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What Governance Looks Like in the Cloud Christian Buckley Director of Product Evangelism, Metalogix

What Governance Looks Like in the Cloud

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As more organizations look to move their collaboration efforts to the cloud, considering Office 365 or some other public or private SharePoint Online offering, there are some things to consider around governance, reporting, and administration. This presentation outlines some of those considerations. Originally presented for the European SharePoint Conference community.

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Page 1: What Governance Looks Like in the Cloud

What Governance Looks Like in the CloudChristian BuckleyDirector of Product Evangelism, Metalogix

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Some of the questions we’ll ask:

• How safe is the cloud?

• How will the Cloud impact my business?

• What is a hybrid SharePoint environment, and does it make sense for my business?

• How does moving to the Cloud impact my SharePoint planning, and my ability to manage SharePoint across the enterprise?

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About

Christian Buckley, Director, Product Evangelism at Metalogix

• 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]

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Get the Book

Just released from Microsoft PressOrder 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

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Microsoft’s Cloud Strategy

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Presentation given by Josh Waldo, Sr. Director of Cloud Partner Strategy, Microsoft WWPG at the August IAMCP Seattle chapter meeting

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Evolution of the Cloud

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The nature of how we collaborate has evolved

• Electronic Data Interchange• E-commerce• Telecom advances• SOAP and XML• Service-Oriented Architecture• Web Services• Virtualization• Inexpensive hardware

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Alternativesfor control, cost, & capability

• Infrastructure as a Service (IaaS)

•Platform as a Service (PaaS)

•Software as a Service (SaaS)

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Advantages to SharePoint in the Cloud

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Common solutions for the Cloud

• SharePoint Extranets• Collaboration with partners and vendors

• Allows companies to leverage professionally managed data centers, advanced security features

• Does not expose corporate networks to risks

• Public-Facing Websites on SharePoint• Less expensive than on their own

• Consistency with internal deployments, training

• Less impact of capacity planning considerations

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Common Scenarios • Rapid provisioning of new workloads on Office

365 while maintaining existing on-premises workloads

• Organizations wishing to migrate workloads from an existing on-premises environment to the cloud over time in a phased approach

• Organizations wanting to supplement their cloud environment with additional features or customizations which are currently only possible on-premises

• Compliance or data sovereignty reasons which might stipulate certain data be hosted in a particular location

Hybrid SharePoint Environments with Office 365, Microsoft

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Advantages

• A professionally managed data center with 24x7 support and advanced network security and intrusion detection.

• Separation of identity and content for externally-facing workloads vs. on-premise internal-facing environments.

• Rapid provisioning with little or no upfront costs for hardware and software.

• On-demand scale-out to meet variable capacity demands.

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What does governance look like in a pure cloud or a hybrid deployment?

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Is there risk in moving my data into the cloud?

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According to a new Forbes survey:

• 41% of workers used an unsanctioned cloud service for document storage in the last 6 months

• 87% of these workers knew their company had policies forbidding such practices

• Estimated annual cost to remedy the data loss is about $1.8 billion

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Taking a strategic view of your hybrid SharePoint deployment• Understand your changing

requirements

• Understand which workloads can be moved now, which require more platform and cloud infrastructure maturity

• Understand and mitigate governance risks

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Pillars of SharePoint Governance

Technology AssuranceDelivering assurance that the technology platform supports the needs of the project requirements, both in the short-term and in the long-term. It is one thing to have a "performant" platform that works well today, and another to design a solution that will meet your needs as the business grows and adapts to a changing business climate.

Project GovernanceUtilizing your established IT project methodology, ensuring that everyone involved has a shared understanding of what needs to be done, and how the task or solution will be delivered. Having a SharePoint Center of Excellence is a great way to stay on top of project governance.

Information GovernanceUnderstanding of what is created, facilitated and managed within SharePoint. Information governance ensures that any content that is created and stored within SharePoint has defined value, and how it fits into SharePoint is understood.

provided by 21apps.com

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Pillars of SharePoint Governance

Business Technology AlignmentIf it does not have a measurable benefit to the organization, simply put — you should not be doing it. Business and technology should be aligned, with a shared vision of what is to be delivered.

