MCT USE ONLY. STUDENT USE PROHIBITED Developing a Plan for Governance 12-21 Policies and Standards for a Governance Plan Key Points Policies define the rules for using SharePoint Server 2010 whereas standards describe the best practices for using SharePoint Server 2010. From a governance perspective, statutory, regulatory, or organizational requirements typically drive policies. However, experience of working with SharePoint, Web content, and Web users typically drives standards. When you create policies, you expect your users to follow them to the letter. If your organization is subject to regulatory oversight, you must ensure that you can enforce your policies because failing to do so may mean that the organization has become noncompliant. You typically create standards to encourage consistent working practices. You would expect your users to implement some aspects of the standards you define, but equally you would not expect them to implement others that are not relevant to them or their job function. MCT USE ONLY. STUDENT USE PROHIBITED 12-22 Designing a Microsoft® SharePoint® 2010 Infrastructure To ensure that your policies and standards are current and relevant: • Verify that your policies and standards for SharePoint Server 2010 are not at odds with other organization-wide policies. • Publish policies and standards where your users can easily find and follow them. • Regularly review and amend policies and standards to keep them correctly mapped to your changing organizational needs. The next section describes some specific examples of policies and standards that you might want to consider using in the governance plan for your organization. Example Content Policies and Standards Consider the following example content policies and standards: • Posting content to existing pages or sites. Your plan should include a policy or standard to cover the following: • Ensuring that only single copies of documents exist. • Only posting content that the user owns. • Maintaining a content posting cycle. • Only editing documents that are in place to avoid breaking links. • Controlling file formats and names. • Keeping links updated. • Posting content to the home page. You should consider creating a specific policy for posting content to the home page of your portal solution, particularly on the intranet home page. • Content auditing and review. You should consider creating a policy to define the frequency and type of review that you will have on each type of content or site. You must also ensure that the review cycles that you define conform to any regulatory or statutory requirements. • Records retention. You should ensure that you define clear policies regarding how users retain and dispose of records. You must also create policies that define the responsibilities of content owners to identify content as records and associate the appropriate record retention code to a given content item. MCT USE ONLY. STUDENT USE PROHIBITED Developing a Plan for Governance 12-23 Example Design Policies and Standards Consider creating policies and standards for each of the following design elements: • Creating new subsites. If end-user site owners have permissions that enable them to create their own information architectures for sites under their control, you must provide some guidance to help them understand best practices for creating nodes in an information hierarchy. • Page layout and organization. Anyone who has page design permissions must remember the guiding principle about focusing on the end user. However, these page designers should also be familiar with best practices for general design usability. • Content types and metadata. Your governance plan must include standards and policies for the content types and site columns that you have used in your solution. The plan must also include policies for how users can request the creation of a new enterprise content type or site column. • Social tags and ratings. Your governance plan should include guidelines for how you want users to participate in social tagging and ratings, and should provide guidance and examples of meaningful tags for your organization. • Content-specific guidelines and policies. You should provide some standards and policies for specific types of SharePoint Server 2010 content such as blogs, wikis, announcements, discussion boards, media libraries, document libraries, and links. • Security. Your governance plan should clearly define any specific security policies and describe how they should be applied within your SharePoint Server 2010 sites. • Branding. Your governance plan should take into account whether it is possible to change the corporate branding in a specific SharePoint Site Collection. Site users will be confused if the branding scheme changes from site to site. Therefore, when you consider defining branding standards and policies, you should do so with the site user in mind. Question: What sort of policy should you create to ensure the quality and standard of content posted on your site? MCT USE ONLY. STUDENT USE PROHIBITED 12-24 Designing a Microsoft® SharePoint® 2010 Infrastructure Implementing Training for a Governance Plan Key Points After the governance plan itself, the most important element in a successful SharePoint Server 2010 deployment is the human element. Training is one of those often forgotten components of a governance plan, but it is crucial. A widespread training plan should demonstrate how to use SharePoint Server 2010 according to the standards and practices that your governance plan defines. It should also explain why those standards and practices are important. The plan should cover the type and level of training that is required for specific roles, and it should prescribe any appropriate training tools. Training should not just happen once; it should be a continuing theme. Also, training is not just about the features and functions of SharePoint Server 2010; it is also about training your user base in the roles and responsibilities, guiding principles, and policies and standards of governance. By properly educating your user base, you can increase satisfaction with your implementation of SharePoint Server 2010 and help to reduce support costs. MCT USE ONLY. STUDENT USE PROHIBITED Developing a Plan for Governance 12-25 Who to Train You should provide adequate and job-relevant training for all staff who are involved in your SharePoint Server 2010 solution including: • Site