best practices in sharepoint user management
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Best Practices in SharePoint User Management
Dux Raymond Sy, PMP
Twitter: @meetdux Hashtag: #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
Twitter: @meetdux Hashtag: #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
Twitter: @meetdux Hashtag: #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
Twitter: @meetdux Hashtag: #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”
Twitter: @meetdux Hashtag: #sptechcon #spum
Typical Issues
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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 Hashtag: #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
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Authentication Providers
Windows
FBA
Web SSO OpenID
OAuth
FB Connect
SharePoint
Site 1 Site 2 Site 3
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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
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Site Access
SharePoint Site
Shared Documents
Calendar
Performance Eval Meeting
Tasks
Dux
Members
Jerry Elaine
George Cosmo
C
R
C
No Access
Twitter: @meetdux Hashtag: #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
Twitter: @meetdux Hashtag: #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
Twitter: @meetdux Hashtag: #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
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#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
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#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
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#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
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#5 Document & Maintain Site Access Info
Twitter: @meetdux Hashtag: #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
Twitter: @meetdux Hashtag: #sptechcon #spum
Gotchas
By default, in WSS 3.0 + MOSS 2007, Contribute permission level allows Allows users to create subsites
Manage Personal Views
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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 Hashtag: #sptechcon #spum
Questions?
E-Mail: dux.sy@innovative-e.com
LinkedIn: meetdux.com/li
Blog: meetdux.com
Twitter: twitter.com/meetdux
Provide feedback to get Permissions template & a chance to win SharePoint for Project Management” ebook
http://meetdux.com/feedback
Thank You!
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