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Best Practices in SharePoint User Management

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Presented by Dux Raymond Sy …

Presented by Dux Raymond Sy
SPTechCon Boston 2010

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  • 1. Best Practices in SharePoint User Management Dux Raymond Sy, PMP Recorded presentation: http://vimeo.com/16145876
  • 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 #sptechcon #spum
  • 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 #sptechcon #spum
  • 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 #sptechcon #spum
  • 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 #sptechcon #spum
  • 6. 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 #sptechcon #spum
  • 7. 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 #sptechcon #spum
  • 8. Authentication Providers Web SSO OpenID Windows SharePoint OAuth FBA FB Connect Site 1 Site 2 Site 3 Twitter: @meetdux #sptechcon #spum
  • 9. 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 #sptechcon #spum
  • 10. Site Access C SharePoint Site Dux Shared Calendar Tasks R Documents Members Jerry C Elaine Performance George Eval Meeting No Cosmo Access Twitter: @meetdux #sptechcon #spum
  • 11. 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 #sptechcon #spum
  • 12. 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 #sptechcon #spum
  • 13. #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 #sptechcon #spum
  • 14. #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 #sptechcon #spum
  • 15. #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 #sptechcon #spum
  • 16. #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 #sptechcon #spum
  • 17. #5 Document & Maintain Site Access Info Twitter: @meetdux #sptechcon #spum
  • 18. 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 #sptechcon #spum
  • 19. 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 #sptechcon #spum
  • 20. 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 Twitter: @meetdux #sptechcon #spum
  • 21. Thank You!