Designing a Microsoft SharePoint 2010 Infrastructure Vol 2 part 16 potx

MCT USE ONLY. STUDENT USE PROHIBITED Developing a Plan for Governance 12-11 Key Components of a Governance Plan Key Points The key components of an effective plan for governance are: • People. Define a clear vision for the solution and articulate the roles and responsibilities. • Technology. Define policies for service levels and appropriate use. • Policy. Articulate design and usage principles, such as best practices and formal policies. • Process. Define procedures for common tasks such as creating a new site, requesting a new shared content type or attribute, or requesting a new site template. You should publish these procedures in a central portal location so that site owners can easily find and follow them. An effective governance plan provides a framework for design standards, information architecture, service-level agreements (SLAs), infrastructure maintenance, and your overall measurement plan. The intention of a governance MCT USE ONLY. STUDENT USE PROHIBITED 12-12 Designing a Microsoft® SharePoint® 2010 Infrastructure plan is to summarize and bind the documents that describe these activities in greater detail. Your governance plan should refer to all of your existing IT policies for items such as the appropriate use of technology resources, content confidentiality, and records retention. As your SharePoint Server 2010 environment develops, you will need new IT policies to control these new features and capabilities, which will impact your governance of SharePoint Server 2010. Therefore, you must make your governance plan flexible enough to add references to these new policies as they arise. Your governance plan should include the following critical elements. The next lesson discusses each element in more detail: • Vision statement • Roles and responsibilities • Guiding principles • Policies and standards • Training MCT USE ONLY. STUDENT USE PROHIBITED Developing a Plan for Governance 12-13 Lesson 2 Key Elements of a Governance Plan A successful governance plan contains several critical elements. You must carefully consider all of these elements when you develop your governance plan. This lesson describes the key elements of a governance plan. Objectives After completing this lesson, you will be able to: • Describe the vision statement for your SharePoint Server 2010 implementation. • Describe the roles and responsibilities for a governance plan. • Describe the guiding principles for a governance plan. • Describe the policies and standards included in a governance plan. • Describe the role of training for a successful SharePoint Server 2010 implementation. MCT USE ONLY. STUDENT USE PROHIBITED 12-14 Designing a Microsoft® SharePoint® 2010 Infrastructure Vision Statement Key Points Your vision statement should describe what you want to accomplish by using SharePoint Server 2010. It should describe how the solution delivers value to the business and to its employees. A lucid vision statement provides critical guidance on the decision tradeoffs that you will inevitably need to make when you create your governance plan. You will typically write the vision statement when the project to create the solution starts, but you will probably need to refine it as the project matures. Here is an example of a vision statement for SharePoint Server 2010: “SharePoint Server 2010 provides a holistic view of organizational assets that simplifies employee interaction with our enterprise business systems. It also helps to improve collaboration within the company and with our suppliers, partners, and customers. In this way, it improves employee productivity and employee and customer satisfaction.” After you have written your vision statement, the next step is to determine and document the roles and responsibilities of the people who are involved in your implementation of a SharePoint Server 2010 solution. MCT USE ONLY. STUDENT USE PROHIBITED Developing a Plan for Governance 12-15 Roles and Responsibilities for a Governance Plan Key Points Roles and responsibilities define how each employee as an individual or as a member of a team is responsible for ensuring the ultimate success of a solution. Documenting the roles and responsibilities of your SharePoint Server 2010 solution is a crucial part of your governance plan. It defines who has authority to mediate conflicting requirements and make overall decisions about branding and policy. Some of the policy decisions that will create the outline for your governance plan and therefore form the foundation of your definitions of the roles and responsibilities include deciding: • Who you will make responsible for the technical management aspects of the environment, for items such as hardware and software implementation, configuration, and maintenance. • Who you will allow to install new features, Web Parts, or other code enhancements. • Who you will make responsible for setting up new sites. MCT USE ONLY. STUDENT USE PROHIBITED 12-16 Designing a Microsoft® SharePoint® 2010 Infrastructure If this responsibility lies with your IT team, they will probably need to establish some SLAs for site setup responsiveness with the business stakeholders. However, if you delegate this responsibility to users, you must also give them adequate training to ensure that they follow agreed and acceptable principles and standards for allowed content, naming, storage, and so on. • Who you will grant access to each page and site, and who you will enable to grant access to others. • How much responsibility for page and site design you will delegate to page owners. • Whether you will allow users to modify Web Parts on pages that they own in team sites. Can those users modify Web Parts on pages that are part of the corporate intranet publishing solution? • Whether to fix some Web Parts on the page, or allow page owners to customize all of the content on their pages. • Who you will make responsible for the management of metadata. • Who you will allow to set up or request new content types or site columns, and how much central control you want to have over the values in site columns and the properties of content types. • If your governance plan defines that page and site owners should be