()• Sample:

http://www.mengelit.com/2014/09/30/powershell-find-sharepoint-lists-and-libraries-with-unmanaged-versions/• **Iterates through all documents and items in the farm…. Task Manager

http://www.mengelit.com/2014/09/30/powershell-find-sharepoint-lists-and-libraries-with-unmanaged-versions/




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Archiving• Goal: Keep “Active” Content in production• Content Lifetime• Required Content

• Version 1:• Web Information List (content owner, business value, etc…)

within each web

• Version 2:• Central listing of all webs. • $spweb.LastItemModifiedDate


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Resources• Web Portals and Higher Education, Technologies to Make IT Personal

- Richard N. Katz• Brief list of interesting PowerShell commands for SharePoint

• http://www.tcscblog.com/wp-content/uploads/2010/12/PowerShell_Demo_Scripts.txt

• Card Sorting / Mind Mapping Software• https://bubbl.us/

• Metalogix - Control Point• http://www.metalogix.com/Products/ControlPoint.aspx?

utm_source=Adwords&utm_medium=cpc&utm_campaign=701a0000002EA6q&utm_term=sharepoint%20governance&utm_content=40325426185&gmt=p&gnw=g&gcr=40325426185&gpl=&gkw=sharepoint%20governance&gcm=&gag=Managing%20Governance&md=ps

http://www.tcscblog.com/wp-content/uploads/2010/12/PowerShell_Demo_Scripts.txt



https://bubbl.us/

https://bubbl.us/

https://bubbl.us/

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