How to Best Manage SharePoint Users

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  • 1. Best Practices inSharePoint User Management Dux Raymond Sy, PMP, MVPRecorded video: http://vimeo.com/24711378
  • 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 processTwitter: @meetdux #sptechcon #spum
  • 3. Dux Raymond Sy, PMP ¡  Managing Partner, Innovative-E, Inc. ¡  SharePoint Server MVP ¡  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.comTwitter: @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¡  SummaryTwitter: @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¡  SummaryTwitter: @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 AdministrationTwitter: @meetdux #sptechcon #spum
  • 8. Authentication Providers Web SSO OpenIDWindows SharePoint OAuth FBA FB Connect Site 1 Site 2 Site 3Twitter: @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 permissionsTwitter: @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 AccessTwitter: @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¡  SummaryTwitter: @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 informationTwitter: @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 documentsTwitter: @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 VisitorsTwitter: @meetdux #sptechcon #spum
  • 15. #3 Map Communication Requirements User Issues Tasks Project Docs Calendar Visitors R R R R Members C C R CFC = Full Control D = Design C = Contribute R = ReadTwitter: @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 ReviewTwitter: @meetdux #sptechcon #spum
  • 17. #5 Document & Maintain Site Access InfoTwitter: @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¡  SummaryTwitter: @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/b590nETwitter: @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/feedbackTwitter: @meetdux #sptechcon #spum
  • 21. Thank You!