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Establishing Client Access to BPS

SharePoint Sites

A Guide for BPS Project Managers

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Establishing Client Access to BPS SharePoint Sites—August 2010 (Confidential—For Internal Use Only)

Introduction

Establishing SharePoint access for our clients is critical to the success of their projects

and to Baxter’s mission of superior client service. This document presents the

procedure for Baxter Project Managers to follow when requesting client access to BPS

SharePoint sites. These instructions assume that the Project Manager (PM) has already

been informed of the need to set up client personnel with access to their BPS

SharePoint site.

The process consists of ten main tasks, several of which have a series of subtasks. A

graphical overview of these main tasks is provided, followed by detailed descriptions,

with screenshots. PMs should consult the SharePoint team to resolve any questions

arising from these instructions.


Procedural Overview

1. Contact the SharePoint team leader (Ray Van der Schans).

2. Make a list of client personnel who will have access to the site. Provide this list to your supervisor.

3. Submit request to Human Resources to give client personnel temporary labor status.

4. Supervisor approves temporary labor request..

5. IT will send you a Network ID, Passort ID, and password for client contacts.

6. Request Citrix access for client contacts.

7. Receive confirmation email that Citrix access has been granted.

8. Send email request that contacts be moved from Provisional Users OU to Bloomington Users OU.

9. Give client personnel security access to Sharepoint.

10. Send username, password, and instructions to each contact.


Detailed Procedure for Establishing Client Access to BPS SharePoint Sites

1. Contact your SharePoint team lead (Ray van der Schans), who will create the

SharePoint site. There will be an internal site and an external site created for each

client. Clients will be given access to the external site only. Clients will also have

access to the Collaboration site, which is used primarily for marketing purposes. The

SharePoint lead will grant BPS personnel access to the site and will give you owner

rights to the site. Having owner rights give you full control to manage the site.

2. Make a list of client personnel who will have access to the site. The number of client

personnel with site access will vary according to the client’s needs and the scope of

their project. This at the discretion of the Project Manager. These persons will be

granted temporary labor status at BPS, which will allow them to use Citrix to access

the external SharePoint site (clients will have access to their specific site only, and

not to any other sites or internal Baxter information). Provide this list to your

supervisor who, at a later step, will need to approve the request for account(s).

3. Submit a request to Human Resources to give each person on your list temporary

labor status. It is necessary to make a separate request for each individual who is to

be granted access. All Project Managers should have access to do this. If you

encounter any problems, contact your supervisor. Project Associates will need to

work with their supervisors or a manager to enter requests. The procedure for

requesting temporary labor status consists of the following steps:


3.1. Go to the BPS Intranet home page. From the main menu, click on the

“Functions” tab. From the resulting drop down menu, select “Global Human

Resources.”

3.2. From the “Global Human Resources” page, navigate to the right and, under the

“Quicklinks—Global” heading, select “Self-Service.”


3.3. You will be shown the authentication page. From the authentication page, enter

your employee number and password.

3.4. From the “Self Service” page, select “Manage My Temp Labor."

3.5. From the “Manage My Temp Labor” page, select “Start a new temp labor

profile.”

3.6. A series of pages will result, each asking a question about the individual.

Respond to the first question, “Has this person worked for Baxter as temporary

labor in the past?” Check “No” and select “Next.”


3.7. Respond to the question “Is this person currently a Baxter employee who is

changing to a non-Baxter worker (temporary labor, independent contractor,

etc.)?” Check “No.” Another question appears on this same screen: “Was this

person a Baxter employee in the last 12 months?” Check “No” and select “Next.”

3.8. From the next page, click the drop-down arrow under “Temp Labor Definition,”

and select “Joint Venture Partner.”


3.9. From the next page, supply the requested information as follows (see image on

the next page of this guide):

At this prompt… Perform This Action…

3.9.1. “Temp Labor Definition” Type in “Joint Venture

Partner”

3.9.2. “Start Date” Type in today’s date

3.9.3. “Are you the reporting

supervisor/manager of this

temporary labor?”

Check “Yes” and type

your name in the space

provided

3.9.4. “Consulting/staffing firm” Select “Other” from the

drop-down menu

3.9.5. “Check this box if the

Consulting/staffing firm is

NOT listed above”

Check the box

3.9.6. “Name of the consulting

firm”

Type the client number

here (e.g., Client ###)

3.9.7. “First Name/Last Name” Type in first and last

names of client contact

3.9.8. “Access” Check “Remote Access”

3.9.9. “Submit” Click “Submit.” You will

receive an email from

Human Resources


4. Your supervisor will be notified that the temporary labor transaction is complete and

will formally approve the temporary labor request. You will receive an email to this

effect from the Remote Access System.


5. You will receive an email from the IT Department giving you the Network ID,

Passport ID, and password for client personnel (you will receive a separate email for

each client contact).

6. Request Citrix access for client contacts--Provide the following information to Larry

Bobadilla (Technical Consultant for Enterprise Architecture):

6.1. Client Network ID and Passport IDs.

6.2. URLs of SharePoint sites that client contacts are to be given access to

(Collaboration page and client site).

7. You will receive a confirmation email from the Technical Consultant that access has

been granted.


8. Send an email to [email protected] requesting that client contacts be moved

from Provisional Users OU to Bloomington Users OU.

9. Contact the SharePoint team to add client contacts to the Collaboration page as

visitor. Add client contacts as members to their SharePoint site by completing the

following steps:

9.1. Open the client’s SharePoint site. Navigate to the upper right area of the screen,

and select “Site Settings” from the “Site Actions” drop-down menu.

9.2. Under “Site Settings,” select “People and groups.”

mailto:[email protected]


9.3. Select the client group designated as “Members.” There are three levels of

access to the site: 1) Visitor (read-only); 2) Member (read-write); and 3) Owner

(full control).

9.4. Click on the “New” drop-down arrow, and select “Add Users.”

9.5. On the next page, click on the icon to open the address book.


9.6. On the next page, type in the last name of the person you want to add in the

“Find” window, and click on the icon. A list of names will appear.

9.7. Click on the individual you want to add and then click the button (or

just double-click the name). Click the “OK” button.

9.8. On the next page, deselect the “Send welcome email” check box and then click

“OK’ at the bottom of the screen.


9.9. The contact now has access to the SharePoint site.

10. Send Network ID, Passport ID, password, and instructions on accessing SharePoint

to each client contact. Because this information is private, a separate email must be

sent to each client contact.

11. The procedure is now complete.

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