EPM Live 2.2 Configuration and Administration Guide v.os1

Transcription

1 Installation Configuration Guide EPM Live v2.2 Version.01 April 30, 2009 EPM Live 2.2 Configuration and Administration Guide v.os1

2 Table of Contents 1 Getting Started Document Overview Defining the Site Hierarchy Create Site Collection Creating a Site Collection - Client Hosted General and Web Settings General Settings Web Settings Synchronize Fields & Templates Creating a New Project Workspace Template Creating Enterprise Lists Adding an Existing List Creating a New List Editing Enterprise Lists Synchronizing Enterprise Lists Editing Templates Adding and Removing SharePoint Lists from the Template Project Workspace Template Specific Configuration Saving Templates Synchronizing Templates Additional Synchronize Fields & Templates Options Using an Existing Template Deleting Lists EPM Live Administration Guide

3 4.8.3 Renaming Templates Deleting Templates Resource Pool Creating a Resource Pool Adding Resource Attributes to a Resource Pool Adding Named Resources to a Resource Pool Adding Generic Resources to a Resource Pool EPM Live Administration Work Planner Settings (Optional) Publisher Settings (Optional) Timer Settings Notification Settings Overdue Tasks Time-Phased Settings Time-Phased Data Security and Permissions Security and Permissions Overview Managing Permission Levels Creating a Permission Level Copying a Permission Level Editing a Permission Level Deleting a Permission Level Inheriting Permissions from the Parent Site Managing Groups and Users Default EPM Live Groups Customizing SharePoint Groups EPM Live Administration Guide 3

4 7.3.3 Creating a SharePoint Group Editing a SharePoint Group Deleting a SharePoint Group Modifying Groups displayed from Quick Launch list Setting Up Groups Assigning Users and Groups Viewing Users and Groups EPM Live Custom Web Parts and Tools My Summary Web Part How It Works Parameters Configuration Guidelines Grid/Gantt Web Part How It Works Configuration Guidelines Understanding how the EPM Live Grid Web Part Works Adding the EPM Live Grid Web Part to an existing List View Configuring Rollup Lists Work Planner How It Works Configuration Guidelines EPM Live Administration Guide

5 1 1 Getting Started 1.1 Document Overview This document assumes working in the EPM Live online environment or an EPM Live installation in-house. Although preconfigured templates are provided with the EPM Live solution, it is very important to modify the templates and their components to meet business needs. This document will walk through the various configuration options. It is recommended that this document be followed in the provided sequence to ensure all components are configured correctly and in the correct order. This document assumes the reader has some experience with the configuration of Microsoft Windows SharePoint Services 3.0 or Microsoft Office SharePoint Server 2007 (MOSS). Although the content in this document is intended to provide the reader with EPM Live configuration knowledge, some basic SharePoint configuration knowledge is required and will not be covered in this document. 1.2 Defining the Site Hierarchy EPM Live is built using SharePoint technology and is composed of several SharePoint Solutions that are either client hosted, or EPM Live hosted. Determining how to set up the site structure is very important in ensuring the success of the solution. There are several supported ways to configure an EPM Live site structure; this document will cover the most common scenarios. EPM Live Administration Guide 5

6 Each group of users that will be using EPM Live to manage their projects will need to determine the basic site structure that best meets their needs. There are really only two options, although a combination of the options may be necessary. What are the benefits of each type? Group site with single project workspaces below Pros o o o Cons o More granular security Allows more flexibility for each project because each site is dedicated to a specific project Ability to create different workspace templates for each type of project All project information must be organized by either using metadata or folders. 6 EPM Live Administration Guide

7 Group site containing projects within Pros o o Cons o Simple navigation everything is in one site Simple security simply controlling security for one site All project information must be separated by either using metadata or folders Next, determine if each group of users requires their own group site. If so, the environment will take on another hierarchical level. Each group may require their own group site if any or all of the following conditions are true: Each group requires their own site to store group level documents and content Each group requires their own custom views and reports specific only to the group Each group wants to have their own control over permissions and permissions inheritance The diagram below shows an example of an environment with more than one group site and because there are multiple group sites, another level now exists in order to aggregate information from all groups. All configuration options assume one (1) Site Collection to manage all of the workspaces and sites. There are scenarios that warrant the use of more than one Site Collection; please consult with the EPM Live Support staff if none of the proposed options above meet the business-specific needs. EPM Live Administration Guide 7

8 2 2 Create Site Collection 2.1 Creating a Site Collection - Client Hosted Site Collections act as a container for project sites, every Project Workspace is created inside the scope of the site collection. A site collection would have a top site and could have multiple child or sub sites as well. Below is an example of a standard configuration of EPM Live: Site Collection PMO Workspace Project A Project B Project C Project D Below is an example of an enterprise (multiple solutions) configuration of EPM Live: Site Collection Coporation Group Workspace IT HR R&D Project Workspace Project A Project B Project C Project D Project E 1. Access SharePoint Central Administration: Start All Programs Microsoft Office Server SharePoint 3.0 Central Administration 8 EPM Live Administration Guide

9 2. Click on Application Management. 3. Under SharePoint Site Management, select Create Site Collection. 4. Choose the appropriate Web Application. 5. Enter the following information: a. Title b. Description c. URL d. Custom Template: EPM Live Site Collection v2 e. Primary Site Collection Admin f. Secondary Site Collection Admin g. Quote Template 6. Click the OK button to create the site collection. EPM Live Administration Guide 9

10 3 3 General and Web Settings 3.1 General Settings The EPM Live General Settings specify the source location for various components within the EPM Live solution. There are 4 components within the EPM Live system for which to configure a source location: Time-Phased Configuration Resource Pool Location Work Planner Configuration Project Publisher Configuration Each of the components listed above can be configured on each site within the EPM Live environment; however, it is recommended that the top level site act as the global configuration site from which all sub sites and workspaces inherit settings from. To accomplish this, lock the settings in step 7 below. Once the settings are locked at a certain level, all components at lower levels will inherit the settings from the parent. The settings will also be disabled at the lower levels. 1. From the Site Collection, go to the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the EPM Live Administration column, click General Settings. 10 EPM Live Administration Guide

11 3. Enter the URL where the Time-Phased Configuration should be set. The site identified will be the location of the time-phased settings. *It will most likely be the top level for the site collection. 4. Enter the URL where the Resource Pool should be set. The site identified will be the location of the Resource Pool. *It will most likely be the top level for the site collection. EPM Live Administration Guide 11

12 Note: If the Resource Pool is going to reside within the site currently being configured, enter that site's URL in the Resource Pool URL section. Note: Be sure to remove default.aspx from a copied and pasted URL. 5. Enter the URL where the Work Planner configuration should be set. The site identified will be the location of the settings that will be used in Work Planner. *It will most likely be the top level for the site collection. 12 EPM Live Administration Guide

13 6. Enter the URL where the Project Publisher configuration should be set. The site identified will be the location of the settings that will be used in Project Publisher. *It will most likely be the top level for the site collection. 7. Select the Lock check box to enforce sub site inheritance. All project workspaces below will use the specified settings and configuration. Checkbox Checked Not Checked Result When checked, it ensures that all sub sites use the same settings as defined at the top level site. Once the settings are locked, the ability to configure the settings is no longer available from sub sites. Note: This option is recommended. When not checked, each sub site will need to be configured separately and can have custom settings. Once all sub sites have been created, lock the configuration if necessary. All existing child sites as well as new child sites will use the settings and configuration at the URL specified. 8. Select the settings for the New Project Options. EPM Live Administration Guide 13

14 a. Hide Default Template: Select checkbox to hide the default Project Workspace template from the list of available templates to choose from when creating a new project. Any template with EPM Live at the beginning of the title will be hidden from the Template drop down menu. b. Workspace Type: Enforce whether users should create a new workspace or use an existing workspace. c. Navigation Inheritance: Specify whether project workspaces share the same top link bar as the parent. *Typical configurations are set to Yes d. Permissions: Specify permissions to be the same as the parent site (everyone has access to the project) or unique (Project Manager will need to add Team Members & Executives to the project in order for them to get access). Leave as Not Set if the Permissions inheritance should be selected when the project is created. 9. Click Save Settings. 3.2 Web Settings 1. On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the EPM Live Administration column, click Web Settings. 14 EPM Live Administration Guide

15 3. Define the various web settings for this site. a. Master Page Configuration This option allows the selection of which SharePoint Master Page should be used on this site b. Hide Default Template This option will hide any workspace template for a new project that has EPM Live at the beginning of the title. c. Disable Project Publisher When this option is selected, users can not publish Microsoft Project schedules to this site. *This setting does not impact child sites. EPM Live Administration Guide 15

16 d. Allow Enterprise Field Synchronization When this option is selected, this site will be enabled for Enterprise List Synchronization e. Select template - This option allows the selection of the source template site from which to synchronize. 4. Click Save Settings. 16 EPM Live Administration Guide

