Office 365 Is Governance Affected and Where Do

Office 365 Is Governance Affected and Where Do We Start? Stacy L. Deere-Stacy Focal Point Solutions, LLC

Links for the Soul • Give a Little, Get a Lot: Use Plan B • http: //www. infogovcon. com/connect/blog/entry/give-a-little-get-a-lot-use-plan-b • Personal Blog • http: //spmindmelt. focalpointsolutions. co • Information Governance Blog • http: //www. infogovcon. com/connect/blog • Christian Buckley • http: //www. buckleyplanet. com/ • Governance Template • http: //www. infogovcon. com/connect/blog

Agenda • Things that make you go hmmm… • What Does Governance Mean? • O 365 Impacts • Areas of Governance • Governance Team • Best Practices • One. Drive • Yammer • Don’t forget Development • Last but not least • 3 rd Parties Tools

Things that make you go hmmm… • Is Governance Technology Specific? • Can Technology Choices Drive Governance? • True or False: If you aren’t focusing on or addressing problems within the business, you will end up in the weeds. • Do you think Share. Point, Yammer & One. Drive really need governance?

What Does Governance Mean?

It Means The set of policies, roles, responsibilities, and processes that control how an organization works together to achieve their goals.

What it 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 100 GB quotas My Site storage allocation 500 MB Site collections per tenant 300 Mailbox Size 25 gig

Where Does it Start? • All starts with YOU! • Plus a little thing I like to call the answer to all governance roadblocks or better known as the FREE governance template.

What Can be Governed?

Areas of Governance • • • Blogging Community Management Customizations Delivering Content Relocating Content Removing Content Site Creations Templates Quotas • • • Wiki My. Sites Site Audits Naming Conventions Permissions Taxonomy & Suggestions Compliance Reporting Site vs. Sub-site

Governance Team Your governance policies should support your organization’s goals and be kept up-to-date as your organization’s 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:

Team Roles Strategy Team • • Consists of business owners who provide insight and direction to drive strategic initiatives. Tactical Team • Consists of 3 sub-teams that support the directives of the Strategy team. • • • NO CHANGE! • Operations Support Developers Want to take a Guess?

Tactical Team Responsibilities Support Team Operations Team • Help Enforce Governance Plan • Create Support System with SLA’s • Manage Routine Maintenance Tasks: • Respond to questions, bugs and other issue resolution • Provide typical Share. Point Admin roles such as: • • Nightly Backups • Scheduled Task Validation • Security Release & System Upgrades Usage Monitoring & Analysis • • Site Provisioning Development Team • New features and program management while adhering to standards. • Develop customized & personalized solutions for departments & division sites. Security Permissions for users and groups Whose job will be changing the most?

Tactical Team Responsibilities • Enforce Governance Plan • Manage Routine Maintenance Tasks: • • Nightly Backups* • Oracle & DBA Role will be eliminated…* • Active Directory Role could change (Ping Identity, FBA, etc. )* • No Equipment to Support* Usage Monitoring & Analysis Scheduled Task Validation Security Release & System Upgrades* Development Team Support Team Operations Team • Create Support System with SLA’s* • Respond to questions, bugs and other issue resolution • Provide typical Share. Point Admin roles such as: • • Site Provisioning • New features and program management while adhering to standards. • Develop customized & personalized solutions for departments & division sites. Security Permissions for users and groups * Indicates Change

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 Share. Point 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 Share. Point deployment. A comprehensive training plan should show to use Share. Point 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 Share. Point 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 Share. Point, take full advantage of the usefulness of your Share. Point solution, and improve the productivity of your organization.

One. Drive for Business • Sync & share documents • Collaborate on document security with individuals inside and outside the company • Access content and information anywhere and from almost any device • Version Control & Content life cycle • Manage access permissions • Access with native mobile client apps for windows 8 and ios.

However!!! If you don’t have a tool to utilize or a GOVERNANCE document to assist in managing One. Drive the next horror movie could be in the making!

Yammer What it Does Well: • • 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 to the Rescue • • Establish policies and procedures • • • Prior to releasing Full disclosure on how it works What happens when you leave the company? Engage an influencer • Build relationships Design External usage policy • • Reference our nda Require all users to sign 3 rd 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

Don’t forget development!! • • • • Code review Source control Approved developer Tools Deployment process Load balancing Validation Sensitive data How to handle exceptions Security review Share. Point Apps Documentation 3 rd party Tools Development Environments

Last but not least!! • Load balancing • Documentation • Validation • Design Standards • Sensitive data • Development Standards • How to handle exceptions • Quality Assurance • Security review • Deployment standards • Share. Point apps • Project management

3 rd Party Tools • Governance toolkit for Office 365 • • Exchange Sharepoint Office 365 Settings Lync • Share. Gate

Where to Get Started? Get a template……. IT’S 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. Split responsibility so it is not overwhelming for 1 or 2 individuals Use 3 rd party tool

@sldeere https: //www. facebook. com/focalpointsolutions. co www. linkedin. com/in/stacydeere sdeere@focalpointsolutions. co Stacy Deere-Strole BLOG: http: //spmindmelt. focalpointsolutions. co COMPANY: http: //focalpointsolutions. co