Best Practices in SharePoint User Management

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 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


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: [email protected]

¡  Twitter: twitter.com/meetdux

¡  LinkedIn: meetdux.com/li

¡  Blog: meetdux.com


Agenda

¡  Managing SharePoint Users is a Double-Edged Sword

¡  The Basics of SharePoint Site Membership

¡  5 Key Steps to Managing SharePoint Users

¡  Summary


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”


Agenda




¡  Summary


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


Authentication Providers

Windows

FBA

Web SSO OpenID

OAuth

FB Connect

SharePoint

Site 1 Site 2 Site 3


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


Site Access

SharePoint Site

Shared Documents

Calendar

Performance Eval Meeting

Tasks

Dux

Members

Jerry Elaine

George Cosmo

C

R

C

No Access


Agenda




¡  Summary


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


#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


#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


#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


#4 Enforce Permission Change Management

Permissions Change request

Analyze

Log details

Inform originator

Site Manager decision Gather info

Yes

No

Later

Change Permission

Schedule Review

Log


#5 Document & Maintain Site Access Info


Agenda




¡  Summary


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


Questions?

E-Mail: [email protected]

LinkedIn: meetdux.com/li

Blog: meetdux.com

Twitter: twitter.com/meetdux

Your feedback will be greatly appreciated http://meetdux.com/feedback

Thank You!

Best Practices in SharePoint User Management

Technology

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