Best Practices in
SharePoint User Management
Dux Raymond Sy, PMP
Recorded presentation: http://vimeo.com/16145876
Twitter: @meetdux #sptechcon #spum
Presentation Objectives
¡  In this presentation, you will learn how to best manage
Sha...
Twitter: @meetdux #sptechcon #spum
Facilitator: Dux Raymond Sy, PMP
¡  Managing Partner, Innovative-E, Inc.
¡  Author, “...
Twitter: @meetdux #sptechcon #spum
Agenda
¡  Managing SharePoint Users is a Double-Edged Sword
¡  The Basics of SharePoi...
Twitter: @meetdux #sptechcon #spum
Sound Familiar?
“I can’t upload to the Shared Documents library!”
“Since you bought me ...
Twitter: @meetdux #sptechcon #spum
Agenda
¡  Managing SharePoint Users is a Double-Edged Sword
¡  The Basics of SharePoi...
Twitter: @meetdux #sptechcon #spum
Who Can Access SharePoint Sites?
¡  SharePoint sites are intended for a community of u...
Twitter: @meetdux #sptechcon #spum
Authentication Providers
Windows
FBA
Web SSO OpenID
OAuth
FB Connect
SharePoint
Site 1 ...
Twitter: @meetdux #sptechcon #spum
Site Membership
¡  How are site members added?
¡  Manually by site owner
¡  User req...
Twitter: @meetdux #sptechcon #spum
Site Access
SharePoint Site
Shared
Documents
Calendar
Performance
Eval Meeting
Tasks
Du...
Twitter: @meetdux #sptechcon #spum
Agenda
¡  Managing SharePoint Users is a Double-Edged Sword
¡  The Basics of SharePoi...
Twitter: @meetdux #sptechcon #spum
Communication Planning is Key
¡  Determining communication needs and mapping to site
a...
Twitter: @meetdux #sptechcon #spum
#1 Identify Communication Requirements
¡  Program Manager
¡  Regular e-mail updates o...
Twitter: @meetdux #sptechcon #spum
#2 Group Site Users
User Site Group
Program Manager Owners Members Visitors
Comptroller...
Twitter: @meetdux #sptechcon #spum
#3 Map Communication Requirements
User Issues Tasks Project Docs Calendar
Visitors R R ...
Twitter: @meetdux #sptechcon #spum
#4 Enforce Permission Change Management
Permissions
Change request
Analyze
Log
details
...
Twitter: @meetdux #sptechcon #spum
#5 Document & Maintain Site Access Info
Twitter: @meetdux #sptechcon #spum
Agenda
¡  Managing SharePoint Users is a Double-Edged Sword
¡  The Basics of SharePoi...
Twitter: @meetdux #sptechcon #spum
Resources
¡  Screencast: A Primer to SharePoint Security
http://bit.ly/spsecurity
¡  ...
Twitter: @meetdux #sptechcon #spum
Questions?
E-Mail: dux.sy@innovative-e.com
LinkedIn: meetdux.com/li
Blog: meetdux.com
T...
Thank You!
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Best Practices in SharePoint User Management

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SPTechCon Boston 2010

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Best Practices in SharePoint User Management

  1. 1. Best Practices in SharePoint User Management Dux Raymond Sy, PMP Recorded presentation: http://vimeo.com/16145876
  2. 2. Twitter: @meetdux #sptechcon #spum 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
  3. 3. Twitter: @meetdux #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
  4. 4. Twitter: @meetdux #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
  5. 5. Twitter: @meetdux #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”
  6. 6. Twitter: @meetdux #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
  7. 7. Twitter: @meetdux #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
  8. 8. Twitter: @meetdux #sptechcon #spum Authentication Providers Windows FBA Web SSO OpenID OAuth FB Connect SharePoint Site 1 Site 2 Site 3
  9. 9. Twitter: @meetdux #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
  10. 10. Twitter: @meetdux #sptechcon #spum Site Access SharePoint Site Shared Documents Calendar Performance Eval Meeting Tasks Dux Members Jerry Elaine George Cosmo C R C No Access
  11. 11. Twitter: @meetdux #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
  12. 12. Twitter: @meetdux #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
  13. 13. Twitter: @meetdux #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
  14. 14. Twitter: @meetdux #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
  15. 15. Twitter: @meetdux #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
  16. 16. Twitter: @meetdux #sptechcon #spum #4 Enforce Permission Change Management Permissions Change request Analyze Log details Inform originator Site Manager decisionGather info Yes No Later Change Permission Schedule Review Log
  17. 17. Twitter: @meetdux #sptechcon #spum #5 Document & Maintain Site Access Info
  18. 18. Twitter: @meetdux #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
  19. 19. Twitter: @meetdux #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
  20. 20. Twitter: @meetdux #sptechcon #spum Questions? E-Mail: dux.sy@innovative-e.com LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: twitter.com/meetdux Your feedback will be greatly appreciated http://meetdux.com/feedback
  21. 21. Thank You!
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