SharePoint 2013 Governance Planning - SharePoint governance is the set of policies, roles, responsibilities, and processes that guides, directs, and controls how an organization's business divisions and IT teams cooperate to achieve business goals.

1. SharePoint 2013 Governance Planning
by
Yash Goley
www.freelearningzone.com

2. Content
1
• Governance Area
• Infrastructure Governance
• Application Governance
• Information Governance
• SharePoint Information Architecture
• Managed Metadata Planning
• Content Type Planning
• Templates in SharePoint
• Community (Social)

3. SharePoint Governance Hierarchy
2
SharePoint governance is the set of policies, roles, responsibilities, and processes that guides, directs, and controls
how an organization's business divisions and IT teams cooperate to achieve business goals.
Enterprise
Shared Service
People
Policy Process
Technology
Governance
Documents/ Items (Site Admin & End Users)
Docs, Calendar Events, Contacts, Info, images etc..
Content Type/ List/ Library (Site Admin, End Users & Dev.)
Docs, Pages, Task, Events, Discussions, Surveys, etc…
Sites (Owner, Site Admin & Developer)
Team Site, Project Site, Wiki, Blogs, HR, Legal etc.
Site Collections (SC Admin, Owner & Developers)
Team Site, Project Site, Wiki, Blogs, HR, Legal etc.
Databases (Architect & Admins)
Content, Config, SSP, Search
Web Applications (Architect & Admins)
Central Admin, SSP Admin, Content, Apps
Servers (Architect & Admins)
Web Front End, APP, SQL, Search, SharePoint/ Provider Hosted Apps
Farm (Entp. Architect and Admin)
Internet, Extranet, Intranet
Governance Layers & Responsible roles
SharePoint Service Isolation
SSL, Quota templates, Blocked Files, Apps, Service Applications, File Upload Size
Data Storage SLAs
Quota, Site Templates, Versioning, Managed Metadata, Features, Security
Features, Security, Best Practices
Security, Best Practices
SharePoint Service Isolation App Model Governance

4. Governance Area
3
Application
Governance
Information
Governance
Infrastructure
Governance
Information Governance
Software and
Services
SLAs
Classification
of data
Security Performance
Support,
Rules and
Guidelines
Development
Standards, Apps
Governance & Best
Practices
Project lifecycle
Management,
Deployment
Guidelines
Branding as per
Organization
Policies
Infrastructure Governance
Site structure
classification
Managing
documents, lists,
sites, pages etc.
Content Access
Management
Availability of
Content
Redundancy
Management
Application Governance
Governance expertise is required in 3 major areas
Drive User Adoption and Best Practices

5. Infrastructure Governance
4
 Define Quota templates like Data storage limit for site collections, Maximum size of uploaded files. Different
quota templates for site collections at different service levels.
 Manage uploads to large libraries by using the Content Organizer.
 Classify content of your organization.
 Different type of webapps based on the type of content i.e. High security content, transactional content,
public (internet) facing content, unsecured internal content etc.
 Define Content lifecycle SLA based on the type of content. i.e. Regular collaboration content, business critical,
High Security Content.
 Define backup and recovery policies Plan the frequency at which you back up the farms. Recovery, load
balancing, and failover strategies. Response time that you will guarantee for restoring data.
 Define service SLA for SharePoint support.

6. Infrastructure Governance
5
Artifacts
Site
Collection /
Site
Quota Versioning
Provisioni
ng
Retention
Search
Enable
d
Community Sites /Community 1 GB – 2 GB No or On
Demand (2-5
versions)
SC Owner 6 Months from last use (Automated
notification to confirm)
Yes *
Project Sites /Projects 2 GB or On
Demand
Max 5 Major
and 5 Minor
Automated/
Helpdesk
Project Duration + 1 Year
(Automated notification to confirm)
Yes
Team Sites /Teamsite 2 GB or On
Demand
Max 3Major
and 3 Minor
Automated/
Helpdesk
3 Years (Content not modified in
last 3 years & Automated
notification to confirm)
Yes
My Sites /Mysite 200 MB Max 2 Major
and 2 Minor
Self 1 Year from last used (Automated
notification to confirm)
Yes
Applications /Apps 5 - 10 GB or
Business
Need
Max 5 Major
and 5 Minor
Central
Admin/
Automated/
Helpdesk
3-7 Years based on business needs
(Archive content not modified in
last 3 years & Automated
notification to confirm)
Yes
PII (Personal
Identifiable
Information) –
High security
data
/PII 5 - 10 GB or
Business
Need
Max 5 Major
and 5 Minor
Central
Admin/
Automated/
Helpdesk
3-7 Years based on business needs
(Archive content not modified in
last 3 years & Automated
notification to confirm)
Yes **
* Closed community group may not be search enabled.
** Only with closed group of people having access to PII content (SharePoint automatically takes case based on security setup).
Automated archival process is highly recommended for applications with huge volume of data to ensure greater performance.

