2. Welcome
David Sanchez, Maj, Don Miller Sylvester Placid
USAFR Vice President Analyst
Deputy Director, Human Concept Searching Inc sylvester.placid@ppc.com
Performance Clearinghouse donm@conceptsearching.com
David.Sanchez@wpafb.af.mil
2
3. Agenda
• Welcome and Introductions
• What is Governance?
– Managing Content Sprawl
– Benefits of Governance
– Governance Thresholds
• Governance Strategy
– Audience
– Strategy Components
– Governance for SharePoint Objects
• Information, Records, & Knowledge Management in the USAF
• Questions & Answers
3
4. About Concept Searching
• Company founded in 2002
• Product launched in 2003
• Focus on management of structured and unstructured
information
• Technology
• Delivered as a web service
• Automatic concept identification, content tagging, auto-
classification, taxonomy management
• Only statistical vendor that can extract conceptual metadata
• 2009 and 2010 ‘100 Companies that Matter in KM’ (KM World
Magazine) and Trend Setting product of 2009 and 2010
• Authority to Operate Enterprise wide USAF and Enterprise wide
NETCON US Army
• Locations: US, UK, & South Africa
• Client base: Fortune 500/1000 organizations
• Managed Partner under Microsoft global ISV Program - “go to
partner” for Microsoft for auto-classification and taxonomy
management
• Microsoft Enterprise Search ISV , FAST Partner
• Product Suite: conceptSearch, conceptTaxonomyManager,
conceptClassifier, conceptClassifier for SharePoint,
contentTypeUpdater for SharePoint
4
5. About PPC
1,200-person
multi-disciplinary team of
Energy/Environment
Green strategies for government scientific & technical experts
and industry: Scientific subject matter experts
Air quality and climate change Systems engineers and architects
Greenhouse gas reduction Policy and regulatory specialists
Carbon management Project management professionals
Environmental risk mitigation Certified Information technology experts
Environmental impacts of transport Security professionals
Information and data management
Information Management
Infrastructure
Master Data Management and Data
Systems Engineering and Technical
Governance
Assistance (SETA)
Business Intelligence
Capability Maturity Model
Adaptive Data Warehousing
Integration (CMMI)
Enterprise Architecture
Earned Value Management
Infrastructure Systems Engineering
Configuration Management
Knowledge Management
Technical and Advisory Support
Portal Solutions
Independent Verification &
Enterprise Content Management
Validation (IV&V)
IT Optimization/Virtualization
5
7. SharePoint Goes Viral
• SharePoint is growing in popularity and provides a centralized
location for your employees to connect and collaborate
• Once implemented, SharePoint may go “viral” in your
organization
• Easy for users to new libraries, lists, and team sites
7
8. What is Content Sprawl?
• Without a governance strategy, users can easily
create new sites and content with no oversight
• Content management becomes difficult
• Increased security and records management
concerns if users are able to post sensitive
information
8
9. Managing Content Sprawl
• A governance strategy provides “urban planning” for
SharePoint, ensuring content growth is anticipated,
planned for, and sustainable
• Governance can only be successful if all users
understand their expectations and execute their
roles
9
10. What is Governance?
• Governance is the foundation of policies and procedures
that govern SharePoint and ensure its lifecycle evolution
• How SharePoint content is created, shared, and retained
• Connects SharePoint processes with organizational
processes to ensure sustainability
10
11. What are the Benefits of Governance?
Resolves
Clarifies roles ambiguities and
and establishes a
responsibilities framework for
shared goals
Consistent Simplifies
decision-making maintenance,
and supports a saving time and
long-term vision money
11
13. Who Owns SharePoint?
• No single entity completely owns a SharePoint
deployment
• Balanced ownership between technical and
business units is critical
• Important to define ownership in the areas of:
– Hardware, software, and services purchasing
– Technical infrastructure, support, and deployment
– Content management and support
13
15. Audience for Governance
• Governance strategies should be available to all
management, stakeholders, and users of the
SharePoint deployment
• Should be written as plainly and generally as
possible so a broad audience may understand
and execute the plan
15
16. Considerations for Governance
All governance strategies should consider:
1. SharePoint Steering Committee
2. Value Statement
3. Roles and Responsibilities
4. Policies and Procedures
5. Communication, Training, and Support Plans
16
17. 1. SharePoint Steering Committee
• Six to nine management-level decision makers
from technical and business units of organization
• Meet at least quarterly to discuss SharePoint
maintenance and evolution
• Steering committee should work as a group to
solve problems as a single entity
17
18. 2. Value Statement
• The value statement should affirm:
– The overall vision of the steering committee
– End user expectations
– Any relevant organizational goals
• Sample value statement:
SharePoint will provide the ability to leverage the
information resources of our organization with a
centralized location for users to share and collaborate on
business knowledge and documents.
