Office365 Is Governance Affected and Where Do We

Office365 Is Governance Affected and Where Do We

Office365 Is Governance Affected and Where Do We Start? Stacy L. Deere-Stacy Focal Point Solutions, LLC Who is Stacy Deere-Strole Agenda What is Governance? O365 Impacts Areas of Governance Things that make you go hmmm

Key points Governance Team Best practices OneDrive Yammer Dont forget Last but not least 3 Parties & supporting rd governance What Does Governance Mean? What Does Governance Means

The set of policies, roles, responsibilities, and processes that control how an organization works together to achieve their goals. Is and is not GOVERNANCE IS: AN ACTIVE PEOPLE AND BUSINESS ORIENTED PROCESS AN INTERACTIVE MODEL TO SOLVE PROBLEMS A TOOL THAT ENSURES BUSINESS VALUE AND CONTINUOUS IMPROVEMENT!!! GOVERNANCE IS NOT: LARGE BINDERS OF COMPLICATED POLICIES, PROCEDURES, AND STANDARDS

TECHNOLOGY SPECIFIC WHAT ARE THE IMPACTS OF OFFICE 365? IN SOME WAYS, IT SIMPLIFIES GOVERNANCE EVEN FURTHER SHAREPOINT AND EXCHANGE ARE PRIMARILY AFFECTED THE BIGGEST IMPACT OFFICE 365 HAS ON GOVERNANCE IS SIZING LIMITS

DATA SPRAWL MUST BE WATCHED MORE CAREFULLY IN OFFICE 365 TO AVOID HITTING CAPACITY LIMITS Feature Specifications Storage (pooled) 10 GB per user 500 MB per enterprise user 5 TB per Company Site collection storage quotas 100 GB My Site storage allocation

500 MB Site collections per tenant 300 Mailbox Size 25 gig What Can be Governed? Areas of Governance

Blogging Community Management Customizations Delivering Content Relocating Content Removing Content Site Creations Templates

Quotas Wiki MySites Site Audits Naming Conventions

Permissions Taxonomy & Suggestions Compliance Reporting Site vs. Sub-site Things that make you go hmmm Is Governance Technology Specific? Can Technology Choices Drive Governance? True or False: If you arent focusing on or addressing problems within the business, you will end up in the weeds.

Do you think SharePoint, Yammer & OneDrive really need governance? Key Governance Points Center of Excellence (Non-IT Individuals) Executive Involvement Ongoing End User Interaction Reporting & Auditing Agile Development Revisit Governance Team Your governance policies should support your organizations goals and be kept up-to-date as your organizations needs change. We recommend that you create a team from various disciplines across your organization to develop and maintain these policies. Include people from as many of the following roles as possible:

Best Practices Determine initial principles and goals. The governance committee should develop a governance vision, policies, and standards that can be measured to track compliance and to quantify the benefit to your organization. For example, your plan should identify service delivery requirements for both technical and business aspects of your SharePoint deployment. Classify your business information. Organize your information according to an existing taxonomy, or create a custom taxonomy that includes all the information that supports your business solution. After your information is organized, design an information

architecture to manage it. Then, determine the most appropriate IT services to support it. Best Practices Develop an education strategy. The human element is, after the governance plan, the most important ingredient in the success or failure of a SharePoint deployment. A comprehensive training plan should show how to use SharePoint according to the standards and practices that you are implementing and explain why those standards and practices are important. Your plan should cover the kinds of training required for specific user groups and describe appropriate training tools. For example, your IT department might maintain a frequently asked questions (FAQ) page about its SharePoint service offerings, or your business division might provide

online training that shows how to set up and use a new document management process. Best Practices Develop an ongoing plan. Successful governance is ongoing. The governance committee should meet regularly to review new requirements in the governance plan, reevaluate and adjust governance principles, and resolve conflicts among business divisions for IT resources. The committee should provide regular reports to its executive sponsors to promote accountability and to help enforce compliance across your organization. Although this process seems complicated, its goals are to increase the return on your investment in SharePoint, take full advantage of the usefulness of your SharePoint solution, and improve the productivity of your organization.

OneDrive for Business Sync & share documents Access content and information anywhere and from almost any device

Version Control & Content life cycle Collaborate on document security with individuals inside and outside the company Manage access permissions Access with native mobile client apps for windows 8 and ios. OneDrive for Business 3rd party company (concept searching)to manage could solve compliance and governance issues with OneDrive However if you dont have a tool to utilize as above managing and adhering to policies &

procedures will be merely impossible Yammer Enable enterprises to become more social very rapidly Enables easy access to groups and feeds Provides easy access across different devices and browsers Offers easy-to-use administration tools Yammer Governance Establish policies and procedures

What happens when you leave the company? Build relationships Design External usage policy

Full disclosure on how it works Engage an influencer Prior to releasing Reference our nda Require all users to sign 3rd party app (supplemental applications)

Gamification, Analytics, LMS and other integration areas Yammer Governance Prevention Steps: Keyword monitoring Define types of group administration Password policies IP blocking User management Mandate an authentication method for external users

E-discovery Dont forget development!!

Code review Source control Approved developer Tools Deployment process Load balancing Validation Sensitive data How to handle exceptions Security review SharePoint Apps Documentation 3rd party Tools Development Environments Last but not least!!

Load balancing Validation Sensitive data How to handle exceptions Security review SharePoint apps DOCUMENTATION DESIGN STANDARDS DEVELOPMENT STANDARDS QUALITY ASSURANCE

DEPLOYMENT STANDARDS PROJECT MANAGEMENT 3rd Party Tools Governance toolkit for Office 365 Exchange Sharepoint Office 365 Settings Lync

21 Apps Governance as a Service Rebooted SharePoint & Office 365 Governance Where to Get Started? Get a template.ITS FREE!!! What Governance Template Do I Use.. http://spmindmelt.focalpointsolutions.co/?p=133 Supporting your governance Wiki AKA Knowledge Base aka the kb!!

Searchable automate linkable Auditing Quarterly, monthly, etc. Use 3rd party tool

Split responsibility so it is not overwhelming for 1 or 2 individuals SPSVB Sponsors Platin um Gol d Silv er Raffl e

K2 @sldeere https://www.facebook.com/ focalpointsolutions.co www.linkedin.com/in/ stacydeere [email protected] .co Stacy Deere-Strole BLOG: http://spmindmelt.focalpointsolutions.co

COMPANY: http://focalpointsolutions.co

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