Best Practices in SharePoint User Management

Best Practices in SharePoint User Management Dux Raymond Sy, PMP

Presentation Objectives   In this presentation, you will learn how to best manage SharePoint users   In addition, you will learn   The fundamentals of SharePoint site membership   Effective techniques in identifying user communication and information needs   How to map communication plan to SharePoint site membership   SharePoint user management process Twitter: @meetdux Hashtag: #sptechcon #spum

Facilitator: Dux Raymond Sy, PMP   Managing Partner, Innovative-E, Inc.   Author, “SharePoint for Project Management” by O’Reilly Media   For more information, connect with Dux   E-Mail: dux.sy@innovative-e.com   Twitter: twitter.com/meetdux   LinkedIn: meetdux.com/li   Blog: meetdux.com Twitter: @meetdux Hashtag: #sptechcon #spum

Agenda   Managing SharePoint Users is a Double-Edged Sword   The Basics of SharePoint Site Membership   5 Key Steps to Managing SharePoint Users   Summary Twitter: @meetdux Hashtag: #sptechcon #spum

Sound Familiar? “I can’t upload to the Shared Documents library!” “Since you bought me dinner last night, sure, I can grant you Full Control permission.” “Nobody knows who has access to what in our SharePoint environment” Twitter: @meetdux Hashtag: #sptechcon #spum

Typical Issues Twitter: @meetdux Hashtag: #sptechcon #spum

Who Can Access SharePoint Sites?   SharePoint sites are intended for a community of users   Site Membership is defined   During site creation   Even after the site is created   In order to be added as a site member, a user has to be added to SharePoint first   SharePoint users can come from various sources known as authentication providers   Authentication providers are defined from SharePoint Central Administration Twitter: @meetdux Hashtag: #sptechcon #spum

Authentication Providers Web SSO OpenID Windows SharePoint OAuth FBA FB Connect Site 1 Site 2 Site 3 Twitter: @meetdux Hashtag: #sptechcon #spum

Site Membership   How are site members added?   Manually by site owner   User request   What are SharePoint groups?   A convenient way to manage groups of people within a site or who collaborate frequently on many sites in a site collection   How are user permissions defined?   Site permissions   Library/List Permissions   Item-level permissions Twitter: @meetdux Hashtag: #sptechcon #spum

Site Access C SharePoint Site Dux Shared Calendar Tasks R Documents Members Jerry C Elaine Performance George Eval Meeting No Cosmo Access Twitter: @meetdux Hashtag: #sptechcon #spum

Communication Planning is Key   Determining communication needs and mapping to site access are essential   Both incoming and outgoing   Site owners/managers are responsible 1.  Identify communication requirements 2.  Group site users 3.  Map communication requirements to site permissions 4.  Enforce permission change management 5.  Document & maintain site access information Twitter: @meetdux Hashtag: #sptechcon #spum

#1 Identify Communication Requirements   Program Manager   Regular e-mail updates on project milestones and risks   Comptroller   Reviews and updates any change to project finances   Compliance Office   Monitors project process compliance   Reviews and updates project risks   Other Project Managers   Share lessons learned and satisfy continuous improvement process   Read only access to project documents Twitter: @meetdux Hashtag: #sptechcon #spum

#2 Group Site Users User Site Group Program Manager Owners Members Visitors Comptroller Owners Members Visitors Compliance Office Owners Members Visitors Other PMs Owners Members Visitors Twitter: @meetdux Hashtag: #sptechcon #spum

#3 Map Communication Requirements User Issues Tasks Project Docs Calendar Visitors R R R R Members C C R C FC = Full Control D = Design C = Contribute R = Read Twitter: @meetdux Hashtag: #sptechcon #spum

#4 Enforce Permission Change Management Permissions Change request Change Permission Log Inform details originator Analyze Yes Site Manager decision Log No Gather info Schedule Later Review Twitter: @meetdux Hashtag: #sptechcon #spum

#5 Document & Maintain Site Access Info Twitter: @meetdux Hashtag: #sptechcon #spum

Gotchas   By default, in WSS 3.0 + MOSS 2007, Contribute permission level allows   Allows users to create subsites   Manage Personal Views Twitter: @meetdux Hashtag: #sptechcon #spum

Resources   Screencast: A Primer to SharePoint Security http://bit.ly/spsecurity   Video: Managing SharePoint 2007 Site Permission http://bit.ly/d2oNOw   Workbook: Site Creation Rights Governance Theme http://bit.ly/b590nE Twitter: @meetdux Hashtag: #sptechcon #spum

Questions? E-Mail: dux.sy@innovative-e.com LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: twitter.com/meetdux Provide feedback to get Permissions template & a chance to win SharePoint for Project Management” ebook http://meetdux.com/feedback Twitter: @meetdux Hashtag: #sptechcon #spum

Thank You!

Best Practices in SharePoint User Management

by Dux Raymond on Mar 15, 2010

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Best Practices in SharePoint User Management — Presentation Transcript