18
19. 3. Roles and Responsibilities
• Governance roles will add job responsibilities to
your organization’s staff
• Once roles and responsibilities are identified,
personnel and financial resources can be
determined
• Should aim to define who interacts with content
and in what form
19
20. 3. Roles and Responsibilities
When determining roles, consider system governance
vs. information governance
• System Governance:
– Infrastructure management
– Support availability and SLAs
– Development and customization
• Information Governance
– Information architecture
– Branding
– Content management
20
21. 3. Roles and Responsibilities
• Sample roles matrix:
21
22. 3. Roles and Responsibilities
• Common Roles and SharePoint Permissions:
Recommended Roles SharePoint Permissions
Site Administrator Site Administrator
SharePoint Owner Full Control
SharePoint Member Contribute
SharePoint Visitor Read
22
23. 4. Policies and Procedures
• Anticipating common procedures will ensure SharePoint
develops sustainably
• Development guidelines will empower technical
architects and content managers and provide a
framework for building future functionality
• Make upfront decisions on global settings and set rules
for content and security
• Workflow approval processes should be outlined for all
aspects of system and information governance
23
24. 4. Policies and Procedures
Sample Processes for Policies and Procedures
Create New Top Level Navigation Create New Page
Site
Create New Second-Level Site Request New/Modify Web Part or
Application
Create, Modify, or Archive Team Request New Master Page, Styles,
Site or Page Template
Archive List, Library, or Page/Site Request Site Security Modification
Add New Announcement Request New Content Type
Add New Blog/Wiki Request New User Profile Field
Edit Site/Page Content Request New Business Process
Workflow
Add, Edit, or Archive/Delete Request New Library or List View
Document, List Item, Form, or
Template
Add New Document Library or List Request New Web Part List or
Library
24
25. 4. Policies and Procedures
• Sample system governance workflow:
25
26. 4. Policies and Procedures
• Sample information governance workflow:
26
27. 4. Policies and Procedures
• Sample general and content policies:
– General Policy: “All landing pages will have a point of
contact listed on page”
– Content Policy: “Archived content may only be
accessed by site administrator or site owner”
• Consider a style guide governing the consistent
presentation of content
27
28. 4. Policies and Procedures
• Sample process-specific policies:
– Add New Document Library or List:
1. Establish owner for content
2. Determine document library or list name
3. Determine description and frequency of use
4. Determine intended audience and location on site
5. Provide content examples and business value
6. Must be topically relevant to site or page
28
29. 5. Communication, Training, & Support Plans
• Develop communication plan to announce a new
deployment for key stakeholders and carefully
consider all feedback
• Allow users to learn through a variety of
mediums:
– Tailored, ad-hoc meetings, and brown bags
– Project road map
– Company-wide emails
– Animated tutorials/videos
29
30. 5. Communication, Training, & Support Plans
• Work with HR or other appropriate entities to
develop training plan for new SharePoint
deployment
• Consider varying skill levels of users when
developing training materials
• Ensure IT/help desk is involved in planning for
end user questions and support
30
31. Governance Best Practices
• Though SharePoint is ultimately owned by end
users, centralized management is needed for:
– Defined ownership and ensuring sustainability
– Accuracy and dynamism of content
– Compliance with applicable regulations
• Recognize that designing and deploying your
SharePoint site is just the beginning
31
32. Information, Records, &
Knowledge Management in the USAF
David S. Sanchez, Maj, USAFR, MSC
Human Performance Clearinghouse
Dep. Director, USAF HP Clearinghouse
David.Sanchez@wpafb.af.mil
Tel: 703.246.9360 | Fax: 240.465.1182
32
33. Information, Records, &
Knowledge Management in the USAF
Goal: Leverage unstructured information across the enterprise to achieve
sustainable and measurable benefits in business processes.