17 4 4 Synchronize Fields & Templates The Synchronize Fields and Templates option allows administrators to maintain templates, enterprise list fields, views and settings from one centralized location. This helps enforce standardization of templates and list item attributes and supports the rollup and reporting for multiple projects and/or sites. Solution (Site Collection) - Project Center Settings Fields - Task Center Settings Fields Project Workspace - Project Center Settings Fields - Task Center Settings Fields Project Workspace - Project Center Settings Fields - Task Center Settings Fields Project Workspace - Project Center Settings Fields - Task Center Settings Fields 4.1 Creating a New Project Workspace Template Projects may have different methodologies or work list requirements that require different project templates. For example, there may be one Project Workspace Template for software development projects and a separate Project Workspace Template for engineering projects. The project level templates define the look and the content of the end-user experience at the project level. Each new project that is created in EPM Live will be based upon the template selected by the Project Manager. Templates are usually created at the site collection level. Create a template by following the steps below in order to maintain configuration via synchronization in the future. EPM Live Administration Guide 17

18 1. On the Site Actions menu from the Site Collection, click Site Settings. 2. On the Site Settings page, in the EPM Live Administration column, click Synchronize Fields & Templates. 3. Click Add New Template. 4. Enter Template Information. Type in a Title and URL for the template. 18 EPM Live Administration Guide

19 5. Select Workspace. a. For EPM Live hosted clients, select Project Workspace (or another Template that may have been uploaded) for a project workspace template, or EPM Live Site Collection v2 for a department or group template. 6. Select Site & URL. Highlight the site under which the template will be placed. Typically this will be the toplevel site. 7. Under Navigation Inheritance, the standard option is Yes at the workspace level. For the department or group level, the standard option is No. Note: One template can be created for each level in the hierarchy. 8. Click Create Template. 4.2 Creating Enterprise Lists All of the SharePoint lists that will contain enterprise content and settings should be added or created within the Synchronize Fields and Templates utility. Enterprise lists are lists that will be used across all sites. By using the EPM Live Synchronize Fields and Templates utility, all enterprise lists can be maintained from one centralized location. This helps enforce standardization of list item attributes and supports the rollup and reporting for EPM Live Administration Guide 19

20 multiple projects and/or sites as well as creates ease of administration for the solution. For the entire set of EPM Live solution lists which are available, look in the Site Collection Features for EPM Live <ListName> Adding an Existing List The default SharePoint lists that are most commonly used in the EPM Live solution include: Project Center, Task Center, Issues, Risks, Changes, and Status Reports. These lists are already included in the templates and should be added to the Synchronization utility by following these steps: 1. On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the EPM Live Administration column, click Synchronize Fields & Templates. 3. Click Add Existing List. 20 EPM Live Administration Guide

21 4. Select from the existing lists. 5. Click Add List Creating a New List In addition to adding existing lists, the Synchronize Fields and Templates utility will create new enterprise lists based on an existing SharePoint list template. EPM Live list templates are activated within the Site Collection Features. If there are requirements for a new enterprise list in either the rollup or workspace sites, create the new list by following these steps: 1. On the Site Actions menu, click Site Settings. EPM Live Administration Guide 21

22 2. On the Site Settings page, in the EPM Live Administration column, click Synchronize Fields & Templates. 3. Click Create New List. 4. Under Custom Lists, select Custom List. 22 EPM Live Administration Guide

23 5. Enter the Name and Description of the list, select whether or not to display the list on the Quick Launch, and click the Create button. 4.3 Editing Enterprise Lists To update the enterprise list configuration to meet business requirements, modify the list settings using the Synchronize Fields and Templates utility. Lists that are edited should then be synchronized across all sites by following the steps in section 4.5. Follow these steps to edit and synchronize list elements down. 1. On the Site Actions menu, click Site Settings. EPM Live Administration Guide 23

24 2. On the Site Settings page, in the EPM Live Administration column, click Synchronize Fields & Templates. 3. Click Edit to the right of the List Name to modify. 24 EPM Live Administration Guide

25 4. The Edit List page is displayed with various options that can be modified for that list. a. List Creation: Check this box if the list should be created in sub sites if it currently does not exist. It is recommended that this is checked as a default. b. List Name: Identify the name of the list to synchronize. Only use this option if the List from the Site Collection has a different internal name then the List at the Project Workspace level. c. List Settings: Make changes to and synchronize specific settings for this list. Check the box next to the specific list setting to allow synching of that list setting. Click on the name of the setting to make the changes for that list item s settings. Click the Save button after making changes to return to the Edit List page. i. View Description & Navigation Settings ii. Versioning Settings iii. Advanced Settings iv. Editable Fields: Specify which fields or columns in a list are displayed to users. Checkbox Result Show In New Form Show in Edit Form Hidden ReadOnly Sets whether or not a field will show up during the creation of a new list item. Sets whether or not a field will show up during the editing of a list item. Sets whether or not a field is hidden. A hidden field will not be visible to users. Sets whether or not a field is read only. It is not recommended to change this setting; the option applies to specific EPM Live Functionality. v. Total Settings: The total settings specify how fields are displayed in summary rows when using the EPM Live Grid Web Part. These settings are only relevant when using the List in conjunction with EPM Live Web Parts such as the Grid Web Part. When using these settings, they will override the "Totals" settings within each view. vi. General Settings: Specify the settings for the Grid/Gantt Web Part when used with a List. These settings are only relevant when using the List in conjunction with EPM Live Web Parts such as the Grid Web Part. These settings are also only relevant if the Grid Web Part is configured to use the List settings as the source for its configuration properties. Section Result Field Settings Roll-Up Settings Select the fields that will be used for the Gantt settings. Enter the Lists and Sites that will be used as the roll-up sources for this List. Rollup List(s): Enter the List names that will be used as the roll-up List data sources for this List. Each List name must be separated by a line break. Rollup Site(s): Enter the Site URLs that will be used as the roll-up site data sources for this List. Each Site URL must be separated by a line break. EPM Live Administration Guide 25

26 Section Additional Settings Enable Performance Capability Result Item Link Type: The Item Link Type will determine how the "Title" field is displayed in the views of this List. Use View Settings - This option will display the Title field as is specified in the View settings. For example, if the Project Name column is used in a view, no hyperlink will be displayed in the Grid. This option will also disable the right-click edit functionality within the Grid. If the Project Name (linked to item) column is used instead, the title will render as a hyperlink in the Grid and when clicked, will link to the View Item page. Finally, if the Project Name (linked to item with edit menu) column is used, the title will render as a hyperlink in the Grid and when clicked, will link to the Edit Item page. Go To Workspace - This option will display the Title field as a hyperlink in the Grid and when clicked, will link to the associated Workspace site of the item that was clicked. This option can only be used in the Project Center List. Edit Work Plan - This option will display the Title field as a hyperlink in the Grid and when clicked, will link to the associated Work Plan of the item that was clicked. This option can only be used in the Project Center List. Task Center - This option will display the Title field as a hyperlink in the Grid and when clicked, will link to the associated Task Center of the item that was clicked and only display the associated tasks. This option can only be used in the Project Center List. Show View Toolbar: This checkbox determines whether or not the menu toolbar will be visible. Hide New Button: This checkbox determines whether or not users will be able to create new items from this List. When this property is set, the Grid will use a more efficient method of gathering data. Although the method is more efficient, it requires that all rollup Lists of a certain type have identical fields. If this property is set and data is not rolling up as expected, check the internal names of the fields in each list. Editable Grid Settings Allow Edit Toggle will allow users to toggle between grid edit mode and regular grid view mode. Default To Edit Mode will default all views to grid edit mode. Show Insert Row will allow users to enter new items directly into the grid. Enable Resource Tools Use Resource Tools checkbox allows the user to find resources for a list item and check that the resource isn t overbooked. vii. List Edit Settings: This will go to the Customize List Settings to allow the selection of other types of edits to the list. For example, under the Permissions and Management section, the View Permission Settings option will display the security groups defined for 26 EPM Live Administration Guide

27 the site and allow the selection of a default view as well as specific views which the security group can access. Refer to section for more information on this feature. d. List Views: Make changes to and synchronize views for this list. Check the box next to the view to allow synching of that view. Click on the name of the view to make changes to that view. Click the OK button to return to the Edit List page. Note: Review each List and all of the views to ensure the correct fields are showing in each view. Also ensure that each view is properly grouping, sorting and filtering based on requirements. New fields defined for a list should be added to at least one view; typically the default view will contain new fields since it can be added when the field is created. e. Enterprise Fields: Add or edit the enterprise fields for this list. To edit an existing field, click on the name of the field to make the desired changes in the Change Column page. Click the Create column link to create a new field for this list. After editing or creating a field, click the OK button to return to the Edit List page. 5. Click the Done button when all edits have been made. EPM Live Administration Guide 27

