Microsoft SharePoint Governance Whitepaper

[Pages:48]SharePoint Governance For Education K12

Version: 001 Publication Date: 06/15/2014 Latest Revision Date: 06/15/2014 Contributors: B2B Technologies Microsoft Corporation Product: SharePoint Online Office 365

B2B TECHNOLOGIES | MICROSOFT SHAREPOINT GOVERNANCE WHITEPAPER

MICROSOFT SHAREPOINT GOVERNANCE WHITEPAPER

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REVISION AND S IGNOFF

CHANGE RECORD

Date

Author

5/19/14

B2B Technologies

5/21/14

XE Eyee

5/28/14

David Norris

5/28/14 6/2/14

6/5/14 6/11/14

XE Eyee/T Tesfamichael

Matt Tinkler, Brad Kazmer, David Norris

Xango Eyee

Jennifer Bluemling

Version 1.0 1.1 1.2 1.3 1.4

1.5 1.6

Change reference Developed first draft

Authored content, incorporating feedback from Microsoft Revised content, refined outline, and added comments Revised/labeled diagrams, addressed reviewer comments, authored/revised content Authored/revised content and added diagrams

Revised content, added diagrams Branded content, editorial review.

REVIEWERS Name

Mark Dunkel Mark Dunkel, Erik Desbois

Version Review ed

1.0 1.4

Organization

Microsoft Microsoft

Date

5/21/14 6/2/14

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T ABLE OF CONT ENTS

REVISION AND SIGNOFF............................................................................................................ 2 CHANGE RECORD ................................................................................................................... 2 REVIEWERS .............................................................................................................................. 2

TABLE OF CONTENTS ................................................................................................................ 3 ABST RACT ................................................................................................................................ 5

DEFINITION OF TERMS ............................................................................................................... 6 UNDERSTANDING SHAREPOINT IN AN ACADEMIC SETTING.............................................. 8

OneDrive for Business in Education ......................................................................................8 Site Templates ........................................................................................................................9 Enterprise Site Templates .....................................................................................................12 Document Center ...................................................................................................................12 Records Center.......................................................................................................................13 Basic and Enterprise Search Centers..................................................................................14 Business Intelligence Center................................................................................................14 Publishing Site .......................................................................................................................15 SharePoint Apps and the Office Store .................................................................................15 APPS AND WEB PARTS IN EDUCATION ............................................................................17 SharePoint Online Apps .......................................................................................................17 WHAT IS GOVERNANCE AND WHY IS IT IMPORTANT? ...................................................... 25 Importance of an Executive Sponsor ..................................................................................26 What do we want to build, and why? ...................................................................................26 Academic scenarios for SharePoint ....................................................................................26 Site Taxonomy........................................................................................................................28 School District Intranet Taxonomy .......................................................................................28 School Site Intranet Taxonomy ............................................................................................29 Shared Drive Taxonomy.......................................................................................................30 Public Facing Site Taxonomy ...............................................................................................32

MICROSOFT SHAREPOINT GOVERNANCE WHITEPAPER

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How will permissions be managed? ....................................................................................33 SharePoint Permissions Levels............................................................................................33 Active Directory Security Groups .........................................................................................34 Managing Personally Identifiable Information (PII) ..............................................................35

IMPORTANCE OF ENVISIONING, PLANNING, AND DESIGN................................................ 37 Envisioning Phase ................................................................................................................37 Planning and Design Phase .................................................................................................38

How will success be measured? ..........................................................................................39 Identify priorities for using SharePoint Online? ................................................................40 Why use a controlled/phased approach? ...........................................................................40 How will administrators and end users receive training?.................................................41 Is assistance needed for any phase of the project? ..........................................................42 How is change management handled? ...............................................................................44 Which features (licenses) will be provided to end users? ................................................46 How to activate SPO licenses?.............................................................................................46 What is the best use for Yammer?.......................................................................................47

Activating Yammer ...............................................................................................................48 Encourage feedback from end users for continuous improvement ................................48

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ABSTRACT SharePoint Online is a powerful, web-based collaboration platform providing academic institutions with virtually limitless options to build education-centric solutions at all levels within an organization. The flexible nature of SharePoint Online empowers institutions to deploy many different types of environments that bring value to their end users, including:

- University/District Portals - School Portals - Faculty/Staff Intranets - Research Portals - Social Networks - Student Extranets - Vendor Extranets - Departmental Team Sites - Project Management Sites - Public Facing Web Site - Classrooms Sites - Ad Hoc Collaboration Sites - Personal Sites - More...

Academic institutions have complete control over what types of environments that will be deployed. This decision is often based on strategic goals and existing technologies used throughout the university or school district. In many cases, SharePoint Online is used to consolidate duplicate workloads across an institution--thus, providing consistency and reduced total cost of ownership.

SharePoint Online includes a vast array of features and Apps that can help institutions build solutions to meet the needs of practically any collaboration objective. Institutions may simply choose to deploy OneDrive for Business, providing all users with 1TB of personal storage; Office Online; External Sharing; and Co-Authoring capabilities. In more advanced scenarios, institutions may choose to leverage SharePoint Online to reduce their dependency on files shares, use forms or workflows to drive processes, create dashboards, manage projects, integrate with existing systems, or create communications portals across an institution, school, or department.

This whitepaper was written to assist academic customers in understanding the governance process. Although the content is primarily targeted at a K-12 audience, much of the information applies to higher education customers as well.