7. Application Governance
6
 Development best practices, defined guidelines for coding standards and 3rd Party Tools.
 Best practices and governance for app development (SharePoint and Provider Hosted).
 Consider maximum use of client side code and custom code outside of SharePoint (Provider hosted apps).
 Consider high level scrutiny for full trust solutions (farm level), 90% of your business need should be fulfil with
custom apps.
 Defined application lifecycle management process (Requirements, Design, Coding, Code Management, Testing
and Deployment/ Release Management)
 Automated builds and fully equipped test environment for integration testing.
 Clear deployment guidelines, defined deployment schedule and automated scripts.
 Pre-production environment identical to production.
 Issue log/ bug fix tracking/ performance testing.
 Regular test of applications in disaster recovery environment.
 End users use the production environment for feedback and ideas. Issues are reported and tracked.
 Feedback and issues are transformed to requirements and tasks, cycle begins again

8. Application Governance
7
Chose the right owner for Development Tools
• Visual Studio  Only Developers
• SharePoint Designer, Nintex  Developers , Admins
• InfoPath Designer, Nintex Forms  Developers,
Admins
In special cases only handover Designer or InfoPath to
Trained and Certified Power Users with regular monitoring.
SharePoint Development is Unique
SharePoint coding structure and practices are different that
traditional .Net development.
Features SharePoint Object Model Web Services
Event Receivers/Handlers Developer Dashboard
CAML BI Solutions Farm (Full Trust Solution)
App development Client Side Coding XSL
Coding Best Practices
Some of the coding best practices are
• Object Disposal – SPSite, SPWeb, SPList.item etc.
• Deployment – Always wsp and app package
deployment, avoid backup/restore and import/export.
• Don’t hard code, use web properties
• 64- bit compatibility
• Log errors and activities, Exception handling
3rd Party Tools
• Integration and Compatibility with SharePoint
• Infrastructure requirement
• Security and architecture
• Business need and future usability
• Access control
• Does is require any other development tool
• Future upgrades

9. SharePoint Development Classification
8
Configuration
(Out-of-the box Apps)
• Web Parts/ App Parts
• Workflows
• Site Templates
• List Templates
• Content Types
• Lists, Libraries
• List Views
Design
• SharePoint Designer,
Nintex
• InfoPath, Nintex Form
• No-code Workflows
• Master Pages
• Site Templates
• Custom Views and
Webparts
Extensibility
(Custom Code)
• Visual Studio
• Custom Apps
• Farm Solutions
• Client Side Code
• Web Services
• 3rd Party Tools
Full Trust Custom Apps
• Full Trust Code
• Full SharePoint API access
• Access across Site
Collections and to
external resources
• Can impact SharePoint
Server (Farm)
• Partial Trust
• Option to host within SharePoint
or outside SharePoint.
• Limited SharePoint API access
• Easy deployment
• Access to resources within
hosted Site Collection
• Runs under resource governor
• Cannot intefere other
applications.

10. Content
9
• SharePoint Governance Insight
• Governance Area
• Infrastructure Governance
• Application Governance
• Information Governance
• SharePoint Information Architecture
• Managed Metadata Planning
• Content Type Planning
• Templates in SharePoint
• Community (Social)

11. SharePoint Information Architecture
10
Information architecture in SharePoint Server is the organization of information in an enterprise to maximize the
information’s usability and manageability.
Availability
AccessRedundancy
Three balanced factors Content needs to be available
when a user needs it, and where
they can get to it.
Shared copies reduce
redundancy, and provide one
version of the truth.
Consider who has access to
the content. If it should be
secure, is it?
How easy it is to find information
How information is stored and retrieved
How users navigate to information
How redundant or overlapping information is

12. SharePoint Landscape Planning
11
Sources of information
Line of Business
Projects
Domain Applications
Communities
Personal Information
Councils
…
For each source
Planned workload
Geographical distribution of users
User communities (Employees,
Vendors, Partners,…)
Security classification
Data retention/deletion strategy
Navigation to Information
Searching the Information

