29 Jun

Delivering the Value of SharePoint in a Regulated Environment

Jared Matfess

Slalom Communication

  • The problem with SharePoint
    • Makes it too easy to share files
    • Mobile friendly
    • Difficult problem to solve..seamlessly share, but just some stuff
  • Planning
    • Awareness
    • Act security framework – goals
    • Culture – change risk adverse culture – get buy in
    • Technology –
  • Approach
    • Common areas
      • Organizational effectiveness
      • Risk management
      • Operational enhancement
        • Collecting feedback.
        • You are never done
        • Always go back and look around
      • Responsibility starts at content authors and goes out.
    • Data concerns
      • Intellectual
      • Salary
      • Acquisitions
      • Regulations
        • Internal
        • External
      • Retention policy surrounding your data
    • Where are mistakes happenning..email or wrong file share?
    • IT can’t do it themselves
      • People need to come to the table frequently
      • Staff development
      • Marketing
      • HR
        • Do the prep work
        • They don’t know anything about SharePoint
    • Define your security data requirements
      • Identify logging auditing requirements
      • Target the data tht needs to be secure/DRM
      • User data requirements
    • Planning questions
  • Turn on Sharepoint auditing
    • Screen shot technology
  • Audit trimming
  • Long term archiving may require third party solution
  • Reporting
  • Building blocks for your solution
    • Start at your site request process
      • Identify your decision making questions
      • Capture key field metadata
        • Store in site collection property bag
          • Hidden area within site
          • Create custom properties
          • Key value pairs that can be read through code
        • Also consider hidden list in site collection
      • Meet with your customers to understand what they are requesting
    • Using active directory groups
    • HR sites, policy and procedures…use AD groups
  • 0365
  • Helpful resources

 

 

 

29 Jun

#Yammertime, what do I do with “Enterprise Social”?

Tim

Customer immersion experience

  • You need to follow users
  • Ask them about their pain points
  • Build experiences to solve business challenges
  • Define Social
  • What Yammer is not
  • What yammer is
  • How to use yammer in a corporate environment

Millennials

  • Always mobile always moving
  • Collaborate early often and always
  • Grown up on social networks
  • Don’t quite understand e-mail

Another older tradition or methodology:

  • Traditional hierarchies
  • Responsive network

knowledge sharing is prevented by competition within the enterprise.

  • Corporate publishes, and communicates.
  • Designed to be a little less formal
  • Designed to be “I have an issue! Who can help me out?”
  • It is not Facebook for the enterprise
  • You need to stop this.
  • Problem with knowledge hordes
  • Groups in office 365–> this is where things are going..they will eventually merge into one group
  • Use for support groups
  • 2013 office
  • Getting information (tribal knowledge) from baby boomers**
  • Capturing tribal knowledge
  • Help people consume the knowledge
  • BI doesn’t always have the context

Idea exchange / innovation hub**

  • Is there something we can do that lets everybody know for the enterprise.
  • Governance/HR get usage policy!!!**

Monitor keywords*  –  need to do it.

 

 

 

 

 

 

 

29 Jun

Advanced Enterprise Content Management and Classification in SharePoint on-premises and Office 365

Chris Mcnulte

  • ECM
    • Taxonomies
    • Records retention
    • Get the intro from the earlier presentation
  • Information Architecture
    • Taxonomy
    • Catalogs
    • Content type syndication 365 and delve

Core 2013 and Office 365

What is metadata?

  • Investing in ECM and SharePoint
  • Site collection the most important administrative area
  • Script the process
  • Core service is managed meta data
  • Content types

Metadata new changes how you can edit metada.

OneDrive and SharePoint are the same thing…personalized version of SharePoint.

  • Pinning or reusing a term
  • As they grow (taxonomies) projects/offices/regions/
  • Geographical taxonomies
  • Time zones, etc.
  • Reusing terms = pinning

Wictor Wilen

  • Build in excel

Wand..taxonomy **

  • Download default taxonomies

Content type hubs

  • Allow you to group
  • Sharepoint uservoice .com
  • I create a site collection register as a content type hub/content type gallery once an hour master hub checks for changes/
  • Set up a separate site collection that has nothing to do with intranet cth.contoso.com – content type hub.
    • For server movement
  • Only syndicate business imperative content types
  • Future
  • Document id function can get cut off
  • Syndication allows you to make one change and change all content types
  • Site policies should be defined in the site collection
  • Enterprise policy ECM
  • Content types is problematic when you go to 365 roadmap on presentation

Limit content types if you are on the edge of moving to 2016. 2013 is actually 2 engines at the kernel level, and 2016 is one, basically 2013 with some additions.

