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Epm Live 2010 - Admin Guide

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EPM Live 2010 - Admin Guide 08.05.16.CKG EPM Live 2010 - Admin Guide Contents Introduction to EPM Live 2010 Admin Guide ............................................................................................... 9 Introduction - Admin Guide Document Overview .................................................................................... 9 Introduction - Creating a New Site App (Online Customers) .................................................................. 11 Introduction - Creating a New Site App (On-Premise Customers) ......................................................... 14 Introduction - EPM Live Site Settings Administration Page .................................................................... 19 Introduction - Modifying the EPM Live Site Settings Administration Page ............................................ 22 Introduction - PortfolioEngine Controls.................................................................................................. 24 Account Management ................................................................................................................................ 24 Account Management - Purchase EPM Live Online Users...................................................................... 24 Account Management - SharePoint Central Administration (On-Premise Customers) ......................... 29 Look and Feel .............................................................................................................................................. 35 Look and Feel - Modifying Title, Description and Logo........................................................................... 35 Look and Feel - Regional Settings ........................................................................................................... 38 Look and Feel - Common Actions ........................................................................................................... 41 Configuration .............................................................................................................................................. 45 Configuration - List Synchronization ....................................................................................................... 45 Configuration - Setup Wizard.................................................................................................................. 53 Configuration - Site Libraries and Lists ................................................................................................... 58 Configuration - Manage Apps ................................................................................................................. 62 Configuration - Installing/Adding an App ............................................................................................... 67 Configuration - Portfolio Custom Lookups ............................................................................................. 74 Configuration - Portfolio Custom Fields (version 4.3.x) .......................................................................... 78 Configuration - Portfolio Custom Fields (version 4.4)............................................................................. 85 Configuration - Template Gallery............................................................................................................ 90 Configuration - PortfolioEngine Permissions (version 4.3.x) .................................................................. 97 Configuration - PortfolioEngine Permissions (version 4.4) ................................................................... 103 Configuration - Get Started................................................................................................................... 110 Configuration - Manage Communities ...................................................................................................... 111 Communities Overview ......................................................................................................................... 111 Managing Communities ........................................................................................................................ 113 Creating a New Community .................................................................................................................. 115 Editing an Existing Community ............................................................................................................. 118 2 EPM Live 2010 - Admin Guide Edit a Community Homepage ............................................................................................................... 120 Managing List App Settings ....................................................................................................................... 122 List App Settings - Title, Description, and Navigation ........................................................................... 122 List App Settings - Versioning Settings .................................................................................................. 124 List App Settings - Advanced Settings ................................................................................................... 126 List App Settings - Configuring PortfolioEngine Settings ...................................................................... 129 List App Settings - Configuring Manage Editable Fields........................................................................ 134 List App Settings - Total Field Settings .................................................................................................. 137 List App Settings - Configuring General Settings .................................................................................. 140 List App Settings - Advanced Lookup Overview .................................................................................... 149 List App Settings - Configuring the Advanced Lookup Settings ............................................................ 152 List App Settings - Add a New Custom Integration ............................................................................... 157 List App Settings - Edit a Custom Integration ....................................................................................... 165 List App Settings - Creating a Dashboard .............................................................................................. 167 List App Settings - Configuring View Permission Settings..................................................................... 176 List App Settings - Creating a New Column/Field ................................................................................. 178 List App Settings - Configuring Total Rollup Fields ............................................................................... 183 List App Settings - EPM Live Default Indicators and Calculations ......................................................... 188 List App Settings - Configuring Calculated Fields .................................................................................. 193 List App Settings - Configuring Prioritization Score Calculations .......................................................... 197 List App Settings - Configuring Key Performance Indicator (KPI) Flags ................................................ 202 List App Settings - Grid/Gantt Web Part Overview ............................................................................... 205 List App Settings - Adding the Grid/Gantt Web Part ............................................................................ 207 List App Settings - Adding the Filter Web Part...................................................................................... 213 Quick Launch ............................................................................................................................................. 217 Quick Launch Overview......................................................................................................................... 217 Modifying the Quick Launch in a Community ....................................................................................... 218 Adding a New Navigation Link to the Quick Launch in a Community................................................... 220 Adding a New Heading to the Quick Launch in a Community .............................................................. 223 Deleting a Link in the Quick Launch in a Community ........................................................................... 225 Planner Settings ........................................................................................................................................ 226 Planner Settings - Online Planner Overview ......................................................................................... 226 Planner Settings - Adding a New Planner ............................................................................................. 228 3 EPM Live 2010 - Admin Guide Planner Settings - Modifying an Existing Online Planner ...................................................................... 230 Planner Settings - Modifying an Existing Microsoft Project Planner .................................................... 236 Planner Settings - Deleting an Existing Planner .................................................................................... 241 Planner Settings - Managing Planner Templates .................................................................................. 243 Planner Settings - Adding a New Online Planner Template.................................................................. 245 Planner Settings - Adding and Managing Microsoft Project Templates ............................................... 249 Resource Management ............................................................................................................................. 251 Resource Management Introduction.................................................................................................... 251 Resource Management - Calendars and Periods .................................................................................. 253 Resource Management - Resource Field Mapping ............................................................................... 260 Resource Management - Resource Planner Administration (version 4.3.x)......................................... 267 Resource Management - Resource Planning Administration (version 4.4) .......................................... 270 Resource Management - Resource Planning Custom Fields (Version 4.4) ........................................... 273 System Settings ......................................................................................................................................... 279 System Settings - Timer Settings ........................................................................................................... 279 System Settings - Workspace Settings .................................................................................................. 282 System Settings - General Settings ....................................................................................................... 288 Timesheet Settings.................................................................................................................................... 293 Timesheets Overview............................................................................................................................ 293 Timesheets - Installing and Configuring ................................................................................................ 294 Timesheet Settings - Timesheet Settings .............................................................................................. 296 Timesheet Settings - Timesheet Periods............................................................................................... 302 Timesheet Settings - Enable Timesheets in List Apps ........................................................................... 305 Timesheet Settings - Enable Work Log in List Apps .............................................................................. 307 Timesheet Settings - Understanding Timesheet Data Process ............................................................. 310 User Management .................................................................................................................................... 314 User Management - Adding a New Department .................................................................................. 314 User Management - Work Hours .......................................................................................................... 318 User Management - Adding a New Role ............................................................................................... 321 User Management - Holiday Schedules ................................................................................................ 323 User Management - Non Work ............................................................................................................. 328 User Management - Resource Pool .......................................................................................................... 331 User Management - Resource Pool Overview ...................................................................................... 331 4 EPM Live 2010 - Admin Guide User Management - Resource Pool Fields ............................................................................................ 332 User Management - Adding a New Named User Resource to the Resource Pool ............................... 333 User Management - Adding a New Generic Resource to the Resource Pool ....................................... 337 User Management - Using the Resource Import/Export Tool .............................................................. 340 User Management - Defining the Site Collection Administrator(s) ...................................................... 347 User Management - Removing a Named User's Access ....................................................................... 349 Security ..................................................................................................................................................... 353 Security - Security and Permissions Overview ...................................................................................... 353 Security - Default Groups and Permissions........................................................................................... 355 Security - Permission Levels .................................................................................................................. 357 Security - Groups................................................................................................................................... 363 Security - Permissions Inheritance ........................................................................................................ 371 Security - Item Level Permissions ......................................................................................................... 377 Security - Resource Pool ....................................................................................................................... 383 Community Level Permissions .............................................................................................................. 385 Collaboration Settings ............................................................................................................................... 389 Collaboration Settings - Notifications Overview ................................................................................... 389 Collaboration Settings - Notification Settings ....................................................................................... 391 Collaboration Settings - User Alerts ...................................................................................................... 395 Collaboration Settings - Work Settings ................................................................................................. 397 Collaboration Settings - My Work Overview ........................................................................................ 404 Collaboration Settings - Adding the My Work Web Part ...................................................................... 405 Collaboration Settings - Adding the Comment Stream Web Part ........................................................ 410 Cost Management..................................................................................................................................... 412 Cost Management - Calendars and Periods.......................................................................................... 412 Cost Management - Cost Categories .................................................................................................... 413 Cost Management - Modifying Cost Types (version 4.3.x) ................................................................... 418 Cost Management - Modifying Cost Types (version 4.4) ...................................................................... 422 Cost Management - Creating Custom Cost Type Fields (version 4.3.x) ................................................ 426 Cost Management - Managing Cost Totals Fields and Cost Type Security (version 4.3.x) ................... 434 Cost Management - Managing Cost Totals and Cost Type Security (version 4.4) ................................ 438 Cost Management - Cost Views ............................................................................................................ 442 Cost Management - Cost Models.......................................................................................................... 449 5 EPM Live 2010 - Admin Guide Cost Management - Post Cost Values (version 4.3.x) ........................................................................... 454 Cost Management - Post Cost Values (version 4.4) .............................................................................. 