28 4.4 Synchronizing Enterprise Lists Synchronizing lists is an important step that will ensure all list changes are applied to the existing sub sites as well as the project workspace templates. Any edit to the Enterprise Lists needs to be followed with the synchronize process. 1. On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the EPM Live Administration column, click Synchronize Fields & Templates. 3. Click Synchronize to the right of the List Name to synchronize. 28 EPM Live Administration Guide

29 Note: Fields that are synched are sealed and can no longer be edited at the project workspace level. If they are deleted at the top level site, they are deleted at the Project Workspace level. 4. Click the OK button when the confirmation message displays: Are you sure you want to synchronize the <List Name> list to all the sub sites now?. 4.5 Editing Templates Existing project templates may need to be modified to meet business requirement for the solution. Possible modifications include customizing the Grid Web Part (optional) and the Layout (homepage layout, document libraries, quick launch setting and other non-enterprise lists). Templates that are edited should then be saved by following the steps in section 4.7 and then synchronized across all sites by following the steps in section On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the EPM Live Administration column, click Synchronize Fields & Templates. EPM Live Administration Guide 29

30 3. Click Edit Template to the right of the Template Name to modify. 4. The template workspace is launched in new browser window and can be modified Adding and Removing SharePoint Lists from the Template This step involves determining which SharePoint Lists will be supported in the environment; this is very important for reporting and rolling up information from Project Workspaces. 1. From the Site Actions menu, choose Site Settings. 2. Under the Site Administration section, select the Site libraries and lists link. 3. This page will show all of the Lists and Libraries that exist within the template. Delete the Lists and Libraries that do not apply, based on business requirements. 30 EPM Live Administration Guide

31 4. Create any additional Lists and Libraries based on business requirements Project Workspace Template Specific Configuration The benefit of leveraging EPM Live is the flexibility of supporting multiple types of projects. As mentioned in section 4.1, Creating a New Project Workspace Template, EPM Live allows the application of different Project Workspace templates to different project types. Using multiple Project Workspace templates may require the expansion of enterprise lists to include project template specific fields and views. This would be in addition to the enterprise fields that are already created within the Synchronize Fields and Templates utility. Note: the enterprise fields that have been synchronized are sealed and cannot be altered at the template level. However, fields and views can be added for each Project Workspace template. For example, the following diagram illustrates the concept of having different workspace templates based on varying project types but rolling up all the information for executive level viewing: Solution (Top Level) - Project Center - Task Center Template 1 Infrastructure Project - Project Center - Task Center Template 2 Software Dev Project - Project Center - Task Center Template 3 Construction Project - Project Center - Task Center In order to leverage a single workspace template with one or more project schedule templates, create a custom content type and upload the MPP schedule desired as the basis for the project template. Then, enable management of content types in the Project Schedules library and associate the custom content types which were created. One or more custom content types are supported within the Project Schedules library of the EPM Live solution. EPM Live Administration Guide 31

32 Configuring Project Attribute Fields in a Template The Project Publisher allows custom columns (fields) from Microsoft Project to be published to the Projects List for viewing, sorting, grouping or filtering in SharePoint. The default template automatically publishes the following fields from Microsoft Project to EPM Live: Project Level Fields Priority Start Finish Work Cost Status % Complete Actual Start Actual Finish Actual Work Actual Cost Baseline Duration Baseline Cost Baseline Start Baseline Work Baseline Finish If there are any additional Project Fields from Microsoft Project (including custom fields) that need to be published to EPM Live, follow the steps below: 1. Open Microsoft Office Project 2007 (with the Project Publisher installed). 2. From the Project Publisher menu, choose Project Options Project Settings and paste in the URL for the site to be configured and click the OK button. 3. Then, from the Project Publisher menu, choose Project Options Custom Fields. 4. Select the Project Center tab. Select the field in the list on the left and click the > button to add it to the list on the right. 5. Save the changes when finished. This action will automatically create the appropriate columns in the EPM Live Projects List and whenever a project is published to EPM Live, the project level data from Microsoft Project will automatically populate the respective columns. Note: Project Publisher will automatically publish information to SharePoint where the column names from Microsoft Project match the internal column names in SharePoint. The steps above simply create a column in the Projects SharePoint List with the same internal name is the column in Microsoft Project; this ensures that the column information gets published. 32 EPM Live Administration Guide

33 Configuring Task Attribute Fields in a Template The Project Publisher allows custom columns (fields) from Microsoft Project to be published to the Tasks List in SharePoint for viewing, sorting, grouping or filtering. The following fields automatically get published to SharePoint using the Project Publisher: Task Level Fields Task Name Priority Start Finish Resource Names Status % Complete Actual Start Actual Finish Duration Actual Duration Cost Actual Cost Work Actual Work Notes Milestone Critical Summary Deadline Predecessors Baseline Cost Baseline Duration Baseline Work Baseline Start Baseline Finish Outline Number If there are any additional Task Fields from Microsoft Project (including custom fields) that need to be published to SharePoint, follow the steps below: 1. Open Microsoft Office Project 2007 (with the Project Publisher installed). 2. From the Project Publisher menu, choose Project Options Project Settings and paste in the URL for the site to be configured and click the OK button. EPM Live Administration Guide 33

34 3. Then, from the Project Publisher menu, choose Project Options Custom Fields. 4. Select the Task Center tab. Select the field in the list on the left and click the > button to add it to the list on the right. 5. Save the changes when finished. This action will automatically create the appropriate columns in the EPM Live Tasks List and whenever a project is published to EPM Live, the task level data from Microsoft Project will automatically populate the respective columns. Note: Project Publisher will automatically publish information to SharePoint where the column names from Microsoft Project match the internal column names in SharePoint. The steps above simply create a column in the Tasks SharePoint List with the same internal name is the column in Microsoft Project; this ensures that the column information gets published. 34 EPM Live Administration Guide

35 4.6 Saving Templates After editing a template, save the template to be sure that the updated configuration is available for new project workspaces. 1. On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the EPM Live Administration column, click Synchronize Fields & Templates. 3. Click Save Template to the right of the Template Name to save. EPM Live Administration Guide 35

36 4. Click the Yes button to save the template with content, or the No button to save the template without content. 5. Click the OK button in the dialog box that displays the Success message. *A new template file is placed in the Site Templates Gallery with this action. 4.7 Synchronizing Templates After editing and saving the template, synchronize the changes to existing sites that were either created with or associated to the template site. 1. On the Site Actions menu, click Site Settings. 36 EPM Live Administration Guide

37 2. On the Site Settings page, in the EPM Live Administration column, click Synchronize Fields & Templates. 3. Click Synchronize to the right of the Template Name to synchronize. 4. Check the box(es) next to the items to be synchronized from this template and click the Synchronize button. 5. Click the OK button when the confirmation message displays: Are you sure you want to synchronize this template to all sites associated with it now?. EPM Live Administration Guide 37

38 4.8 Additional Synchronize Fields & Templates Options Using an Existing Template Add an existing workspace site as a template for EPM Live with these steps: 1. On the Site Actions menu from the Site Collection, click Site Settings. 2. On the Site Settings page, in the EPM Live Administration column, click Synchronize Fields & Templates. 3. Click Add Existing Template. 38 EPM Live Administration Guide

39 4. Select a site and click the Add Template button. EPM Live Administration Guide 39

40 4.8.2 Deleting Lists This option removes the list from the field synchronization, but doesn t delete the actual list. 1. On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the EPM Live Administration column, click Synchronize Fields & Templates. 3. Click Delete to the right of the List Name to remove from the synchronization utility. 40 EPM Live Administration Guide

41 4. Click the OK button when the confirmation message displays: Are you sure you want to remove the <List Name> list from the field synchronization? (This will not delete the list) Renaming Templates The template can be renamed. The URL of the template site does NOT change to reflect the new name. Only the template title will be updated. 1. On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the EPM Live Administration column, click Synchronize Fields & Templates. EPM Live Administration Guide 41

42 3. Click Rename Template to the right of the Template Name to change. 4. Enter the new name in the textbox and click the Rename button. 5. Save the template to place the newly named template file in the Site Template Gallery. Refresh the page to see the new site template name. 42 EPM Live Administration Guide

43 4.8.4 Deleting Templates This option will remove the template from the synchronization as well as delete the site for that template, but does not remove the template file from the Site Template Gallery. 1. On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the EPM Live Administration column, click Synchronize Fields & Templates. 3. Click Remove Template to the right of the Template Name to delete. EPM Live Administration Guide 43

44 4. Click the OK button when the confirmation message displays: Are you sure you want to remove the <Site URL> template from the enterprise synchronization? (This will also permanently delete the template website). 44 EPM Live Administration Guide

45 5 5 Resource Pool 5.1 Creating a Resource Pool The Resource Pool within EPM Live stores resource information such as resource names and other attributes. By leveraging an Enterprise Resource pool, organizations will have visibility to resource allocation across all projects and all types of work. 1. On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the EPM Live Administration column, click Resources. EPM Live Administration Guide 45