13. Site Collection Planning
12
Why not putting everything in one Site Collection?
 Since SharePoint allows subsite structures in a Site Collection there is this general question how
much do I put into one Site Collection?
 One per Team, Department, Line of business, Company, …
 One per project? Multiple projects in a Site Collection?
 …
Site Collection/Data lifecycle management
 Every day we create tons of content
 Often only a few documents of e.g. a project are worth to keep afterwards
 An easy method of data lifecycle management is Site Collection lifecycle management –
SiteCollections that are not used get deleted
 SiteCollection lifecycle management is most effective with less sub sites
Meeting Minutes
Presentations
Project ResultsTasks
Projects

14. Manage Site Collection Permissions
13
 The name SharePoint implies that you actually share information
 Think about how open you like to have your Site Collection or even all Site Collection
 Implications:
‒ Employees have free access to information
‒ Reduce workload – no need to ask and send information
‒ Reduce email traffic / mailbox quota
 Recommendation:
 Think about using AD Groups to at least give read access for all information that is not
confidential to all employees.
List/Library
SiteCollectionSiteCollectionSiteCollection
Site Site
List/LibraryList/Library
 Permission (group) inheritance can be
stopped at every level in a SiteCollection
 This can get fairly complicated and thus
it is hard to track who has access to
which information when looking at the
whole Site Collection
 It is therefore recommended to not stop
group inheritance too often

15. Plan Site Navigation
14
 A major stake in user satisfaction for SharePoint is “how easy is it to get to the information I
need”.
 Within one Site Collection
‒ Building consistent navigation structures
‒ Use standard templates
‒ Hierarchy ≠ Navigation (at least not always) => have a look at metadata navigation,
content types and content query web parts
 Across Site Collections
‒ You will have multiple Site Collections
‒ Think about linking them (html can do this) – e.g. a list with all project site collections at
one place
‒ Avoid having 100 bookmarks in the browser

16. Search
15
 Again - A major stake in user satisfaction for SharePoint is “how easy is it to get to the
information I need’
 There can be two search “Scopes” – “One Site Collection” & “All SiteCollections in one
Farm”. The second option will produce a long list of results
 Make sure you use metadata consistently – bad search results are mainly caused
because of bad metadata
 Try to avoid using “Old fashioned” folder structures => use metadata and views to
navigate
 Think about using “Site Columns” or even consistent metadata across Site Collections

17. Content
16
• SharePoint Governance Insight
• Governance Area
• Infrastructure Governance
• Application Governance
• Information Governance
• SharePoint Information Architecture
• Managed Metadata Planning
• Content Type Planning
• Templates in SharePoint
• Community (Social)

18. Manage Metadata
17
Metadata Concepts in SharePoint
Taxonomy (Managed Metadata)
A taxonomy is a hierarchical classification of words, labels, or terms that are organized into groups
based on similarities. A taxonomy may be defined and centrally managed by one or more
individuals. Taxonomies are useful because they provide a logical, hierarchical structure of
metadata that can be used to classify information consistently.
Folksonomy (Enterprise Keywords)
A folksonomy is the classification that results when Web
site users collaboratively apply words, labels, or terms to
content on a site. If you have ever seen a tag cloud on a
Web site, then you have seen a visualization of a
folksonomy. A folksonomy-based approach to metadata
can be useful because it taps the knowledge and expertise
of site users.
Social Tags
Social tags refer to metadata that users add to content to help define what it is, what it includes, or
what it does. Social feedback, content added by users as tags and ratings capabilities allow users to
participate and interact with your SharePoint solution and improve content “findability” by
allowing individuals to supplement formal classification with tags they find personally meaningful.

19. Why Managed Metadata in SharePoint?
18
 Improved content discoverability When the content
across sites in an organization has consistent
metadata, it is easier to find and access business
information and data by using search.
 Additionally, you can configure metadata navigation
for lists and libraries to enable users to create dynamic
views of information based on specific metadata fields.

