virtual techdays INDIA │ 9-11 February 2011 Governance in Sharepoint 2010 Manoj Mantri │ Technology Architect, Infosys
Jan 19, 2016
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
virtual techdaysINDIA │ 9-11 February 2011
S E S S I O N A G E N D A
virtual techdaysINDIA │ 9-11 February 2011
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
virtual techdaysINDIA │ 9-11 February 2011
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 !!!
virtual techdaysINDIA │ 9-11 February 2011
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
virtual techdaysINDIA │ 9-11 February 2011
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
virtual techdaysINDIA │ 9-11 February 2011
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
virtual techdaysINDIA │ 9-11 February 2011
Non-System Governance Areas – Governance Plan
virtual techdaysINDIA │ 9-11 February 2011
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
virtual techdaysINDIA │ 9-11 February 2011
System Governance Areas – Governance Continuum
Information Management
Application Management
IT Management
virtual techdaysINDIA │ 9-11 February 2011
IT Management
Architecture and Services Capacity and Sizing
Service LevelsSecurity and
Software Deployment
IT Management
virtual techdaysINDIA │ 9-11 February 2011
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…
virtual techdaysINDIA │ 9-11 February 2011
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
virtual techdaysINDIA │ 9-11 February 2011
Information Management
virtual techdaysINDIA │ 9-11 February 2011
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
Application Management
virtual techdaysINDIA │ 9-11 February 2011
Application Management
virtual techdaysINDIA │ 9-11 February 2011
ALM Process
TFS
Dev Integration Server
Build Verification Farm
Source: msdn-Sharepoint 2010 Advanced Training
virtual techdaysINDIA │ 9-11 February 2011
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
virtual techdaysINDIA │ 9-11 February 2011
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
virtual techdaysINDIA │ 9-11 February 2011
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
virtual techdaysINDIA │ 9-11 February 2011
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
virtual techdaysINDIA │ 9-11 February 2011
Keep Governance Alive and Kicking
virtual techdaysINDIA │ 9-11 February 2011
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
virtual techdaysINDIA │ 9-11 February 2011
Opportunity for ISVs
virtual techdaysINDIA │ 9-11 February 2011
Q & A
virtual techdaysINDIA │ 9-11 February 2011
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
virtual techdaysTHANKS│ 9-11 February 2011