457 Cost Management - Rates Table ........................................................................................................... 459 Cost Management - Cost Type Custom Fields (version 4.4) ................................................................. 462 Cost Management - Resource Rates ..................................................................................................... 471 Enterprise Reporting ................................................................................................................................. 474 Enterprise Reporting - Reporting Solution Overview ........................................................................... 474 Enterprise Reporting - Managing your Reporting Database Site Mappings (On-Premise Customers) 476 Enterprise Reporting - Managing your Reporting Database Site Mappings (Online Customers)......... 480 Enterprise Reporting - Activating the Reporting Site Collection Feature ............................................. 482 Enterprise Reporting - Reports Page .................................................................................................... 484 Enterprise Reporting - Reporting Settings ................................................................................................ 487 Reporting Settings Overview (Versions up to 4.4.1) ............................................................................. 487 Reporting Settings Overview (Version 4.4.2 and Later)........................................................................ 489 Reporting Settings - Managing List Mappings ...................................................................................... 491 Reporting Settings - Managing Snapshots ............................................................................................ 497 Reporting Settings - Scheduling Reporting Cleanup (Versions up to 4.4.1).......................................... 503 Reporting Settings - Scheduling Reporting Cleanup All (Versions as of 4.4.2) ..................................... 506 Reporting Settings - Scheduling Reporting Refresh (Versions as of 4.4.2) ........................................... 510 Reporting Settings - Cleanup List App Mappings One List at a Time .................................................... 514 Reporting Settings - Event Audit ........................................................................................................... 516 Reporting Settings - Status Log ............................................................................................................. 518 Enterprise Reporting - Upland Analytics ................................................................................................... 519 Set Up Your Site Collection for Upland Analytics.................................................................................. 519 Adding a Pre-Created Upland Analytics Report .................................................................................... 522 Upland Analytics Reports Permissions.................................................................................................. 526 EPM Live Reporting Database Tables.................................................................................................... 528 Enterprise Reporting - Report Library ....................................................................................................... 531 Report Library Overview ....................................................................................................................... 531 Report Library - Modifying a Data Source............................................................................................. 534 Report Library - Changing a Report's Data Source................................................................................ 537 Enterprise Reporting - Building a Custom Report ..................................................................................... 539 Custom SSRS Reports - Building a Custom SSRS Report Overview ....................................................... 539 6 EPM Live 2010 - Admin Guide Custom SSRS Reports - Launching Report Builder 3.0 .......................................................................... 541 Custom SSRS Reports - Adding a Report Data Source .......................................................................... 545 Custom SSRS Reports - Adding Report Dataset(s) ................................................................................ 552 Custom SSRS Reports - Setting Report Parameters ............................................................................. 560 Custom SSRS Reports - Modifying Report Look and Feel ..................................................................... 571 Custom SSRS Reports - Adding a Chart to the Report .......................................................................... 573 Custom SSRS Reports - Adding a Table to the Report .......................................................................... 578 Custom SSRS Reports - Saving and Uploading Reports into Report Library ......................................... 582 Enterprise Reporting - Excel Reports ........................................................................................................ 588 Excel Reports - Setting Up the Timesheet Analyzer Report .................................................................. 588 EPM Live Web Parts .................................................................................................................................. 595 EPM Live Web Parts Overview .............................................................................................................. 595 EPM Live Web Parts - App Summary Web Part .................................................................................... 605 EPM Live Web Parts - Charting Web Part ............................................................................................. 611 EPM Live Web Parts - HTML Chart Web Part with the Chart Wizard ................................................... 618 Creating Custom Workflows with SharePoint Designer ........................................................................... 627 Creating an Alert for Approval Workflow ............................................................................................. 627 Publishing and Adding Workflows to Site App ..................................................................................... 649 Additional SharePoint Designer Resources........................................................................................... 657 Utilities ...................................................................................................................................................... 657 Utilities - Recycle Bin............................................................................................................................. 657 Utilities - Active Directory Sync ............................................................................................................. 659 Utilities - Post Cost Options .................................................................................................................. 663 Utilities - Job Queue Manager (version 4.3.x) ...................................................................................... 665 Utilities - Job Queue Manager (version 4.4) ......................................................................................... 668 Utilities - DB Admin ............................................................................................................................... 671 Utilities - Timesheet Costs Timer .......................................................................................................... 674 Advanced .................................................................................................................................................. 676 Advanced - Site Collection Features and Site Features ........................................................................ 676 Appendix ................................................................................................................................................... 679 Appendix - EPM Live Gateway Tool ...................................................................................................... 679 Appendix - EPM Live List Editor Tool .................................................................................................... 685 Appendix - CAML Query Information ................................................................................................... 686 7 EPM Live 2010 - Admin Guide Appendix - EPM Live Database Schema ................................................................................................ 688 Appendix - EPM Live Timer Queue and Priorities ................................................................................. 690 8 EPM Live 2010 - Admin Guide Introduction to EPM Live 2010 Admin Guide Introduction - Admin Guide Document Overview This Guide is relevant for EPM Live's major and minor versions between 4.3 and 4.4. When reading this Admin Guide, be aware of Version Notes that clarify if a specific feature, option, or setting was/wasn't available prior to a specific version of the solution. This document assumes the reader will be working with and configuring EPM Live. Although preconfigured Site Apps templates are provided with the EPM Live solution, it may necessary for both Onsite/On-Premise (client hosted) & Online (EPM Live hosted) customers to modify the solution settings and their components to meet business needs. This document will walk through the various configuration options. This document assumes and recommends the reader has some experience with the configuration of SharePoint Foundation 2010 or Microsoft SharePoint Server 2010. Although the content in this document is intended to provide the reader with EPM Live configuration knowledge, some basic SharePoint configuration instructions may not be covered in this document. 9 EPM Live 2010 - Admin Guide Admin Guide Organization This administration guide is organized in alignment with the order and organization of the Site Settings Page. This page is where the majority of admin settings and options are accessed. 10 EPM Live 2010 - Admin Guide Introduction - Creating a New Site App (Online Customers) The lesson shows you how to create a new EPM Live Site App, also referred to as a Site Collection. A Site App is a new site which will be completely separate from any current site apps you may be using. A Site App is a new "top level" site, different than other Apps, which would be added into existing EPM Live Site Apps. Log in to EPM Live 1. Navigate to your EPM Live Home Landing Page. Depending on whether you are a new customer or a pre-existing customer, the URL for your landing page may vary. Here are some example Home Landing Pages: https://apps21.epmlive.com, https://my.portfolioengine.com, https://my.workengine.com, etc. 2. Enter your Username and Password. Depending on the environment, your username may or may not require the "epm\" domain in front of your username. 3. Click the Sign In button. 11 EPM Live 2010 - Admin Guide Create a New Application Click the Create Application button. Create Application 1. Select the desired Site App template. 2. Note: If unsure about which template is right for your solution needs, click more to get further template description details, screen shots, and more... 12 EPM Live 2010 - Admin Guide 3. In the Application Name field, enter the new Site App's title. Note: This will also become the site's URL suffix. 4. Before clicking the Create button, you may select the More Options button. Create Application More Options 1. Enter Workspace URL: this is automatically populated with the Application Name (any spaces will be removed). Conversely, if you update the URL field, the Application Name field will also update accordingly. 2. Select Account: This would default to your EPM Live Account (For example, this will most likely be your Company Name). 3. Enter Description: If desired, enter a description. This description will appear on your Home Landing Page to help distinguish this Site Apps from other Site Apps. 4. When finished, click the Create button. Note: The Application Name (Title) & Description can be changed later after the site is created. The URL for your Site App can NOT be changed. When your new Site App is created, you will be guided through the Setup Wizard and shown a Getting Started video at the end. For more information, please see the additional lesson for the Setup Wizard. 13 EPM Live 2010 - Admin Guide Introduction - Creating a New Site App (On-Premise Customers) The lesson shows you how to create a new EPM Live Site App, also referred to as a Site Collection. A Site App is a new site which will be completely separate from any current site apps you may be using. A Site App is a new "top level" site, different than other Apps, which would be added into existing EPM Live Site Apps. This lesson applies only to On-Premise Customers. Note: This lesson has the recommended approach for creating new EPM Live Site Collections. Using this method ensures that the EPM Live templates, settings, security groups, etc. are set up correctly in the new Site Collection. It is not recommended to use the standard SharePoint method of Creating a Site Collection. 14 EPM Live 2010 - Admin Guide Open SharePoint Central Administration From the Server Start Menu, select SharePoint 2010 Central Administration. 15 EPM Live 2010 - Admin Guide Open General Application Settings Under the Central Administration Heading, select General Application Settings. Create Site Collection Under the WorkEngine Administration heading, select Create Site Collection. 16 EPM Live 2010 - Admin Guide Enter New Site Collection Information 1. Web Application: Verify the Web Application for this new Site Collection. Change the Web Application if needed. 2. Title: Enter the Site App's title. The title will be displayed on each page in the site. 3. Description: Enter the Site App's description. 4. Web Site Address: Specify the URL name and URL path to create a new site, or choose to create a site at a specific path. 5. Solution: Select the desired Site App template. If unsure about which template is right for your solution needs, please visit the App Marketplace for more information about EPM Live's available Site Apps. 6. Primary Site Collection Administrator: Specify the administrator for this site collection. Only one user login can be provided; security groups are not supported. Note: The Application Name (Title) & Description can be changed later after the site is created. The URL for your Site App can NOT be changed. 17 EPM Live 2010 - Admin Guide Enter Reporting Database Information To use the EPM Live Reporting Solution in your new Site App, fill out the Reporting Database details. If you skip this step, you can come back later and manually add a mapping. For additional information, see the additional lesson for Mapping your Site to the Reporting Database. New Site Successfully Created When your new Site App Collection is created, you will be prompted to return to SharePoint Central Admin by clicking the OK button or to open your newly created Site Collection by clicking the URL link. The first time you open your newly created Site App, you will be guided through the Setup Wizard. For more information, please see the additional lesson for the Setup Wizard. 18 EPM Live 2010 - Admin Guide Introduction - EPM Live Site Settings Administration Page The lesson will explain the EPM Live Site Setting Page. As an administrator, many of the administrative settings and options are available via the Site Actions drop down menu and the Site Settings Page. Navigate to Site Settings From anywhere within the EPM Live Site App, select the Site Action drop down menu. Select Site Settings. 19 EPM Live 2010 - Admin Guide EPM Live Custom Site Settings Overlay EPM Live has a custom Site Settings Page this opens by default when you navigate to Site Settings. Open Advanced SharePoint Administration There are some additional SharePoint -specific settings and options that are available, but are not shown on the EPM Live Settings Page. There is a link to navigate to SharePoint's standard Site Settings Page, if you need to access those SharePoint settings and options. Under the Advanced heading, select Advanced SharePoint Administration. 20 EPM Live 2010 - Admin Guide Standard SharePoint Site Settings Page 21 EPM Live 2010 - Admin Guide Introduction - Modifying the EPM Live Site Settings Administration Page This lesson will show you how to modify the EPM Live Site Settings Administration Page, if needed. The custom Site Settings Administration page's content is managed in a hidden list called EPM Live Settings. Open the EPM Live Site Settings Page Navigate to the hidden list by adding the following to your EPM Live Site URL: "/sites/mysitename/Lists/epm live settings" (with spaces). Replace 'mysitename' with your site's name. For example, if your URL is https://apps21.epmlive.com/sites/PPMPortal, to navigate to the EPM Live Admin Page list, you would enter the following into your browser: https://apps21.epmlive.com/sites/PPMPortal/Lists/epm live settings. Open a Settings Item to Modify Each Item listed on this page appears as a link on the Site Settings Administration Page. 1. Expand the Category sections. 2. Select an item to modify it. 22 EPM Live 2010 - Admin Guide View or Edit the Settings Item If desired, you may modify the following: 1. Title: Modify the Title for this Settings Page Item. 2. URL: Modify the URL/destination for this Item. 3. Description: Update the description. When a user hovers over the item in the Site Settings Page, the Description text appears. 4. More Info: If needed, you may include additional details about this Item. 5. Category: Select the category heading under which this Item will show. 6. When finished, click the OK button. 