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An update to my popular SharePoint 101 presentation, this version given at SharePoint Saturday Johannesburg on May 19th, 2012.
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19 May 2012
Looking Under the Hood: How Your Metadata Strategy Impacts Everything You Do
Christian Buckley@buckleyplanet #SPSJHB
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About
Christian Buckley, Director of Product Evangelism at Axceler
• Microsoft MVP for SharePoint Server
• Most recently at Microsoft, part of the Microsoft Managed Services team (now Office365-Dedicated) and then Advertising Operations
• Prior to Microsoft, was a senior consultant, working in the software, supply chain, and grid technology spaces focusing on collaboration
• Co-founded and sold a collaboration software company to Rational Software. At another startup (E2open), helped design, build, and deploy a SharePoint-like collaboration platform (Collaboration Manager), onboarding numerous high-tech manufacturing companies, including Hitachi, Matsushita (Panasonic), and Seagate
• Co-authored ‘Microsoft SharePoint 2010: Creating and Implementing Real-World Projects’ link (MS Press, March 2012) and 3 books on software configuration management.
• Twitter: @buckleyplanet Blog: buckleyplanet.com Email: [email protected]
Get the BookAvailable from Microsoft Press
Order your copy at http://oreil.ly/qC4loT
Tackle 10 common business problems with proven SharePoint solutions
• Set up a help desk solution to track service requests
• Build a modest project management system
• Design a scheduling system to manage resources
• Create a site to support geographically dispersed teams
• Implement a course registration system
• Build a learning center with training classes and resources
• Design a team blog platform to review content
• Create a process to coordinate RFP responses
• Set up a FAQ system to help users find answers quickly
• Implement a cost-effective contact management system
Improving Collaboration since 2007Mission: To enable enterprises to simplify, optimize, and secure their collaborative platforms
– Delivered award-winning administration and migration software since 1994, and for SharePoint since 2007
– Over 2,000 global customers
Dramatically improve the management of SharePoint– Innovative products that improve security, scalability, reliability, “deployability”– Making IT more effective and efficient and lower the total cost of ownership
Focus on solving specific SharePoint problems (Administration & Migration)
– Coach enterprises on SharePoint best practices– Give administrators the most innovative tools available– Anticipate customers’ needs– Deliver best of breed offerings– Stay in lock step with SharePoint development and market trends
Axceler Overview
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[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
The #1 reason why your 2010 deployment will fail
Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
What are you trying to accomplish with SharePoint?
Some questions for you…
Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
What was missing from your previous attempts?
Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
What is your metadata strategy for 2010?
Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
What is metadata, anyway?
Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Metadata 101
Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
• Book title• Author• ISBN• Publisher
• Name• Account Number• Credit Card• Social Security #• Billing Address
• Device ID• Email• Software version
Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
• Travel dates• City visiting• Flight number• GPS position
• Friend’s Name• City visiting• GPS position• Distance to friend• Avoidance Flag = Yes
• Name• Account Number• Mileage to date• Home town
Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
The Role of Metadata
Scott Singleton, Managed Metadata in SharePoint 2010 http://www.slideshare.net/scottsingleton/managed-metadata-insharepoint2010
Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
Asset TypeCompany
Asset Number
Barcode Tracking Number
Color code
(by department)
Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.net
StateID Type
Class
Expiration
License Number
Address
Date of Birth
Donor
Emergency Contact
Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter Blog
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Title
Date
Scam campaign content
Randomly generated name
Name
Email Cell Twitter Blog
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Metadata is the lifeblood of SharePoint
Taxonomy and metadata drive the tools and processes that make the world go round
Metadata powers search,
it powers social media,
and it powers SharePoint
The role of metadata
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[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Why aren’t my end users using SharePoint?
Creating Passionate Users, Kathy Sierra
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Taxonomy
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In Biology, taxonomy is the science dealing with the description, identification, naming, and classification of organisms. “however, the term is now applied in a wider, more general sense and now may refer to a classification of things, as well as to the principles underlying such a classification.”
~Wikipedia.org
Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Email Cell Twitter Blog
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Your Current Taxonomy
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What is your broader strategy for tagging, metadata and taxonomy?
Map out your high level taxonomy (web applications and site collections) and schemas (Content Types)
Understand your current-state and future-state plans, and how they relate to your metadata
Managed
Metadata
Service
Term Stores
Improved Governanc
e
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How is metadata managed inside of SharePoint?
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Tier 1 site collections based on business units or product areas
Top level portal
Tier 2 sites that follow specific structure
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SharePoint 2010 offers many services OOTB Search Excel Services BCS Project Server Web Analytics Access Performance Point Visio Word Office Web Apps People
These centrally managed services allow for greater control across the enterprise Have your cake and eat it through centrally managed services
The Role of Services
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It is a service application created by a Farm Administrator It is added to a farm’s default list You can also create a content type hub, which is a URL
to a site collection
What is Behind Managed Metadata
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[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
It’s basically a definition of an artifact that can be stored in a SharePoint site. For example: A project document, including
File type Date created Author Last modified
It is part of a workflow, including Who needs to approve Date of approval
It includes information management policies that Cannot be edited once approved
Content Type
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Content types may be applied for each site collection
…or for certain sites
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Scott Singleton, Managed Metadata in SharePoint 2010 http://slidesha.re/hNPeAQ
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Content types can be shared Create a content type hub, which is an blank site
collection used to publish content types Publish the content types Consume them Content types become visible in subscriber’s
content type galleries
Syndication
Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Ensure each of your “librarians” understand: Their term group properties
Group name Description Contributors Group Managers
Their term store properties Term store administrators Default and working languages
Actively make changes, as needed, to these properties
Managing Your Term Groups and Stores (part of governance)
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[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
What is the role of governance?
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Corporate
SharePoint
Project
IT
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Governance is about taking action to help your organization organize, optimize, and manage your systems and resources.
In SharePoint…
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Email Cell Twitter Blog
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Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
1. Have a plan to address it
2. Create an internal SharePoint user group
3. Create a governance site
4. Clearly define roles and responsibilities
5. Outline your taxonomy, communicate it, and iterate
6. Learn and evolve
Jumpstart your governance
Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
Lessons Learned
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1. Understand your metadata and taxonomy model
2. Have a strategy for Managed Metadata
3. Involve your end users
4. Make governance a priority
5. Create a governance site and keep it fresh
6. Iterate, iterate, iterate
Lessons learned, at a high level
Email Cell Twitter Blog
[email protected] 425.246.2823 @buckleyplanet http://buckleyplanet.com
• Map out your high level taxonomy
• Web applications
• Site collections
• Content Types
• Plan for your migration (or set it up right the first time)
• Consolidate your content types.
• Clean up your folder structures.
• Refine your keyword taxonomy.
• Standardize your site structure and templates.
• Build a consistent navigation.
• With Managed Metadata Service in 2010, it is critical that you set up a governance model to guide this process, or it will quickly get out of hand
Getting tactical – First Steps
• Christian [email protected]+1 [email protected] and http://info.axceler.com
• Additional Resources – On The Importance of Metadata, Craig Mullins http://bit.ly/cOWp2F – Enabling Social Media through Metadata http://slidesha.re/gdjoaz– Managed Metadata in SharePoint 2010, Scott Singleton http://slidesha.re/hNPeAQ– The Battle for Metadata in SharePoint 2010, Michal Pisarek http://bit.ly/g7vFWN – 5 Steps of a Successful SharePoint Site Transformation http://bit.ly/eB6qbN – Creating Passionate Users, Kathy Sierra http://headrush.typepad.com/
Contact me