1. Survival Skills for the Site Collection Administrator and Site Owner
Scott Shearer
SharePoint Evangelist/Developer
FlexPoint Technology

2. Thanks to Our Sponsors!

3. Housekeeping
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4. Who is Scott?
SharePoint Evangelist and Consultant for FlexPoint Technology
Based in Reston, VA
Done everything from System Administration to C# development to helpdesk
CPA
Former Stock Broker
Former Certified Financial Planner (CFP)
Past Certifications Held: MCSE, MCSD, MCDBA, MCT, CNE
Conference Speaker

5. How to Find Me @ScottJShearer on Twitter

6. FlexPoint Technology (They paid for me to be here)
IT Consulting firm based in Reston, VA
Cloud Technologies
SharePoint consulting, development, training
US Government and commercial customers

7. Disclaimer
My presentation today is based on my experience and research
It’s just my opinion….

8. Todays Agenda Discuss as much as we can about
SharePoint security model
Dealing with end users
Promoting user adoption
Tips, tricks, etc…
Focus is on team sites and other internal collaborative sites

9. SharePoint Security
The top priority of the SCA is to secure the site collection
Its all about inheritance
“Trickle Down Theory” of permissions
By default, all objects inherit permissions from their parent
It doesn’t have to be complicated
Manage SharePoint Groups – not people
Leverage Active Directory Groups
Use Members, Owners and Visitors groups
Don’t assign permissions directly to users
Keep the top level site open to members of subsites, if possible
SharePoint doesn’t offer column level security

10. Rows of data/documents
SharePoint Structure
Top Level Site
Lists/Libraries
Rows of data/documents
Folders
Subsite
Lists/libraries

11. SharePoint Security
Don’t make decisions on who should have site access
It’s not your data (usually) – data owner should make that decision
Have an access request and approval process with a “paper trail” (CYA)
Avoid the issue by using Active Directory groups
Plan and document your security structure
Keep it as simple as possible
If it starts getting complicated, think about another site collection
It’s OK to break inheritance, but think it through
The more you break inheritance, the harder it is to maintain your site
Permission Levels vs Custom Permission Levels
Site Owners group should own any group that you create
Don’t give users full control unless they know what they are doing
You’ll have to fix what they mess-up
SCA vs Site Owner

12. Governance
Have a written policy approved by management for creating site collections and subsites
Archive and/or delete site collections that are inactive for a specified period of time
Don’t keep project oriented sites around when the project is through
Never create a site when a list, library or page will meet the requirement
When a user asks for a new site, ask some questions
Keep the site structure wide rather than deep

13. Site Customization Keep your sites as “Out of the Box” as possible
Time to deployment is accelerated
Much easier to maintain
Avoid upgrade issues
Don’t use Designer until you have exhausted what you can do through the browser
Don’t make changes to your master page for Team Sites unless you really really need to
The audience for your Team Site is your team
It doesn’t need to have “rounded corners”

14. Understand Content Types and Site Columns
What is a Content Type
Template for collecting data in a list or library
Made up of site columns
All Content types inherit from another content type
When to use custom content types
Need or want to re-use
Need for consistency in how data is stored
Need to store slightly different data in a single list
Allows for movement from dev to test to production
Requires Visual Studio
NEVER NEVER NEVER ALTER OUT OF THE BOX CONTENT TYPES OR SITE COLUMNS

15. End User Adoption Users don’t care about SharePoint
They care about solutions that help them get their job done
“What’s in it for me?”
Give users a reason to care
Save them time
Save them hassles
Streamline processes
Get Management Buy-in
Big Bang Theory
Not what they needed delivered too late
Roll-out SharePoint one app at a time

16. End User Training
Identify the power users in each office and spend your time with them
Show users what they need to know when they need to know it
“Just in Time Training”
If you use “out of the box” solutions, need for training is minimized
Make use of online resources

17. Learn to Love jQuery and SPServices
Easy customizations to your site
Selectively show/hide columns
Easy to find lots of examples
SPServices is your friend
jQuery library
Cascading dropdowns
Filter lookup columns
Retrieve list data
Mark Rackley has some great blog posts that will help get you started

18. MS Access as a SharePoint “Swiss Army Knife”
Import data into SharePoint
Clean-up data prior to import
Export data from SharePoint
Combine SharePoint data with data from other data sources
Bulk updates of SharePoint data
Reporting

19. Miscellaneous Thoughts
Not all data belongs in SharePoint
Why move data out of Excel?
Relational data belongs in a relational database
Delete or export web parts, but DON’T CLOSE them
Slows down page load time
?Contents=1 (Web Part Page Maintenance)
Don’t enable any feature unless you know what it does and you need it
Not all features “roll-back” cleanly when deactivated
Use Choice instead of Lookup Columns whenever possible

20. More Miscellaneous Thoughts
Never put spaces in the names of SharePoint objects when creating them
Create with no spaces
Add spaces to create “friendly names” after creation
Keeps URLs much shorter
Makes working with jQuery and JavaScript easier
Don’t replicate a share drive folder structure in a document library
Minimize the use of folders
Use managed metadata