23 EPM Live 2010 - Admin Guide Introduction - PortfolioEngine Controls This lesson provide the link to download the PortfolioEngine Controls. Some of the Administration pages for the Portfolio Tools (Cost and Resource Management) are Active-X controls, and require the PortfolioEngine Controls to be downloaded. The End Users do not require this download, unless the Active-X version of the Portfolio Tools are in use. EPM Live recommends to use the Non Active-X version of those tools. Note: The PortfolioEngine Controls are version specific, and the version coincides with the version of EPM Live. If a new version of the controls are available, you should be prompted to download the updated version when you access one of the Active-X admin pages. Download the Controls Note: These controls are only available for Internet Explorer 8 or later. The Admin Pages that have the Active-X controls are not available on other browsers, such as Firefox, Chrome, or Safari, as those browsers do not support Active-X.   Auto-Prompt to Download the Controls: When you navigate to an Admin page that requires the PortfolioEngine Controls, you should be prompted to download the controls. Manually Download the Controls: If you aren't prompted to download the Controls, navigate to the following link to install them manually: http://downloads.epmlive.com/portfolioengine/. Account Management Account Management - Purchase EPM Live Online Users This lesson shows you how to purchase online users for your EPM Live account. This applies if you are an existing online (SaaS) customer who wants to purchase additional users, or if you are a trial customer who wants to purchase your account (turn trial account into production account). Note: These steps can only be done by the site Account Owner. 24 EPM Live 2010 - Admin Guide Navigate to EPM Live Account Settings 1. Select your Name drop down menu. 2. Select EPM Live Account Settings. Manage Account Window On the Account tab, click the Purchase button. 25 EPM Live 2010 - Admin Guide Select a Plan 1. The default value is to purchase an annual contract. If needed, select an alternative length of contract link. 2. If you are a Trial customer, click the Choose Plan button for the version of EPM Live you want to purchase. If you are an existing customer, this page will be skipped. 26 EPM Live 2010 - Admin Guide Enter Purchase Details 1. Your selected choice of Subscription Version and Billing Period will show. 2. Fill in the number of users you want to purchase. 3. Fill out your billing information. 27 EPM Live 2010 - Admin Guide Complete Purchase Process 1. Fill out your Credit Card Information. 2. Check the box to accept the Terms & Conditions. 3. Select the Purchase button. 28 EPM Live 2010 - Admin Guide Account Management - SharePoint Central Administration (On-Premise Customers) This lesson will show you the EPM Live settings available in SharePoint Central Administration. This lesson applies only to On-Premise customers. Open SharePoint Central Administration From the Server Start Menu, select SharePoint 2010 Central Administration. 29 EPM Live 2010 - Admin Guide Open General Application Settings Under the Central Administration Heading, select General Application Settings. EPM Live's Settings Section Under the WorkEngine Administration section, EPM Live has the following links for management of EPM Live.         Feature Keys Reporting Configuration Queue Application Settings Active Servers Solution File Versions Create Site Collection Manage Email Templates 30 EPM Live 2010 - Admin Guide Feature Keys This page shows the EPM Live keys that have been activated in your SharePoint environment. The keys enable (allow) for the various EPM Live features, settings, and tools to be available on your server(s). This page is also where additional keys are added, such as when additional users are purchased, or new functionality is to be enabled. If needed, the Farm Guid is shown on the page, under the field for activating new keys. Note: For customers whose servers do not have internet access, a "special key" will be created for your organization. To create the special key, you will need to provide your Farm Guid to your EPM Live Account Manager. 31 EPM Live 2010 - Admin Guide Reporting Configuration This page shows each site collection's mapping to its EPM Live Reporting Database. New mappings can also be set up here. The mapping details include:     Site Collection Database Server Database Name Version Queue This page allows for management of the EPM Live Queue (Timer) settings. 1. Enter the number of seconds for the Queue Interval. This specifies how often the queue attempts to retrieve items awaiting the queue. 2. Enter the Thread Count. This specifies the number of concurrent threads the queuing system will run. This page also shows the current Queue Status for the selected Web Application. 32 EPM Live 2010 - Admin Guide Application Settings This page displays the connection string used for EPM Live for each Web Application, as well as the SSRS information. Be sure to enter the URL for Reporting Services for your EPM Live web application, along with the “Use Integrated Mode” box. The Connection String needs to be entered for the EPM Live web application, as well as Central Administration. If your Central Administration web application doesn’t have a connection string, you can copy it from the EPM Live web application. The Status dialog will turn green when you click Save Settings if your connection string is entered properly. Active Servers 33 EPM Live 2010 - Admin Guide This page shows the active Web Front End (WFE servers) in the SharePoint Farm. If you have a "server" key rather than "user" key, you would be able to specify the server(s) on which to activate the key. Solution Files Versions This page shows each of the EPM Live Solution Files and their corresponding version numbers. Create Site Collection 34 EPM Live 2010 - Admin Guide This page is the recommended approach for new EPM Live Site Collections. Using this method ensures that the EPM Live templates, settings, etc. are set up correctly in the new Site Collection. Manage Email Templates This page shows the email templates that go out to users. Example emails include when a new user is added to a site, when a new comment has been entered, when a user is assigned to a work item, and when a project manager's project has pending updates in the Online Project Planner. You may edit the body of these emails as needed. Look and Feel Look and Feel - Modifying Title, Description and Logo This lesson shows how to modify the title, description and logo graphic of your Site App. Note: This does not modify the URL (web address), only the title of the Site App. Title, Description and Logo 1. Site App Title 2. Site App Description 3. Site App Logo 35 EPM Live 2010 - Admin Guide Navigate to Site Settings On the Site Actions drop down menu (in the upper left hand corner), select Site Settings. Navigate to the Title, Description, and Logo Settings Page From the Site Settings landing page, select the Title, Description, and Logo link available under the Look & Feel heading. Modify Title, Description and Logo 36 EPM Live 2010 - Admin Guide 1. Title: Enter or modify the Site App's Title. You must have a title for your site. The title shows on the Browse Ribbon on each page in your Site App. 2. Description: Enter or modify the Site App's Description. The site description is optional. The description shows on the Home Page of the Site App right above the Quick Launch. 3. Logo URL and Description: The EPM Live logo is on your Site App by default. Should you want a different logo, such as your organization's logo/graphic, you would first upload the logo/graphic file into the Site Images Document Library. Then, copy the image's URL from the Site Images library & enter that URL in the Logo URL field. Enter a description for the logo, if desired. 4. When finished, click the OK button. 37 EPM Live 2010 - Admin Guide Look and Feel - Regional Settings Regional Settings are used within EPM Live to set regional settings such as locale and time zone. If multiple sites are used in your overall EPM Live Site App, such as project workspaces and/or department level sites, note that the Regional Settings need to be configured for each site and workspace within the Site App. The configuration options for this page align with SharePoint's standard Regional Settings options. Navigate to Site Settings On the Site Actions drop down menu (in the upper left hand corner), select Site Settings. Navigate to the Regional Settings Page From the Site Settings landing page, select the Regional Settings link available under the Look & Feel heading. 38 EPM Live 2010 - Admin Guide Modify the Regional Settings Modify the Regional Settings as needed. 1. Locale: Select the locale to specify the way the site displays numbers, dates, and time. For example: date format as MM/DD/YYYY vs. DD/MM/YYYY and 12 hour vs. 24 hour time displays. 2. Sort Order: This setting controls the sort order for lists and libraries. 3. Time Zone: Specify the standard time zone. Time zones are based on their offset from Coordinated Universal Time, or UTC (Greenwich Mean Time). 4. Set Your Calendar: Specify the type of calendar to use as the primary calendar. 5. Show Week Numbers: Check the Box to show week numbers in the Date Navigator (see examples below for both options). Week Numbers Shown Calendar with the week numbers shown (box checked). 39 EPM Live 2010 - Admin Guide Week Numbers Not Shown Calendar with the week numbers not shown (box unchecked). 1. Enable An Alternate Calendar: Specify a secondary calendar if desired. 2. Define your Work Week: Check the boxes for the days that comprise your work week. The EPM Live online planners look to these settings for scheduling work. Note: The resource scheduling tools look to the Resource Work Hours regarding which days a resource is available to work each week (as specified in the Resource Pool). 3. Select the day of the week that is the first day of the week and the date that begins the first week of the year. 4. Select the standard start time and end time for work items. This is applicable for fields with date and time values shown, rather than only date values. Note: The resource scheduling tools look to the Resource Work Hours regarding how many hours per day a resource is available to work each week (as specified in the Resource Pool). 5. Time Format: Select either the 12 hour or 24 hour time format. 6. When finished, click the OK button. 40 EPM Live 2010 - Admin Guide Look and Feel - Common Actions The Common Actions tab provides a collection of links to various actions that users should be able to perform from the EPM Live site. The Common Actions items can be configured differently at the top, department, or workspace level, if your Site App is set up with multiple levels/tiers. Common actions may be configured to meet business requirements. There are two main settings pages where the Common Actions are configured. The Common Actions feature is to be enabled from the Workspace Settings page, and then the Common Actions items are to be created/added to the Common Actions settings page. Configure the Site Common Actions 41 EPM Live 2010 - Admin Guide Navigate to the Site Settings Page On the Site Actions menu, select Site Settings. Navigate to the Common Actions Settings Page Under the Look & Feel heading, select Common Actions. Create a New Common Actions Item 1. Select the Items ribbon tab. 2. Click the New Item drop down menu. 42 EPM Live 2010 - Admin Guide 3. Click the New Item button. Complete the New Common Action Form 1. Title: Enter the Common Action Title. 2. Description: Enter the description, if desired. 3. URL: Enter the URL to where this common action links. For example, if the common action is to create a new Project, the URL would need to be to the Project Center New Item button's URL. 4. New Window: Select a choice for how the Common Action item will launch. Choose the action opens into the Same Window, a New Window, or a Popup window. 5. Image URL: Enter/paste in the URL for the associated image for this Common Action. The image first needs to uploaded into the Site Images Library. Copy that image URL from the 43 EPM Live 2010 - Admin Guide Site Images Library. Then, paste the image URL. Enter the image description. Note: If no image is used, a default EPM Live image will be used. 6. When finished, click the Save button. Repeat these for any/all Common Actions you want for this site. If you have Department Sites and/or Project Workspaces, the Common Actions for those sites would need to be created separately within those sites. Return to the Site Settings Page On the Site Actions menu, select Site Settings. Navigate to the Workspace Settings Page Under the System Settings heading, select Workspace Settings. 44 EPM Live 2010 - Admin Guide Enable the Common Actions Feature In the Disable masterpage components section, enable the Common Actions Feature.   Box checked = Disabled Box unchecked = Enabled Common Actions Button on the Browse Ribbon Now that the Common Actions Feature has been enabled, the Common Actions button appears on the Browse Ribbon. When the Common Actions button is clicked, all Common Action items appear for selection. Configuration Configuration - List Synchronization This lesson shows how the List Synchronization tool works. This tool is only to be used if there are multiple sites in your Site App. This tool is not applicable in the recommended Single Site configuration approach. Should business needs require it, follow the instructions for configuring the List Sync. List App Synchronization Overview When multiple Site Apps are in use, and data from lower levels sites needs to be available for Roll Up views and reporting, the Synchronization tool allows administrators to maintain the List Apps' 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 Site Apps. The Synchronization of Enterprise List Apps is an important step that will ensure all list changes are applied to the existing sub-sites as well as the department and project workspace templates. Be sure to synchronize after any edits are made to the Enterprise List Apps. Note that at the point of synchronization, the following are not synced to the sub-sites or project workspaces templates: navigation, web parts locations, etc. 45 EPM Live 2010 - Admin Guide Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open List Synchronization Under the Configuration heading, select List Synchronization. 46 EPM Live 2010 - Admin Guide List Synchronization Page Overview For each List App, there are Sync Options to be set. Then, run the Synchronize tool. Select Sync Options Click Sync Options to the right of the List Name to manage the synchronization options. List Creation Checkbox 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 best practice. List Name Identify the name of the List App to synchronize. The List will be synchronized with all Lists that have the same name as shown. Only change the list name if the List from the Site Collection has a different internal name than the List at the Workspace/sub-site level. By default (recommended), 47 EPM Live 2010 - Admin Guide the List name on the right has the same name as the List you are currently configuring; however, you may want to specify an alternate name to synchronize with this List App. List Settings 1. Click the Show/Hide Settings Link to show or hide the Edit List settings. 2. Check the boxes for the List Settings to synchronize. For optimal performance, only synchronize the Settings that have been modified. List Views 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 they may be added when the field is created. Click on the name of the view to make changes to that view. If the view is edited, a pop up window will open to edit the view. Click OK when finished. Then, close the newly opened window to return to the Sync Options page. 48 EPM Live 2010 - Admin Guide 1. Check the box next to the views to allow syncing of those views. 2. Sync View Group By Settings: Check the box for the View groupings to also synchronize. Enterprise Fields Select a field to modify the field settings. You may also create a new field for this List App at the Top Level Site App. 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 Sync Options page. Save and Close Sync Settings When finished, click the Save button. 49 EPM Live 2010 - Admin Guide Choose Sites for Synchronization Click the link for Choose Sites For Synchronization. Select Sites for Allow Sync There may be circumstances when not all sites in the Site Collection are to be synchronized. An example of this is for testing settings, reviewing the functionality of a setting in one or few workspaces prior to synchronizing into all sites. The following steps will teach you how to select or un-select the sites. When a site is selected (checked) or unselected (unchecked), this triggers the Workspace Settings for that site to check or un check the box for Allow Synchronization. 1. Allow Sync: Select the sites in the site collection to synchronize. 2. Save Settings: When finished, click the Save Settings button. Synchronize the List App Note: EPM Live recommends that the Synchronization process be performed at a time where activity on the system is either idle or close to idle. 50 EPM Live 2010 - Admin Guide Click Synchronize to the right of the List App Name to synchronize that list’s settings into the specified sub-sites and site templates. Confirm Synchronization Click the OK button to confirm the synchronization. Reload the Page Click the OK button when the information message says: “Synchronization started. Reload page to view status.” Synchronization Processing While the synchronization is processing, the following occurs on the Synchronization Settings Page: Edit List, Sync Options, Remove, Synchronize: These links clear out during the synchronization, but will appear again when the synchronization is finished. Sync Results: It goes into a "Queued" status. Once the list synchronization is no longer waiting in the EPM Live Queue, the Processing Percentage (%) Complete shows. Reload the page to get an updated Processing % Complete. Other lists can be accessed, edited, and synchronized during this time. 51 EPM Live 2010 - Admin Guide Synchronization Results When the synchronization is complete, the following updates: 1. Last Sync: When the Synchronization is complete, a time stamp will show for the most recent synchronization in the Last Sync column. 