2. Introductions
Name
Company affiliation
Title/function
Job responsibility
Microsoft Certifications
Programming Experience
SharePoint Experience
Expectations for the course
3. Facilities
Class hours
Building hours
Parking
Restrooms
Meals
Phones
Messages
Smoking
Recycling
4. Course Materials
Printed Student Workbook
Course Evaluation
Virtual Machines are based on Hyper-V
Windows Server 2008 R2 (SharePoint 2010)
Windows Server 2008 R2 (SharePoint 2007)
Have you used Hyper-V?
Demonstration/walk-through of Hyper-V
5. Types of SharePoint Courses
SharePoint courses come in all kinds of shapes and colors!
There are six main categories:
End User
Site Administration
Operations
Governance
Search
Business Intelligence
Development
Core Development
Web Development
They can be Foundation or Server focused
Typically takes 45 days of intense training to become a SharePoint
expert!
6. Prerequisites
Basic Understanding of SharePoint 2010 (Foundation &
Server)
Ability to browse websites!
For some labs, an operational understanding of
SharePoint is required
7. What We’ll Be Discussing
Day 1:
Governance
Taxonomy
Training Plans
Service Definitions and Models
Day 2:
Information Architecture
Getting Specific
8. What my role is?
I’m not doing the
work, rather
showing you what is
possible
11. Lesson: What is Governance
What is Governance
Why Governance
Governance Components
Effective Governance
What Should Be Governed?
Implementing Governance
12. What is Governance
Governance is defined in many ways:
Setting a standard policy that allows you to manage a particular
environment
A set of roles, responsibilities, and processes that you put in place in
an enterprise to guide the development and use of a solution based
on SharePoint Products and Technologies
People, process, technology, and policies to define a service,
resolve ambiguity, and mitigate conflict within an organization
Can also be called:
Service delivery framework
13. Why Governance?
Some benefits of implementing Governance include:
Alignment of technology to strategic business objectives
Formal process for change management, prioritization, and decision
making
Increased adoption and participation from business stakeholders
Usability through information architecture
Definition of taxonomy and records management strategies for
archiving and preserving content
Cost management and risk mitigation
Process for evolving the platform and phased roll-outs
Ensure that the platform can be effectively managed
Establishment of measurement framework to ensure platform is
delivering as expected
14. Governance Components
People:
Roles and responsibilities – who does what (IT, Management,
Customers)?
Process:
How to accomplish common tasks such as creating a new site
or requesting new business requirements
Microsoft Operations Framework (MOF) – easy to get stuck on
it or your own processes!
Policy:
Collection of principles - What site owners, designers,
developers should / shouldn’t do
Technology:
Leveraging features to enforce policies through technology
15. Effective Governance
Effective Governance leads to:
Protecting the enterprise
Greatly increase the usability of a solution
Increase an organization's efficiency
Should address:
Deployment of services
Communication and Training
Ongoing support and Change management
16. What Should Be Governed
Project and Operational Management
Communications, deployment, change management…
Development and Configuration
Branding, Source Control
Infrastructure
Firewall, load balancing
Operational Concerns
Monitoring, uptime/downtime, disaster recovery
Education and Training
Initial training for all roles, community learning
Navigation, Taxonomy and Search
Content types, search relevance tuning
17. Implementing Governance (MUST DOS)
Taxonomy
Governance Plan: Clear Goals, Vision, Mission and
Metrics
Training (Culture and Adoption)
Service Definition & Service Model (KISS)
Information Architecture
Policies and Procedures (WSS, MOSS, Customization,
Development)
18. Lesson: Governance Plans
Governance Plans
Governance Goals
Policies, Guidelines, Procedures
Who Should Determine Gov. Policies?
SharePoint & Governance
19. Governance Plans
Every plan should have Clear Goals, Vision, Mission and
Metrics:
Goals
A projected state of affairs which a person or a system plans or
intends to achieve or bring about
Vision
Know why you are doing it
Mission
Its reason for existence
Metrics
How you will measure if the goal is being met
20. Vision Statements
Vision statement should describe at a high level what
you want to achieve
Describes how a solution will deliver value to the
company and each employee
Clear vision statements provide guidance on what
elements you will focus on first and foremost
Shouldn’t be more than 2-3 sentences long:
Our SharePoint intranet will give us the ability to provide
corporate content in a clear concise way to employees,
and enable easy, simple content management around
content creation and modification.
