Best Practices in SharePoint User Management

transcript

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

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

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”

Typical Issues

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

Web SSO OpenID

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

Members

Jerry Elaine

George Cosmo

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

Change Permission

Schedule Review

#5 Document & Maintain Site Access Info

Agenda

  Summary

Gotchas

  By default, in WSS 3.0 + MOSS 2007, Contribute permission level allows   Allows users to create subsites

  Manage Personal Views

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: 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!

Best Practices in SharePoint User Management

Technology