2. Status: If the Synchronization is successful, a green indicator flag with a check mark will show in the Status column. If the Synchronization has any exceptions, a yellow indicator flag with an exclamation point will show in the Status column. 3. Sync Results: If the Synchronization is successful, “No errors” will show in the Status column. If the Synchronization has any failed items within the admin synchronization, “Errors” will show in the Status column. Click the hyperlink of the Sync Results to see detailed information about the Admin Synchronization for that Enterprise List App. The following information shows for each web (lower level site) into which the List synchronized. If there are failed items, they will show in red.    The user who ran the Admin Synchronization (only shows once). Log Time. Each field & setting category that synchronized, whether successful or failed. Note: Fields that are synced 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 as well. 52 EPM Live 2010 - Admin Guide Configuration - Setup Wizard When a new EPM Live Site App is created, the Setup Wizard runs to guide you through some important settings for use. There are also some administrative actions taking place behinds the scenes for your site creation, so it's very important that the Setup Wizard be run at least once. The Setup Wizard can also be run on-demand at any time. EPM Live Setup Wizard After creating your Site App, you will be prompted to run the EPM Live Setup Wizard. Click the Next button to get started. Reporting Setup 53 EPM Live 2010 - Admin Guide The Setup Wizard next creates the data source to be used for the SSRS (SQL Server Reporting Services) reports. 1. Reporting Details & Credentials   For on-premise environments, input the username and password for the account with access to the SQL database. For hosted/online environments, this data will auto-populate with the reporting details for the Site App. The boxes are grayed out and un-editable, as the information is already populated for you. An email will also be sent to the account owner with the credentials that show here. Note: This part of the Setup Wizard configures the SSRS reports by updating data source in each report to be the EPMLiveReportDB specific to your Site App. 2. Click the Next button. Note: If needed, you can also click the Back button to go back to the previous Setup Wizard step. Services Setup 1. Notifications Service Run Time: Click the drop down menu to select what time the Notifications should run. The Notifications Service will run daily at the specified time to send notification emails to users, based on the settings configured with the Notifications Settings page. For more information on the Notifications Service, see the Notifications Service lesson. 54 EPM Live 2010 - Admin Guide 2. Timer Service Run Time: Click the drop-down to determine what time the Timer Service should run. The Timer Service will run daily at the time you specify. The Timer Service performs various administrative tasks such as recalculating fields. The Timer Service does utilize a considerable amount of system resources and is recommended to be run off hours. For more information on the Timer Service, see the Timer Service lesson. Note: It is highly recommended that you set a time for the Timer Service to run, which keeps the data refreshed throughout the Site App. 3. Click the Next button. Services Setup (As of Version 4.4.2) Version Note: As of version 4.4.2, the Reporting Refresh is also available to schedule from the Setup Wizard. 55 EPM Live 2010 - Admin Guide Wizard Complete 1. Yes/No: The last step of the Wizard asks if you'd like to be directed to some additional configuration steps after the Setup Wizard finishes. It is recommended that you select Yes. 2. Finish: Regardless whether your select Yes or No for the additional configuration steps, be sure to click the Finish button to allow the wizard to finish completely (do not just click the X button to close the window. Getting Started Video 56 EPM Live 2010 - Admin Guide Upon completion of the Setup Wizard, if you select Yes for the additional configuration steps, you will be directed to the Getting Started page. This page has helpful getting started videos, as well as links to other Support, training, and contact information for EPM Live. We recommend you watch the brief Getting Started videos. Additional Resources Check out the Additional Resources as well, such as links to the EPM Live Support Community, more How-To Videos, Documentation, and on-demand Webinars. Return to Setup Wizard or Getting Started Page 1. If you need to re-run your Setup Wizard, select Setup Wizard from the Site Settings Page. 2. If you ever want to return to Getting Started Page, you can navigate there by selecting the Get Started! link from the Site Settings Page. 57 EPM Live 2010 - Admin Guide Configuration - Site Libraries and Lists The lesson shows how to create new content, such as a List or Library, in EPM Live. It also shows how to navigate to the List Settings page or Library Settings page for any list or library in the Site App. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Site Libraries and Lists Page Under the Configuration heading, select Site Libraries and Lists. 58 EPM Live 2010 - Admin Guide Select the Desired List or Library to Customize or Create New Content From this page, you can do either of the following:   Click the Create new content link to create a new list or library in the site. Click the Customize link to launch the Settings page for that list or library. Note: This is an alternative path to navigate to the List Settings or Library Settings buttons that are available from every list and library Ribbon. Alternative Access to Customize Lists and Libraries Example: Selecting Customize "Issues" directs to the Issues List Settings Page, which is the same as selecting List Settings from the List Ribbon Tab on the Issues List App. 59 EPM Live 2010 - Admin Guide Create New Content Note: If you are looking to create a new list or library, there's a good chance EPM Live already has that List App available (or one similar) for adding to your Site. Check out the App Marketplace first to potentially save you configuration time and effort. 1. Choose Content Filters, either by Type and/or Category. 2. Select the Content Template. 3. Enter the Name for this new Content. 4. If desired, click the More Options button. 60 EPM Live 2010 - Admin Guide Create New Content More Options 1. Description: Enter the description for this new Content. 2. Navigation: Select No. This setting is inactive, since the navigation links are managed via the Manage Communities Page, not via SharePoint's standard Quick Launch settings. However, this setting does apply if your site is using a different Master Page other than EPM Live's Master Page, and therefore would be using SharePoint's standard Quick Launch settings. 3. When finished, click the Create button. Note: It is also recommended to select No for the navigation, so that the system isn't loading the links behind-the-scenes, which may slow the load time of your sites. 61 EPM Live 2010 - Admin Guide Configuration - Manage Apps This lesson shows you how to review which apps have been installed in your EPM Live Site App. From this settings page, you can also uninstall Apps. Navigate to the Site Settings Page On the Site Actions drop down menu, select Site Settings. Open the Manage Apps Page Under the Configuration heading, select Manage Apps. 62 EPM Live 2010 - Admin Guide View the Apps Installed on your Site App Each App has the following details noted:    Version Install Date Installed by - The Apps that were added as part of your initial Site App creation will show as Installed By System Account. All others will show which Site Collection Administrator installed that App. Uninstall an App 1. Click the Uninstall link to the on the row for the desired App to uninstall. 2. Confirm if you are sure to uninstall the App. Click the OK button or click the Cancel to keep the App. 63 EPM Live 2010 - Admin Guide Note: Be sure that you want to fully uninstall the App. If there is any data stored in that App, all data from that App will also be deleted. If you want to simply "hide" the App, but not lose historical data for reporting purposes, do not uninstall the App. Instead, do other configuration to hide the app. For example, remove the App from the Quick Launch and change permissions on the App so that users can access it. Application Uninstallation PreCheck Running Uninstallation PreCheck Complete If desired, click the Show Details link. 64 EPM Live 2010 - Admin Guide Show Details for Uninstallation The Details show what items are getting checked, removed and updated on your Site App as the App gets uninstalled. 1. Click the Show Details link again to hid the details. 2. Click the Uninstall Application button to continue with the uninstallation process. 65 EPM Live 2010 - Admin Guide Uninstallation Complete When the App uninstallation is complete, a success message will show. Click the Close button to return to the Manage Apps page. The page refreshes and the uninstalled App is no longer there. 66 EPM Live 2010 - Admin Guide Configuration - Installing/Adding an App This lesson shows you how to install new Apps into your EPM Live Site App. There are two main ways to add a new app. You can navigate to the Manage Apps Page or to Add App from your Communities drop down menu. Only the Site Collection Administrator can add Apps to your EPM Live Site. Navigate to the Site Settings Page On the Site Actions drop down menu, select Site Settings. Method One: Open the Manage Apps Page Under the Configuration heading, select Manage Apps. 67 EPM Live 2010 - Admin Guide View the Apps Installed on your Site App The Manage Apps page shows all Apps that have been installed/added to the Site App across all communities. To install a new App (Application), click the Install Application link. Method Two: Communities Drop Down 1. Click the Communities drop down menu, which is always the name of the Community in which you are currently located. For example, if you are currently located on the Projects Community, the Communities drop down would show as Projects. 2. Select Add App. 68 EPM Live 2010 - Admin Guide App Marketplace Each method described above directs to the EPM Live Marketplace. Scroll down the page to see the Apps available, or use the following tools to narrow your selection:    Search: Search for an App by name or keyword. Filters: Filter by Business Need, Type, Function, or Publisher Sort: Sort by Newest or Popular. Select an App to get more information. Review App Details Review the App details such as Overview, Features, Requirements, and Pricing, and Screen shots. 69 EPM Live 2010 - Admin Guide To add the App, click the Get it now button. Select Community Select into which Community to install the App.   Select an existing Community from the drop down menu or Click Add Community to create a new Community. Add Community 1. If adding a new Community, enter the Community Name. 2. Click the Add button. 70 EPM Live 2010 - Admin Guide Select Community 1. If you just added a new Community, the drop down will now have your newly created App to select. 2. Click the Next button. Installation Pre-Check 1. Check the box to accept the Terms & Conditions. 2. Click the Install Application button. 3. If desired, click Show Details. 71 EPM Live 2010 - Admin Guide Review Installation Pre-Check Details Review what's getting checked, added, and updated in your Site App upon installation of this App.   When finished click Show Details to hide the Details or Click the Install Application button. Installation Complete The Application has successfully installed into your Community.    Show Details: Click Show Details to review what's been checked, added, and updated in your Site App for this newly installed Application. Go To Community: Click this button to navigate back to your EPM Live Site App. Go To Marketplace: Click this button to return to the App Marketplace to continue "shopping." 72 EPM Live 2010 - Admin Guide 73 EPM Live 2010 - Admin Guide Configuration - Portfolio Custom Lookups Note: This page requires the Active-X PortfolioEngine Controls be installed. Portfolio Custom Lookups and Portfolio Custom Fields are added and maintained by an Administrator. The following lookups are included in the solution for portfolio planning, such as Department (required for Resource Planning) and Role (required for Resource Planning). Lookups are maintained separately from custom field definitions to enable easier sharing of lookups between custom fields. Remember to define the Custom Portfolio Lookup List before defining a Portfolio Custom Field that will reference it. Navigate to the Site Settings Page On the Site Actions drop down menu, select Site Settings. Open Portfolio Custom Lookups 74 EPM Live 2010 - Admin Guide Under the Configuration heading, select Portfolio Custom Lookups. Add a New Custom Lookup Click Add to create a new Custom Lookup. Complete Lookup List Form 1. Name: Enter the Lookup List name. 2. Desc: Enter the Lookup List description. 3. Enter the Lookup List values. 4. When finished, click the OK button. 75 EPM Live 2010 - Admin Guide Buttons The following buttons are available for moving, adding, and deleting the rows. The buttons will be grayed out when not applicable. 1. Out dent Row (make it a summary level). 2. Indent Row (make it a sub level). 3. Move Row Down. 4. Move Row Up. 5. Insert Row Before. 6. Add Row to End. 7. Delete Row Modify Existing Lookup List 1. Select a Lookup List to highlight the row. 76 EPM Live 2010 - Admin Guide 2. Click Modify. 3. Makes changes. 4. When finished, click the OK button. Delete Existing Lookup List 1. Select a Lookup List to highlight the row. 2. Click Delete. Confirm Deletion Click OK to confirm deletion of the Lookup List. 77 EPM Live 2010 - Admin Guide Configuration - Portfolio Custom Fields (version 4.3.x) Note: This page requires the Active-X PortfolioEngine Controls be installed. Portfolio Custom Lookups and Portfolio Custom Fields are added and maintained by an Administrator. Use the Portfolio Custom Fields for mapping to the Portfolio Tools. The Portfolio Custom Fields are set up either as a Portfolio or Resource Field. If you are creating a Custom Resource Field, you would need to navigate to the EPM Live Resource Pool List Settings (Resources List) to create the new field there as well. If you are creating a Custom Portfolio Field, you would need to navigate to the EPM Live List App that has the PortfolioEngine Settings enabled (ex: Project Center, etc.) Lookups are maintained separately from custom field definitions to enable easier sharing of lookups between custom fields. Remember to define the Custom Portfolio Lookup List before defining a Portfolio Custom Field that will reference it. Navigate to the Site Settings Page On the Site Actions drop down menu, select Site Settings. 78 EPM Live 2010 - Admin Guide Open Portfolio Custom Fields Under the Configuration heading, select Portfolio Custom Fields. Add a New Resource Custom Field 1. Select the Resource Field Type for the New Custom Lookup Field. 2. Click Add to create a new Custom Lookup Field. Note: If you create a new Custom Resource Field, then the field will be available for mapping in the Resource Field Mapping page. Be sure that the field also exists in the other List App to be mapped (ex: Resources List App). If it doesn't, create the field in the Resources List App. 79 EPM Live 2010 - Admin Guide Complete Resource Custom Field Form 1. Name: Enter the Custom Field Name. 2. Data Type: Select the Custom Field Data Type. Save and Close New Custom Field Form Click the OK button. Add a New Portfolio Custom Field 80 EPM Live 2010 - Admin Guide 1. Select the Portfolio Field Type for the New Custom Lookup Field. 2. Click Add to create a new Custom Lookup Field. Note: If you create a new Custom Portfolio Field, then the field will be available for mapping in the PortfolioEngine Settings Page within the List App's List Settings. Be sure that the field also exists in the other List App to be mapped. If it doesn't, create the field in the List App. Complete Portfolio Custom Field Form 1. Name: Enter the Custom Field Name. 2. Data Type: Select the Custom Field Data Type. 3. When finished, click the OK button. 81 EPM Live 2010 - Admin Guide Modify Existing Portfolio Custom Field 1. Select a Lookup List to highlight the row. 2. Click Modify. 3. Makes changes. 4. When finished, click the OK button. 82 EPM Live 2010 - Admin Guide Delete Existing Custom Field 1. Select a Custom Lookup Field to highlight the row. 2. Click Delete. Confirm Deletion Click the Yes button to confirm deletion of the Custom Lookup Field. To cancel without deleting, click the No button. 83 EPM Live 2010 - Admin Guide Calculations If needed, add or modify the calculations for the Custom Lookup Fields calculations. 84 EPM Live 2010 - Admin Guide Configuration - Portfolio Custom Fields (version 4.4) Version Note: This page is available with EPM Live version 4.4. For customers currently on version 4.3.x, refer to the settings page specific to that version. Use the Portfolio Custom Fields for mapping to the Portfolio Tools. The Portfolio Custom Fields are set up either as a Portfolio or Resource Field. If you are creating a Custom Resource Field, you would need to navigate to the EPM Live Resource Pool List Settings (Resources List) to create the new field there as well. If you are creating a Custom Portfolio Field, you would need to navigate to the EPM Live List App that has the PortfolioEngine Settings enabled (ex: Project Center, etc.). Navigate to the Site Settings Page On the Site Actions drop down menu, select Site Settings. Open Portfolio Custom Fields 85 EPM Live 2010 - Admin Guide Under the Configuration heading, select Portfolio Custom Fields. Add a New Custom Field 1. Click Add to create a new Custom Lookup Field. Note: If you create a new Custom Resource Field, then the field will be available for mapping in the Resource Field Mapping page. Be sure that the field also exists in the other List App to be mapped (ex: Resources List App). If it doesn't, create the field in the Resources List App. Note: If you create a new Custom Portfolio Field, then the field will be available for mapping in the PortfolioEngine Settings Page within the List App's List Settings. Be sure that the field also exists in the other List App to be mapped. If it doesn't, create the field in the List App. 86 EPM Live 2010 - Admin Guide Complete New Custom Field Form 1. Entity: Select whether this is a Portfolio Field or a Resource Field. 