21. Governance Plan Goals
Set Expectations
Service Level Agreements
Reduce Total Cost of Ownership (TCO)
Optimize
Remove legacy thinking
Drive efficiency
Encourage Standards And Consistency
Drive Common Brand
Reduce redundant technology
Resolve ambiguity, mitigate conflicts and manage change
Provide Service and Solutions
Empower the business
Empower Teams
Empower End Users
22. Creating a Governance Plan
Utilize publicly available templates
Don’t start from scratch
Put together a team to work on it
Ensure you have various groups represented
All Governance components should be present:
People, Process, Policy, Technology
Goal, Vision, Mission, Metrics
Policies, Procedures, Guidelines
Create smaller cheat sheets
23. Policies, Procedures, Guidelines
Policies
A deliberate plan of action to guide decisions and achieve rational
outcome(s)
Procedures
A specified series of actions, acts or operations which have to be
executed in the same manner in order to always obtain the same
result under the same circumstances
Guidelines
Any document that aims to streamline particular processes according
to a set routine
Important that Human Resources is involved
24. Example Policy
Human Resources approved usage policy
Provide clear instruction on how and when users should work
with SharePoint
What constitutes abuse or misuse of system
How to keep information secure
When to use SharePoint versus other alternatives
What to post on blogs, user status and metadata/tags
Provide information on how users can
Get support and training
Request design and development services
Request new functionality
25. Example Policies
Publish Once, Link Many
No Email attachments, use links
Use Metadata navigation, not Folders
Site Owners are responsible for content (creation,
modification and DELETION)
SharePoint Designer access is prohibited except for Site
Collection Owners
26. Who should determine Gov. Policies?
Executive Sponsorship is key to a successful
SharePoint services rollout
Sponsor should be someone that has the power to make
decisions quickly and effectively
Either the Sponsor or someone that works closely with
the sponsor should have the power to write policies that
implement your governance plan
Should be familiar with and have created policies in the
past
27. Governance & SharePoint
SharePoint can provide business value out of the box!
Can just as quickly fall off the tracks
SharePoint’s apparent simplicity is also it’s downfall
Bad habits can quickly form without guidance
Easy to install….incorrectly!
You can’t just pop the CD in and learn it on your own,
training and consultants with SharePoint expertise will
keep you from making big mistakes with your Farm!
If you fail to plan, you plan to fail!
28. Governance and SharePoint (Cont)
Governance with SharePoint will include:
Deployment of SharePoint services
Communication and Training
Support and Change Management
Business Requirements will include:
Business and Technical definition of SharePoint services
to offer
Risk management
Cost Management
Support and Adoption
29. Governance & SharePoint (What Could
Happen?)
Site Proliferation
Sites with no ownership or responsibility and No Plan or Vision
with “junk” in them
Server Proliferation
IT doesn’t meet needs of a department
How long does it take to create a site for a project?
Technology proliferation
User confusion - If an organization has File servers, Public
Folders, DLs, 3 other storage solutions and SharePoint, where
should a user post a discussion or document?
Content proliferation
If you don’t manage where the content is going, it will become
tedious, if not impossible, to find even with Search
30. Governance Plan Communication
Creating the plan is one step
Communicating the plan is the next
Ensure that it is available for all parties to access
Publish it in SharePoint and get feedback on it
Integrate it with training and ongoing support
mechanisms
Let it evolve to meet your organizations needs
Ensure communication is two-way
31. Governance Plan Pitfalls
Beware! The following could cause you to fail!
Large amount of process change
Your defaults encourage bad behavior
A hostile business to IT relationship
Disconnected workforce
Focus more on turning off features
Your bad at project management
32. Discussion:
Take 15 minutes to discuss the
following:
How have you implemented
Governance?
Governance Plans
33. Lab 1: Governance Worksheet
Complete the lab exercises:
Review A Sample Governance Plan
Answer some tough Governance
questions
34. Summary
Governance is a very complex, yet manageable topic
Establish a Governance Plan to ensure quality and
relevance of content and to ensure that all users
understand their roles and responsibilities.
Keep it simple!
