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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, y...
Facilitator: Dux Raymond Sy, PMP
                      Managing Partner, Innovative-E, Inc.

                      Autho...
Agenda
  Managing SharePoint Users is a Double-Edged Sword

  The Basics of SharePoint Site Membership

  5 Key Steps t...
Sound Familiar?


 “I can’t upload to the Shared Documents library!”



     “Since you bought me dinner last night, sure,...
Typical Issues




Twitter: @meetdux   Hashtag: #sptechcon #spum
Agenda
  Managing SharePoint Users is a Double-Edged Sword

  The Basics of SharePoint Site Membership

  5 Key Steps t...
Who Can Access SharePoint Sites?
  SharePoint sites are intended for a community of users

  Site Membership is defined
...
Authentication Providers

        Web SSO                           OpenID


Windows             SharePoint               ...
Site Membership
  How are site members added?
    Manually by site owner
    User request

  What are SharePoint group...
Site Access
                    C                    SharePoint Site
   Dux

                               Shared      Ca...
Agenda
  Managing SharePoint Users is a Double-Edged Sword

  The Basics of SharePoint Site Membership

  5 Key Steps t...
Communication Planning is Key
  Determining communication needs and mapping to site
   access are essential
    Both inc...
#1 Identify Communication Requirements
  Program Manager
    Regular e-mail updates on project milestones and risks

  ...
#2 Group Site Users


            User                  Site Group

     Program Manager     Owners     Members    Visitor...
#3 Map Communication Requirements

       User         Issues   Tasks   Project Docs     Calendar

 Visitors             R...
#4 Enforce Permission Change Management
     Permissions
   Change request



                                            ...
#5 Document & Maintain Site Access Info




Twitter: @meetdux        Hashtag: #sptechcon #spum
Agenda
  Managing SharePoint Users is a Double-Edged Sword

  The Basics of SharePoint Site Membership

  5 Key Steps t...
Gotchas
  By default, in WSS 3.0 + MOSS 2007, Contribute permission
   level allows
    Allows users to create subsites
...
Resources
  Screencast: A Primer to SharePoint Security
   http://bit.ly/spsecurity

  Video: Managing SharePoint 2007 S...
Questions?

                          E-Mail: dux.sy@innovative-e.com

                          LinkedIn: meetdux.com/li
...
Thank You!
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Best Practices in SharePoint User Management

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Presented at SPTechCon WebCast
March 9, 2010
Screencast: http://bit.ly/bpspum

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Transcript of "Best Practices in SharePoint User Management"

  1. 1. Best Practices in SharePoint User Management Dux Raymond Sy, PMP
  2. 2. 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
  3. 3. 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
  4. 4. 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
  5. 5. 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
  6. 6. Typical Issues Twitter: @meetdux Hashtag: #sptechcon #spum
  7. 7. 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
  8. 8. 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
  9. 9. Authentication Providers Web SSO OpenID Windows SharePoint OAuth FBA FB Connect Site 1 Site 2 Site 3 Twitter: @meetdux Hashtag: #sptechcon #spum
  10. 10. 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
  11. 11. 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
  12. 12. 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
  13. 13. 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
  14. 14. #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
  15. 15. #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
  16. 16. #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
  17. 17. #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
  18. 18. #5 Document & Maintain Site Access Info Twitter: @meetdux Hashtag: #sptechcon #spum
  19. 19. 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
  20. 20. 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
  21. 21. 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
  22. 22. 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
  23. 23. Thank You!
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