2. Introduction
Governance Overview
This document introduces governance as an essential part of a successful Microsoft
SharePoint Server 2010 deployment and explains why both information architecture and IT services
are key components of a governance plan.

3. What is SharePoint governance
Governance is the set of policies, roles, responsibilities, and processes that guide,
direct, and control how an organization's business divisions and IT teams cooperate
to 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

4. SharePoint Governance Main Player
People
Roles and Responsibilities
Process
How to accomplish a common task such as creating new site, Backup and restore,
naming conventions ..etc.
Policy
Collection of principles-What site owners, administrators, developers ,designer
Should/shouldn’t do.
Technology
Leveraging features and tools to enforce policies through the technology

5. What should be governed?
A successful SharePoint Server 2010 deployment requires the following elements:
Information architecture
A Web site's information architecture determines how the information in that
site — its Web pages, documents, lists, and data — is organized and presented
to the site's 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.

6. IT Service hosting SharePoint Server
SharePoint Server 2010 includes many new features that should be addressed
by a comprehensive governance plan. Some of these feature are as following
• Backup and restore.
• Managed accounts that automate password changes.
• Windows PowerShell.
Branding
A formal set of branding policies helps ensure that sites consistently use
enterprise imagery, fonts, themes, and other design elements
Training
By training your user community appropriately, you can increase satisfaction
with your implementation of SharePoint Server 2010 and reduce support costs.

7. How to Implement governance
The governance at Umm-AL Qura university will be implemented based on the
main player as following:
Roles
Backup/Restore
Peoples
SharePoint Administrators
Process
Performing backup/Restore for SharePoint 2010 environment
Policy
• 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 …).

8. Demo

9. Roles
Monitoring Health Analyzer
Peoples
SharePoint Administrators
Process
Monitoring Health Analyzer in Microsoft SharePoint Foundation 2010 that helps
administrators 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.

10. Roles
Creating New site in SharePoint
Peoples
IT Managers/SharePoint Administrators/Developers/Designer/Business owners
Process
The business user will send the request for creating new site to IT Manager, once
IT Manager approve, the request will redirect to the SharePoint administrator to
create 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.

11. Roles
Enterprise metadata management (EMM)
Peoples
SharePoint Administrator/Developers/Business analysts /Business owners/ITC
deanship dean.
Process
The term set will be created in the following format based on the discussion
between
SharePoint team and other teams
Term set Description Language Owner Group
Policy
• 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).

12. Roles
Look and Feels (site Themes)
Peoples
SharePoint Designers/Developers/business owners.
Process
SharePoint team will help the business owners to design they own site and how
the content should be organized ,list names, font types ,themes and easy
navigations.
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).