virtual techdays india │ 9-11 february 2011 governance in sharepoint 2010 manoj mantri │...

virtual techdaysINDIA │ 9-11 February 2011

Governance in Sharepoint 2010

Manoj Mantri │ Technology Architect, Infosys

Sharepoint 2010 Core Workloads New Governance Considerations Why and What of Governance Governance Aspects

Non System or Business Aspect System or Technical Aspect

OOB Governance Options Governance Spectrum Minimal Governance Considerations Keep Governance Alive and Kicking !!! Opportunity for ISVs Q & A


S E S S I O N A G E N D A


Sharepoint 2010 Core Workloads

Social RelevancePhonetic SearchNavigationFAST IntegrationEnhanced Pipeline

Ribbon UISharePoint WorkspaceSharePoint MobileOffice Client and Office Web App IntegrationStandards Support

Tagging, Tag Cloud, RatingsSocial BookmarkingBlogs and WikisMy SitesActivity FeedsProfiles and ExpertiseOrg Browser

Enterprise Content TypesMetadata and NavigationDocument SetsMulti-stage DispositionAudio and Video Content TypesRemote Blob StorageList Enhancements

PerformancePoint ServicesExcel ServicesChart Web PartVisio ServicesWeb AnalyticsSQL Server IntegrationPowerPivot

Business Connectivity ServicesInfoPath Form ServicesExternal ListsWorkflowSharePoint DesignerVisual StudioAPI EnhancementsREST/ATOM/RSS Communities

Search

Sites

Composites

ContentInsights

Social Computing Features Tags, Ratings, etc – means more content types to govern, requires additional planning

Enterprise Metadata Management Features Taxonomy (Managed Terms) + Folksonomy (Managed Keywords) Content Type Syndication across site-collections, web-apps and even farms

Records Management Features In-place records vs Records Archive

Content Organizer – partitioning large data via routing based on metadata Increased Customizations support

Apply themes, create custom designs using SPD Sandbox, Excel and Access solutions

Enhancements in Limits Lists, Resource Throttling


New Governance Areas – Tip of iceberg

Lack of governance could lead to Uncontrolled and Unmanaged growth of information and data Proliferation of Sharepoint Sites and IT Servers Loss in productivity, inability to find right information at the right time Performance Issues, slow, un-responsive system Scalability issues, unplanned growth of data Security Issues, unauthorized people getting access to sensitive content Very shallow insight into the environment, memory issues In one word, CHAOS !!!


Why Governance

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 – Technet

In short, art of making People Process Technology

work together seamlessly to achieve business results


What is Governance

• People-oriented aspect• Requires business case and commitment• Involves Defining and Planning• Communication, User-Adoption• Training & Support

Non-System or Business aspect

• Process and Technology oriented aspect• Requires technical knowledge• Involves Configuration and/or Development• Implementation• Deployment and Monitoring

System or Technical aspect


Governance Aspects

Vision

Stateme

nt

• Describes what value needs to be realized with its implementation• Provides critical guidance to make trade-offs

Roles

and Responsibilities

• Clear demarcation of rights and responsibilities . Helps in resolving any conflicts• Enterprise Roles and Site/Site Collection Roles. Different for different organizations

Guiding Principles

• These define organizational preference that support the vision• Best practices in areas of IT, Security, Site Design, Content

Policies and Standard

s

• Policies = Rules, Standards = Best practices, Driven by statutory, regulatory or organizational req.• Content Policies & Standards and Site Design Policies & Standards


Non-System Governance Areas – Governance Plan


Good Governance PlanObjectives How

Avoid solution, team site and content proliferation Define Content and Site Review process

Ensure content quality for life of solution Implement Content Quality Mgmt. policies

Provide consistent high quality user experience Define guidelines for site and content designers

Establish clear decision making authority and escalation procedures so policy violations are managed and conflicts are resolved on a timely basis

Create appropriate Roles and Responsibilities

Ensure solution strategy is aligned with business objectives to continuously deliver business value

Continuously review Solution Strategy

Ensure that content is retained in compliance Implement record retention policies

Involves governing content and information that users store in those services

Involves governing custom solutions

Involves governing product itself and the services it provides


System Governance Areas – Governance Continuum

Information Management

Application Management

IT Management


IT Management

Architecture and Services Capacity and Sizing

Service LevelsSecurity and

Software Deployment

IT Management


IT Management – Architecture Considerations Services Architecture

A-la-Carte model of services, loosely coupled, maximum flexibility, greater control reqd. Multi-Tenancy or Hosted Architecture