Continuous Improvement This should facilitate ongoing efforts to implement feedback and manage change to the platform. Governance, like SharePoint itself, is not a static activity, but must change as the organizational needs change.

provided by 21apps.com

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Refining your plans

Some key considerations for governance in the cloud

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Key Considerations for Governance in the Cloud

The ability to manage permissions across both SharePoint on-premises and SharePoint online (Office365) content, and to make mass updates across both environments.

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Key Considerations for Governance in the Cloud

Visibility into your Information Architecture and the Managed Metadata in SharePoint across all farms, or granularly within individual children (sites).

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Key Considerations for Governance in the Cloud

Tracking of storage usage across all site collections, with reporting that provides visibility into the content databases of environments to ensure capacity is not reaching its limitations.

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Key Considerations for Governance in the Cloud

Auditing and compliance monitoring capability, providing detailed reports that examine everything from document and user activity, .aspx hits, and native SharePoint audit log activity to see what is being accessed and by whom.

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Key Considerations for Governance in the Cloud

Reporting on various aspects of what is deemed important across all environments, as well as granular, customized trend analysis reports to view activity, storage, and site count for each individual site, comparing differences.

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Key Considerations for Governance in the Cloud

Social monitoring, who is commenting and how users are interacting, helping orgs determine just how much goes on, which farm is more successful in user interaction, and therefore how well collaboration is achieved.

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Key Considerations for Governance in the Cloud

Migration planning guidance around storage, content database reports, most/least active sites, inactive users, user migration (from AD domains, for example), and cleanup of orphaned users.

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Key Considerations for Governance in the Cloud

Ability to set management policies and procedures that span the various systems, allowing organizations to organize and automate complex preventive and responsive actions.

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Evolution of the Cloud

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Aligning Your BusinessThe November 2012 edition of Channel Pro Magazine includes an article entitled A Decision Tree for Moving to the Cloud by Paul Desmond, which, while positioned for managed service providers and other service companies, provides some helpful guidance for enterprises.

Whether building for customers or employees, think about the following:

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What Cloud services should I pursue?

• Take a look at the tools and systems you use today, and figure out which ones could save time and money by moving to the cloud.

• Hosted Exchange is a relatively easy platform to move to the cloud -- the platform is mature, and there are ample vendors offering strong SLAs.

• Focus first on moving to mature solutions (minimize risk of moving), then investigate new capabilities not already in house (minimize cost of trying new solutions)

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Should I consider Cloud-only or Hybrid solutions?

• Rarely can companies go entirely into the cloud, as not every platform is cloud-ready, and many orgs have extensive customizations in on-prem.

• Hybrid environments will be around for some time, and the move for many companies will be incremental.

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What kind of Cloud partners should I choose?

• Same as any other vendor selection process, look carefully at what they offer, who they support, and how long they’ve been in business.

• Depending on what you plan to move into the cloud, look for partners with the strongest Service Level Agreements (SLAs).

• Also look for specialization. For example, work with a hosted PPM provider with a strong history in project management, not just a hosting service running an instance of Project Server.

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How do Cloud services differ from traditional managed services?

• The primary difference is that you say goodbye to the major platform upgrades every 3 or 4 years, and move toward more of an iterative update.

• As cloud-based service providers, their revenue model changes dramatically as customers move from a high-cost, project-based model to a recurring revenue model.

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Best Practices

• Make governance a priority• Look at your systems holistically (a business

view), regardless of where the servers sit• Clarify and document your permissions,

information architecture, templates, content types, taxonomy -- and ownership of each

• First define what policies, procedures, and metrics are needed to manage your environment, and then look at what is possible across your cloud and on-prem instances

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Thank you!

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Contact me

Order your copy at http://oreil.ly/qC4loT

Christian [email protected] +1 [email protected] and www.metalogix.com

Additional Resources availableGovernance and Administration for Hybrid Deployments (Chris Beckett whitepaper) http://bit.ly/XmqBIc

New Mobile Survey Reveals 41% of Employees Are Deliberately Leaking Confidential Data, Mark Fidelman, Forbes.com http://onforb.es/18h92Nv

(Whitepaper) AIIM Trendscape: Content and the Cloud http://bit.ly/1f26hFm

Is the NSA Leak Really Impacting Cloud Adoption? http://bit.ly/1bxabDQ