administrators • Site designers • Site developers • Help desk • Content contributors • Workflow approvers • End users What to Train Your training plan should consider what kind of training to provide to your user base. Some key skills include: • Site and page design. • Site and site collection administration (including with Windows PowerShell). • Document, records, and digital asset management. • Site support. Training Resources There are several online resources that you can use to help educate your users such as: • The SharePoint Training Kit. This is a set of articles, videos, and interactive tutorials that are designed to walk users through various aspects of the SharePoint platform. It comes in the following two editions: • Office SharePoint Server 2007 Training is a portal-based edition that is designed for server administrators to install the training content on a Microsoft Office SharePoint Server site to help end users learn about Office SharePoint Server by using SharePoint itself. You can download it at http://go.microsoft.com/fwlink/?LinkID=200903&clcid=0x409. • Office SharePoint Server 2007 Training Standalone Edition is a single installation edition that enables end users to install the content directly on MCT USE ONLY. STUDENT USE PROHIBITED 12-26 Designing a Microsoft® SharePoint® 2010 Infrastructure their computers to learn how to use the features of Office SharePoint Server. You can download it at http://go.microsoft.com/fwlink/?LinkID=201242&clcid=0x409. • The Productivity Hub. This is a SharePoint Server 2010 site collection that offers training materials for end users and serves as a fully customizable learning community. It provides a central place for your training efforts, and includes training content in the form of documents, videos, and podcasts that teach Microsoft’s core products including SharePoint Server. It uses the social networking capabilities of SharePoint Server, such as blogs and discussion groups. You can download it at http://go.microsoft.com/fwlink/?LinkID=201243&clcid=0x409. Note: The SharePoint Training Kit resource is due to be updated to SharePoint Server 2010 in the near future. MCT USE ONLY. STUDENT USE PROHIBITED Developing a Plan for Governance 12-27 Lesson 3 Planning for Governance in SharePoint Server 2010 There are several stages in building and implementing a successful governance plan in SharePoint Server 2010. You must be aware of several considerations when you implement a governance plan. This lesson describes how to build, document, and communicate your plan for governance, and provides high-level descriptions of the key processes and considerations for implementing your governance plan in SharePoint Server 2010. Objectives After completing this lesson, you will be able to: • Describe how to build a governance committee. • Describe how to document and communicate your governance plan. MCT USE ONLY. STUDENT USE PROHIBITED 12-28 Designing a Microsoft® SharePoint® 2010 Infrastructure • Describe the process of implementing a governance plan. • Describe the considerations for your governance plan. MCT USE ONLY. STUDENT USE PROHIBITED Developing a Plan for Governance 12-29 Building a Governance Committee Key Points A successful implementation of SharePoint Server 2010 requires constant communication and partnership among business managers, IT professionals, and information workers. One major aspect of your governance plan is the creation of the governance committee. This committee should include representatives from as many of the following groups and roles as possible: • Executive stakeholders define the overarching goals of the governance committee. They should also provide the authority that it requires, and they should regularly assess the success of the policies and standards that your governance plan implements. • Financial stakeholders ensure that governance policies and processes help increase the return on the enterprise's investment in SharePoint products and technologies. • IT leaders help develop their service offerings and determine how to achieve their IT responsibilities, such as improving security and maintaining reliability, while still supporting the features that the business teams require. MCT USE ONLY. STUDENT USE PROHIBITED 12-30 Designing a Microsoft® SharePoint® 2010 Infrastructure • Business division leaders represent the teams that do the primary enterprise work and drive the architectural and functional requirements of the implementation of SharePoint Server 2010. They must work with information architects to determine the enterprise's information architecture and organizational taxonomy standards. Business leaders must also work with IT leaders to create SLAs and other support policies. • Information architects or taxonomists have extensive experience in planning and designing information systems and taxonomies. They develop plans that support organizational goals and define site architecture and navigation based on their analysis of the end user’s information needs. • Compliance officers ensure that an enterprise meets its regulatory and legal requirements. • Software development leaders help determine which customization tools are approved, how to verify code security, and other code-related best practices. • Information workers perform the regular day-to-day working tasks that use SharePoint Server 2010. Their input to the governance committee helps ensure that the services and information architecture of SharePoint Server 2010 meet their needs. • Trainers provide the instructional expertise. They are responsible for developing a training plan and conducting all appropriate training and education. Note: Your organization may not have exactly the same roles, or may use a different title. Question: Which committee members are responsible for defining the architecture and navigation of the site? . PROHIBITED 12- 22 Designing a Microsoft SharePoint 20 10 Infrastructure To ensure that your policies and standards are current and relevant: • Verify that your policies and standards for SharePoint. demonstrate how to use SharePoint Server 20 10 according to the standards and practices that your governance plan defines. It should also explain why those standards and practices are important PROHIBITED 12- 24 Designing a Microsoft SharePoint 20 10 Infrastructure Implementing Training for a Governance Plan Key Points After the governance plan itself, the most important element in a successful