2. Field Name: Enter the Custom Field Name. 3. Field Description: Enter the Custom Field Description. 4. Field Type: Select the Custom Field Data Type. 5. Calculation Formula: If applicable to the Custom Field, you may see the option to create a formula for the selected field. 6. When finished, click the OK button. 87 EPM Live 2010 - Admin Guide Modify or Delete Existing Custom Field 1. Select a Custom Field to highlight the row. 2. Click Modify or Delete. Confirm Deletion Click the Delete button to confirm deletion of the Custom Field. To cancel without deleting, click the Cancel button. 88 EPM Live 2010 - Admin Guide 89 EPM Live 2010 - Admin Guide Configuration - Template Gallery This lesson will show you how to manage the Template Gallery for additional Site App instances in EPM Live. EPM Live version 4.3 is designed to be a Single Site, meaning all data, resources, etc. are managed in a single level Site App. The site structure is flat; there is no hierarchy of sites. However, if your organizational needs require separate Site App instances, EPM Live does support multiple Site Apps within the overall Site Collection. The additional Site App instances would be configured so that the sites are separate in nature, and data is separate. If your organizational needs require this configuration of a multi-tiered hierarchy of sites, the Template Gallery would be where the template Site Apps for your additional Site App instances would be managed. Navigate to Site Settings On the Site Actions drop down menu, Select Site Settings. Navigate to the Template Gallery 90 EPM Live 2010 - Admin Guide Under the Configuration heading, select Workspace Template Gallery. Create a New Site App Template 1. Select the Items ribbon tab. 2. Click the New Item drop down menu. 3. Click the Template button. Select the Template to Use to Create the New Site App Template To create a new Site App Template, first select a Site to use as the template for your Site App template. First, browse from the following options:   Online Gallery: Selecting this gallery will direct you to EPM Live’s Online Template Gallery. Local Gallery: Selecting this gallery will direct you to your site’s existing Template Gallery. The Local Gallery is blank on a brand new Site App, and can be populated with personalized templates. 91 EPM Live 2010 - Admin Guide  Existing Workspace: Selecting this gallery will give you the ability to create a template based off of an existing site in the Site Collection. Then, filter by the following options:   All Categories Project Management Select the Template to Use to Create the New Site App Template 1. Browse/filter for the desired template. 2. Select the desired template from the Available Templates section. 3. Enter the Template Name. 4. If desired, click the More Options button. If not, click the Create button. 92 EPM Live 2010 - Admin Guide More Options (Optional Step) By selecting the More Options button, you are able to modify the URL of the new Template site. To follow best practices, EPM Live recommends that any spaces or special characters be removed from the URL. 1. Review the URL, and update if needed. 2. If needed, click Change Parent Site to change the parent site for this Template Site. Other sites in the Site App will be available for selection. 3. When finished, click the Create button. 93 EPM Live 2010 - Admin Guide Template Creation Processing The new Site App Template site is created. This step may take a few minutes. Modify Template Site Details 1. URL: Verify the URL & URL description for the Template. 2. Description: Enter the Template description. 3. Template Type: Select whether this Template will be available for the filter for Department or Workspace. 94 EPM Live 2010 - Admin Guide 4. Template Category: Select whether this Template is a Sample Template, Blank Template, and/or Other. These categories can be modified in the Template Gallery's List Settings page. Modify the Template Category field to enter different category choices. 1. More Information: Use this space to enter any additional information to be noted about this Template. 2. Active: Select whether this Template is Active. This is a flag that will make the Template available for selection for creating new Site Apps. Leave this as unchecked while working on the Template site, while it is a draft. Then, check the Active check box when it's ready/complete. 3. Include Content: Select whether or not to include content. We recommend that the Template does include content, so that reports, etc. carry over into the new site based off the Template. 4. When finished, click the Save button. Navigate to the Template Site To view the Template details, select the Template. Then, select View Item or Edit Item to view or edit the Template details. To open the Template site, select the Template URL description, which is the URL link. 95 EPM Live 2010 - Admin Guide Note Template Designation Message The Template site will have the following message in a yellow message bar on the top of the page. 1. Attention: This site has been designated as a Template Site. 2. Last Saved: There will also be a time stamp for the last saved time. 3. Save Template: Click the Save Template link to save this Template's latest changes into the Template Gallery. Save Template Click the Save Template button to confirm that you want to save the template, which replaces the existing template with the latest changes. Site Saved at Template Successfully Click the Close button to return to the Template site. 96 EPM Live 2010 - Admin Guide Configuration - PortfolioEngine Permissions (version 4.3.x) This lesson shows how to view and modify the PortfolioEngine Permissions. Note: This page requires the Active-X PortfolioEngine Controls be installed. These are permission levels, which align specifically to the Portfolio tools in EPM Live. The PortfolioEngine Permissions are used by the Resource Management and Cost Management tools, which are Resource Planner, Resource Analyzer, Cost Planner, Cost Analyzer, and Cost Modeler. When a new named user is added to the Resource Pool, that user is associated to a security group. That security group name matches its corresponding PortfolioEngine Permission Level name. For example, when a user is added to the Project Manager group in the EPM Live Resource Pool, the system automatically adds that user to the corresponding Project Manager group for the PortfolioEngine Permission Level. In order for that functionality to take place, the Resource Pool security group name and the PortfolioEngine Permission Level name must match. To modify the permission levels for the Portfolio Management tools, use the PortfolioEngine Permissions page. However, to modify the security groups and permissions for the EPM Live Site overall, list apps, etc., those permissions are managed via the Resource Pool security groups and permissions. The PortfolioEngine Permissions page is NOT where you would add or remove users from the permission levels. This Permission Levels page is only for managing the Permission Levels themselves. Navigate to the Site Settings Page On the Site Actions drop down menu, select Site Settings. 97 EPM Live 2010 - Admin Guide Open PortfolioEngine Permissions Under the Configuration heading, select PortfolioEngine Permissions. Add a Permission Level Group Click Add. 98 EPM Live 2010 - Admin Guide Enter the Details of New Permission Level Group 1. Name: Enter the Permission Level Name. The name must match the group name that corresponds to it in the Resource Pool. 2. Notes: Enter the Permission Level description. 3. Permissions: Select which specific permission levels the Level will have by selecting or deselecting the check boxes. 4. When finished, click the Create button. Note: If you are creating a new permission group, you must also create a new security group for the Resource Pool with the same name. This is done via the Advanced SharePoint Administration page, and opening the Site Permissions page. 99 EPM Live 2010 - Admin Guide Modify a Permission Level Group 1. Select the Permission Level to view or modify. 2. Click Modify. Modify the Details of the Permission Level Group 100 EPM Live 2010 - Admin Guide 1. Name: Modify the Permission Level Name. The name must match the group name that corresponds to it in the Resource Pool. 2. Notes: Modify the Permission Level description. 3. Permissions: Select which specific permission levels the Level will have by selecting or deselecting the check boxes. 4. Members: To see which users are added to this Permission Level, click Members. Note: It is recommended to use the Resource Pool for viewing and managing all members of all groups and permission levels. View Permission Level Group Members 101 EPM Live 2010 - Admin Guide The users whom have been added to the corresponding security Group with the same name will show here as members of this PortfolioEngine Permission Level. Note: Do NOT add or delete users from the Permission Level Group. The users' permissions are to be managed via the EPM Live Resource Pool. When a user's permissions are updated in the Resource Pool, those updates sync into this Permission Level page. But changes made here are not synced to the Resource Pool. When finished, if changes have been made, click the OK button. If no changes have been made to this Permission Level, click the Cancel button. 102 EPM Live 2010 - Admin Guide Configuration - PortfolioEngine Permissions (version 4.4) This lesson shows how to view and modify the PortfolioEngine Permissions. Version Note: This page is available with EPM Live version 4.4. For customers currently on version 4.3.x, refer to the settings page specific to that version. These are permission levels, which align specifically to the Portfolio tools in EPM Live. The PortfolioEngine Permissions are used by the Resource Management and Cost Management tools, which are Resource Planner, Resource Analyzer, Cost Planner, Cost Analyzer, Cost Modeler, and Optimizer. When a new named user is added to the Resource Pool, that user is associated to a security group. That security group name matches its corresponding PortfolioEngine Permission Level name. For example, when a user is added to the Project Managers group in the EPM Live Resource Pool, the system automatically adds that user to the corresponding Project Managers group for the PortfolioEngine Permission Level. In order for that functionality to take place, the Resource Pool security group name and the PortfolioEngine Permission Level name must match. To modify the permission levels for the Portfolio Management tools, use the PortfolioEngine Permissions page. However, to modify the security groups and permissions for the EPM Live Site overall, list apps, etc., those permissions are managed via the Resource Pool security groups and permissions. The PortfolioEngine Permissions page is NOT where you would add or remove users from the permission levels. This Permission Levels page is only for managing the Permission Levels themselves. Navigate to the Site Settings Page On the Site Actions drop down menu, select Site Settings. 103 EPM Live 2010 - Admin Guide Open PortfolioEngine Permissions Under the Configuration heading, select PortfolioEngine Permissions. Add a Permission Level Group Click Add. 104 EPM Live 2010 - Admin Guide Enter the Details of New Permission Level Group 1. Name: Enter the Permission Level Name. The name must match the group name that corresponds to it in the Resource Pool. 2. Notes: Enter the Permission Level description. 3. Permissions: Select which specific permission levels the Level will have by selecting or deselecting the check boxes. 4. When finished, click the Create button. Note: If you are creating a new permission group, you must also create a new security group for the Resource Pool with the same name. This is done via the Advanced SharePoint Administration page, and opening the Site Permissions page. 105 EPM Live 2010 - Admin Guide Modify a Permission Level Group 1. Select the Permission Level to view or modify. 2. Click Modify. 106 EPM Live 2010 - Admin Guide Modify the Details of the Permission Level Group 1. Name: Modify the Permission Level Name. The name must match the group name that corresponds to it in the Resource Pool. 2. Notes: Modify the Permission Level description. 3. Permissions: Select which specific permission levels the Level will have by selecting or deselecting the check boxes. 4. When finished, click the OK button. 107 EPM Live 2010 - Admin Guide View Group Members 1. Select the desired Permission Level Group. 2. Click Members. View Permission Level Group Members The users whom have been added to the corresponding security Group with the same name will show here as members of this PortfolioEngine Permission Level. The users' permissions are to be managed via the EPM Live Resource Pool. When a user's permissions are updated in the Resource Pool, those updates sync into this Permission Level page. 108 EPM Live 2010 - Admin Guide When finished, click the Close button. 109 EPM Live 2010 - Admin Guide Configuration - Get Started This lesson shows you how to navigate to the Get Started Page, which has a number of helpful videos and links to get started using EPM Live. This is the same page that is directed to at the conclusion of the Setup Wizard. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Get Started Under the Configuration heading, select Get Started! 110 EPM Live 2010 - Admin Guide This page has helpful getting started videos, as well as links to other Support, training, and contact information for EPM Live. We recommend you watch the brief Getting Started videos. Check out the Additional Resources as well, such as links to the EPM Live Support Community, more How-To Videos, Documentation, and on-demand Webinars. Configuration - Manage Communities Communities Overview This lesson will give a brief overview of the EPM Live Communities. What is a Community? An EPM Live Community is a way of organizing your Site App and your business by various classifications. A Community is organized by a collection of apps (one or more bundled apps and/or 111 EPM Live 2010 - Admin Guide single apps) that shares common values. A new community can be created from scratch, from a bundled app, or even from a single app! Each Community is unique with its own Navigation (Quick Launch) & Homepage. Sample communities might include:    A specific discipline such as PMO, CRM, or PSA A department such as IT, Marketing, or HR Or roles like Project Managers, Resource Managers, or Team Members The default communities included in the standard EPM Live Site Apps may include Projects, My Workplace, etc. Note: The Communities do not have separate system settings or separate lists. For example, the Project Center List App is the same List App across any/all Communities that add Project Center to the navigation Quick Launch. View the Communities Drop Down Menu The Community that the user is currently on will show to the left of the User Name. Select the Current Community name drop down menu to see the following:    All available Communities for the user logged in (Permissions can be configured per community) Create Community Add App - This button navigates the user to the EPM Live App Marketplace to select a new App for this Site. Additional Notes about Communities     Each Community has a distinct Navigation Quick Launch & Homepage. When a feature is added to (or configured within) your Site App, that configuration is used throughout the entire Site App, across all Communities. Ex: Timesheets, Resource Pool. When a List App is added to your Site App, that List App’s configuration & its content is used throughout the entire Site App, whether or not a link to that List App has been added to the Quick Launch for a specific Community. Content access is managed via Security. If a separate List App is needed for a separate Community’s use and with different configuration, add/create a different List App for the other Community’s use. Ex: Issues (Project Issues), Application Issues. 112 EPM Live 2010 - Admin Guide Managing Communities This lesson shows you how to view and edit the Communities in your Site App. From within the Manage Communities settings page, you have the ability to create a new community, edit an existing community, modify the Quick Launch for the communities or delete an existing community. Navigate to the Site Settings Page On the Site Actions menu, select Site Settings. Open the Manage Communities Page Under the Configuration heading, select Manage Communities. 113 EPM Live 2010 - Admin Guide This page shows a list of all Communities in the Site App. For each Community, the following is available from this page:        Community Title - The Title field determines the display name that will display in the Communities drop down menu of your Site App. This is modified in the Edit page. Default - The Default flag will determine whether or not this community is the default community when users log in for the first time. This is modified in the Edit page. Visible - The Visible flag will determine whether or not this community is visible to users. This can be set to False while the community is in progress, until ready. This is modified in the Edit page. Edit the Community details - Edit the Community title, description, default flag, and visible flag. Edit the Quick Launch for the Community. Edit the Top Nav (Navigation) for the Community (if applicable). Delete the Community. 114 EPM Live 2010 - Admin Guide Creating a New Community This lesson shows you how to create a new Community in your Site App. Navigate to the Site Settings Page On the Site Actions menu, select Site Settings. Open the Manage Communities Page Under the Configuration heading, select Manage Communities. 