Understand the keys to success and common pitfalls of
failure
Continually evolve your governance plan, it is not static
In this module we are going to review the need for governance, and an overview of the steps to implement it!
In this lesson we explore several different aspects of Governance including what is Governance, why Governance and the various components of Governance. Other topics include implementing Effective Governance, what should be governed and how to actually implement Governance in SharePoint.
When achieving the benefits described above, you should also be prepared to have the following key deliverables created:Established business objectives and key performance indicatorsSharePoint governance and Best PracticesProposed architecture and infrastructure requirementsSoftware Development platform guidelinesRoles and responsibilitiesRecords disposition guideTraining and adoption requirementsProcess for managing evolving changesBest practices for operations management
There are four main components to Governance:People – define clear roles and responsibilities:Executive Sponsor – serves as executive level champion for solutionSharePoint Governance Board / Steering Committee – has ultimate responsibility for meeting the goals of the solutionSupport/Help Desk – ensure the technical integrity of the solutionSite Collection Admin – Manages the day to day operation of a set of sites for a specific groupSite Admin - Manages the day to day operation of the siteSite Designer – A user that creates and maintains the site look and feelUsers – Use the solution to access and share contentProcessAll the specific tasks that a particular role must accomplishPolicyWhat people should and should not do given a set of circumstances, design policies for service levels and appropriate use, articulate design and usage principlesTechnologyUsing the technology to enforce your policies
The fact that you are in the class means that you are serious about getting the most value out of your SharePoint environment. You may have heard some horrible implementation stories or you yourself been through one! No matter the reason, implementing governance for SharePoint will lead to some very outstanding results!Protect the enterprise – Help ensure regulatory compliance.Greatly increase the usability of a solution - The governing body in an enterprise can define metadata requirements for all content that makes it easier to categorize and search for the content across the enterprise.Increase an organization's efficiency — for example, by requiring training as a prerequisite to becoming the administrator of a SharePoint collaboration Web site.Other results and benefits from a focus on Governance include:Content Sprawl is minimized by defining a content and site review processContent quality is maintained by implementing content quality management policiesA high-quality user experience is created by defining guidelines for site and content designersClear decision making authority and escalation procedures will be defined that prevents policy violations and conflicts are resolved in a timely mannerA SharePoint install that is aligned with business objectives so that it continuously delivers business value
Every organization has unique needs and goals that influence its approach to governance. For example, larger organizations will probably require more detailed governance than smaller organizations. You should consider building governance policies around the following areas of SharePoint:Project and Operational ManagementCommunications, Deployment Processes, Change management, Cost Allocation, Sponsorship, Roles and Teams, Site and Platform Classification, Service Level AgreementsDevelopment and ConfigurationBranding, Customization Tools, Site Definitions and Templates, Source Code and Build Control, Source Code SupportInfrastructureFirewalls, Load balancing, EnvironmentsOperational ConcernsMonitoring,Uptime/downtime, Disaster Recovery, Data and Documentation Recovery, Quotas, ReportingEducation and TrainingInitial Training, Community Learning, Reviewing Real World lessonsNavigation, Taxonomy and SearchSite Directories, Content Types, Search locations, Search Relevance tuning
Implementing Governance involves several key pieces:Developing TaxonomiesImplementing a Governance document that details the goals, vision, mission and metrics of your governance planHow you plan to approach training the many different types of usersWhat type of features will you use and offer to your usersWhat your Information Architecture will look likeA well developed policies and procedures document for each area in WSS, MOSS, customization and developmentHow your operations team will deal with Configuration and Release Management
In this lesson we explore several different aspects of governance!
You should prepare a Governance Plan prior to the launch of your SharePoint production environment. The Governance Plan describes how your SharePoint environment will be managed. It describes the roles, responsibilities, and rules applied to both the back-end and the front-end. A formal Governance Plan document should be created and distributed so that everyone knows what their roles will be and what is offered! A plan doesn’t need to have all the items as long as the ones you have picked clearly make everyone “Get It”.You should not think of it as being “complete” at any one point in time. Your Governance Plan is a living document. Work in capabilities that allow you to revisit the plan as you learn more about how users are using SharePoint. You should capture feedback from their experiences. As your SharePoint environment evolves, revisit your Governance Plan to adapt to changing needs. Please note, the creation of a Governance Plan will not guarantee the success of your solution, but it increased the odds substantially. The rest comes in the execution and enforcement of the plan itself.