Obstacles:
Data Transparency Directives (e-Discovery and FOIA) - Findability
Records Retention Schedules – Records Declaration
Information Assurance/Data Privacy and Security Guidelines (Privacy Act Program,
HIPAA, JCAHO, HITECH, & PCI) – Controlling Access & Usage of Sensitive Information
Tel: 703.246.9360 | Fax: 240.465.1182
33
34. Organizational Cost Drivers
Lack of Information Transparency (FOIA & eDiscovery)
DoDD 8320: Data Sharing in a Net-Centric DoD (tagging using DDMS, EVT, MeSH, etc…)
Untagged Data Assets = Untapped Resources
Time Gap between Information Requests and Discovery is Directly Proportional to Volume
of Data Assets
Non-Compliance with Records Management Policies
DoDD 5015: Records Management (tagging of semantic metadata & retention codes)
Data Stored in Wrong Location
Information not Preserved in Accordance with Regulatory Guidelines
Increasing Volume of Unplanned Data Exposure Events
USAF Privacy Act Program, HIPAA, and PCI (RMS template application)
Personally Identifiable Information and Protected Health Information
Organizational Confidential and Sensitive Information
Tel: 703.246.9360 | Fax: 240.465.1182
34
35. Cause of Problem
Access Rights
(PII, PHI, PCI,
FOUO, etc..)
Records
Retention
Codes
(AFRIMS = 5, 237)
Metadata
Tagging
(DDMS, USAF
EVT, MeSH, etc…)
Document Library 1 Document Library 2
Server Content with
Appropriate Metadata,
Retention Codes, and
Rights Management
Templates
Backup &
Archived Data
Tel: 703.246.9360 | Fax: 240.465.1182
35
36. Cause of Problem
Insufficient Metadata & Wrong Content Types
Limiting Factor = Human Being
Access Rights
(PII, PHI, PCI,
FOUO, etc..)
Records
Retention
Codes
(AFRIMS = 5, 237)
Metadata
Tagging
(DDMS, USAF
EVT, MeSH, etc…)
Document Library 1 Document Library 2
Server Content with
Appropriate Metadata,
Retention Codes, and
Rights Management
Templates
What about archive data? Backup &
Archived Data
Tel: 703.246.9360 | Fax: 240.465.1182
36
37. What Happens When Metadata is
Not Applied to KM Content
Protected Health
Travel Vouchers Alpha Rosters
Information
Operational Security Documents of
Duty Rosters
Information Record
Server Content with
No Semantic,
Retention Code, and
Security Metadata Web Servers/Collaboration Portals
Tel: 703.246.9360 | Fax: 240.465.1182
37
38. Current & Future KM Modernization Efforts
Constraints
Multi-year funded projects are coming to an end quickly
Organizations need to show results within months not 2-3 years
Have to leverage existing investments while ensuring compliance with regulatory
requirements
Model going forward
Business-driven solutions with “social/KM capability” vs. existing or new KM-focused
platforms that drive up rather than lower costs
Solution
Minimize human involvement in the metadata tagging process
Invest once and deploy to multiple locations (leverage existing Enterprise Agreements)
Leverage existing taxonomies and functional content to build out business-driven
controlled vocabularies
Tel: 703.246.9360 | Fax: 240.465.1182
38
39. Requirements Compliance Up Front!
DoDD 8320.02 – Data Sharing in a Net-Centric DoD
DoDD 5015.02 – DoD Records Management
USAF Privacy Act Program
Protected Health Information/Health Insurance Portability and Accountability Act
Arms Export Control Act
As of 2007 there had been 283 arrests, 198 indictments, and 166 convictions
based on AECA violations.
In July 2009 John Reece Roth, a former University of Tennessee professor, was
convicted of violating the AECA and sentenced to 48 months in prison.
The conviction was based on violations of sharing technical data that was part of
a USAF contract Roth was working on related to plasma technology for UAV
drones.