115 EPM Live 2010 - Admin Guide Create the Community Click Create Community. Complete the New Community Form 1. Enter Community Name: The Community Name will display in the Communities drop down menu of your Site App. 2. When finished, click the Add button. The newly added community will now show on the Manage Communities page. The Quick Launch for your new Community will have one Heading, which is Home. Please refer to the additional lessons specific to modifying your new Community for managing the details and Quick Launch for the new Community. 116 EPM Live 2010 - Admin Guide 117 EPM Live 2010 - Admin Guide Editing an Existing Community This lesson shows you how to edit the existing Communities in your Site App. Navigate to the Site Settings Page On the Site Actions menu, select Site Settings. Open the Manage Communities Page Under the Configuration heading, select Manage Communities. Edit the Community 118 EPM Live 2010 - Admin Guide Under the Action heading, click Edit for the desired Community. Modify the Community details as needed. 1. Title: The Title field determines the display name that will display in the Communities drop down menu of your Site App. 2. Description: This field is not displayed to the end users. It is utilized for informational purposes for the administrator(s). 3. Visible: This Visible flag will determine if you want the Community to be visible to resources on your site. This allows you to hide your community without deleting it. 4. Default: The Default flag will determine what Community will be displayed by default the first time a user logs into EPM Live. Note: If you change a community to be the new default, be sure to edit the previously-default Community to uncheck the Default check box. 5. When finished, click the Save button. 119 EPM Live 2010 - Admin Guide Edit a Community Homepage This article explains how to edit the Community Homepage in your EPM Live Site App. Each Community has its own homepage. The homepage is a SharePoint .aspx page, which is a web part page. You may add, remove, and modify the web parts as needed per Community. Community Homepage The Homepage is made up of multiple web parts. You may add, remove, and arrange the web parts as needed. There are SharePoint web parts and custom EPM Live web parts available in the Web Part Gallery. 120 EPM Live 2010 - Admin Guide Edit Page On the Site Actions drop down menu, select Edit Page. This will put the page in Edit Mode. Add and Modify Web Parts Add a Web Part: Click this link in any web part zone to add a new web part to the page. Web Part drop down menu: Expand the menu to see the various editing options for each web part. 121 EPM Live 2010 - Admin Guide Stop Editing Page When finished, select Stop Editing on the Page Ribbon Tab. Managing List App Settings List App Settings - Title, Description, and Navigation This lesson will show you how to configure the title, description, and navigation for the List App. Navigate to the List App List Settings 1. Open the List Ribbon Tab. 2. On the List Ribbon, select the List Settings button. Open Title, Description and Navigation Under the General Settings heading, select Title, Description and Navigation. 122 EPM Live 2010 - Admin Guide Modify List App Name and Description 1. Name: Enter/update the List App Name. 2. Description: Enter the description for the List App. This description will show when users are viewing the List App and when looking at the Via All Site Content Page. Navigation Selection 1. Select No. This Navigation setting is not applicable, since the Quick Launch is managed separately for each Community, rather than this List App setting. 2. When finished, click the Save button. 123 EPM Live 2010 - Admin Guide List App Settings - Versioning Settings This lesson will show you how to configure the Versioning Settings for the List App. Navigate to the List App List Settings 1. Open the List Ribbon Tab. 2. On the List Ribbon, select the List Settings button. Open Versioning Settings Under the General Settings heading, select Versioning Settings. Content Approval Select Yes or No to require content approval for submitted items to the List App. 124 EPM Live 2010 - Admin Guide Item Version History 1. Item Version History: Select Yes or No to create a version each time an item is edited in the List App. 2. If Yes for Versioning is selected, select the optional number of versions to keep. 3. If Content Approval is required, select the optional number of drafts of approved versions to keep. Draft Item Security Draft Item Security: Select who is able to see drafts of items in the List App. This setting is only available when content approval is set to Yes. Click OK to Close When finished, click the OK button. 125 EPM Live 2010 - Admin Guide List App Settings - Advanced Settings This lesson will show you how to configure the Advanced Settings for the List App. Navigate to the List App List Settings 1. Open the List Ribbon Tab. 2. On the List Ribbon, select the List Settings button. Open Advanced Settings Under the General Settings heading, select Advanced Settings. Content Types Specify whether to allow the management of content types on this List App. Each content type will appear on the new button and can have a unique set of columns, workflows and other behaviors. 126 EPM Live 2010 - Admin Guide Item Level Permissions Specify which items users can read and edit in the List App. Note: Users with the Manage Lists permission can read and edit all items. Attachments Select Enabled or Disabled for the option to attach files to items in the List App. Additional Settings 127 EPM Live 2010 - Admin Guide 1. Folders: Select Yes or No to show the “New Folder” command on the New menu for the list. 2. Search: Select Yes or No to allow items to show in the search results. 3. Offline Client Availability: Determine whether you would like items in this list to be downloaded to offline clients. 4. Datasheet: Determine whether this list will be edited using the datasheet. 5. Dialog: Select Yes or No to launch forms in a dialog. Click OK When finished, click the OK button. 128 EPM Live 2010 - Admin Guide List App Settings - Configuring PortfolioEngine Settings This lesson will show you how to configure the PortfolioEngine Settings for a List App. Portfolio planning can be done on different EPM Live List Apps, such as Projects, Portfolios, IT Applications, etc. The following settings would be done separately for each List App with which you will do the Portfolio Planning. The PortfolioEngine Settings align with the EPM Live Portfolio Tools for Resource and Cost Planning. Note: This Settings page is available whether or not the Cost Planning and Resource Planning Apps have been installed. However, the Portfolio Tools themselves would not be available for use unless the those Apps have been installed, and the correct level of licensing has been purchased. Navigate to the List App List Settings 1. Open the List Ribbon Tab. 2. On the List Ribbon, select the List Settings button. Open PortfolioEngine Settings Under the General Settings heading, select PortfolioEngine Settings (EPM Live). Enable PortfolioEngine Check the box to Enable the PortfolioEngine Settings on this List App. Once enabled, additional settings and options will appear below. 129 EPM Live 2010 - Admin Guide List Field Mapping This section allows for fields to be mapped from the EPM Live (SharePoint) site to the PortfolioEngine Database. Any custom fields that have been added in the Custom Lookup Fields Page will show on the left hand side. As needed, select the drop down arrow in the SharePoint Field column and select the desired field. Total Field Mappings These are the totals fields that will be brought in from the PortfolioEngine Database. In other words, the total values for each of the Cost Types in the PE Field column will map to the selected field in the SharePoint Field column. All of the fields, with the exception of the Resource Plan Hours field, are Cost field type in the Portfolio Custom Fields page. Version Note: The Resource Plan Hours field was not available prior to version 4.4. 130 EPM Live 2010 - Admin Guide Available Controls 1. Select the controls for the Portfolio Tools that will be used with this List App. 2. For each Portfolio Tool control that is selected, if there is an option for Active-X or Non Active-X, check the box for Non Active-X to use the Non Active-X version of that control. It is highly recommended to use only Non Active-X controls. The option for the Active X controls is available for compatibility for previous versions of EPM Live's PortfolioEngine Active-X Controls. If there is no option, that means there is only an Active-X version available. Note: Prioritization, by default, is managed via the fields within the List App. There is a Prioritization App available in the App Marketplace. The option for the Prioritization control is available for compatibility for previous versions of EPM Live's PortfolioEngine Prioritization feature. Please refer to the article about configuring Prioritization for more information. Note about Cost Analyzer For the Cost Analyzer, there is Cost Analyzer (available in Active-X or Non Active-X) and Cost Analyzer V2 (only available as Non Active-X). Version Note: Cost Analyzer V2 was not available prior to EPM Live version 4.4. Either select the Cost Analyzer boxes or the Cost Analyzer V2 box. 131 EPM Live 2010 - Admin Guide Optimizer If you want to use the Optimizer on the Project Center List App, add the Optimizer App. The Optimizer App does the following automatically: 1. Enables the Optimizer feature on the Project Center List App Settings. 2. Adds a new yes/no field called "Selected" to Project Center. 3. Maps the Selected field to the PortfolioEngine Field called "OptimizerFlag." Note: To configure the Optimizer feature on a List App other than Project Center, you will need to manually complete the setup steps. 1. Check the box to enable the Optimizer tool. This tool is only available as Non Active-X, so there is not a Non Active-X box to check. 2. Then, add a new field called "Selected" [field type: Checkbox (Yes/No)] to the List App 3. Then, map the Selected field to the OptimizerFlag field in the List Field Mapping section. Version Note: The Optimizer feature was not available prior to version 4.4. If you are an OnPremise customer, you must upgrade to 4.4.. Cost View Select the Cost View that will display when editing Costs for an item in this List App. The Cost Views are managed via the Cost Views link on the Site Settings page. Any newly added Cost View will then show on this Cost View selection drop down menu. 132 EPM Live 2010 - Admin Guide Selected Work Lists Select the List Apps to be used when pushing "scheduled work" into the Portfolio Tools. Users can view Scheduled Work in both the Resource Planner and Resource Analyzer tools. Save and Close PortfolioEngine Settings When finished, click the Save button. 133 EPM Live 2010 - Admin Guide List App Settings - Configuring Manage Editable Fields This lesson shows you how to configure the Editable Fields section of the List App settings. Specify if and when a list’s fields/columns are displayed or editable to users. You may configure an item to show or hide certain list fields when it is new (or being created), when it is being viewed (displayed), and when it is being edited. When editing the item, the field may be shown or hidden, and if shown, may be editable or non-editable. The options in the scenarios below include Yes, No, or a “Where” clause. The “where” clause may be based on the user logged in, or based on any other field in the list. Navigate to the List App List Settings 1. Open the List Ribbon Tab. 2. On the List Ribbon, select the List Settings button. Open Manage Editable Fields Page Under the General Settings heading, select Manage Editable Fields (EPM Live). 134 EPM Live 2010 - Admin Guide Configure Editable Fields Settings For each field in the List App, select for the following: 1. On new item, display field: Sets whether or not a field will show when creating an item. Display options: always, never or where certain criteria are met. 2. On display item, display field: Sets whether or not a field will show when viewing an item. Display options: always, never or where certain criteria are met. 3. On edit item, display field: Sets whether or not a field will show up as display only when in edit mode. Display options: always, never or where certain criteria are met. 4. On edit item, editable: Sets whether or not a field will show up as editable when in edit mode. Edit options: always, never or where certain criteria are met. Note: If a List App field is required, the selection for On new item, display field will default to Always, and cannot be changed. 135 EPM Live 2010 - Admin Guide Where Clause Options Save and Close Manage Editable Fields Page When finished, click the OK button. 136 EPM Live 2010 - Admin Guide List App Settings - Total Field Settings In this lesson, you will learn how to configure the Total Field Settings for the List App views. Total Field Settings Overview The “total” field settings specify how fields are displayed in summary rows when using the Grid/Gantt Web Part. When using these settings, they will override the "Totals" settings within each view's standard view settings. Even calculated fields may have data in the Summary Rows. Navigate to the List App List Settings 1. Open the List Ribbon Tab. 2. On the List Ribbon, select the List Settings button. 137 EPM Live 2010 - Admin Guide Open Total Field Settings Under the General Settings heading, select Total Field Settings (EPM Live). Configure the Total Field Settings For each field in the List App, select from the following (as applicable): None, Count, Sum, Average, Minimum, or Maximum. Save and Close Total Field Settings When finished, click the Save button. 138 EPM Live 2010 - Admin Guide 139 EPM Live 2010 - Admin Guide List App Settings - Configuring General Settings In this lesson, you will learn how to configure the various settings available in the General Settings section of each List App. Navigate to the List App List Settings 1. Open the List Ribbon Tab. 2. On the List Ribbon, select the List Settings button. Open General Settings Under the General Settings heading, select General Settings (EPM Live). Field Settings 140 EPM Live 2010 - Admin Guide Select the fields that will be used for the Gantt Chart Settings, when showing a Gantt Chart for this List App. This setting is used in List Apps such as Project Center (to see a Gantt Chart view of all projects) and Task Center (to see a Gantt Chart view of a project's task schedule/plan). 1. Start Date: What date to begin the Gantt bar. 2. Due Date: What date to end the Gantt bar. 3. Progress Bar: What data to use as the progress bar on the Gantt bar. 4. Milestone: Shows milestone points on Gantt bar. 5. Right Information: What information to display at the right end of the Gantt bar. 6. WBS (Work Breakdown Structure): The sorting hierarchy, or structure, of the Grid Web Part. Note: This option is useful when utilized in a List that is not already using another WBS for example, a list other than the Task Center. Rollup Settings Enter the Lists and Sites that will be used as the roll-up sources for this List App. Note: This setting is only applicable when using additional Site App instances, and if you want data to roll up from a lower level site into this site. 1. 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. 2. Rollup Site(s): Enter the Site URL(s) that will be used as the roll-up site data sources for this list. This is to be used when rolling data from a site that is not below the roll up level site for the list (for example: rolling across data from another site collection). Each Site URLs must be separated by a line break. 3. Executive View: This setting is applicable when this List App is set up as a Rollup List. When the checkbox is checked, the security permissions are overwritten so that all users can see all data rolled up into this List App at the top level. When the checkbox is unchecked, the security permissions for this List App remain as however they were set. 141 EPM Live 2010 - Admin Guide Build Team The Team feature allows for item level permissions to be granted within a List App. For example, if you are modifying the General Settings for the Project Center, a team of users can be added to a specific project. Then, with Team Security also enabled, only those who have been added to the Project Team will have permissions to access that project. 1. Enable Team: When enabled, this will allow users to build the team on items in this List App. The Online Planners will look to the item's "team" for who can be assigned to items in the plan (when the feature is enabled). The Resource Planner has an option to view "Team Resources", which looks to the item's team (when the feature is enabled). 