Best Practices for Managing SharePoint Users
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This presentation discusses best practices for managing users in SharePoint. It covers the basics of SharePoint site membership and authentication providers. The main part of the presentation outlines a 5 step process for effective user management: 1) Identify communication requirements, 2) Group site users, 3) Map requirements to permissions, 4) Enforce permission change management, and 5) Document access information. The goal is to thoughtfully assign the proper permissions based on users' communication needs.
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Best Practices for Managing SharePoint Users
- 1. Best Practices in SharePoint User Management Dux Raymond Sy, PMP Recorded presentation: http://vimeo.com/16145876
- 2. 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
- 3. Twitter: @meetdux #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
- 4. Twitter: @meetdux #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
- 5. Twitter: @meetdux #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”
- 6. Twitter: @meetdux #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
- 7. Twitter: @meetdux #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
- 8. Twitter: @meetdux #sptechcon #spum Authentication Providers Windows FBA Web SSO OpenID OAuth FB Connect SharePoint Site 1 Site 2 Site 3
- 9. Twitter: @meetdux #sptechcon #spum 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
- 10. Twitter: @meetdux #sptechcon #spum Site Access SharePoint Site Shared Documents Calendar Performance Eval Meeting Tasks Dux Members Jerry Elaine George Cosmo C R C No Access
- 11. Twitter: @meetdux #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
- 12. Twitter: @meetdux #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
- 13. Twitter: @meetdux #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
- 14. Twitter: @meetdux #sptechcon #spum #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
- 15. Twitter: @meetdux #sptechcon #spum #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
- 16. Twitter: @meetdux #sptechcon #spum #4 Enforce Permission Change Management Permissions Change request Analyze Log details Inform originator Site Manager decisionGather info Yes No Later Change Permission Schedule Review Log
- 17. Twitter: @meetdux #sptechcon #spum #5 Document & Maintain Site Access Info
- 18. Twitter: @meetdux #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
- 19. 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
- 20. Twitter: @meetdux #sptechcon #spum Questions? E-Mail: dux.sy@innovative-e.com LinkedIn: meetdux.com/li Blog: meetdux.com Twitter: twitter.com/meetdux Your feedback will be greatly appreciated http://meetdux.com/feedback
- 21. Thank You!