20. Centralized Metadata Taxonomy
19
• Great concept to manage metadata at enterprise level
• Can be used as tags, reusable columns etc. across the site collections
• Best use in out of box solutions
• Consistent use of terminology
• Better search results
• E.g. Org Chart, Domains, Departments, Reusable categories etc.
A hierarchical collection of centrally managed terms that can be defined and use as attributes for
information and documents
Lists Columns Managed Metadata
Local properties Global properties
Managed in the context Managed out of context
Static Dynamic
Managed by site admin Managed by site collection
administrators
Can be imported from CSV
files
Define metadata taxonomy groups on
top level site

21. Content
20
• SharePoint Governance Insight
• Governance Area
• Infrastructure Governance
• Application Governance
• Information Governance
• SharePoint Information Architecture
• Managed Metadata Planning
• Content Type Planning
• Templates in SharePoint
• Community (Social)

22. Content Types
21
 Centrally managed
 Apply templates to documents
 Define metadata
 Configure retention and auditing
 Workflow association
 A typical organization produces many different kinds of content; for example: legal contracts,
marketing proposals, product design specifications, manufacturing process documents, etc.
 Although these different types of documents might share a small set of common properties,
each type of content has unique attributes, and each might be created, used, shared, and
retained in different ways. An organization might want to maintain different kinds of metadata
about these different kinds of content, or it might want to apply different kinds of retention or
confidentiality policies to them.
 Organizations can define each of these different sets of documents as a content type. A content
type is a group of reusable settings that describe the shared attributes and behaviors for a
specific kind of content. Content types can be defined for any item type, including documents,
list items, media files, and folders.

23. What is Content Type
22
22
“A content type is a reusable collection of settings that you want to apply to a certain category of content. Content
types enable you to manage the metadata and behavior of a document, item, or folder in a centralized, reusableway”
That is standard definition, Content Type in SharePoint is a comprehensive term but don’t feel puzzled
Document Base
Contract
• Effective Date
• Lawyer
• Client Code
• Business Unit
• Security Clearance
•Client Code
•Business Unit
•Security Clearance
Policy
• Review Date
• Category
• Client Code
• Business Unit
• Security Clearance
Presentation
• Theme
• Author
• Client Code
• Business Unit
• Security Clearance
Defined as Site Content Type
Reuse in other
Content type/ Lists
or Library

24. Content Type Hub
23
• Centralized manage all types of content type
• Uniform across the organization
• Easy to upgrade and manage
• Best practice to manage content type in big scenarios
Site Collection
Web Collection (SP Farm)
SP Site SP SiteSP Site
Content
Type
Content
Type
Content
Type
Content
Type
Site Collection
Site Collection
Content Type Hub
• In SharePoint Farm define one site collection as content type hub.
• Inherit content types to all other site collections.
• Easy one spot upgrade and update to all other site collections
One content type hub per farm or for group of
site collections
A site collection which operates as a central source to share content types across the enterprise

25. Content
24
• SharePoint Governance Insight
• Governance Area
• Infrastructure Governance
• Application Governance
• Information Governance
• SharePoint Information Architecture
• Managed Metadata Planning
• Content Type Planning
• Templates in SharePoint
• Community (Social)

26. Templates in SharePoint
25
SharePoint templates are pre-built artifacts designed around a particular business need in order to brings more
control and uniformity across the organization
While designing template it is important to understand the need of business users.
Site Templates
Team Sites
Project Sites
Departmental Sites
Generic Templates
e.g. vacation schedule, event calendar etc.
Uniformacrossorganization
Site Artifacts
SiteArtifacts-Uniformacrosssitetemplates• Can be developed Out Of the Box &
Custom development
• One site can combine a set of predefined
artifacts as part of the template
Lists/ Library
Content Type
Workflows
Views & Navigation
User/ Group/ Permissions
Master Pages and UI
Webparts
• Can be developed Out Of the Box &
Custom development
• Can be developed as individual templates
with plug & play feature
Centrally managed in
artifact gallery of a
SharePoint site

27. Governance Controls - Templates
26
Centralized template management ensures consistent and controlled services
Farm-1
LOBExternal
Non
Confidential
Confidential ----------
Farm-2
Site collection
Legal
Site collection
Internet Home
HRMarketingFinance
Site collection
Finance
Site collection
Marketing
Site collection
HR
Template
Repository
Template
Repository
Template
Repository
Template
Repository
Template Repository
(Custom .wsp solutions)
Template deployed on
farm level will be
automatically updated
across site collections
Quotas Locks Retention Versions
Lists Library Content Type Webparts
Navigation Views Workflows Search
Auditing User/ Groups Permissions Development Tools Restrictions
Custom Site Template
Central template
repository on farm
level

28. Content
27
• SharePoint Governance Insight
• Governance Area
• Infrastructure Governance
• Application Governance
• Information Governance
• SharePoint Information Architecture
• Managed Metadata Planning
• Content Type Planning
• Templates in SharePoint
• Community (Social)