2. Enable Team Security: When enabled, this will allow for unique permissions to be granted on the items in this List App. It is recommended to use Build Team in conjunction with the Team Security feature. If the Team Feature is enabled, but the Team Security feature is not enabled, anyone with permissions on this List App will have permissions on the items in the List App, whether or not they've been added to the item's team. 3. Additional Permissions: When an item is saved and unique permissions are applied, these groups will be added to the item in addition to the standard groups. This setting applies to any new items created on this List App going forward only. 4. Add Additional Permissions: Select the Group for whom you want to add permissions. Select the Permissions to grant that selected Group. Click the Add button. The newly added group will show in the Additional Permissions section above. Item Link Type 142 EPM Live 2010 - Admin Guide Item Link Type: The Item Link Type will determine how the “Title” field is displayed in the views of the 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 List App View. This option will also disable the right-click edit functionality. If the Project Name (linked to item) column is used instead, the title will render as a hyperlink in the List App View 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 List App View 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 List App View and when clicked, will link to the associated Workspace site of the item that was clicked. This option is only applicable if additional site app instances are in use as item workspaces (ex: Project Workspaces). Planner: This option will display the Title field as a link to the Edit Plan button when clicked. Additional Settings        Show View Toolbar: This checkbox determines whether or not the View Menu Toolbar is visible. Use Pop-Up Editor: Use this feature to edit items in a pop-up instead of navigating away from the current page Use Parent: When enabled this option will use the parent item when working with the ribbon and the context menus. This is applicable when a workspace item is in use, and that item's ribbon and context menus would look to the parent item, rather than the child item in the workspace. Force Search: When enabled this option will make the users search for something prior to displaying the List App View. This can increase performance if a list and/or view has many items, as the user won't need to wait for all items in the view to load. Persistent Search: When this is turned on the search functionality will apply to all views during your session in this List App. Associated Items: When enabled, the ribbon will contain a link to associated List Apps. This settings will also need to be checked/enabled on the other List Apps. New Form Redirect: When enabled, users will be redirected to the display form when they submit a new item. If the box is unchecked, the setting is disabled, and users will be directed back to which page they were previously on when they submit the new item. 143 EPM Live 2010 - Admin Guide Item Workspaces This feature is available if additional Site App instances are in use. EPM Live recommends a Single Site rather than Multiple Sites, so the feature is unchecked/disabled by default. Should multiple sites be required, the following settings allow for item workspaces to be created for an item in the List App. Enable Workspace Creation: This feature allows for a sub-site workspace to be created linked to a specific List App item. An example use of this may be a project workspace created for a project in the Project Center List App. The newly created workspace contains the data from the original list item. An example of this would be a top level list named Project Requests. Using the context menu of an item in that list (when approved), a new project workspace is created and key attributes of the original request item are copied into the project center list. To allow this feature, check the box. Note: The box to Disable New Button Modifications must also be checked for this setting’s functionality. Do Not Delete Item: Select this option to keep the item in the List App at the Top Level Site once the workspace has been created. Item List: Enter the name of the List App you would like to use in the new workspace. It is recommended to use the same List App as the source/parent item. Enable Performance Capability Enable Performance Capability: When this property is checked (enabled), the Grid will use a different method of gathering data, which will result in better performance for loading the List App. This setting is often used with List Apps with a large amount of content. Enable Content DB: When this option is checked (enabled), the Grid will use the EPM Live Content Database as the data source, which enhances the performance/load time to access the data.   For On-Premise customers: This feature requires that your environment be set up with the EPM Live Reporting Solution, which creates an EPM Live Content Database, also referred to as the Reporting Database. For online customers: This feature is always available, as your EPM Live Content Database (Reporting Database) is set up by default with your site collection creation. 144 EPM Live 2010 - Admin Guide Version Note: The Enable Content DB feature was not available previous to version 4.3.2. Field Audit Check Field Audit Check: When Performance on a list is in use, in conjunction with additional Site App instances, such as workspaces, the List App must have identical fields (internal field names & data types) at the parent and child level. If this property is set and data is not rolling up as expected, check the internal names of the fields in each list. Select Field Audit Check to view any fields that have a different internal name. It is recommended to do a Field Audit Check whenever changes are made to the Column Type to ensure all lower levels with the same fields will sync correctly. New Item Settings 1. Use Enhanced New Menu: This setting is only applicable if additional Site App instances are in use, and workspaces are enabled on this List App. If enabled/checked, when a user creates a new item in this List App, they will first be directed to the Workspace Gallery, to select from their available workspace options. The workspace options are set in the Site App General Settings. 2. Name for New Item: Enter the name you would like to be displayed for a new item, as it shows in the Create New feature from the Ribbon. Ex: for "New Project" enter "Project" in the box. 3. Hide New Button: When checked, users will not be able to create a new item in this List App. This setting is often set in the Task Center List App, since new tasks are to be created using one of the Planners, rather than one at a time directly into the List App. When the New Button is hidden, it will no longer show on the Create New menu in the ribbon. Also, the New Button will be grayed out in the Items ribbon. If the View Toolbar is enabled, the New Button will also be hidden from the View Toolbar. Disable New Button Modifications By default this setting is checked/disabled in most/all List Apps. This settings is applicable when using this List App as a Rollup List. When the setting is checked/disabled, if users create a new item in the List App, the item is created in whatever site they are located. It is recommended to use the 145 EPM Live 2010 - Admin Guide Single Site, so this setting does not apply in a Single Site scenario. If this List App is set up as a Rollup List, and additional Site App instances are in use, and if the setting is unchecked/enabled, the users will be prompted for prompted for which site to use for creating the item. Editable Grid Settings 1. Allow Edit Toggle: When checked, users may toggle between the Edit (Datasheet) mode and the View (Standard) mode of this List App. The option to toggle is available in the Actions menu (if the View Toolbar is enabled) and in the Items Ribbon. 2. Default to Edit Mode: When checked, the list defaults all views to the Edit (Datasheet) mode. 3. Show Insert Row: when checked, users may enter new items directly into the Edit mode of the List App view. Note: Depending on the List App's Web Part settings, users may be directed to two different types of Edit/Datasheet views. When the Grid/Gantt Web Part has been added to the List App, the users are directed to the EPM Live Grid Edit mode. If the Grid/Gantt Web Part has been removed from the List App, the users are directed to SharePoint's standard Datasheet View. Enable Notifications Enable Notifications: When checked/enabled, users will receive an email notification when a list item is assigned to them. This setting is most applicable for List Apps that are "Work Lists," such as Tasks, Issues, etc. for work items to which users are assigned. Note: This notification is an immediate email notification for the item assigned as well as a Notification in the General Notifications Number in the top right corner of the screen. Enable Resource Tools Use Resource Tools: When checked/enabled, users may find resources to assign to a List App item and check that the resources selected aren’t overbooked. This setting is most applicable for List Apps that are "Work Lists," such as Tasks, Issues, etc. 146 EPM Live 2010 - Admin Guide Enable Timesheets Enable Timesheets: When checked, this setting is enabled. By enabling the Timesheets feature, this List App is added to the Timesheet Settings Page as a Timesheet List. Also, the two following fields are created in the List App:   Timesheet: This is a Yes/No checkbox field. Timesheet Hours: This is a number field. The number of hours (either saved or approved, based on the Timesheet Settings set) will show, populated from the Timesheets. Note: Be sure to verify the Editable Fields settings for the Timesheet Hours field. The Timesheet Hours field should never be editable in the List App views or forms. The Timesheet Hours value should only be populated via the Timesheet tool directly. To use the Timesheet Feature, the Timesheets App must be installed in your Site. If you uninstall the Timesheet App, the fields are not removed from this List App. Note: If using the Timesheets 2.0 feature, any List App that will be used as a Timesheet List also needs to be checked as a Work List and mapped to the Reporting Database. This is because Timesheets 2.0 use the Reporting Database (aka EPM Live Content Database) as the Data Source. Also, the items that get tracked in the Timesheet also pull from the Work Settings Page, therefore the List App is enabled as a Work List. Work List Feature Enable WorkEngine Work List Features: When checked, the setting is enabled. By enabling the Work List Features, several components will be added to the List App to integrate with EPM Live "Work" Features. The following occurs when enabled:     The Grid/Gantt Web Part is added to all views in this List App. Event handlers are added to handle the “Complete” logic. Complete, % Complete, and Status fields are added, if they did not already exist for this List App. This List App is added to the My Work Settings Page. Enable Reporting Enable Reporting: When checked, this setting is enabled. By enabling the Reporting feature, this List App is mapped to the EPM Live Reporting Database and added to the Reporting Settings page. 147 EPM Live 2010 - Admin Guide Save and Close General Settings When finished, click the Save button. 148 EPM Live 2010 - Admin Guide List App Settings - Advanced Lookup Overview This lesson shows you the advanced lookup settings in EPM Live. All EPM Live environments using 4.3 or later automatically have the Advanced Lookup turned on for all People & Group (People Picker) Fields. For all other fields that are type "lookup", the Advanced Lookup settings can be enabled or disabled. Note: For the People & Group fields with the advanced lookup, you may enter the values using one of the two methods: Type Ahead or Address Book. Using the Advanced Lookup in a People Picker Field Use the Type Ahead feature. 1. Begin typing the beginning of any name entered into the system into one of the People Picker fields. All relevant options will show in the drop down list. 2. To select from the list of names revealed in the drop down list, use your down facing arrow, then hit the Enter key or select the name using your mouse. Using the Address Book in a People Picker Field Click the Address Book icon to the right of the field. 149 EPM Live 2010 - Admin Guide Using the Address Book in a People Picker Field Search for the desired value. 1. Select the field to search. Since this is searching the Resource Pool, the fields to choose from are the list fields available in the Resource Pool (Resources List). 2. Type in the search value. 3. Hit the Enter Key or click the Search Icon. 4. Select the desired Resource Name. 5. When finished, click the OK button. 150 EPM Live 2010 - Admin Guide Validate the Selection Validate the selection by clicking the Check Names icon to right of the field. Valid selection shows. Using the Advanced Lookup in a Non-People Picker Lookup Field The non-people picker lookup field has a third option: the Green Add Item (+) icon. Select the Green Add Item (+) icon to create a new item in the target List App to which the field is associated. For example, the Portfolio lookup field in the screen shot above. By selecting the Green Add Item (+) icon, the New Portfolio Form opens up. Enter all the details for the new Portfolio Item. Complete the new item form. When finished, click Save. After the new item has been added to the target list, that item can be selected using one of the advanced lookup options    Select the drop down menu for all available choices Type ahead Address book search 151 EPM Live 2010 - Admin Guide List App Settings - Configuring the Advanced Lookup Settings This lesson shows you the advanced lookup settings in EPM Live. All EPM Live environments using 4.3 or later automatically have the Advanced Lookup turned on for all People & Group (People Picker) Fields. For all other fields that are type "lookup", the Advanced Lookup settings can be enabled or disabled. The Lookup Settings are configured on the Child List App for each lookup field to a Parent List App. Note: The Lookup Settings are available for all fields that are type "Lookup," but these settings are not available for "Filtered Lookup" fields. Navigate to the List App List Settings 1. Open the List Ribbon Tab. 2. On the List Ribbon, select the List Settings button. Open the Lookup Settings Page Under the General Settings heading, select Lookup Settings (EPM Live). Select the Lookup Field to Modify 1. Select the lookup Field Name to modify. 2. Click Edit Lookup. 152 EPM Live 2010 - Admin Guide Note: The Advanced Lookup Settings can be configured differently for each lookup field. All lookup fields that have been created for the List App will show on the Lookup Settings page. Enabled Enable Advanced Lookup: Check this box to enable the Advanced Lookup settings for the designated List & Field. If unchecked, the remaining settings on this page will be grayed out and unavailable. List: This is a reference for the current List App. For example, the screen shot shows the Issues List app. Field: This is the lookup field name for another List App in the system, within which the field resides. For example, this screen shot shows the Project Lookup field, which resides in the Project Center List App. Style Style: Select either Auto Complete or Standard. 153 EPM Live 2010 - Admin Guide The Auto Complete option allows for the Type Ahead feature, the Address Book search feature, and the Green Add Item (+) feature. The Standard option allows for a simplified drop down menu with the available choices only. This is what a lookup field would look like when the Auto Complete style is selected in the Style setting. This is what a lookup field would look like when the Standard style is selected in the Style setting. Security Enable Security Check box: Check the Enable Security check box to turn on the Advanced Lookup Security feature. 154 EPM Live 2010 - Admin Guide When enabled, this Field (which is referenced at the top of the page) acts as a parent security field for associated items in the current List App. When an item is added or updated in the current List App, the security for that item will be modified to reflect the security applied to its parent. Here is an example: This is the Issues List App with a Project lookup field, which points to the Project Center List App. When a new issue is added, it will inherit the security permissions from its parent item, the associated project. So, those whom have permissions on the associated project will have the same permissions on that new issue (the child item). Cascading Lookup Note: There are additional settings that need to be done in order for the Cascading Lookup to function correctly. This Cascading Lookup section needs to be configured in conjunction with the other parent list(s) and settings. In this example scenario, the Issues List App has a Portfolio Lookup field and a Project Lookup field. Additionally, the Project Center List App also has a Portfolio Lookup field. The settings for the Cascading Lookup are done on the Issues List App Lookup Settings page, when modifying the Project Lookup. Parent Lookup: Select the Parent Lookup List from the drop down list. Parent's Look Up Field: Select the Parent's Lookup Field name as it is in the child list (the list for which the Field is referenced in the top of the settings page). Here is an example use of Cascading Lookups in EPM Live: Let's say each Project is are part of a business Portfolio. When a new issue is created in the system, the end result would be to reference which project that Issue belongs. Since there may be many projects in the system, the user might want to first narrow down the selection of projects. So, first the user would select to which portfolio the desired project belongs. Then, all the projects that are associated to the selected portfolio would show in the Project drop down field. The user would select from the condensed list of Projects. Ultimately, the new issue item has its associate Portfolio & Project noted. This feature allows for reporting on Issues for each Portfolio as well as Issues for each Project. This feature also prevents invalid data. The issue's project has to be within the selected Portfolio, rather than having 155 EPM Live 2010 - Admin Guide two (un-cascading) lookups to the Portfolio & Project fields separately, which could result in inaccurate data. When finished reviewing or changing the Lookup Settings, click the Save button. 156 EPM Live 2010 - Admin Guide List App Settings - Add a New Custom Integration Version Note: The Integration feature was not available prior to version 4.4. This article will show how to set up a custom integration between EPM Live and another system. The core Integration functionality can be applied to multiple types of systems. As of version 4.4, there are available integrations with Salesforce and SQL. This article will focus on the integration between EPM Live and Salesforce. The SQL integration is available to on-premise customers only. Note: This article will not explain how to configure the Salesforce side of the integration, such as adding the App, creating the objects, or creating the fields. Prep Steps and Pre-Requisite Information In order to configure the integration with another system, some information and steps are required. To configure the Salesforce Integration, the following information is needed:   Salesforce Username and Password - the user must have Full Permissions in SalesForce (including “API Enabled” and “Modify All Data” permissions). Salesforce Security Token To configure the Salesforce Integration, the following prep steps are required:    Install the EPM Live App in Sales Force. If the EPM Live App is not yet available in the SalesForce AppExchange, you can access via the following URL path: /packaging/installPackage.apexp?p0=04ti0000000HXwZ. Note: Be sure to enter your SalesForce URL. Install the Salesforce App in EPM Live. The App is available via the EPM Live App Marketplace Create the objects (Lists) and fields in Salesforce that will be mapped to EPM Live. Navigate to List Settings The Integration is set up for each List App that is to be integrated. Open the List App on which you will add the integration. 