46 3. Click Create Now. Note: This screen is skipped if the Resource Pool exists. 4. A blank resource pool is now created. 46 EPM Live Administration Guide

47 5.2 Adding Resource Attributes to a Resource Pool Before adding resources to the Resource Pool, review the list of attributes to determine if there need to be additional ways to categorize them. The default Resource Pool contains the following fields: Default Resource Attributes Description Title SharePoint Account Department Department Manager Timesheet Manager Role Display name (FirstName LastName) The user s Active Directory account for the site The user s department. The choices available can be modified within the List just like any other SharePoint column. The user s department manager The user s timesheet manager The user s role. The choices available can be modified within the List just like any other SharePoint column. Note: The only fields required by the EPM Live Resource Planning solution are Title and SharePoint Account. The other fields (Department, Department Manager, Timesheet Manger, and Role) may all be removed if desired, although they may be used in upcoming EPM Live functionality so it is recommended they remain unused if not needed. 1. On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the EPM Live Administration column, click Resources. EPM Live Administration Guide 47

48 3. On the Resources page, on the Settings menu, click List Settings. 4. Under the Columns section, click Create Column. 48 EPM Live Administration Guide

49 5. Type a name for this column, and select the type of information to store in the column. 6. Specify Additional Column Settings for the type of information selected, which will vary. Note: The following table shows the difference for the standard option to Add to Default Views. Checkbox Result Checked Adds the new field to the default the view Not Checked Does not add the field to any view 7. Click OK. 8. Repeat these steps for each resource attribute desired. EPM Live Administration Guide 49

50 5.3 Adding Named Resources to a Resource Pool Follow these steps to add resources to the Resource Pool. 1. On the Site Settings page, in the EPM Live Administration column, click Resources. 2. On the New menu, select New Item. 3. Complete the New Resource Form. 50 EPM Live Administration Guide

51 Field Required Description Title Yes Yes Display Name for the resource Corresponding SharePoint account for the Resource. SharePointAccount 4. Repeat for each named resource. If the field is mapped to an actual SharePoint account, the resource listed in the SharePoint account field will receive the assignments for that resource. 5.4 Adding Generic Resources to a Resource Pool Generic Resources can be used as placeholders during the planning phase of the project until a named resource is assigned. Assigning a generic resource to a task item allows the generic name to be displayed in the EPM Live Task list. To create a generic resource, first set up a SharePoint group which will be used as the SharePoint Account for that resource. Follow these steps to add generic resources to the Resource Pool. 1. On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the Users and Permissions column, click Advanced permissions. 3. On the Permissions page, use the New menu to select New Group. 4. On the New Group page, in the Name and About Me Description section, specify the Name and optionally a description for this SharePoint group. Note: The description provided in the About Me text box appears in the About Me column on the People and Groups: All Groups page. When adding a generic resource, it is recommended that the About Me Description be provided. EPM Live Administration Guide 51

52 5. In the Owner section, specify the owner of this SharePoint group. Note: Group Owner is the person in charge of the group that can modify any settings to the group. Typically this is the generic administrator login to the site so that any admin can modify this group if needed. 6. In the Group Settings and Membership Requests sections, keep the default settings. 7. In the Give Group Permission to this Site section, do not specify any permission levels. This group does not need to be made available for association to user accounts. 8. Click Create. 9. On the Site Settings page, in the EPM Live Administration column, click Resources. 10. On the New menu, select New Item. 11. Complete the New Resource Form. 52 EPM Live Administration Guide

53 Field Required Description Title Yes Yes Display Name for the generic resource Corresponding SharePoint group for the generic resource. SharePointAccount 12. Repeat for each generic resource. If the item is mapped to an actual SharePoint user account, the person listed in the SharePoint account field will receive the assignments for that generic resource. EPM Live Administration Guide 53

54 6 6 EPM Live Administration 6.1 Work Planner Settings (Optional) The EPM Live Work Planner allows managers to create and manage dynamic web-based tasks using a Work Breakdown Structure (WBS). The Work Planner is built into the standard SharePoint Task List and is easily customized to meet multiple schedule methodologies (i.e. Waterfall, Spiral, SCRUM, etc.). Configuring the calculation type for Work Planner fields may be necessary to accommodate business-specific needs. 1. From the Site Collection, go to the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the EPM Live Administration column, click Work Planner Settings. 54 EPM Live Administration Guide

55 3. On the Work Planner Settings page in the Summary Rollup Field Calculations section, the fields and calculation type for task and group summary row rollups are identified. The fields that have a calculation type already defined can be modified by clicking the Edit link next to the field, or deleted by clicking the Delete link. If a necessary field is not listed, click Add Field. 4. Type the SharePoint internal name of the Field and select type of Calculation. This will identify custom fields which should roll-up to the summary task level within Work Planner. Click the Add Field button (or Save Field button if editing an existing field). EPM Live Administration Guide 55

56 Calculation Description Average Sum Minimum Maximum Averages out the total sum of the subtasks Adds all the subtasks together and displays a total sum Displays the smallest number or date from the subtasks Displays the largest number or date from the subtasks Note: Standard fields already programmed to roll-up include fields such as duration, start date, end date, work, etc. Only custom fields would need to be configured. 5. In the Special Field Calculation section, enter the field to use as the % Complete calculation field. This field will calculate the weighted % Complete for summary tasks. The default setting is Duration. Cost and work are also common drivers. Here is an example of the default formula for calculating the weighted % Complete that is summed up to provide the summary level % Complete: Formula: Duration/Total Duration * % Complete = Weighted % Complete Sub1: 5/10 *.5 =.25 Sub2: 5/10 * 0 = 0 Task1 % Complete = =.25 or 25% Note: The default settings are strongly recommended, however, it is worth noting the flexibility available within Work Planner. The default Work Planner settings are contained within the Project Workspace template. 6. In the General Work Planner Settings section, select the box for Check to use resource pool. This will force the work planner to use the Resource Pool items instead of the users & groups within SharePoint. If the Resource Planner is being used, the box must be checked. Note: Using the Resource Pool within Work Planner also requires that the Task Center Planning View be configured to use Resource Names instead of Assigned To. This can be done by editing the Task Center list settings, selecting the Planning View, clearing the checkbox for Assigned To and selecting the checkbox for Resource Names. 56 EPM Live Administration Guide

57 7. Click Save Settings. 6.2 Publisher Settings (Optional) Locking and configuring the Project Publisher settings will force any publishing to a sub site to inherit the settings from the site where the locking is configured. This is necessary in order to strictly govern the process for publishing schedules from Microsoft Project. From the Site Collection, go to the Site Actions menu, click Site Settings. On the Site Settings page, in the EPM Live Administration column, click Publisher Settings. The Lock checkbox in the Lock Project Publisher section locks all sub-sites and forces the Project Publisher to use the settings defined on this page. EPM Live Administration Guide 57

58 Select the appropriate default Publishing Type. Publishing Type Description This option publishes each Task Assignment for individual status. Each team member is responsible for their own status. Assignment Based For Example: Task: Define Project Scope Resources: Bob Smith, Betty Cooper Duration: 2 Days Work: 16 hours In an assignment based project, Bob & Betty will status the completion on their own portion of that task. Each one is responsible for marking the task as 100% complete in order to mark the task as 100% complete is MS Project. Resource reassignments made in the SharePoint Workspace will not be updated in the MS Project Schedule. This option publishes each Task to multiple resources on that task for status. The team is responsible for the status. Task Based For Example: Task: Define Project Scope Resources: Bob Smith, Betty Cooper Duration: 2 Days Work: 16 hours 58 EPM Live Administration Guide

59 Publishing Type Task Based w/o Assignment (Project Server Only) Description In a task based project, Bob & Betty will status the completion on the task as a team. Either one of them updating the task to 100% complete marks the task as 100% complete is MS Project. Resource reassignments made in the SharePoint Workspace will not be updated in the MS Project Schedule. This option does not assign any resources to tasks within the Resources column within Microsoft Project but instead use a custom lookup or text field in Microsoft Project to assign a resource to a task. EPM Live Administration Guide 59

60 In the Publishing Options section, select whether or not to Publish Summary Tasks. Publish Summary Task Description Yes No Forces the publishing of summary tasks Does not publish summary tasks by default In the Publishing Options section, select whether or not to Publish Time-Phased Data. Time-phased data is task, resource, or assignment information that is distributed over time. Publish Time-Phased Data Yes No Description Based upon the settings in the Time-Phased Settings section, the timephased data will be published Time-phased data will not be published In the Field Settings section, select the Publish Status Field and Resource Link Field. It is recommended to keep them as Not Set. Below are the default values. By keeping the fields as Not Set, the default values will be used. Field Default Value Description Publish Status Field Text25 Resource Link Fields Number 15 The Publish Status Field is used to store the date/time the task was last published in order to determine if a task has been updated. The Resource Link Field is used to store the link for the resource from the Resource Pool in SharePoint. In the Synch Fields on Open section, select whether or not Publisher synchronizes choice fields on open of a project. Synch Fields on Open Yes No Description Forces Publisher to synchronize choice fields on open of a project. Does not automatically synchronize choice fields Click Save Settings. 60 EPM Live Administration Guide