Vision statement are not typically more than one to three sentences. They will describe what you are trying to accomplish with a particular technology like SharePoint.It should be very clear as to what a solution is focused on and is the top priority.Vision statements tend to be very short. A typical statement should be no more than 3 sentences long.
Here are some more specific goals of a governance plan:Reduce Total Cost of Ownership (TCO)Encourage Standards And ConsistencyProvide Service and SolutionsYou should keep these first and foremost when writing the plan!
When building your Governance Plan, it will be most effective to put together a small team to help define the key framing decisions for governance. This team can be divided up to document the details among the team members. The team should clearly include representatives from IT who are responsible for overall IT system use policies, as well as representatives from the team responsible for system maintenance within and outside of IT.Individuals who can represent the interests of those responsible for training, human resources, and corporate communicationsIndividuals responsible for knowledge managementMeet with team members to draft sections addressing how the various aspects of your environment will be managed. Review each major component of your plan with sponsors, stakeholders, and core team members to ensure you are in agreement about the major components of the plan (vision, roles and responsibilities, and key policies). As you create your Governance Plan, consider how users will consume and internalize the content in your plan. A lengthy and detailed document will be more difficult to consume than a short and concise one. Also consider companion material to go with the Governance plan. These can be cheat sheets of:Most important guiding principlesA card or magnet with your vision statementBrief job descriptions for each role
Here is an example of a policy enforced by the Human Resources department. After the deployment of your SharePoint service offerings, you should implement and communicate your policies to your users. Be sure to do at least the following:Provide clear instruction on how and when users should work with SharePointWhat constitutes abuse or misuse of system How to keep information secure information When to use SharePoint versus other alternativesProvide information on how users can…Get support and trainingRequest design and development servicesRequest new functionality
These are some examples of policies that you could enforce with SharePoint.Publish Once, Link Many – don’t allow people to copy the same file in more than one place, have them link to the originalNo Email attachments, use links – SharePoint is designed to reduce email, getting users to move away from collaborating in email will be a challengeUse Metadata navigation, not Folders – Folders proved to be a challenge when implemented in web based applications.Site Owners are responsible for content (creation, modification and DELETION) – Ensure that site owners are managing the contentSharePoint Designer access is prohibited except for Site Collection Owners – SharePoint Designer is a powerful tool and in the wrong hands can break things in SharePoint sites
Policies just don’t create themselves. They must be thought though and typed out in a clear and easy way. Someone that has experience in writing policies in the past is your likely candidate to write your SharePoint usage policies.
SharePoint is both broad and deep: There are a LOT of details to consider.Without governance in place when you implement your SharePoint services, things will surely go sideways. Be sure that you have planned and prepared using other peoples mistakes as your guiding light! Make sure that you at least gain some visibility from an outside source on the processes you have implemented and ensure that you haven’t missed anything vital!
Be sure to determine what features of SharePoint (Service Offerings) you will be deploying. Communicate these services, train your users, and support the applications. As you determine what feature will be deployed, analyze the risks, costs and adoption barriers of each.We will explore each of these concepts in later modules.
This slide outlines some of the possibilities of not implementing a governance strategy for your SharePoint deployment. As you can see, doing nothing can cause a series of problems.
Communicating the Governance Plan is a core component of SharePoint launch planning and the ongoing management of your environment. Integrate relevant elements of your Governance Plan into the training and ongoing support you provide for site and content owners. Successful governance is an iterative process. The governance committee should meet regularly to consider incorporating new requirements in the governance plan, reevaluate and adjust governance principles, or resolve conflicts among business divisions for IT resources. The committee should provide regular reports to its executive sponsors to promote accountability and to help enforce compliance across the enterprise.
These seven items can cause your SharePoint deployment to fail miserably! Read more here:http://my.advisor.com/doc/18295?open&p=1&pid=ztdbms
Your instructor will guide you in a discussion of this module. Some items you might discuss:How have you implemented governance with SharePoint?What value have you seen from implemented a governance plan?
In this lab you will review a sample governance plan. It can be used as a starting point for your own governance plan!