Tel: 703.246.9360 | Fax: 240.465.1182
39
40. Solution – Human Systems Integration
Address the Technology/Process, Not the Behavior
Semantic
Metadata Increase
Tagging Information
Retrieval
Precision for
e-Discovery
Concept
Classifier for
Automatic
SharePoint Content
Type
Application
Windows
Rights
Management
Records
Retention &
Document Document Code Workflow
Library 1 Library 2 Tagging
Appropriate
Backup & Storage &
Archived Data Preservation
Document Document
Tel: 703.246.9360 | Fax: 240.465.1182
Library 3 Library 4
40
41. Solution – Human Systems Integration
Address the Technology/Process, Not the Behavior
Semantic
Metadata Increase
Tagging Information
Retrieval
Precision for
e-Discovery
Concept
Classifier for
Automatic
SharePoint Content
Type
Application
Windows
Rights
Management
Records
Retention &
Document Document Code Workflow
Library 1 Library 2 Tagging
Appropriate
Backup & Storage &
Archived Data Preservation
Document Document
Tel: 703.246.9360 | Fax: 240.465.1182
Library 3 Library 4
41
42. Demonstration
SharePoint 2010 with AD/RMS - demonstration
Search
DTIC (http://www.dtic.mil/dtic/)
AFMS Kx (https://kx.afms.mil/kxweb/home.do#)
Information Assurance
DTIC (http://www.dtic.mil/dtic/) now DISA
AFMC SharePoint (https://search.eis.afmc.af.mil/Pages/default.aspx)
Tel: 703.246.9360 | Fax: 240.465.1182
42
43. AFMS Contribution to
AF MetaData Environment
Aerospace Uninhabited
Ancillary Dental Medical Nursing Support Surgical
Medicine Systems
Aeromedical
Evacuation Inhabited
Aeronautical Systems Systems
Casualty AFMS Functional
Prevention Vocabulary
Vocabulary Human
(1,692)
(5,385) Factors
Clinical Med
Operations AFMS Expeditionary
Vocabulary Personnel
Ground Cont (920)
Med Support Semantic
Training
Network
Med CBRNE HSI
Defense AFMS Domain Manpower
Organizational Vocabulary
Special Ops Vocabulary
Medicine
(2,772)
(270) ESOH
Central USAF Expeditionary Habitability
Command Geographic Vocabulary
Vocabulary Ammunition
(est. 15,364)
European (200) Vocabulary
Command Survivability
(818)
Southern Guided
Northern Pacific Air Power Ammunition Ammunition
Command Missiles &
Command Command Superiority Projection Thru 125mm Over 125mm
Rockets 703.246.9360 | Fax: 240.465.1182
Tel:
43
44. AFMS Contribution to
AF MetaData Environment
Special
Space Aviation Engineering Comm C2 HQ Staff Special Duty
Tactics
(76) (366) (185) (281) (193) (166) (152)
(36) Electronic
Weather Warfare
(44) (9)
Safety Medical
(11) (230)
Info Ops Maintenance
(28) (546)
USAF Expeditionary Vocabulary
Ops Support Munitions
(46) 3,841 Unit Type Codes (a.k.a. wartime missions) (309)
Logistics/Plans
& Supply
(14) 15,364 Unique Concepts Embedded in Single/Compound Terms (143)
Contracting Test & Eval
(18) (20)
JAG Band
(14) (9)
Public
Services
Affairs
(38)
(22)
Chaplain Intel
(13) (367)
Comptroller Security
Bare Base Transportation Training Personnel OSI
(16) Forces
(79) (241) (32) (46) (28)
Tel: 703.246.9360 | Fax: 240.465.1182
(63)
44
46. USAF Human Performance Clearinghouse
GOAL: Leverage Existing USAF, AFDW, and AFMS License Agreements to
Enable IM, RM, and Data Privacy & Security Compliance
Compliance • DoDD 8320 (Data Sharing in a Net-Centric DoD) x
Requirements • DoDD 5015 (Records Management)
• USAF Privacy Act Program & HIPAA
• Freedom of Information Act (FOIA)
Tel: 703.246.9360 | Fax: 240.465.1182
Distribution Statement A: Approved for public release; distribution is unlimited. 46
311 ABG/PA No. 09-488, 16 Oct 2009
48. Upcoming Webinars in the Series
De-mystifying Content Types: Four Key Content Types to Leverage
October 19th - 11:30am-12:30pm EST
Content types are a powerful feature of SharePoint 2010 and are largely under-utilized. Learn more about content
types, what they can do, and how to implement them across your SharePoint environment. PPC will also share four key
content types to implement that span multiple industries. We will also review Concept Searching’s Content Type
Updater, an automatic content tagging solution that can apply content types based upon vocabulary and metadata. The
solution, fully integrated with SharePoint 2010 and the Term Store, can then workflow specific types of content based
upon policy and guidelines addressing such business issues as preservation and disposition, risk, and Governance.
48
49. Thank You
David Sanchez, Maj, Don Miller, Sylvester Placid
USAFR Vice President Analyst
Deputy Director, Human Concept Searching Inc splacid@ppc.com
Performance Clearinghouse donm@conceptsearching.com
David.Sanchez@wpafb.af.mil
49
