Presented at SPTechCon WebCast March 9, 2010 Screencast: http://bit.ly/bpspum

1. Best Practices in
SharePoint User Management
Dux Raymond Sy, PMP

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 Hashtag: #sptechcon #spum

3. 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
Twitter: @meetdux Hashtag: #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 Hashtag: #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 Hashtag: #sptechcon #spum

6. Typical Issues
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7. 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 Hashtag: #sptechcon #spum

8. 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 Hashtag: #sptechcon #spum

9. Authentication Providers
Web SSO OpenID
Windows SharePoint OAuth
FBA FB Connect
Site 1 Site 2 Site 3
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10. 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 Hashtag: #sptechcon #spum

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

12. 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 Hashtag: #sptechcon #spum

13. 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 Hashtag: #sptechcon #spum

14. #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 Hashtag: #sptechcon #spum

15. #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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16. #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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17. #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
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18. #5 Document & Maintain Site Access Info
Twitter: @meetdux Hashtag: #sptechcon #spum

19. 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 Hashtag: #sptechcon #spum

20. Gotchas
 By default, in WSS 3.0 + MOSS 2007, Contribute permission
level allows
 Allows users to create subsites
 Manage Personal Views
Twitter: @meetdux Hashtag: #sptechcon #spum

21. 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 Hashtag: #sptechcon #spum

22. 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
Twitter: @meetdux Hashtag: #sptechcon #spum

23. Thank You!