61 6.3 Timer Settings This feature will recalculate SharePoint List formulas that use the function "Today" for all specified Lists. This feature will also calculate the custom field type "Total Rollup" for all specified Lists. The result of the automatic recalculation is that the KPI indicators will be recalculated in order to show the correct colored icon. In addition, the formulas that display a Due status such as (1) Overdue will automatically be recalculated to display the correct status. For Resource Planning, the timer service will run an hourly job that will crawl all of the Lists specified and store the dataset for reporting. Records will not be returned if the List does not contain the following internal field names (display name may vary): Title, Work, AssignedTo, StartDate, DueDate 1. From the Site Collection, go to the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the EPM Live Administration column, click Timer Settings. 3. On the EPM Live Timer Settings page, select the time to run the timer service, enter the lists that have calculated fields that need to be recalculated as well as lists to collect resource planner information. EPM Live Administration Guide 61

62 4. Click Save Settings. If Run Timer Now is selected, the crawling process will be intiated. 6.4 Notification Settings Administrators can schedule a daily informative notification to be sent to users regarding the status of their work. sections can be added and removed and custom queries can also be configured to return additional information. If the query returns no data, the section is omitted from the notification. 1. On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the EPM Live Administration column, click Notification Settings. 62 EPM Live Administration Guide

63 3. Set the General Settings and User Settings as desired. Select the Lock Notifications checkbox to prevent team members from controlling their own notifications. Select the users that need to receive notifications from the list on the left (Users in site collection) and click the Add > button. Lock Notifications Checked Not Checked Description Administrator controls the configuration of the notifications User can configure their own notifications EPM Live Administration Guide 63

64 4. In the List Settings section, click on the Section Name to get a dropdown menu to either Delete Section or Edit Section. Also, select Add Section. Within Add or Edit Section, enter or modify the Section Name, List Names, Columns, and the CAML Query for the notification. The Overdue Tasks notification is explained below as an example. 64 EPM Live Administration Guide

65 6.4.1 Overdue Tasks Name Start Finish % Complete Project Task1 10/28/ :00:00 AM 10/28/ :00:00 AM 0.55 Timer Job Test Task2 10/27/ :00:00 AM 10/28/ :00:00 AM 0.25 Timer Job Test Column Name Section Name List Names Description This defines the Title of the section. This property defines the Lists that are queried. It is possible to apply the same query to multiple Lists. For example, a section called Overdue Work may roll up overdue work from Tasks, Issues, Risks, and Actions, all in one section. The Columns section defines which columns are displayed in the section. Each column has two values; the first value is the column s internal name and second value is the display name that will be used in the notification . The two values are separated by the special character. Columns Query Note: The Columns section refers to the internal name of the column in SharePoint which may be different then the name that is visible in the SharePoint List. To find the internal name of a column in SharePoint, select the Manage Editable Fields link within the List Settings page of the SharePoint List and note the internal name that is displayed. This specifies the CAML query that is run against the Lists specified in the List Names section. The columns returned in the query are specified in the Columns section. Configuration Guide: Define the different sections to provide to users in the notification . If desired, remove the sections that do not meet business requirements. Add additional sections as needed. 5. Click Save Notifications. EPM Live Administration Guide 65

66 6.5 Time-Phased Settings The configuration of time-phased settings will determine what data gets published to EPM Live from Microsoft Project assuming the user publishing chooses to publish time-phased data. A Resource Pool must be used in conjunction with the time-phased functionality in order for reporting to work properly. 1. On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the EPM Live Administration column, click Time-Phased Settings. 3. Select the appropriate settings for time-phased data. a. To add value types to the time-phased data that gets published from Microsoft Project, select the Value Type from the list of Available value types on the left and click the Add button. b. To delete value types from the time-phased data, select the Value Type from the list of Currently Being Used value types on the right and click the Remove button. c. Outline codes are used to group information in a Time-Phased Report. An outline code can either be a Project or a Task outline code. These outline codes are simply column names in either the 66 EPM Live Administration Guide

67 Project Center or Task Center Lists. Configuring outline codes is a way to add task or project attributes to the time-phased data being published. To add an outline code, click the Add Outline Code link and then complete the Field Name, Display Name, and Code Type in the dialog box that appears and click the Add Outline Code button. d. The periods for the time-phased data need to be defined either individually or in bulk, and can also be synchronized down to workspaces. To add individual periods, click the Add Period link, enter a Period Name, a Start Date, an End Date and Capacity, and finish by clicking the Add Period button. To add multiple periods at once, click the Add Bulk Periods link, select a Period Type (to determine the granularity of the time-phased data being published to and reported against within EPM Live), and then choose the Start Date and Number of Months. Click the Preview Periods button when finished. This will provide a visual of exactly how the periods will be entered into the system. Make changes if necessary. Once all periods are properly defined, click the Generate Periods button. Note: The capacity is automatically set to reflect 8 hour days given the period start and end dates. EPM Live Administration Guide 67

68 4. Add Outline Code: 5. Add Period: 6. Add Bulk Periods: 68 EPM Live Administration Guide

69 Note: Once time-phased data has been published from Microsoft Project, the time-phased data Excel Reports can be accessed by clicking the Time-Phased Data link within the EPM Live Administration section (refer to section 6.7). 6.6 Time-Phased Data 1. On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the EPM Live Administration column, click Time-Phased Data. 3. Select the Export Data spreadsheet desired. EPM Live Administration Guide 69

70 70 EPM Live Administration Guide

71 7 7 Security and Permissions 7.1 Security and Permissions Overview EPM Live utilizes the SharePoint security model. All of EPM Live s customizations use SharePoint s security model to extract data from various lists throughout the environment; this ensures that the security set within SharePoint also translates to the security within the EPM Live solution. Both Windows SharePoint Services 3.0 and MOSS 2007 allow for the management of permissions at the site level, list level and even down to the item level. Each site contains security groups that are either unique to the site or inherited by the parent site. The default SharePoint security groups are Owners, Contributors, and Visitors. Site Collection Administrators are defined separately and are granted at the highest level in the hierarchy. Each SharePoint group is also associated with a permission level. The default permission levels are Full Control, Design, Contribute, Read, and Limited Access. Each permission level contains very detailed permission settings that can be modified if needed. In a Windows authentication environment, Active Directory users or groups are added as members to the SharePoint groups in order to have access to the site. The diagram below illustrates the default security groups and permission levels in SharePoint. EPM Live Administration Guide 71

72 The diagram below illustrates a unique vs. inherited security scenario. 7.2 Managing Permission Levels A permission level enables the assignment of a particular set of permissions to users and SharePoint groups so that they can perform specific actions on the site. By creating new permission levels (or editing existing permission levels) an appropriate permission level is associated with the SharePoint groups (or individual users) for the securable object on which they should be allowed to perform specified actions. Note: It is a recommended best practice to associate permissions with groups instead of users. The following permission levels are provided by default in SharePoint: Full Control, Design, Contribute, Read, Limited Access. Anyone assigned to a permission level that includes the Manage Permissions permission can fully customize permission levels (except the Full Control and Limited Access permission levels) or create new ones. Members of the site s Owners group are assigned the Manage Permissions permission by default. Permission levels are managed at the site level. Because of this, the following tasks can be performed on the toplevel Web site of a site collection or on any sub-site that is using unique permissions. A sub-site that is inheriting permissions from its parent will not have these options. Instead, the permissions are managed at the parent site. Permissions inheritance can be toggled between unique and inherited at any time. 72 EPM Live Administration Guide

73 Caution: Managing permissions of a parent site affects not only the parent site, but all sub-sites which inherit permissions from that parent site. Before managing permissions of a parent site, carefully consider how the changes will affect other sites Creating a Permission Level 1. On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the Users and Permissions section, click Advanced permissions. 3. On the Permissions page, on the Settings menu, click Permission Levels. Note: The Settings menu is available when the site is either at the top level, or using unique permissions. 4. On the Permission Levels page, click Add a Permission Level. 5. On the Add a Permission Level page, in the Name and Description section, type a Name and optionally a Description. 6. In the Permissions section, select the permissions to associate with this permission level. EPM Live Administration Guide 73

74 7. Click Create. The new permission level appears on the Permission Levels page Copying a Permission Level 1. On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the Users and Permissions section, click Advanced permissions. 3. On the Permissions page, on the Settings menu, click Permission Levels. Note: The Settings menu is available when the site is either at the top level, or using unique permissions. 4. On the Permission Levels page, in the Permission Level column, click the name of the permission level to copy. 74 EPM Live Administration Guide

