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Best Practices in SharePoint User Management
Dux Raymond Sy, PMP
Recorded presentation: http://vimeo.com/16145876
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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
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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
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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
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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”
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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
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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
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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
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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
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#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
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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
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Twitter: @meetdux #sptechcon #spum
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
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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
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Thank You!