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Portal Walkthrough: Control 2.14 - Training and Awareness Program

Last Updated: January 2026 Portals: Microsoft 365 Admin Center, Microsoft Viva Learning Estimated Time: 2-4 hours initial setup, ongoing management

Prerequisites

  • Microsoft 365 Admin role or Learning Administrator role
  • Training content developed and approved
  • Role-based training requirements defined
  • LMS integration configured (if applicable)

Step-by-Step Configuration

Step 1: Define Training Requirements by Role

  1. Identify roles that interact with AI agents:
  2. Makers: Users who create/modify agents
  3. Users: Users who interact with agents
  4. Administrators: Users who manage agent governance

  5. Compliance: Users who review agent outputs

  6. Map training modules to each role:

Role Required Training Frequency
Maker Agent Development, Data Governance, Security Annual + on new features
User Agent Usage Policy, Data Handling Annual
Administrator Full governance framework Annual + quarterly updates
Compliance Audit procedures, Evidence collection Annual

Step 2: Configure Viva Learning (If Using)

  1. Open Microsoft 365 Admin Center
  2. Navigate to Settings > Org settings > Viva Learning
  3. Enable Viva Learning for the organization
  4. Configure learning content sources:
  5. Microsoft Learn (built-in)
  6. Custom content (SharePoint)
  7. Third-party LMS integration

Step 3: Create Custom Learning Content

  1. Create a SharePoint site for AI Governance Training
  2. Upload training materials:
  3. Governance framework overview
  4. Role-specific guides
  5. Policy documents

  6. Video walkthroughs

  7. Configure Viva Learning to pull from SharePoint:

  8. Admin Center > Viva Learning > Content sources
  9. Add SharePoint site URL
  10. Map content to learning paths

Step 4: Establish Training Completion Tracking

  1. Configure completion tracking in your LMS or Viva Learning
  2. Set up automated reminders for:
  3. Initial training (within 30 days of role assignment)
  4. Annual refresher training

  5. Policy update acknowledgments

  6. Create compliance reports for:

  7. Training completion rates by role
  8. Overdue training notifications
  9. Training effectiveness metrics

Step 5: Integrate with Agent Publishing Workflow

  1. Configure pre-publishing checks in Copilot Studio:
  2. Verify maker has completed required training
  3. Block publishing if training is incomplete (Zone 3)

  4. Warn if training is incomplete (Zone 2)

  5. Document training requirements in Maker Welcome Content (Control 2.1)

Configuration by Governance Level

Setting Baseline (Zone 1) Recommended (Zone 2) Regulated (Zone 3)
Training Required Recommended Required for makers Mandatory for all
Completion Tracking Optional Enabled Enforced with blocking
Refresh Frequency Annual Annual Semi-annual
Policy Acknowledgment Optional Annual Per policy update
Evidence Retention 1 year 3 years 7 years

Validation

After completing these steps, verify:

  • Training content is accessible in configured LMS
  • Completion tracking is functioning
  • Role-based assignments are correct
  • Automated reminders are sending
  • Reports show accurate completion data

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