75 5. Scroll to the bottom of the Edit Permission Level page, and then click Copy Permission Level. 6. In the Permission Level Name and Description section, type a Name and optionally a Description for the new permission level. 7. In the Permissions section, select the permissions to associate with this new permission level and clear the permissions not needed. 8. Click Create. The new permission level appears on the Permission Levels page. EPM Live Administration Guide 75

76 7.2.3 Editing a Permission Level 1. On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the Users and Permissions section, click Advanced permissions. 3. On the Permissions page, on the Settings menu, click Permission Levels. Note: The Settings menu is available when the site is either at the top level, or using unique permissions. 4. On the Permission Levels page, in the Permission Level column, click the name of the permission level to edit. Note: The Full Control and Limited Access permission levels are protected by design. 76 EPM Live Administration Guide

77 5. On the Edit Permission Level page, make any of the following changes: a. Change the description of the permission level. b. Select the permissions to associate with this permission level and clear the permissions that are not needed. 6. Click Submit Deleting a Permission Level 1. On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the Users and Permissions section, click Advanced permissions. 3. On the Permissions page, on the Settings menu, click Permission Levels. Note: The Settings menu is available when the site is either at the top level, or using unique permissions. 4. On the Permission Levels page, in the Permission Level column, check the box next to the name of the permission level to delete. EPM Live Administration Guide 77

78 5. On the Permission Levels page, click Delete Selected Permission Levels. 6. Click OK to confirm Inheriting Permissions from the Parent Site If the Web site has unique permissions, it can change to inheriting permissions from the parent site at any time. Note: Inheriting permissions from the parent site permanently discards all custom permissions that have been created on any securable object for the site. This means that all lists and libraries, as well as folders within those lists and libraries, lose any unique permission settings. 1. On the Site Actions menu, click Site Settings. Note: On a site for which the Site Actions menu is customized, point to Site Settings, and then click the settings to view. 2. On the Site Settings page, in the Users and Permissions section, click Advanced permissions. 3. On the Permissions page, on the Settings menu, click Permission Levels. Note: The Settings menu is available when the site is either at the top level, or using unique permissions. 78 EPM Live Administration Guide

79 4. Click Inherit Permission Levels from Parent Web Site and then click OK to confirm. 5. If the button does not exist on the Permission Levels page, click Edit Permission Levels instead. 6. Click OK. 7. The Inherit Permission Levels from Parent Web Site button will display on the toolbar. Click the button and then OK to confirm. EPM Live Administration Guide 79

80 7.3 Managing Groups and Users A fundamental responsibility concerning site security is to manage who can access objects on the site. Microsoft Windows SharePoint Services 3.0 enables site owners instead of server administrators to control what users or groups of users can access the SharePoint sites. This effectively transfers the task of managing users from the server administrator to site owners. Windows SharePoint Services 3.0 uses Windows users and domain groups and Windows authentication mechanisms to manage and authenticate users. As a site owner, either add Windows user accounts directly to the site or add them to SharePoint groups to give access to users at the top-level Web site or sub-site. Conversely, remove Windows user accounts and domain groups from the site and SharePoint groups to take away access rights. Inside an organization using Active Directory, site owners typically select Windows user accounts and Windows security groups from the organization's list (users or groups on the domain) and add them to the site or a SharePoint group of their choice. For example, SharePoint groups can contain Windows domain groups (such as domain name\department_a, or individual users with a user account on the local server or in a Windows Active Directory domain, in the form domain name\user name Default EPM Live Groups Four SharePoint groups are provided in EPM Live by default, as shown in the following table. Group Name Administrators Project Managers Team Members Visitors Group Access Full Control Contribute2 Contribute Read Customizing SharePoint Groups To meet the needs of the organization, many options are available for customizing SharePoint groups. For example, create a new SharePoint group or customize an existing one to include custom permission levels as desired. If the organization has people who should all have the same permissions on one or more securable objects, consider creating a SharePoint group for them. For example, create a SharePoint group for leads called SharePoint Leads, and one for analysts called SharePoint Analysts, and so on. Note: Anyone assigned to a permission level that includes the Create Groups permission can create new SharePoint groups. Site Collection Administrators and site owners have this permission by default. 80 EPM Live Administration Guide

81 7.3.3 Creating a SharePoint Group 1. On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the Users and Permissions column, click Advanced permissions. 3. On the Permissions page, on the New menu, click New Group. 4. On the New Group page, in the Name and About Me Description section, specify the Name and optionally a description for this SharePoint group. Note: The description provided in the About Me text box appears in the About Me column on the People and Groups: All Groups page. 5. In the Owner section, specify the owner of this SharePoint group. EPM Live Administration Guide 81

82 Note: Group Owner is the person in charge of the group that can modify any settings to the group. Typically this is the generic administrator login to the site so that any admin can modify this group if needed. 6. In the Group Settings section, specify who can view and edit the membership of this group. Note: To allow others the ability to modify the users associated to this group, in the Who can edit the membership of the group? section, select the Group Members radio button. 7. In the Membership Requests section, specify the settings for requests to join or leave the group. 8. In the Give Group Permission to this Site section, specify the permission level or set of permission levels to assign to this SharePoint group. Note: Specify at least one permission level or the group will not be available to associate to user accounts on the site. Note: When combining permission levels, the highest permission level supersedes all other permission levels. Note: The best practice is a 1:1 relationship between custom permission levels and custom groups. It is better to add users to multiple groups than try to troubleshoot security. 9. Click Create Editing a SharePoint Group 1. On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the Users and Permissions column, click Advanced permissions. 3. On the Permissions page, in the Quick Launch, click Groups. 82 EPM Live Administration Guide

83 4. On the People and Groups: All Groups page, in the Edit column, click the icon for the SharePoint group to change. 5. On the Change Group Settings page, make the changes to this SharePoint group, and then click OK Deleting a SharePoint Group 1. On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the Users and Permissions column, click Advanced permissions. 3. On the Permissions page, in the Quick Launch, click Groups. EPM Live Administration Guide 83

84 4. On the People and Groups: All Groups page, in the Edit column, click the icon for the SharePoint group to delete. 5. On the Change Group Settings page, scroll to the bottom of the page, and then click Delete. 6. Click OK to confirm the action Modifying Groups displayed from Quick Launch list Depending on how the group was created, the setting which shows or hides a group from the Quick Launch list may need to be modified. Follow these steps to edit the group Quick Launch setting. 1. On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the Users and Permissions column, click Advanced permissions. 3. On the Permissions page, in the Quick Launch, click Groups. 84 EPM Live Administration Guide

85 4. On the People and Groups: All Groups page, on the Settings menu, click Edit Group Quick Launch. 5. On the Edit Group Quick Launch page, in the Groups section, add the existing SharePoint groups that should appear in the Quick Launch, and remove those that should not be visible. 6. Click OK. EPM Live Administration Guide 85

86 7.3.7 Setting Up Groups Follow these steps to specify which SharePoint groups to assign to visitors, members, and owners of the site. 1. On the Site Actions menu, click Site Settings. 2. On the Site Settings page, in the Users and Permissions column, click Advanced permissions. 3. On the Permissions page, in the Quick Launch, click Groups. 4. On the People and Groups: All Groups page, on the Settings menu, click Set Up Groups. 86 EPM Live Administration Guide

87 5. On the Set Up Groups for this Site page, in each section, either select Use an existing group from the list or select Create a new group to create a new SharePoint group and assign it to the site. Note: By creating a new group, the following options are available: a. Accept the automatically created name for the new SharePoint group or type a new name. b. Add all authenticated users to this new group or specify users individually. 6. Click the OK button Assigning Users and Groups If the purpose of the Web site is for members of a particular workgroup to share documents and information, the members of that workgroup are added to an appropriate SharePoint group on the site. For example, add workgroup members that should be allowed to contribute to the Web site to the Members SharePoint group. This way they can add documents and update lists. Other members of the workgroup may only require the Visitors SharePoint group access so that they can read documents and view lists, but not contribute to the site. Assign members to the Owners SharePoint group to permit them to manage the site. In addition to adding Windows user accounts and domain groups to SharePoint groups, users can be added directly to the site and individually granted permission to a securable object. Although this might work for a small number of users or for a short time, individually assigning users to securable objects, and individually assigning a permission level to each user can quickly become difficult and time-consuming to manage. Therefore, the recommended best practice is to use SharePoint groups for all securable objects. To add users directly to the top-level site (Site Collection) in the EPM Live Online environment: 1. On the Home page of the Site Collection, in the Quick Launch, click People and Groups. Note: If the Quick Launch is not available, select Site Settings from the Site Actions menu and then select People and groups from the Users and Permissions column. 2. On the Manage Accounts page, click the Create Accounts link. 3. On the page to add new user accounts, enter the addresses, separated by semicolons, for the users to add to the site collection. 4. Click the Next > button. 5. Enter the information for the First Name and Last Name as needed and click the Finish button. 6. Click the Done button. 7. Click the Edit link next to the user s name. 8. Select the checkboxes next to the group(s) in which the user belongs and click the Save button. To add users directly to the sub-site: 1. On the Home page of the Site Collection, in the Quick Launch, click Site Members. EPM Live Administration Guide 87