responsible for their own content management, whether you will decommission pages where no one in the organization claims page ownership and therefore responsibility for the content. There are several key roles to consider in your governance plan, and in some smaller organizations, an individual can often fulfill multiple roles. The following tables list some of the typical roles and responsibilities for the overall solution and for each site or site collection in a successful solution. However, you will need to adapt both the responsibilities and the names that you use for each role to suit your specific organizational environment. Overall solution role Key responsibilities Executive sponsor Serves as the executive-level champion for the solution, whose primary strategic responsibilities are positioning the solution as a critical mechanism for achieving business value and helping to communicate the value of the solution MCT USE ONLY. STUDENT USE PROHIBITED Developing a Plan for Governance 12-17 Overall solution role Key responsibilities to the management levels of the organization. Governance committee Serves as a governance body that has ultimate responsibility for meeting the goals of the solution. Business owner Manages the overall design and functional integrity of the solution from a business perspective. Solution administrator Manages the overall design and functional integrity of the solution from a technology perspective. Works in partnership with the business owner. Site and site collection role Key responsibilities Site sponsor/owner Serves as the centralized, primary role for ensuring that content for a particular page or site is properly collected, reviewed, published, and maintained. Site steward/contact Manages the site by performing the everyday tasks required to ensure that the content on the site or page is accurate, relevant, and up to date. This person will also act as the Content Steward for the sites for which they are responsible. Site designer Creates and maintains the site or site collection design in environments where site design is delegated to business users. Site user Uses the solution to access and share information. Users may have different access permissions for different sections of the solution, sometimes acting as a content contributor, and at other times acting as a content consumer. Question: Which solution role holds the primary strategic responsibility to ensure that the business gets value from the solution? MCT USE ONLY. STUDENT USE PROHIBITED 12-18 Designing a Microsoft® SharePoint® 2010 Infrastructure Guiding Principles for a Governance Plan Key Points The guiding principles of a governance plan define the organizational preferences to support the vision. These critical statements reflect best practices that all users and site designers must understand and internalize to ensure the success of your SharePoint Server 2010 solution. You can use the example principles in the following table as a starting point to help define a set of guiding principles for your solution. You might also want to consider creating some supplemental reference material to help users internalize these principles, or perhaps consider adding a principle of the day to the home page of your solution. If your users have a good understanding of your guiding principles, you are more likely to get them to follow your governance guidelines. MCT USE ONLY. STUDENT USE PROHIBITED Developing a Plan for Governance 12-19 Guiding principle of governance Implication Key consideration Example General Principle Policies are tied to the scope and intention of the site. Governance policies are more flexible for sites that have limited access than for sites that are shared with a broad audience. The different audiences for sites enable you to adapt the governance model according to business needs. You will enforce some policies across the entire organization, but site owners may also apply their own policies. One size does not fit all. There are rules, but you must identify when it is appropriate to deviate from a standard to achieve a business objective more effectively. Example Security Principle Role-based security governs access control and permissions on both intranet and extranet areas of the portal. Users may have different permissions on different areas of the portal, which has an implication for both governance and training. Although most users may not have content contribution privileges for tightly governed intranet pages, all users have Full Control privileges for their own My Site. You may not have the same permissions on every page of the portal. Example Site Design Principle You must provide a consistent user experience. Users should be able to find key information on any collaboration site and search for the content that they need. All sites also follow a consistent baseline design template to ensure consistency and usability across collaboration sites. When you design your site, you must consider what your users’ needs are. MCT USE ONLY. STUDENT USE PROHIBITED 12-20 Designing a Microsoft® SharePoint® 2010 Infrastructure Guiding principle of governance Implication Key consideration Example Content Principle Site sponsors/owners are accountable, but everyone owns the responsibility for content management. Site owners are accountable for content quality and archiving old content on a timely basis, but site users are responsible for making site owners aware of content that needs updating. Everyone is responsible for content management. It is especially important to remember the “one size does not fit all” guiding principle when it comes to developing your governance plan. . them adequate training to ensure that they follow agreed and acceptable principles and standards for allowed content, naming, storage, and so on. • Who you will grant access to each page and. PROHIBITED 12- 14 Designing a Microsoft SharePoint 20 10 Infrastructure Vision Statement Key Points Your vision statement should describe what you want to accomplish by using SharePoint Server 20 10. . technical management aspects of the environment, for items such as hardware and software implementation, configuration, and maintenance. • Who you will allow to install new features, Web Parts,