29. Community (Social)
28
Why Enterprise Social Networking?
• Drive collaboration & social interaction
• Capture & Share implicit knowledge
• Discover content in new ways
• Capture the “wisdom of the masses” via social feedback
• Build a sense of connection to the company
• New workers expect social tools in the workplace
User Profile Database – The database containing information about SharePoint users, imported from
Active Directory and other potential sources.
People Search – A search scope and result page configured specifically for finding people, based on
data crawled from the Profile database.
My Profile Pages – One method of displaying the Profile database information, using web parts
designed for that purpose and available only on the Profile page.
User Generated Content – Features such as Blogs and Wikis empower users to share information.
Social Feedback – Built-in tagging, note boards, rating to highlight important information from the
ground up.
Co-Authoring – Office 2010 Web Applications enable multi-user authoring in real time.
Key Features

30. Communities Governance
29
• Don’t just update SharePoint – keep AD up to date
o Information also available in Outlook / other tools
• Sync with other systems – PeopleSoft, etc…
• Development processes for User Profile/Import Changes
• Database and server topology planning is required before rolling out company-wide My Site
deployments (100s or 1000s of sites)
Profile Information
• Profile Property Privacy
‒ Only Me, My Manager, My Team, My
Colleagues, Everyone
• User Profile Change Management
• Import / Export to Active Directory
• Key Stakeholders
‒ HR, Legal, IT and Business Owners
Social data
• Permissions for Tagging – Who can Tag / Bookmark?
• User Profile Service Application administrators
‒ Social Data CAN be deleted but not approved
• On-boarding / Off-boarding social data
• Define Acceptable Use Policy
‒ Note Boards, Status Updates, Skills, Etc…
User Adoption
• Start with a diverse employee advisory committee
prior to deployment
• Find champions of corporate social information
• Seed the social network and Tag corpus
• Connect with HR, Legal, and Executive sponsors to
ensure a smooth deployment
• Agree and Develop the workflow for handling
concerns and escalations
User Adoption – Post Launch
• Encourage acceptance through viral growth
• Train where appropriate
• Advertise the social computing roll-out
• Encourage and respond to feedback
• Sponsorship and approval from management
• Incorporate into employee related business processes
– mentoring, skills validation
• Integrate social computing capabilities business
processes

31. Flexibility for Admin and End users
30
SharePoint places increased levels of power and autonomy into the hands of business users
and the success of SharePoint is dependent on the ability to deliver the right information to the
right people at the right time in ways that are quick, efficient and intuitive.
Create new
Permission
Levels
Manage
Permissions
/ Groups
Add/ Remove
users from
Groups
Manage Lists/
Libraries/
Workflows
Manage
Pages/
Webparts
Manage
Views &
Navigation
Apply Style
sheet and CSS
Manage
Documents &
Information
Site Collection
Admin
Site Admin
Site Owner
End User
Activities
Roles

32. 31
Backup

33. Which Topics need governance?
32
Governance
Topics
Who gets a
SiteCollection?
How does
order approval
work?
How much
rights in a
SiteCollection
do I give to the
business unit?
How much
customization
do I allow?
Do I allow
application
development?
How can I
encourage
reuse?
How do I
manage a
Information
Architecture
with
SharePoint?
How do I
organize local
support?
Do I require
every business
unit user to
take a
training?
32

34. Templates Deployment
33
Out of Box Templates Custom Templates
• Site collection level scope only
• Template has to deploy per site collection
• SharePoint farm and site collection level scope
• Template can be deployed on farm level and site collection level
Site Collection
Web Collection (SP Farm)
SP Site SP SiteSP Site
Artifacts Artifacts Artifacts Artifacts
Site CollectionSite Collection
.wsp
activate/ deactivate
.wsp
activate/ deactivate
Site Collection
Web Collection (SP Farm)
SP Site SP SiteSP Site
Artifacts Artifacts Artifacts Artifacts
Site CollectionSite Collection
.wsp
activate/ deactivate
Pros:
• Very easy to create and deploy
• Can be deployed by site collection owner
• Code free solutions
Cons:
• Does not save configurations like permissions, webparts,
lookups, user/groups, custom workflows
• Does not save any customization
• Need to re-perform configuration steps
• Not uniform across the organization
Pros:
• Custom templates stores all the customizations and
configuration required.
• Ready to use after deployment
• Can be managed centrally as farm level solution
• Easy to upgrade uniformly
Cons:
• Need skilled developers to develop custom .Net solutions
• Corrupt solution can impact whole farm

35. Thanks and visit
www.freelearningzone.com for
more topics on SharePoint
planning