88 Note: If the Quick Launch is not available, select Site Settings from the Site Actions menu and then select People and groups from the Users and Permissions column. 2. On the Manage Site Members page, click the Add Members link. 3. On the Add Site Members page, select the checkbox next to the name to add to this site. 4. In the Group drop-down that appears, select the group the user should belong to on this site. 5. Click the Submit button. To remove users from a top-level site or sub-site: 1. On the Home page, in the Quick Launch, click People and Groups. Note: If the Quick Launch is not available, select Site Settings from the Site Actions menu and then select People and groups from the Users and Permissions column. 2. On the Manage Accounts (or Manage Site Members) page, click the Delete link. 3. Click the OK button to confirm the action Viewing Users and Groups A site owner has access to view all users that have been granted access to the site as well as all SharePoint groups for the site. Note that in previous versions of Microsoft Windows SharePoint Services, all users must be added to at least one group. However, in Windows SharePoint Services 3.0, users can be added to a site without adding them to a group. By default, all SharePoint groups are listed on the People and Groups: All Groups page. This includes the default SharePoint groups, any SharePoint groups added to the site, and any SharePoint groups inherited from the parent site. However, the site owner can edit the group list to control which groups appear under the Groups heading in the Quick Launch of the People and Groups pages. To view users: 1. Browse to the site. 2. On the Site Actions menu, click Site Settings. 3. On the Site Settings page, in the Users and Permissions section, click People and groups. 4. The Manage Accounts page displays on the top-level (Site Collection) site; the Manage Site Members To view groups: page displays on the sub-sites. The users that are part of the account pool or individual site members are listed on the page. 1. Browse to the site. 2. On the Site Actions menu, click Site Settings. 3. On the Site Settings page, in the Users and Permissions column, click Advanced permissions. 4. On the Permissions page, in the Quick Launch, click Groups. 5. All SharePoint Groups available to this site are listed on the People and Groups: All Groups page. 88 EPM Live Administration Guide

89 8 8 EPM Live Custom Web Parts and Tools 8.1 My Summary Web Part Web Parts allow users a quick and easy way to view the status of actionable items assigned to them. The My Summary Web Part is designed to display the status of various actionable items rolled up from the site where it is placed as well as sub-sites. The Web Part is configurable to allow the addition or modification of the sections as well as the hyperlink destinations How It Works 1. There is an XML section within the Web Part Properties that allows the entry of XML code which will query and render the appropriate data. EPM Live Administration Guide 89

90 2. As an example, the schema for the Tasks section of the My Summary Web Part along with a detailed description is shown below. D B A 90 EPM Live Administration Guide

91 ID Node Description Attributes A Sectio n A <Section> node is required for each major section such as Tasks and Issues and Risks. B Item Each row within a section requires an <Item> node. Title: URL: Icon: ID: Title of each major section. Section title Hyperlink address. Address to the image to be displayed for each row. Must be unique throughout the entire XML code string. As a rule of thumb, the first <Item> ID should be 1. Then, just increment the Item IDs by 1 throughout the XML string. C Query One <CAML Query> node per <Item> node List: The List name of the SharePoint must exist. list being queried. D Display In this example there are three <Display> nodes because there are three possible way to write this narrative sentence given the various returned values from the New Tasks Query. If the query returns 1 task then display: You have 1 New Task assigned to you. Comparator: Accepted values include GT (greater than) and LT (less than) Value: Value the Comparator is comparing against. For Example: <Display Comparator="GT" Value="1"> means When greater than 1 If the query returns greater than 1 task then display: You have {#} New Tasks assigned to you. If the query returns zero tasks then display: You have No New Tasks assigned to you. EPM Live Administration Guide 91

92 8.1.2 Parameters There are two parameters available for use in the schema. {WebUrl} = root web address of current site. {#} = Number of items returned in the Query. Typically the {WebUrl} parameter is used to build the <Section> node URL attribute. Typically the {#} is used within the <Display> node. A code sample is shown below. <Sections> <Section URL="{WebUrl}/mywork.aspx" Title="Tasks"> <Items> <Item Icon="_layouts/images/newtask.gif" ID="1"> <Query List="Task Center"> <![CDATA[<And><Eq><FieldRef Name='AssignedTo'/><Value Type='Integer'><UserID/></Value></Eq><Gt><FieldRef Name='Created'/><Value Type='DateTime'><Today OffsetDays="- 2"/></Value></Gt></And>]]> </Query> <Displays> <Display Comparator="GT" Value="1"> <![CDATA[You have <a href="{weburl}/mywork.aspx">{#} New Tasks</a> assigned to you.]]> </Display> <Display Comparator="GT" Value="0"> <![CDATA[You have <a href="{weburl}/mywork.aspx">{#} New Task</a> assigned to you.]]> </Display> <Display> <![CDATA[You have No New Tasks assigned to you.]]> </Display> </Displays> </Item> <Item Icon="_layouts/images/newtask.gif" ID="2"> <Query List="Task Center"> <![CDATA[<And><Eq><FieldRef Name='AssignedTo'/><Value Type='Integer'><UserID/></Value></Eq><And><Neq><FieldRef Name='PercentComplete'/><Value Type='Number'>1</Value></Neq><Lt><FieldRef Name='DueDate'/><Value Type='Text'><Today/></Value></Lt></And></And>]]> </Query> <Displays> <Display Comparator="GT" Value="1"> <![CDATA[You have <a href="{weburl}/mywork.aspx">{#} Overdue Tasks</a> assigned to you.]]> </Display> <Display Comparator="GT" Value="0"> 92 EPM Live Administration Guide

93 <![CDATA[You have <a href="{weburl}/mywork.aspx">{#} Overdue Task</a> assigned to you.]]> </Display> <Display> <![CDATA[You have No Overdue Tasks assigned to you.]]> </Display> </Displays> </Item> </Items> </Section> </Sections> Configuration Guidelines 1. Determine which sections or actionable items to display in this Web Part. 2. Define the sub-sections. For example: Tasks is the section and New Tasks and Overdue Tasks are both sub-sections. 3. Define the query for each sub-section. 4. Define which pages the hyperlinks will link to. Design Tips: This Web Part is meant to alert users of the status of actionable items and therefore may be best suited to limited use for better effectiveness. For example, placement on the Home page of the site collection might be more appropriate than placement on the workspace home page. Also, during development, copying the XML code into notepad provides more space to work with the code than within the web part configuration panel. When the code is complete, simply copy it back into the Web Part. CAML Query Tip: Keep in mind that when the CAML query references field names such as : <FieldRef Name='PercentComplete'/>, the Name attribute is referring to the internal name of the field and not the display name. The internal name of a field can be found by hovering over the column name hyperlink from within the List Settings of the List as shown below. EPM Live Administration Guide 93

94 8.2 Grid/Gantt Web Part The purpose of the Web Part is to provide a Grid and Gantt Chart View of a SharePoint List with the ability to roll up data from sub sites. This Web Part allows for the viewing of SharePoint Lists in a Grid or Gantt Chart format. This Web Part can also be configured to roll-up values from sub sites How It Works 1. The Grid/Gantt Web Part is associated with a SharePoint List by either choosing a SharePoint List and View within the Web Part Properties or adding the Grid/Gantt Web Part to a List View page. 2. Based on the SharePoint List and View, fields from the SharePoint List are available to be specified as the Start, Finish, Progress Bar, Milestone, Right Information (this is the information displayed to the right of the bar), and WBS. These fields drive the Grid/Gantt View. Roll up Lists can also be specified within the Web Part Properties. 3. Because the SharePoint View has been identified, the appropriate sorting, grouping and filtering of items are displayed in the Gantt. 94 EPM Live Administration Guide

