This document discusses how to get the most value from SharePoint's user profiles feature. It covers architecture and features like the shared MySite host and personal site collections. It also discusses planning considerations like deploying the MySite host, configuring user attributes and privacy policies, leveraging existing systems through synchronization, and various approaches to governance. The goal is to understand the capabilities, define custom attributes, utilize profiles to support business processes, and focus on appropriate governance.

1. Getting the Most from SharePoint’s User Profiles SharePoint Saturday Tampa Mike Oryszak http://www.mikeoryszak.com June 11th, 2011

2. Practice Manager with Intellinet Microsoft SharePoint Server MVP Dev and Architect with MS stack since 1996 Working with SharePoint since 2002 Raleigh-Durham, NC Area since 1998 About Me

3. Architecture and Feature Overview Planning for Deployment Planning for User Profiles Approaches to Governance Session Overview

4. Architecture and Feature Overview Getting the Most from the User Profiles

5. Two sections Shared MySite Host Personal Site Collection Shared Host Includes Newsfeed User Profile Pages Personal Site Collection “My Content” Can Include Targeted Links Architecture and Feature Overview

6. Aggregated List of Events Profile Changes Anniversaries Birthdays Blog Posts Tagged Items Status Messages Settings Personalized Subscribe to Events Architecture and Feature Overview Newsfeed

7. Bio Info Organization Browser Extended Profile Content Authored Note Board Colleague List Architecture and Feature Overview User Profiles

8. Personal Site Collection User is the Owner Personal & Shared Content Can Create Sub-Sites Great “home base” Architecture and Feature Overview My Content Site

9. Planning for Deployment Getting the Most from the User Profiles

10. Always Deploy MySite Host My Site Host Site needed to support User Profiles Set User Permissions to: Allow Personalized Features Allow Provisioning of My Content site Allow Social Features Without MySite Host Cannot view User Profiles Social Features only partially functional Planning for Deployment MySite Host Configuration

11. Decide Where to Configure MySite Host Dedicated Web Application Segment Personal from Intranet and Collaboration Sites Provides better scalability Dedicated Content Database(s), can be restored separately Apply different Policies Within Existing Web Application Very small number of users (under 25 users) User Profiles only, limited or no My Content sites With Custom Auth to prevent additional Auth request Recommendation: Plan ahead and separate unless requirements dictate it is on the Shared Web App. Planning for Deployment MySite Host Location

12. My Content Sites - Minimize Customizations Maintaining customizations difficult across n site collections Use Feature Stapling if needed, avoid Custom Site Defs User Profiles Easier to customize since shared by all users Limitations Turning some features off can be difficult (ex. User Status) Privacy Policies Pre-Set Planning for Deployment MySite Customization

13. Share Services Between Farms Can centralize User Profiles in Multi-Farm Global Deployment Can specify multiple MySite Host Locations with targeting Segment User Profiles Can provision additional User Profile Service Applications Internal versus External users Segment by organizational boundaries Planning for Deployment - Advanced Multiple Farms or Groups of Users

14. Planning for User Profiles Getting the Most from the User Profiles

15. Attributes @60 Out of the box attributes Can define custom attributes for your organization Makes finding people easier Highly Configurable User Editable Show on Profile Show on Edit Form Show in Newsfeed Privacy Policy Planning for User Profiles Attributes Overview

16. Map out the existing attributes and any new attributes Determine how and where it will be used Determine sync source/destination if applicable Planning for User Profiles Attribute Planning

17. Privacy Controls Defines who can see what; Default Global Policies User Override Standard Levels (not customizable) Only Me My Manager My Team My Colleagues Everyone Recommendation: Be mindful of sensitive data (pay grades) but as open and transparent as possible. Planning for User Profiles Privacy Policies

18. Leverage Existing Systems Create a comprehensive profile with attributes from each system Continue to manage attributes in the Source Systems Import Options Active Directory BCS calling Custom DB or Line of Business System HRIS System Learning Management System Export Options Active Directory Domain Services (AD DS) Sun Java System Directory Server Novell eDirectory IBM Tivoli Avoid “Multi-Master” Situations if Possible (Import + Export) Planning for User Profiles Profile Synchronization

19. Example: Import Active Directory for core attributes Import HR System for Position and Education Info Import Learning Mgt System for Training and Certifications Export Profiles to another Content Management System Planning for User Profiles Profile Synchronization

20. Consider how and where users will search for people Search output can be customized Planning for User Profiles People Search

21. Consider other ways to leverage User Profile Content such as within Collaboration Sites, Department Sites, etc. Planning for User Profiles People Search

22. Can Provide Be Leveraged in Workflow Processes Centrally maintained, not process dependent Key attributes like: Manager Delegation Division Department Approval Budget Fully accessible via the API and Web Services for use in other systems Planning for User Profiles Support Business Processes

23. Approaches to governance Getting the Most from the User Profiles

24. Leverage or Reference other Appropriate Use Policies Information, Email and Internet Use Policies Match to organization’s maturity Harassment incidents, IM or Social Networking abuse? Strike balance appropriate balance to build teams and support collaboration Make the policy accessible Approaches to Governance Appropriate Use Policies

25. Provide a mechanism to report violations Allow the community to self-police as much as possible Take action for any valid incidents and reinforce expectations Approaches to Governance Enforcement

26. Focus on Business… New Products, Industry News and Reports Keep employees informed and connected Support Social Interactions New Baby, promotion, softball league Strong social ties enhances collaboration and engagement Allow Creativity Support creativity and expressiveness within reason Some employees are clowns or jesters Employees Already Using Social Tools Already using tools like LinkedIn, Facebook, Twitter These other tools cannot be fully monitored Approaches to Governance Setting the Tone

27. Demo Getting the Most from the User Profiles

28. Wrap-up Getting the Most from the User Profiles

29. Understand the Capabilities Define Custom User Attributes Understand how Attributes will be Used Synchronize Profiles with Existing Systems Utilize User Profiles to Support Biz Processes Governance, Governance, Governance Keys to Getting the Most…

30. TechNet – User Profile Service Overview http://technet.microsoft.com/en-us/library/ee662538.aspx User Profiles – Creating Custom Properties http://www.mikeoryszak.com/sharepoint/user-profiles-%e2%80%93-creating-custom-properties User Profiles – Driving Business Process http://www.mikeoryszak.com/sharepoint/user-profiles-%e2%80%93-driving-business-process User Profile Posts http://www.mikeoryszak.com/tag/userprofiles Additional Resources

31. Questions?

32. Contact Info Blog - http://www.mikeoryszak.com Twitter - @Next_Connect Email – mikeo@intellinet.com LinkedIn - http://www.linkedin.com/in/michaeloryszak