Topics covered will be:

What governance is and why it is important Usage scenarios for SharePoint in K-12 districts How to plan a SharePoint site Best practices for using SharePoint features Change management OneDrive and Yammer How to measure success

The intent is for this document to become a guide for your deployment or upgrade.

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Definition of Terms

Term Intranet

Extranet

Public Website (internet)

Site Collection

Definition

An intranet is a tightly managed navigation structure to provide authored content to faculty and staff within the organization. For example, you might use an intranet to distribute policy among district/school administrators, or to allow teachers to collaborate on lesson plans.

An extranet provides access to targeted content to users outside of the organization, which may include vendors, partners, or parents. An extranet may be opened up to a vendor providing continuing education credits (CEUs).

A public website is used to provide information about your organization to the public at large, usually in an anonymous format. Examples of such information include school closings, superintendent letters, academic calendars, meeting minutes and similar announcements.

A site collection is a top level site and all of the sites below it (subsites). See Figure 1 below. Site collections provide unique permissions, storage quotas, scalability, and customizable look and feel.

Subsite Metadata

Figure 1: Example of a site collection

A subsite is a site that is created underneath a main level site. Unless permissions are specifically changed, subsites inherit their permissions from their parent site. Subsites are built using many types of prebuilt templates or can be created using custom templates. Examples include sites for departments, projects, classes, clubs/committees, wikis, and blogs. Metadata is information about site content. For example, the title and author is metadata about a book. SharePoint allows for centrally managed metadata. An organization may use metadata to tag and group documents by grade level, department, or subject. Furthermore, metadata can drive navigation, workflow, retention, and how content is viewed and/or filtered within a list.

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Site Definition MySite Web Part Apps

Authentication Authorization

A site definition serves as the foundation of a SharePoint site. They determine the appearance and behavior of the SharePoint site and its default content and functionality. SharePoint includes some site definitions such as a blog, for example. When a site is created using the blog site definition, the site contains the lists, web parts, and other items that a blogging site requires. In custom site definitions, preconfigured lists, content types, event receivers, images, and other items can be placed as needed. A MySite is a personal site for individual users in an organization.

Web Parts are server-side user interface controls that can be added to run inside of a SharePoint page to modify the appearance, content or behavior of that page. Web Parts are commonly used to present and allow user interaction with data contained in SharePoint lists, display content from external sources, or provide rich presentation of content such as embedded video or interactive Excel charts.

The "SharePoint Online Web Parts" section of this document provides more details and an overview of Web Parts included with SharePoint Online. "Apps for SharePoint are easy-to-use, lightweight web applications that integrate popular web standards and technologies to extend the capabilities of a SharePoint website." - (v=office.15).aspx

SharePoint Apps offer a powerful and flexible means to extend SharePoint functionality and can integrate with data from SharePoint or external sources. However, since they are self-contained and do not require server-side code, SharePoint Apps are simpler to distribute and install when compared to No-Code SharePoint Solutions. The "SharePoint Online Apps" section of this document provides more details and an overview of the SharePoint Apps included with SharePoint Online.

Authentication is the process by which SharePoint verifies that a user, device, or application is who they claim to be. SharePoint 2013 does not have its own system for authentication or identity management, but instead relies on external systems, whether Windows authentication or non-Windows authentication. Authorization refers to the process by which SharePoint provides security for websites, lists, folders, or items by determining which users can perform specific actions on a given object. Users, devices, and applications must successfully authenticate before they can be authorized to determine what they can do.

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UNDERSTANDING SHAREPOINT IN AN ACADEMIC SETTING

OneDrive for Business in Education In Office 365 and SharePoint Server 2013, Microsoft introduced OneDrive for Business. OneDrive for Business, which was formerly called SkyDrive Pro, provides each user online storage for personal documents and content. Despite the misleading name, OneDrive for Business is an extremely compelling option for K-12 districts and schools. Many districts will cite OneDrive as a primary reason for adopting SharePoint Online.

OneDrive for Business offers a vastly enhanced alternative to the mapped network shares commonly provided as "Home Drives" to students and teachers. The benefits include:

- Up to 1 terabyte of storage ? OneDrive for Business provides each user with up to 1 terabyte of storage. This is in addition to the SharePoint storage already provided with Office 365. By comparison, a typical individual quota for mapped "Home Drives" is about 1 gigabyte due to storage related costs.

- Access from anywhere ? Mapped network "Home Drives" allow users to access their stored documents from any machine on the domain. As a component of Office 365, OneDrive extends this access to any internet connected device, allowing a student to access files from a home PC, Mac or even mobile devices

- Integration with Office 365, the desktop and devices ? OneDrive is included in the top most navigation of Office 365 and is readily accessible throughout the environment. OneDrive is also tightly integrated with the Office desktop applications, making it easy to save and open documents. Users can navigate with Windows Explorer to browse their OneDrive and even sync the contents automatically using the OneDrive Sync tool to facilitate working offline.

- Sharing ? In some cases, K-12 users are provided additional mapped drives to facilitate sharing documents within a department or other group. OneDrive simplifies sharing content by including a default "Share with Everyone" folder and using SharePoint permissions for more granular access control.

Given the amount of storage and the sharing capabilities included with OneDrive for Business, it can be unclear when to use OneDrive and when to use a Team Site. General guidance is provided here:

harepoint -onli ne -enterprise -help/s ho uld -i-save-mydocuments-to-onedrive-for-business-or-a-team-site-HA104105232.aspx?CTT=1

In brief, it is best to use the following guidelines: - If the document or content will be shared regularly by a group of people or is distinctly relevant to a particular group or project, it is best to save the content in the appropriate Team Site.

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