Using same hardware to service multiple tenants, isolation security without cost increase Claims Based Authentication

New, built on WIF, Support mixed and multiple authentications on zones Can convert Classic Windows authentication to Claims, irreversible process

Search Index partitioned & copied to Query servers, multiple databases - Admin, Crawl, Property FAST Search for > 500 million documents

and many more…


IT Management – Sizing Considerations Important to be aware of Boundary, Threshold and Supported Limits Web Application Web Server and Application Server Content Databases Site Collections Lists and Libraries and Individual Services considerations

Taxonomy and NavigationECM

Content Types

Search Managed Metadata

Information Architecture


Information Management


Information Management – Metadata Management in Nutshell

Managed Metadata Service

Term Store

Term Groups

Term Sets

Terms

Content Type Hub

Site Collection

Customizations SPD, VS 2010

Sandbox Environment

Application Lifecycle management (ALM)

Artifacts Deployment





ALM Process

TFS

Dev Integration Server

Build Verification Farm

Source: msdn-Sharepoint 2010 Advanced Training

http://msdn.microsoft.com/en-us/sharepoint/ff420387.aspx

http://msdn.microsoft.com/en-us/sharepoint/ff420387.aspx


OOB Governance Options

Farm Level

Managed AccountsCentralized store, Can change password automaticallySimply re-use for newer web-apps creation or services

Diagnostic Logging Event Throttling, Event Log Flood Protection, Correlation IDs, Trace Logs , ULSViewer

Usage Data & Health Data Collection

Usage of features, Page load times, Search queriesExtensible, Performance Overhead

Web Analytics Traffic, Search, Inventory

Web Application Level

Content DB Mgmt.Multiple Content DBs, No. of SiteCollections, Scalability Blocking File Types, Security

Security PoliciesUser and Permissions Policies for specific web appUse groups instead of individual users, Security

Resource ThrottlingChecks performance counters against set thresholds Resource Utilization Eg. Processor\% Processor Time

Solutions and FeaturesSandboxed Solutions, Resource Quotas, Soln. ValidatorsFarm Solutions as in MOSS


OOB Governance Options – Continued

Site Level

CustomizationTo allow SPD or notMaster Pages, Page Layouts can be overridden

BrandingThemes, Should not be allowedAttaching Cutom Master page to _layouts app. pages

Quotas Resource Throttling

Site Quota and Resource QuotasManaging Large Lists

Lifecycle ManagementDeletion, No OOB ArchivingAuditing, Performance Overhead

Search

Index File Location Dedicated disks preferred

Content Sources Keep minimum, Assign priorities, Normal and High – Eg. Corporate Announcements


Governance Spectrum

Blogs, Enterprise Wikis, MySites

Team Sites, Workspaces, Web Databases

Enterprise Site Types like Records Center, Document Center, Search

Publishing Portals

Central Admin

Governance Increases


Minimal Governance Considerations Architecture and Sizing NFRs such as Availability, Scalability, Security, SLAs (Backup and Restore) Enterprise Taxonomy & Navigation Content Lifecycle Management

Sites, Permissions, Items Social Computing Features User Profile Service Managed Metadata Service Search Service

To avoid any surprises, ensure system stability To improve user experience & productivity To minimize costs and maximize ROI – continuously To mitigate risks, ensure compliance To refine/adapt or introduce changes in alignment to business dynamics


Keep Governance Alive and Kicking


Summary Build core Diversified team Articulate Vision clearly – will guide in trade-offs Identify basic governance principles – Key Framing Decisions Reference existing policies and standards Communication Review major components with major stakeholders Agree on a common Governance plan suitable to most Devise strategies to implement the plan Regularly collect feedback Review feedback and Revise plan

Moving managed term from one location to another Metadata applied earlier will have to be changed. Not supported OOB

Users leave organization Though deleted from AD, they still exist in Sharepoint, security threat, some policy

No one stop place to know artifacts during existing migrations To know what content types, features , solutions are deployed, where and if they are in

use, require modifications. Same for sites Lot of PowerShell scripts to realize multi-tenant architecture

Custom (wizard based UI) tool would surely help No OOB support for Archival of sites/documents before deleting

Custom feature might help for later retrieval


Opportunity for ISVs


Q & A


RESOURCES Governance Resource Center

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

http://technet.microsoft.com/en-us/library/ff848257.aspx Implementing Governance

http://technet.microsoft.com/en-us/library/ff969355.aspx

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

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





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virtual techdays india │ 9-11 february 2011 governance in sharepoint 2010 manoj mantri │...

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