Designing a Microsoft SharePoint 2010 Infrastructure Vol 2 part 15 pot

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Developing a Plan for Governance 12-1
Module 12
Developing a Plan for Governance
Contents:
Lesson 1: Overview of Governance 12-4
Lesson 2: Key Elements of a Governance Plan 12-13
Lesson 3: Planning for Governance in SharePoint Server 2010 12-27
Lesson 4: Governance Implementation Features and Policies in SharePoint
Server 2010 12-38
Lab: Developing a Plan for Governance 12-51

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12-2 Designing a Microsoft® SharePoint® 2010 Infrastructure
Module Overview

The term governance refers to the group of roles, responsibilities, policies, and
processes that direct and control how an organization's IT teams cooperate with
their business departments to realize the organization’s business goals.
You must learn how to create an effective governance plan and understand the
impact that key changes, such as enabling social features and solution
development changes, can have on your plan.
A comprehensive and successfully designed governance plan can benefit your
organization by:
• Streamlining the deployment of products and technologies such as Microsoft®
SharePoint® Server 2010.
• Helping to protect your enterprise from both security threats and
noncompliance liability.
• Helping to ensure the best return on your investment in SharePoint Server
2010.

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Developing a Plan for Governance 12-3
This module introduces governance as a crucial element of a deployment of
SharePoint Server 2010, explains what the essential components of your
governance plan should be, and describes how best to implement your governance
plan.
Objectives
After completing this module, you will be able to:
• Describe the concept of governance.
• Describe the key elements of a governance plan.
• Plan for governance in SharePoint Server 2010.
• Describe the governance implementation features and policies in SharePoint
Server 2010.


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12-4 Designing a Microsoft® SharePoint® 2010 Infrastructure
Lesson 1
Overview of Governance

Governance is an essential element of a successful deployment of SharePoint
Server 2010. Effective governance planning is crucial to the continued success of
your implementation of SharePoint Server 2010. Without the correct governance
plan in place, even the best intentioned deployment of SharePoint can misfire.
This lesson emphasizes the need for governance of deployments of SharePoint
Server 2010, and introduces the key components of a governance plan.
Objectives
After completing this lesson, you will be able to:
• Describe the importance of planning governance.
• Identify what a governance plan needs to govern.

• Describe the key components of a governance plan.

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Developing a Plan for Governance 12-5
The Importance of Planning Governance

Key Points
An implementation of the SharePoint Server 2010 portal is only as good as its
underlying structure and content. Therefore, a sturdy governance plan is critical to
ensure that your implementation delivers the right and timely content to your
users in an efficient and effective manner.
In addition, SharePoint Server 2010 is designed to empower its users, who are not
generally IT or content management specialists. Therefore, it is crucial that your
governance plan does not just improve its usability, but also saves your users time
and effort when they create and deploy new sites.
A governance plan defines the roles, processes, and technologies that are required
to:
• Prevent portal, team site, and content sprawl by defining a content and site
review process.
• Ensure that content quality is maintained during its life cycle by implementing
quality management policies for the content.
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12-6 Designing a Microsoft® SharePoint® 2010 Infrastructure
• Provide a consistently high-quality user experience by defining guidelines for
site designers, content designers, and authors and by ensuring that the
governance plan is correctly implemented and followed.
• Establish clear decision-making authority and escalation procedures so that
you can handle and resolve policy violations and conflicts in a timely manner.
• Ensure that the implementation strategy correctly maps to business objectives
and requirements so that it continuously delivers value to the organization.

• Ensure that content is secured and stored to comply with guidelines for
records retention.

There are some key reasons as to why planning for governance in SharePoint
Server 2010 is so important:
• Many SharePoint capabilities are not mandatory for your users, such as
document IDs and Content Organizer, but they need guidance about what
they can do with these capabilities if they are to get the true benefit from them.
• By design, in SharePoint Server 2010, users are given a lot of power and
responsibility. Governance helps ensure that they accept their responsibility
for the content that they create and use, and for the actions that they perform
on the site.
• The increased emphasis and availability of social computing features such as
tagging, bookmarking, and ratings means that there are more types of content
to govern.
• SharePoint Server 2010 introduces new capabilities for sharing metadata
across multiple site collections and server farms, which require a lot of
planning and control to utilize. A successfully implemented governance plan
will provide this required control.
• SharePoint Server 2010 provides new and more user-friendly records
management capabilities, including the ability to declare a record in place. In-
place records management means that you can manage records in the same
document repository as active documents. These new records management
capabilities enable you to create and enforce your records management
strategy as part of your overall governance plan for content management.
• SharePoint Server 2010 gives its users more customization power over their
sites. For example, users can use out-of-the-box themes, Microsoft SharePoint
Designer 2010, and create their own sandboxed solutions. Therefore, you
must include decisions in your governance plan that consider how, where, and
when to allow configuration using these new capabilities.

