Designing a Microsoft SharePoint 2010 Infrastructure Vol 2 part 17 pdf

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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.


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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.

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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?

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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.
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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

• Office SharePoint Server 2007 Training Standalone Edition is a single
installation edition that enables end users to install the content directly on
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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

• 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



Note: The SharePoint Training Kit resource is due to be updated to SharePoint Server
2010 in the near future.

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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.

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12-28 Designing a Microsoft® SharePoint® 2010 Infrastructure
• Describe the process of implementing a governance plan.
• Describe the considerations for your governance plan.

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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.
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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?