1. Best Practices in
SharePoint User Management
Dux Raymond Sy, PMP, MVP
Recorded video: http://vimeo.com/24711378

2. 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
Twitter: @meetdux #sptechcon #spum

3. Dux Raymond Sy, PMP
¡ Managing Partner, Innovative-E, Inc.
¡ SharePoint Server MVP
¡ 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
Twitter: @meetdux #sptechcon #spum

4. Agenda
¡ Managing SharePoint Users is a Double-Edged Sword
¡ The Basics of SharePoint Site Membership
¡ 5 Key Steps to Managing SharePoint Users
¡ Summary
Twitter: @meetdux #sptechcon #spum

5. 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”
Twitter: @meetdux #sptechcon #spum

6. Agenda
¡ Managing SharePoint Users is a Double-Edged Sword
¡ The Basics of SharePoint Site Membership
¡ 5 Key Steps to Managing SharePoint Users
¡ Summary
Twitter: @meetdux #sptechcon #spum

7. 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
Twitter: @meetdux #sptechcon #spum

8. Authentication Providers
Web SSO OpenID
Windows SharePoint OAuth
FBA FB Connect
Site 1 Site 2 Site 3
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9. 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
Twitter: @meetdux #sptechcon #spum

10. Site Access
C SharePoint Site
Dux
Shared Calendar Tasks
R Documents
Members
Jerry C
Elaine Performance
George Eval Meeting
No
Cosmo
Access
Twitter: @meetdux #sptechcon #spum

11. Agenda
¡ Managing SharePoint Users is a Double-Edged Sword
¡ The Basics of SharePoint Site Membership
¡ 5 Key Steps to Managing SharePoint Users
¡ Summary
Twitter: @meetdux #sptechcon #spum

12. 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
Twitter: @meetdux #sptechcon #spum

13. #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
Twitter: @meetdux #sptechcon #spum

14. #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
Twitter: @meetdux #sptechcon #spum

15. #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
Twitter: @meetdux #sptechcon #spum

16. #4 Enforce Permission Change Management
Permissions
Change request
Change
Permission
Log
Inform
details originator
Analyze
Yes
Site Manager
decision Log No
Gather info
Schedule
Later Review
Twitter: @meetdux #sptechcon #spum

17. #5 Document & Maintain Site Access Info
Twitter: @meetdux #sptechcon #spum

18. Agenda
¡ Managing SharePoint Users is a Double-Edged Sword
¡ The Basics of SharePoint Site Membership
¡ 5 Key Steps to Managing SharePoint Users
¡ Summary
Twitter: @meetdux #sptechcon #spum

19. 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
Twitter: @meetdux #sptechcon #spum

20. 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
Twitter: @meetdux #sptechcon #spum

21. Thank You!