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Developing a Plan for Governance 12-7
Identifying What Needs to Be Governed

Key Points
Each organization has its own individual requirements and business goals that will
influence the way that they handle and apply governance. Large organizations may
take governance to one extreme of the spectrum and have everything locked down,
whereas a small organization might only apply a very small amount of governance
of users and their content.
However, in both cases, any successful implementation of SharePoint Server 2010
must consider planning for governance of the following key areas of the business:
• Information architecture. The aim of information architecture is to create a
solution that enables an organization’s users to gather, store, retrieve, and
utilize the information that is needed to meet the organization’s business
objectives. A wide-ranging appraisal of your company's information
architecture can help you to determine possible inefficiencies such as:
• Inconsistent use of metadata that can make it difficult to search for, and
compare, related data or content.
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12-8 Designing a Microsoft® SharePoint® 2010 Infrastructure
• A poorly designed and managed content storage infrastructure that can
result in documents existing in multiple versions without any method for
controlling and identifying authoritative and recent versions.
• A poorly catalogued and managed data storage infrastructure that can
result in decision-makers finding and relying on incorrect data.
• A poorly designed portal navigation and presentation infrastructure that
can make it difficult for users to find sites and data that are important to
their job.
• IT service hosting SharePoint Server. SharePoint Server 2010 provides several

new features that your governance plan must address, including:
• A new service application architecture that replaces the Shared Services
Provider (SSP) model.
• Improvements to backup and restore capabilities.
• Multi-tenancy capabilities.
• Managed accounts that automate password changes.
• The ability to use the Windows PowerShell™ command-line interface and
scripting language tool for SharePoint administration.
• SharePoint Server 2010 Web servers. Unless you have a governance plan, the fast
spread of disparately managed Web servers running SharePoint Server 2010
can have unforeseen consequences, including:
• Rogue servers hosting loosely managed site collections that do not have a
common search index, navigation, or security system.
• Servers hosting insecure applications, which can compromise the integrity
of your content.
• Technical support requests for local SharePoint Server 2010 servers that
are running without the support team's knowledge.
• Critical activities, such as compliance with regulatory standards being
inconsistently administered across servers.
• Day-to-day maintenance tasks, such as data backup and restore operations
or product updates, that may not be properly carried out because of lack
of training or inconsistent server configuration.
• Changes in site ownership can create confusion about content ownership
or lock sites.
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Developing a Plan for Governance 12-9
As the use of SharePoint Server 2010 increases in your enterprise, you must
implement a set of well-governed hosting services that makes SharePoint
Server 2010 available and establishes control over its use and configuration.
• Customization policy. SharePoint Server 2010 includes customizable features

and capabilities, such as business intelligence, forms, workflow, and content
management. This enhanced ability to customize brings more risks to the
stability, maintenance, and security of your SharePoint Server 2010
environment. To support these new customization capabilities while
maintaining control, as part of your overall governance plan, you must develop
a customization policy that addresses the following considerations:
• Deciding whether to approve customization tools, such as SharePoint
Designer 2010.
• Determining which elements of a site can be customized, and who can
perform the customization.
• Determining methods for managing source code, such as a source control
system, and standards for documenting the code.
• Providing standards for site development, such as guidelines for coding
best practices.
• Providing standards for testing and verification processes.
• Providing standards for packaging and installation. You should control
the use of sandboxing, which enables site owners to host custom solutions
in a partly trusted environment so that they do not adversely affect the
other parts of your implementation of SharePoint Server 2010.
• Supporting different methods of customization, such as allowing the use
of Web parts to integrate Microsoft Silverlight® 3 applications with
SharePoint Server 2010 sites.
• Branding. If you are designing an information architecture and a set of sites for
use across your enterprise organization, you should include branding in your
governance plan. A prescribed set of branding policies helps to ensure that
sites have a consistent look and feel by using enterprise imagery, fonts, themes,
and other design elements. For example, in SharePoint Server 2010, you can
import a Microsoft PowerPoint® 2010 theme directly into a SharePoint site,
which then automatically applies the theme to all of its subsites.

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12-10 Designing a Microsoft® SharePoint® 2010 Infrastructure
Additional Reading
For more information about processes for managing customizations in SharePoint
products and technologies, see