Governance Essentials for SharePoint 2013 and SharePoint Online

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1 Governance Essentials for SharePoint 2013 and SharePoint Online

2 Today s Presentation: Introduction & About Gig Werks SharePoint Overview & Expertise Cloud vs. On Premise SharePoint Governance Demonstration Collaboration Engine Application with Governance Best Practices Q&A - Please type questions into GoToWebinar control panel for answers at the end Survey - When leaving the webcast you will be prompted with a survey, please fill out for access to the PowerPoint and Webcast Recording

3 About Gig Werks Company began and has been a Microsoft Gold Partner since 2002 Deep relationship with Microsoft Virtual Technology Specialists for the Microsoft New York Enterprise Group 4 Time Microsoft SharePoint Technical Excellence Partner Award Winner Various other Microsoft Awards and Tech Forum Award Winner 2008 Invited into the Partner Evidence Program for SharePoint 2007, 2010 & 2013 Focused on SharePoint since 2003 Deep Industry Experience in: Financial Services, Architecture/Engineering/Construction, Healthcare/Pharmaceutical, Legal & Professional Services Approved Vendor of Microsoft Legal and Corporate Affairs Group (LCA) Expertise around Full Capabilities: SharePoint, Office 365, Business Intelligence and Microsoft Stack Uniquely partner and offer expertise on the Best SharePoint ISV s in the channel

4 Gig Werks Solution Package Offers Available Packaged Solutions and Quick Starts from Gig Werks SharePoint Business Solution Planning Premium Advisory Services Plan SharePoint & Office 365 Staging & Development Workshop Power Business Intelligence for Office 365 Quick Start ProjectReady Applications for SharePoint & Office 365 ProjectReady Collaboration Engine Application ProjectReady RFI Management Application ProjectReady Transmittal Management Application ProjectReady Submittals Management Application ProjectReady Viewer Application

5 Gig Werks Advanced Business Solutions and Expertise Enterprise Content Management Workflow Advanced Functionality Search Business Intelligence & Reporting User Interface & Experience Governance & Compliance Intelledox Nintex RecordPoint Metalogix Cryptzone Accusoft BA Insight Colligo Workshare Ezescan DocuSign Nintex BA Insight Accusoft Colligo Workshare Cryptzone BrightWork Nintex Metalogix LiveTiles Nintex Intelledox RecordPoint Metalogix Cryptzone Colligo Workshare AEC Solutions Nintex Intelledox RecordPoint DocuSign Accusoft Colligo Metalogix Cryptzone Ezescan Advanced Industry Solutions Financial Services Solutions Nintex Intelledox RecordPoint Cryptzone Metalogix Workshare Accusoft DocuSign Legal Solutions Nintex Intelledox BA Insight Workshare Accusoft RecordPoint Cryptzone DocuSign Colligo Ezescan Pharmaceutical / Healthcare Solutions Nintex Intelledox Accusoft RecordPoint Cryptzone Metalogix Workshare DocuSign

6 Microsoft SharePoint The Business Collaboration Platform for the Enterprise and the Web

7 Advantages of Office 365 & The Cloud No Infrastructure Cost or Support Needed Automatic Updates and Maintenance Always have the latest version of Microsoft Products Accessibility from Anywhere Community and Phone Support Guaranteed 99.9% Uptime (Financially backed SLA from Microsoft) Predictable Cost Flexible Bandwidth Security, Compliance, and Privacy from Microsoft Speed to Market

8 Advantages of On-Premise Complete control of your environment and data Supports heavy customization (ex - Visual Studio Workflows) Keep Sensitive information in-house Easier integration into Line of Business systems Full development options for developers Improved Records Management in SharePoint

9 SharePoint 2013 & Enterprise Content Management Create Control Protect Create and organize content easily with the help of relevant discovered information Manage content policy, information architecture and taxonomy Reduce risk and manage compliance with centralized ediscovery tools

10 SharePoint 2013 Enterprise Content Management Site-level retention policies Compliance levels extended to sites Policies include: Retention policy for sites and Team Mailbox associated with site Project closure and expiration policy Designed for managing discovery cases and holds Establishes a portal through which you can access discovery cases to conduct searches, place content on hold, and export content 2012 Microsoft Corporation. All rights reserved.

11 SharePoint 2013 Enterprise Content Management Support for searching and exporting content from file shares Export discovered content from Exchange and SharePoint Seemless integration of Exchange and SharePoint to provide best of both world and end user flexibility 2012 Microsoft Corporation. All rights reserved.

12 What is Governance? Governance is the set of policies, roles, responsibilities, and processes that control how an organization's business divisions and IT teams work together to achieve its goals. Every organization has unique needs and goals that influence its approach to governance. Governance and Information Architecture organizes information to maximize usability and manageability. Make information easier to find Users navigate to information intuitively Users store and retrieve information conveniently Eliminate redundant information Categorize information with metadata Create content quickly with templates Govern information securely and verifiably

13 SharePoint Governance Considerations Governance Planning Information Management Who Should Determine Governance? What Should be Governed? Governing Information Architecture Goals and Implementation Governing Content Rules and Policies Governing Information Access The Governance Team Resources

14 Governance Planning An effective governance plan anticipates the needs and goals of your organization's business divisions and IT teams. 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. 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. 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. Develop an ongoing plan - Successful governance is ongoing.

15 Who Should Determine Governance Policies? Your governance policies should support your organizations goals and be kept up-to-date as your organization needs change Executive Stakeholders Financial Stakeholders IT Leaders Business Division Leaders Software Development Leaders Compliance Officers Information Architects or Taxonomists Development Leaders Information Workers Trainers Technical Specialists

16 Governance and Site Types Different types of sites require different governance policies. This is because different sites have different requirements, which reflect their importance to the organization. Published sites have tighter governance over information and application management than team sites and personal sites (My Sites).

17 Governing Information Access Ask the following questions: Permissions and Audiences How do I structure permissions in a site? How do I target content to specific audiences? Access How do I make this content accessible to internal users? How do I make this content accessible to external users?

18 Governance and Information Architecture Information architecture determines how the information in that site or solution its webpages, documents, lists, and data is organized and presented to the sites users. Information Architecture helps Make information easier to find Users navigate to information intuitively Users store and retrieve information conveniently Eliminate redundant information Categorize information with metadata Create content quickly with templates Govern information securely and verifiably

19 Governance and User Adoption Governance doesn't work without user adoption and compliance. End-user training and education, in addition to good content and search, is key to user adoption. Usability Home Page Something for everyone Dept. Sites Something for CXO s Search Templates Employee Training Administrative End User

20 ProjectReady Collaboration Engine Governance Best Practices The ProjectReady Collaboration Engine provides an intuitive end user experience to ensure advanced security and reporting across all your projects. With the Collaboration Engine, workflows and ease of use are set up with just a couple clicks guaranteeing a consistent governed framework that supports scalability and industry best practices ProjectReady Collaboration Engine Application Self-Service Site Provisioning Easily set site security and permissions Automatically describe content in a governed way Coherent and consistent information architecture through pre-configured site taxonomy for ease of use Designed for Business System Integration Can be leveraged by any Project Driven organization Intuitive and clear visibility to find what you need across all projects and tasks ProjectReady

21 Demonstration ProjectReady Collaboration Engine Application with built-in Governance Best Practices

22 Q & A Go to the Question Tab on your GoToWebinar Control Panel and Type Your Questions to be Answered Please Do Not Forget to fill out the survey as you leave the webcast to receive Todays PowerPoint & Webcast Recording Contact Us info@gig-werks.com

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