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.

1. 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: dux.sy@innovative-e.com
¡ 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
decisionGather 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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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: 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!