Getting the Most from SharePoint’s User Profiles
SharePoint Saturday Virginia BeachMike Oryszak
January 8th, 2011
• Practice Manager with Intellinet• Microsoft SharePoint Server MVP• Dev and Architect with MS stack since 1996• Working with SharePoint since 2002• Raleigh-Durham, NC Area since 1998
About Me
• Architecture and Feature Overview• Planning for Deployment• Planning for User Profiles• Approaches to Governance
Session Overview
ARCHITECTURE AND FEATURE OVERVIEW
Getting the Most from the User Profiles
• Two sections– Shared MySite Host– Personal Site Collection
• Shared Host Includes– Newsfeed– User Profile Pages
• Personal Site Collection– “My Content”
• Can Include Targeted Links
Architecture and Feature Overview
• Aggregated List of Events– Profile Changes– Anniversaries– Birthdays– Blog Posts– Tagged Items – Status Messages
• Settings Personalized– Subscribe to Events
Architecture and Feature OverviewNewsfeed
• Bio Info• Organization Browser• Extended Profile• Content Authored• Note Board• Colleague List
Architecture and Feature OverviewUser Profiles
• Personal Site Collection– User is the Owner– Personal & Shared Content– Can Create Sub-Sites– Great “home base”
Architecture and Feature OverviewMy Content Site
PLANNING FOR DEPLOYMENTGetting the Most from the User Profiles
• Always Deploy MySite Host– My Site Host Site needed to support User Profiles
– Set User Permissions to:• Allow Personalized Features• Allow Provisioning of My Content site• Allow Social Features
• Without MySite Host– Cannot view User Profiles– Social Features only partially functional
Planning for DeploymentMySite Host Configuration
• Decide Where to Configure MySite Host
• Dedicated Web Application– Segment Personal from Intranet and Collaboration Sites
• Provides better scalability• Dedicated Content Database(s), can be restored separately• Apply different Policies
• Within Existing Web Application– Very small number of users (under 25 users)– User Profiles only, limited or no My Content sites– With Custom Auth to prevent additional Auth request
Recommendation: Plan ahead and separate unless requirements dictate it is on the Shared Web App.
Planning for DeploymentMySite Host Location
• My Content Sites - Minimize Customizations – Maintaining customizations difficult across n site collections– Use Feature Stapling if needed, avoid Custom Site Defs
• User Profiles– Easier to customize since shared by all users
• Limitations– Turning some features off can be difficult (ex. User Status)– Privacy Policies Pre-Set
Planning for DeploymentMySite Customization
• Share Services Between Farms– Can centralize User Profiles in Multi-Farm Global Deployment– Can specify multiple MySite Host Locations with targeting
• Segment User Profiles– Can provision additional User Profile Service Applications
• Internal versus External users• Segment by organizational boundaries
Planning for Deployment - AdvancedMultiple Farms or Groups of Users
PLANNING FOR USER PROFILES
Getting the Most from the User Profiles
• Attributes– @60 Out of the box attributes– Can define custom attributes for your organization– Makes finding people easier– Highly Configurable
• User Editable• Show on Profile• Show on Edit Form• Show in Newsfeed• Privacy Policy
Recommendation: Define attributes that describe and support your organization and processes.
Planning for User ProfilesCustom Attributes
• Privacy Controls– Defines who can see what; – Default Global Policies– User Override – Standard Levels (not customizable)
• Only Me• My Manager• My Team• My Colleagues• Everyone
Recommendation: Be mindful of sensitive data (pay grades) but as open and transparent as possible.
Planning for User ProfilesPrivacy Policies
• Leverage Existing Systems– Create a comprehensive profile with attributes from each system– Continue to manage attributes in the Source Systems
• Import Options– Active Directory– BCS calling Custom DB or Line of Business System
• HRIS System• Learning Management System
• Export Options– Active Directory Domain Services (AD DS)– Sun Java System Directory Server– Novell eDirectory– IBM Tivoli
Planning for User ProfilesProfile Synchronization
• Example:– Active Directory for core attributes– HR System for Position and Education Info– Learning Management System for Training and Certifications
Planning for User ProfilesProfile Synchronization
• Can Provide Be Leveraged in Workflow Processes– Centrally maintained, not process dependent
– Key attributes like:• Manager• Delegation• Division• Department• Approval Budget
– Fully accessible via the API and Web Services for use in other systems
Planning for User ProfilesSupport Business Processes
APPROACHES TO GOVERNANCEGetting the Most from the User Profiles
• Leverage or Reference other Appropriate Use Policies– Information, Email and Internet Use Policies
• Match to organization’s maturity– Harassment incidents, IM or Social Networking abuse?
• Strike balance appropriate balance to build teams and support collaboration
• Make the policy accessible
Approaches to GovernanceAppropriate Use Policies
• Provide a mechanism to report violations
• Allow the community to self-police as much as possible
• Take action for any valid incidents and reinforce expectations
Approaches to GovernanceEnforcement
• Focus on Business…– New Products, Industry News and Reports– Keep employees informed and connected
• Support Social Interactions– New Baby, promotion, softball league– Strong social ties enhances collaboration and engagement
• Allow Creativity– Support creativity and expressiveness within reason– Some employees are clowns or jesters
• Employees Already Using Social Tools– Already using tools like LinkedIn, Facebook, Twitter– These other tools cannot be fully monitored
Approaches to GovernanceSetting the Tone
WRAP-UPGetting the Most from the User Profiles
• Understand the Capabilities
• Define Custom User Attributes
• Synchronize Profiles with Existing Sources
• Deploy the User Profile Service Application
• Utilize User Profiles to Support Biz Processes
• Governance, Governance, Governance
Keys to Getting the Most…
• TechNet – User Profile Service Overview– http://technet.microsoft.com/en-us/library/ee662538.aspx
• User Profiles – Creating Custom Properties– http://
nextconnect.blogspot.com/2010/06/user-profiles-creating-custom.html
• User Profiles – Driving Business Process– http://
nextconnect.blogspot.com/2010/06/user-profiles-driving-business-process.html
• Social Computing Posts– http://nextconnect.blogspot.com/search/label/Social%20Computing
Additional Resources
Questions?
Contact Info
• Blog - http://nextconnect.blogspot.com• Twitter - @Next_Connect• Email – [email protected]• LinkedIn - http://www.linkedin.com/in/michaeloryszak
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