IntroductionGovernance OverviewThis document introduces governance as an essential part of a successful MicrosoftSharePoint Server 2010 deployment and explains why both information architecture and IT servicesare key components of a governance plan.
What is SharePoint governanceGovernance is the set of policies, roles, responsibilities, and processes that guide,direct, and control how an organizations business divisions and IT teams cooperateto achieve business goals. A comprehensive governance plan can benefit your organization by:• Helping protect your enterprise from security threats or non compliance liability.• Consistent look and feel• Better performance• Clear definition of what can be deployed and customized in your SharePoint• infrastructure, who is allowed to do it and what processes needs to be followed.• focus on improvements and not on maintenance and support
SharePoint Governance Main PlayerPeople Roles and ResponsibilitiesProcessHow to accomplish a common task such as creating new site, Backup and restore,naming conventions ..etc.PolicyCollection of principles-What site owners, administrators, developers ,designerShould/shouldn’t do.TechnologyLeveraging features and tools to enforce policies through the technology
What should be governed?A successful SharePoint Server 2010 deployment requires the following elements:Information architecture A Web sites information architecture determines how the information in that site — its Web pages, documents, lists, and data — is organized and presented to the sites users• Analyzing the information to be presented in an Internet or intranet Web site is an important .• Analyzing the information provides the basis for planning the following • How the site will be structured and divided into a set of subsites. • How data will be presented in the site. • How site users will navigate through the site. • How information will be targeted at specific audiences. • How content will be tagged and how metadata will be managed. • What the authoritative source is for terms. • How search will be configured and optimized.
IT Service hosting SharePoint ServerSharePoint Server 2010 includes many new features that should be addressedby a comprehensive governance plan. Some of these feature are as following• Backup and restore.• Managed accounts that automate password changes.• Windows PowerShell.BrandingA formal set of branding policies helps ensure that sites consistently useenterprise imagery, fonts, themes, and other design elementsTrainingBy training your user community appropriately, you can increase satisfactionwith your implementation of SharePoint Server 2010 and reduce support costs.
How to Implement governanceThe governance at Umm-AL Qura university will be implemented based on themain player as following:Roles Backup/RestorePeoplesSharePoint AdministratorsProcessPerforming backup/Restore for SharePoint 2010 environmentPolicy• Performing backup for entire environment for first time as Full Backup Type• Daily backup for SharePoint foundation Web Application which include the portal and MySite as Incremental Backup Type .• Monthly backup for (Solutions, SharePointConfiruationDB, WSS_Administration,etc…) as Incremental Backup Type.• Create a dedicated site for administration jobs to help us tracing ,monitoring for example (List name ―Backup List‖ it will register the information about how did backup ,time ,backup type ,location ,backup status …).
RolesMonitoring Health AnalyzerPeoplesSharePoint AdministratorsProcessMonitoring Health Analyzer in Microsoft SharePoint Foundation 2010 that helpsadministrators to schedule regular, automatic checks for potential configuration,performance, and usage problems in the server farm.Policy• Make sure that Health Analyzer status is green which mean the environment is fine.• Daily check for Health analyzer status report will help.• Creating new status report by administrators should be in status report page.
RolesCreating New site in SharePointPeoplesIT Managers/SharePoint Administrators/Developers/Designer/Business ownersProcess The business user will send the request for creating new site to IT Manager, onceIT Manager approve, the request will redirect to the SharePoint administrator tocreate site for business owners.Policy• The business owners must fill the Create new site form which include (site name, Users name, Description and logo site).• The administrator will give 5GB quota for each site has been created.• The number of sub site under the created site is 4.• The site path must be for example as following http://portal/departments/hr• The primary site administrators will be the business owner• The secondary site administrators will be the SharePoint Administrator• The site template type will be created based on the discussion with business owner.
RolesEnterprise metadata management (EMM)PeoplesSharePoint Administrator/Developers/Business analysts /Business owners/ITCdeanship dean.ProcessThe term set will be created in the following format based on the discussionbetweenSharePoint team and other teams Term set Description Language Owner GroupPolicy• All Terms are closed.• Business owners must send request to add new terms to itc dean ,Once itc dean approve the request will be send to SharePoint administrators to add new terms in term set.• term set and terms must be in both languages (English –Arabic).
RolesLook and Feels (site Themes)PeoplesSharePoint Designers/Developers/business owners.Process SharePoint team will help the business owners to design they own site and howthe content should be organized ,list names, font types ,themes and easynavigations.Policy• All departments must have the same look and feels (centralized ) based on the template type.• SharePoint designers is closed• Business owners will be trained about dealing with styles ,fonts and themes colors• Business owners can pick one of the out-of-the box theme or they can create they own themes by using tools for example(Power point).