124791 – Planner: Plan sharing with file container (archived)

Product:

OneDrive, Planner, SharePoint

Platform:

Android, iOS, Online, Web, World tenant

Status:

Launched

Change type:

New feature, Admin impact

Links:

Details:

A new authorization model is implemented for Planner plans, which will be a ‘shared container-based’ authorization model, where OneDrive and SharePoint Online files can be linked to plans to provide users with access to the plan if they have access to the shared container. This means that file-based authorization for plans will provide streamlined access to roster-backed plans that are connected to one or more SharePoint Online/OneDrive files.

Change Category:
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Scope:
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Release Phase:
General Availability

Created:
2023-04-15

updated:
2024-05-11

Docu to Check

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MS workload name

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Direct effects for Operations**

- Direct Impact on IT Operations
- Increased complexity in access management
- IT Administrators will need to manage new permissions and access controls for shared containers.
- Potential for misconfiguration leading to unauthorized access or denial of access.
- Dependency on SharePoint and OneDrive services
- Any outages or issues with SharePoint or OneDrive could directly affect Planner functionality.
- IT Operations must ensure that these services are stable and properly integrated.

- Direct Impact on IT Services
- Changes in user experience with Planner
- Users may face confusion regarding access to plans if they are not aware of the new authorization model.
- Training and support resources will need to be updated to reflect the new model.
- Increased support tickets related to access issues
- Helpdesk teams may experience a surge in requests as users adapt to the new model.
- IT Services will need to allocate additional resources to handle increased support demands.

- Direct Impact on IT Users
- Altered access to Planner plans
- Users may find they no longer have access to certain plans if they do not have permissions for the linked shared containers.
- This could disrupt workflows and project timelines, particularly for teams reliant on Planner for project management.
- Need for user education and training
- Users will require guidance on how to navigate the new authorization model and understand its implications.
- Training sessions or materials will need to be developed and disseminated to ensure smooth adoption.

Roles Most Impacted:
- IT Administrators
- Helpdesk Support Staff
- End Users (Project Managers, Team Members)

References:
- Microsoft Documentation on Planner and SharePoint Integration: [Microsoft Planner Documentation](https://docs.microsoft.com/en-us/microsoft-365/planner/)
- Microsoft SharePoint and OneDrive Integration: [Microsoft SharePoint Documentation](https://docs.microsoft.com/en-us/sharepoint/)

Opportunities**

- Streamlined Access Management
- Opportunity: Implement the new shared container-based authorization model to simplify access management for Planner plans. This will reduce the administrative overhead of managing individual permissions for each plan.
- Roles Benefiting: IT Administrators, Project Managers
- Reference: Microsoft documentation on Planner and SharePoint integration highlights the benefits of streamlined access management (source: [Microsoft Docs](https://docs.microsoft.com/en-us/microsoft-365/planner/planner-overview?view=o365-worldwide)).

- Enhanced Collaboration Features
- Opportunity: Leverage the integration of OneDrive and SharePoint with Planner to enhance collaboration among team members. This can lead to improved project outcomes and user satisfaction as teams can easily access and share files related to their plans.
- Roles Benefiting: Team Members, Project Managers, Department Heads
- Reference: The benefits of collaboration tools in project management are well-documented, emphasizing increased productivity and engagement (source: [Forbes](https://www.forbes.com/sites/forbestechcouncil/2021/05/04/the-importance-of-collaboration-tools-in-project-management/?sh=4b1c5c4f4b6e)).

- Cost-Effective Licensing Strategy
- Opportunity: Review and optimize licensing for OneDrive and SharePoint based on the new authorization model. By consolidating access through shared containers, it may be possible to reduce the number of licenses needed for individual users while maintaining access to necessary resources.
- Roles Benefiting: IT Operations, Finance Department
- Reference: Microsoft’s licensing guide provides insights into optimizing costs associated with their services (source: [Microsoft Licensing](https://www.microsoft.com/en-us/licensing/default)).

These opportunities align with the announced changes and can significantly improve IT services and user experience while considering cost implications.

Potentional Risks**

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Data Protection**

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Hypothetical Work Council Statement**

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DPIA Draft**

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