95 4. Based on a Web Part Property, either the Grid Control or Gantt Control will be displayed on the page as the default. Although one control is set to be displayed by default, users can always toggle between controls during runtime as shown in the figure below Configuration Guidelines 1. First determine if the data to be displayed in the Grid/Gantt Web Part will be rollup data or not. Determining this will factor into how to configure the SharePoint List. 2. Since the Grid/Gantt Web Part renders SharePoint List View data, the second step in the configuration process is to choose the SharePoint List that will act as the configuration List for the web part. Depending on what was determined in Step 1, the next steps are shown below: For Rolled Up Data To roll-up data to be displayed in the Grid/Gantt, a new List will need to be created and will act as the configuration settings list for the rolled up data. In the site where data will be rolled up, create a new SharePoint List of type Custom. Although no data will actually be stored in this List, the List will be used to configure the Columns and Views to be displayed in the Grid/Gantt Web Part. For Non-Rolled Up Data Determine which SharePoint List contains the data that to be displayed in the Grid/Gantt Web Part. 3. Next, configure the SharePoint List Columns and Views. Configuring SharePoint Columns and Views will not be covered in this document because configuring views is strictly a SharePoint function, however, some common view configuration considerations are show below: a. Grouping, sorting, filtering b. KPI Indicator columns. Refer to the sub-sections Using Custom Graphical Indicator Columns and Using Custom Total Rollup Columns on how to accomplish this. Note: For Rollup Lists, the column names will determine which columns in the sub sites are rolled up. For example, if a column titled Priority was created in the Rollup List, the Gantt will attempt to roll-up data from the Priority column in sub sites. In other words, rolling up data to be displayed in the Gantt requires sub site columns of the same internal name for the data. EPM Live Administration Guide 95

96 Note: When creating rollup columns, keep in mind that the column name must be named the same as the internal name of the field which is being rolled up. For example, to roll up % Complete, create a column called PercentComplete in the rollup List. The internal name of a field can be found by hovering over the column name hyperlink from within the List Settings of the List (see screenshot below). Once the column is created, the field name can be changed to a more user friendly label. 4. The fourth step in the Grid/Gantt Web Part configuration process is to define where to place the web part. Although, technically, the Grid/Gantt Web Part can be placed on any SharePoint page, there are some considerations in this regard. There are really only two places to put the Grid/Gantt Web Part: on a List View Page or on a page other than a List View page. Each SharePoint View that is created creates a new.aspx page in the site. So as a user is browsing through the SharePoint List Views, there are several.aspx pages being called. Placing the Grid/Gantt Web Part on these pages will allow fluid browsing through the List Views while displaying the List data in the web part. This is the most common placement and is the default in EPM Live templates. 5. Add the Grid/Gantt Web Part to the page and Modify the Shared Web Part properties. There are a few other decisions to be made but those can be made on-the-fly while configuring the Web Part Properties. Follow the guidelines below: Property Configuration Tips Lock View to Context If added to a List View, this box will automatically be checked and disabled. List View Default Control Start 96 EPM Live Administration Guide If added to a non List View page, select the SharePoint List that was determined in Step 2 above. If added to a List View page, this setting will be disabled. If added to a non List View Page, select the SharePoint View to display in the Gantt for this particular page. If added to a List View page, this setting will be disabled. Specifies the default control (Grid or Gantt) that will be displayed. Choose the SharePoint field that will drive the Start Date in the Gantt.

97 Finish Progress Bar Milestone Right Information WBS Rollup List Executive View Choose the SharePoint field that will drive the Finish Date in the Gantt. Choose the SharePoint field that will drive the progress bar in the Gantt. Choose the SharePoint field that will specify the Milestone items. This field must be of Yes/No type. Choose the SharePoint field that will specify the text that is displayed to the right of the Gantt bar. Choose the SharePoint field that will specify the WBS code. This is typically only used for the Tasks List and which case, the field Outline Number should be used for this property. If rollup was selected in Step 1 above, enter the name(s) of the SharePoint Lists to roll up. Multiple Lists should be separated by line breaks. In order to differentiate each rolled up item type, it is possible to specify a custom image that is automatically displayed in the first column. To accomplish this, follow the format: Task Center,newtask.gif Leave unchecked to maintain SharePoint s security model or check to display all data without security considerations. Show View In Toolbar Select this option to show the blue SharePoint Toolbar. Typically, this is selected unless the web part is being dropped onto a homepage. Item Link Type This option will determine if the Title of the Item in the Gantt is a hyperlink or not as well as the destination of the hyperlink. Options include: - None No hyperlink - View Item Browses to the Item View for the selected Item - Edit Item Browses to the Edit View for the selected Item - Go To Workspace Browses to the Workspace or Site of the Item (typically used for Project or Portfolio rollups) - Edit Work Plan This option only shows up when the Web Part is associated with the Project Center List. This will link directly to the Work Plan View for the selected Project. - Task Center This option only shows up when the Web Part is associated with the Project Center List. This option will link directly to the Task Center List for the selected Project. EPM Live Administration Guide 97

98 8.2.3 Understanding how the EPM Live Grid Web Part Works It is important to understand how the EPM Live Grid Web Part works in conjunction with List Views in SharePoint. Each View within a List is a separate page within SharePoint. Each one of those pages contains a SharePoint Web Part that displays the List with the appropriate columns and views. Within the EPM Live solution, the EPM Live Grid Web Part is used to replace the existing SharePoint List Web Parts in order to provide additional functionality. Each Grid Web Part can inherit its settings from the List as opposed to setting the properties in each Web Part separately Adding the EPM Live Grid Web Part to an existing List View 1. Browse to the List to put the Grid/Gantt Web Part on. 2. From the Site Actions dropdown menu, select Edit Page. 3. Click on the orange bar ABOVE the existing SharePoint List Web Part. 4. Select the Grid View Web Part from the EPM Live Web Parts section and then click the Add button. By adding the Grid Web Part to the web part zone on the page above the existing SharePoint List Web Part, it will minimize the existing SharePoint List Web Part. Because the Grid Web Part has been added to a specific View page, the Grid Web Part will automatically display the columns for the particular view on which it was added to. 5. Select Modify Shared Web Part from the Edit dropdown of the Grid Web Part. 6. Because the Web Part has been added to a SharePoint List View page, the Lock View to Context checkbox will automatically be selected. The List and View selection lists will also be disabled. Again, this is because the Grid Web Part has been added to a specific View of an existing List and so it automatically takes on the list settings. 98 EPM Live Administration Guide

99 7. Select which control will be displayed to the user by default. Keep in mind that the Gantt control is an Active X control. The Grid control uses dynamic HTML so it is compatible with all web browsers and platforms. 8. It is recommended to select the Use Default Settings From List checkbox. This property defines the source for the Grid Web Part s configuration properties. If left unchecked, all properties will need to be defined within the Web Part itself and will need to be defined for all Web Parts for each View of a List. Because this may require a fair amount of configuration, it is recommended that this property be selected so that the Grid s properties are configured centrally within the List Settings instead of in each individual Web Part. 8.3 Configuring Rollup Lists By default, the following EPM Live Rollup Lists exist in the Site Collection Template: My Work Project Center Issue Center Resource Center EPM Live Rollup Lists are simply virtual lists and are used to define rollup Fields and Views; they do not actually contain any data. The EPM Live Grid/Gantt Web Part is then added to the ghost rollup Lists and defines certain properties including which Lists to roll up from sub sites. For example, the Grid/Gantt Web Part that is placed on the Issue Center Rollup List is configured to rollup values from sub site Lists named Issues. The Web Part will only roll up Issue data based on the columns that are defined in the Issue Center Rollup List in the Site Collection. The Web Part will also use the Views that are configured in the Issue Center Rollup List to sort, group, and filter the rolled up data. This step involves reviewing the existing Rollup Lists and making modifications as necessary to add new fields, remove fields and modify views. Then, if any additional information needs to be rolled up from sub sites, some edits will need to be made as well. Starting with the Issues Center List, follow steps 1 7 below for each Rollup List. 1. Click on the Issue Center tab of the Site Collection. 2. From the Settings menu on the blue toolbar, select List Settings. 3. Review the Columns and Views and make the appropriate modifications. To roll up a column that does not yet exist, create the column with the same internal name as the column to be rolled up. For information on the Grid/Gantt Web Part, see the section 8.2 above. EPM Live Administration Guide 99

100 4. Now that the Columns and Views are configured, click the Issue Center tab once again to browse back out to the default Issue Center View. 5. From the Site Actions menu, choose Edit Page. 6. Select Modify Shared Web Part from the Edit menu of the Web Part. 7. Verify that the Web Part Properties are set up correctly if they are configured individually. Alternately, the web part properties can be verified from the List Settings menu option within the List if they are being maintained at that level. 100 EPM Live Administration Guide

101 8.4 Work Planner The purpose of Work Planner is to provide Project Managers with a dynamic web based planning tool. It allows managers to create and manage dynamic web-based tasks using a Work Breakdown Structure (WBS). The Work Planner is built into the standard SharePoint Task List and is easily customized to meet multiple schedule methodologies (i.e. Waterfall, Spiral, SCRUM, etc.). A sample work plan is pictured in the figure below How It Works 1. From within the Project Workspace, select the Tasks tab. 2. From the Actions menu, select Edit In Work Planner. This will load the tasks for the selected project in the Work Planner. Only the following users have access to edit a Work Plan: a. The user who created the project (created by) b. The users specified in the Project Managers column in the Project Center List of the Workspace c. The Site Collection Administrators Note: The Work Planner s Views and columns are based on the Task Center List within EPM Live. EPM Live Administration Guide 101