Lightning talk in texas? Where?

Managed metadata service connection

  • Content type syndication starts runing
  • Who are the affected admins of the term store
  • Master syndicated content management
  • Enterprise content types needs to be established..others can grow organically

Navigation and information

  • Modern thumbnail-centric library view
  • Inline contextual information panel
  • This is where we will add the functionality due to the move to UX development (DOM)

 

 

 

 

 

 

 

29 Jun

Real-World SharePoint Information Governance: A Case Study

Antonio Maio – Protiviti

http://www.slideshare.net/AntonioMaio2

2 case studies –

Helps enterprises establish governance plans

  • Control chaos

once you have the plan, how do you put this into practice..this is the hard work

Key areas to focus on:

  • Security
  • Low hanging fruit (quick and dirty)
    • Roles and responsibility, starts with it..admins -all of them/architects/records management/legal/etc.
      • Make sure you have two site and data owners primary and secondary
    • Information Architecture
      • data classification field
        • public/sensitivity/confidentiality
    • Define rules for site creation management, decommissioning
    • Define security groups permissions and roles for assigning permissions
      • logs
    • Determine training needs plan to educate the user community

Now you have a plan:

  • How do we make this happen?
  • Governance is about organizational change
    • it’s politically difficult
      • you have to convince them that the change and movement is beneficial to the org.* this!!! Politically heavy.

Case study one: Oil and Gas (4500 people)

Heavily regulated / PHMSA/DOE/DOT

  • Most sensitive/ceo’s salary bonus and stock grants (costs)
  • Took 18 months to have 18 departments up and running
  • Started with one department
  • Governance committee (most difficult part) they wanted 40 people on it, they got it down to 15, they wanted less, 9-10
    • Establishing gov com, then meet with people
    • Define a charter with committee
    • It took two months
  • Roles and responsibilities
    • Define roles
    • Define responsibilities
  • Define architecture
    • Site owners are not able to create subsites (this does not work with large organizations with more than 8000 employees)
    • 3rd party tools that monitor /site creation / last modified / etc.
    • Annual process to review, archive i.e. this project is closed –> archive
    • Patches/updates is critical
    • Recommend stay two months behind, MS has released problems in an update, and they get fixed in two months
    • Disposition process after expiration goes on a disposition list to get permission to delete * workflows help automate this process, ask data owners if data can be deleted
    • Does not like records center in general use in place records management
    • No Business Social

Other info

  • 4500 people
  • Farm admins (2) 5 farms
  • AD (3)
  • SQL (3)
  • IT (6)SP  developers / pm group handled management, and scheduling
  • End user and power user training was 2 hours a piece, provided materials and videos
  • Each department had a site collection

Site for information governance

  • Set up governance notebook
    • Meetings
    • Minutes (If you still do this)
    • Documents
    • Planning goals
    • Visions
    • Rules
    • Charter
    • Responsibilities
    • Timelines
    • It/business/executive roles
    • All Requirements
    • 18 months (8 departments)
  • Timing was critical
  • IT involved was critical
  • Defining data owner
    • Understand the regulation for their data
    • Approve access requests (may delegate)
    • Regular permission reviews (annually) for each department)*

Still had to produce a document

  • They took all the information and created a pdf

 

Q. If organization is unstructured, departments are ambiguous, and enterprise is process driven?

Q & A. Two primary approaches:

  1. Address the unstructured (no departments/hierarchy) by defining some structure
  2. Create collections based on enterprise processes.
    1. Projects
    2. Collaboration(teams)
    3. Search center
    4. MySites

Case Study – Financial services – (4000 employees)

  • Material Non-Public Information (insider trading) failed an SEC audit.
  • 2200 file shares and 1600 sites
  • 3 months
    • Identify data owners
      • Reporting
      • Primary and secondary data owners/primary and secondary site owners ***** these people need assistance and training!!
      • Permission remediation*
      • Create ownership claim list – need executive sponsorship and compliance to review this**
      • This form was simple (5 questions)
        • note: Look at step two on the slide, this is the form for claim list
        • step 3 IT needs to help them with this

Success criteria and Outcomes

Voronus to monitor and automate the site creating and deleting and approval process.