157 EPM Live 2010 - Admin Guide 1. Open the List Ribbon Tab. 2. On the List Ribbon, select the List Settings button. Open Integration Under the General Settings Heading, select Integration (EPM Live). Add New Integration Click the link for Add New Integration. 158 EPM Live 2010 - Admin Guide Select Integration Type Select the Integration Type. Though the steps for the different types are mostly the same, this article will focus on the Salesforce Integration. Enter Credentials 1. Enter the Username, Password, and Security Token for SalesForce. 2. Click the Next button to continue. If you are configuring the integration within a Sandbox environment in SalesForce, be sure to enter your username including the following suffix: .sandbox. Ex: [email protected] Note: if the user's password is reset in Salesforce, a new Security Token will be generated; in which case, the new security token will need to be updated on this page. 159 EPM Live 2010 - Admin Guide Checking Connection The credentials and Security Token will be verified. If the user account or security token are incorrect, or if there are not sufficient permissions, a message will say so. If the connection is made successfully, the next page will open to continue configuring the integration. Enter Standard Properties Integration Keys: The Integration Key and Integration ID are unique values that get generated automatically for this Integration. Integration Paths Select how and when data is to integrate between EPM Live and the other system.   Live Outgoing - This will send data out to the integrated item on save of the EPM Live item Live Incoming - This will allow an external integrated item to send data into EPM Live 160 EPM Live 2010 - Admin Guide Timed Integration   Timed Outgoing* - This will send data out the integrated items on a timed basis Timed Incoming* - This will bring data in from the integrated items on a timed basis Note: If selecting the Timed option, you may only select one Timed option, not both. If you select Timed Outgoing or Timed Incoming for the Integration Path, select the time frame for when the integration should run. 1. Hourly: The Integration will run every hour. 2. Daily: Set which days of the week and the time for the integration to run. 3. Monthly: Select which day of the month for the integration to run. Deletion Use these settings do decide whether the integration can delete items from your list or from the integration source. Addition 161 EPM Live 2010 - Admin Guide Use these settings do decide whether the integration can add items to your list or to the integration source. Custom Properties 1. Select an Object to Map: Select the object from Salesforce that is to be mapped with the List App in EPM Live. The creation of the object is a prep step prior to configuring the integration. For example, if configuring the Issues List App to integrate with Salesforce, have an object such as Issues or Issues (EPM Live). 2. Select the User Mapping Field: Select the field that uniquely identifies the user logged into EPM Live and the other system. The most common identifier field is the user's email address. 3. Click the Next button to continue. ID Fields 1. ID Field: This field comes from the integration source and maps the integration item to a SharePoint Item. This is required for all integration modes. 2. SharePoint Field (EPM Live Field): This column maps the SharePoint ID into the Integration Item. This is optional and required if you want the integration item to have information about SharePoint. 162 EPM Live 2010 - Admin Guide Item Matching Use this feature to enable mapping items from an external source to an item in your list. Select the field from each environment you would like to compare when mapping data. Author Mapping For items that are created via the Integration into the EPM Live List App, select the SalesForce field that will populate the EPM Live item's Created By field. If no field is selected, the Created By in SharePoint/EPM Live will show as System Account. Column/Field Mapping 163 EPM Live 2010 - Admin Guide Select the Integration Columns you would like to map to the EPM Live List App columns. Finish Click the Finish button to complete the integration. Added Integration Shown When the Integration is added successfully, the integration will be listed on the List Settings Integration page. 164 EPM Live 2010 - Admin Guide List App Settings - Edit a Custom Integration Version Note: The Integration feature was not available prior to version 4.4. This article will show how to modify or delete a custom integration between EPM Live and another system. Navigate to List Settings The Integration is set up for each List App that is to be integrated. Open the List App on which you will add the integration. 1. Open the List Ribbon Tab. 2. On the List Ribbon, select the List Settings button. Open Integration Under the General Settings Heading, select Integration (EPM Live). 165 EPM Live 2010 - Admin Guide Select Drop Down for Desired Integration When a new Integration is added, all of the Integration Settings are done in order to finish the integration. When editing an integration, you can navigate to the specific area of integration to modify by selecting one of these options.      Edit Connection: Select this option to edit the connection credentials between EPM Live and the other system. Edit Properties: Select this option to edit the how & when of the integration. Edit Columns: Select this option to edit which columns, IDs, etc. are mapped between EPM Live and the other system. View Log: When the integration syncs, the results get saved to the Integration Log. Delete Integration: Select this option to delete the Integration between EPM Live and the other system. View Log The Integration Log tracks the syncing that takes place between EPM Live and the other system, whether it was successful or whether there were any warnings or errors. 1. The Log has three available views: View All, Warning and Errors, Errors Only 2. Click the link for Back to Integrations to return to the Integration Page for that List App. 166 EPM Live 2010 - Admin Guide List App Settings - Creating a Dashboard This lesson will show you how to create a reporting dashboard with various charts, graphs, and tables of data. The Dashboard is created from within the EPM Live List Apps. The Dashboard is then visible from the View drop down menu for that List App and from the Reports Page. Navigate to the List App Navigate to the List App for which you will be creating a dashboard. For example, if you want to create a dashboard with mostly project-related data, you would navigate to the Project Center List App. Navigate to the List App List Settings 1. Open the List Ribbon Tab. 2. On the List Ribbon, select the List Settings button. Open Create Dashboard Page 167 EPM Live 2010 - Admin Guide Under the General Settings Heading, select Create Dashboard (EPM Live). New Dashboard Settings 1. Name: Enter the Name for the new Dashboard. 2. Layout: Choose a layout for the new Dashboard. By selecting the different options, the image on the left will show a preview of that selected style. 3. When finished click the Create button. View New Dashboard Page Upon creation, you will be directed to the new Dashboard page. The newly created Dashboard will be a blank web part page. 168 EPM Live 2010 - Admin Guide Note: There is a hidden web part for the List App. Do not delete the web part. This is required in order for the Dashboard to pull in data from that List App. View Permissions Verified If you are not directed to the Dashboard page after initial creation, and instead are directed to another view for that List App, you may have the View Permissions in use. Navigate to the View Permissions page for this List App to ensure that this new view is checked as visible. The Newly created Dashboard view is checked for all groups. Modify the (Hidden) List App Web Part 1. Select the Web Part drop down arrow. 2. Select Edit Web Part. 169 EPM Live 2010 - Admin Guide Update the Toolbar Type 1. Update the Toolbar Type to Show Toolbar. This setting on the hidden web part will allow the View Toolbar to show when the Action Menu Web Part is added to the Dashboard. 2. When finished, click the OK button. Add Filter Web Part 1. Click Add a Web Part in the section where you want the Filter Web Part. Usually, the Filter would go in the Header (or top) section. 2. Select the EPM Live category. 3. Select the Filter Web Part. 170 EPM Live 2010 - Admin Guide 4. Confirm or change the section, if needed. 5. Click the Add button. Edit the Filter Web Part 1. Select the drop down arrow on the Filter Web Part. 2. Select Edit Web Part. Configure the Filter Web Part 1. List: Select the List App for your filter. 2. Field: Select the Field from which to filter the data on your Dashboard. 3. Allow multiple "Field" values to be selected. Check this option if you would like for users to be able to be able to select multiple values. 171 EPM Live 2010 - Admin Guide 4. Show Titles Drop down: Check this option if you would like for a list to show the titles of the items that are the filter results. 5. Allow multiple "Title" values to be selected: Check this option to allow for multiple values from the Filter results to be selected. 6. Default Value: Select one or multiple default values in the Filter selection. 7. When finished, click the OK button. To apply changes and keep the Edit Web Part Settings open, click the Apply button. Add Web Parts for Dashboard There are multiple types of EPM Live web parts that can be added to the web part page. These include:    Chart Web Part: The Chart Web Part includes different types of graphs - bar, line, pie charts, bubble charts, etc. App Summary Web Part: The App Summary Web Part shows a summary breakdown of data within a List App. Grid/Gantt Web Part: The Grid/Gantt Wed Part shows List App information. Add as many Web Parts to the Dashboard as desired. Note: When adding List Web Parts, be sure to add the Grid/Gantt Web Parts, and configure the web parts to look to the desired list data. It is NOT recommend to use the SharePoint List Web parts. Connect the Web Parts Connect the Filter Web Part to the other web parts on the page. This ensures that when the filter selection changes, the data in any web parts connected to the Filter Web Part will also adjust based on the Filter selection. You may connect from the Filter Web Part to others or you may connect from the other Web Parts to the Filter Web Part. 1. Select the Web Part drop down menu. 2. Select Connections. 172 EPM Live 2010 - Admin Guide 3. Select Get Report ID Consumer From. 4. Select Filter. After the web parts are connected, a check mark will show next to the Connections option and next to the name of the connected Web Part. Note: The Filter Web Part does not work with the HTML Charts Web Part, nor with the Bubble Chart type of the Charting Web Part. Add Action Menu Web Part to Dashboard The newly created Dashboard acts as a view within the List App. Using the View Toolbar in the List App, the End User can navigate between different views, including this Dashboard. In order for the End User to be able to navigate from the Dashboard to other views, add the Action Menu Web Part. This adds the View Toolbar into this Dashboard view. Important Note: This Web Part must be added LAST, after all other web parts and settings have been completed for this Dashboard. 1. Click Add a Web Part in the section where you want the Action Menu Web Part. Usually, the Action Menu would go in the Header (or top) section. 2. Select the EPM Live category. 3. Select the Action Menu Web Part. 4. Confirm or change the section, if needed. 5. Click the Add button. 173 EPM Live 2010 - Admin Guide Edit the Action Menu Web Part 1. Select the drop down arrow on the Action Menu Web Part. 2. Select Edit Web Part. Configure the Action Menu Web Part 1. In the Appearance Tab Section, change the Chrome Type selection to None. 2. When finished, click the OK button. Stop Editing the Page On the Page Ribbon tab, select Stop Editing. 174 EPM Live 2010 - Admin Guide Add a Field to the Dashboard View Since the Dashboard functions as a view in the list, it must have at least one field selected in the view. Upon initial creation of the Dashboard, no fields were selected. Navigate to the List Settings for the List App. Open the View Settings for the Dashboard. Select at least one field. For example, if this is a dashboard for the Project Center, select the field Project Name. 175 EPM Live 2010 - Admin Guide List App Settings - Configuring View Permission Settings In this lesson, you will learn how to configure the View Permission Settings in a List App. The View Permission Settings option will display the security groups defined for the site and allow the selection of a default view as well as specific views that the security group can access. Navigate to the List App List Settings 1. Open the List Ribbon Tab. 2. On the List Ribbon, select the List Settings button. Open View Permission Settings Under the Permissions and Management heading, select View Permission Settings (EPM Live). 176 EPM Live 2010 - Admin Guide Configure View Permissions For each security group displayed on the left: 1. Select the group's Default View. 2. Select the group's Available Views that members of the group will have access to view for this List App. Clear all View Permission Settings To clear out all View Permission Settings, click the Clear All button. If needed, this will return all View Permission Settings to the default setting, which is all permission groups have access to all views and all have the same default view (as set in the List App Settings). Save and Close View Permission Settings When finished, click the OK button. 177 EPM Live 2010 - Admin Guide List App Settings - Creating a New Column/Field In this lesson, you will learn how to create a new Column (also referred to as a Field) in a List App. A Column stores metadata details/information about each item in the List App. Note about Column/Field Names When creating columns in a List Apps, it is important to be consistent with the internal field names, also referred to the back-end field names. The internal field name is the initial name of the field when it is first created and saved. Once a column is created, it may be renamed to something more user friendly, with a space between words, etc. This new name is the Display Name of the Field. However, the original internal field name never changes. For example, if you are trying to create the % Complete field, you will need to create a column called PercentComplete in the List App. It is a recommended best practice to name List Columns as one word without numbers or special characters. If a column is created with a space, the internal field name will later show a combination of characters where the space was. To find the internal field name of an existing Column/Field, go to the List Settings page. Select the Column name link to view the Column settings. Click the URL address bar. The far right of the URL shows Field=FieldName. Note about Content Types in the List App If a List App allows multiple content types, some column settings, such as whether information is required or optional for a column, will be specified by the content type of the item. When configuring a List App, all available columns for the list are listed, regardless of content types & view settings. Navigate to the List App List Settings 1. Open the List Ribbon Tab. 2. On the List Ribbon, select the List Settings button. Create a New Column Below all the List Columns/Fields, click the Create Column link. 178 EPM Live 2010 - Admin Guide Specify the Column Name and Type Name: Enter the New Column Name. Note the recommendation for internal field names above. Type: Select the Column Type. Column Type options include:                Single line of text Multiple lines of text Choice (menu to choose from) Number (1, 1.0, 100) Currency ($, ¥, €) Date and Time Lookup (information already on this site) Yes/No (check box) Person or Group Hyperlink or Picture Calculated (calculation based on other columns) External Data Total Rollup Filtered Lookup (Information from all sites in site collection) - this type would only be applicable if there are multiple Site Apps instances in your Site App Collection. Cascading Lookup 179 EPM Live 2010 - Admin Guide  Work Log Timesheet Entry Configure the Standard Additional Column Settings 1. Description: If desired, enter a description for this new Column. 2. Require that this column contains information: This is a Yes/No selection. When Yes is selected, users must enter data for this field when creating a new item in this List App. The field will show with a red asterisk if required. 3. Enforce unique values: This is a Yes/No selection. When Yes is selected, users must enter unique values for this field for item in the List App. Configure the Field-Type-Specific Additional Field Settings The Additional Column Settings options vary, as they are based on the type of Column/Field selected above. Configure the Field Settings as needed. Configure Add to Default View Setting Check the box for whether or not to add this new Column in the default view for this List App. Save and Close New Column 180 EPM Live 2010 - Admin Guide When finished, click the OK button. Modify Newly Created Column If needed, open the Column again to modify it to change the Internal Field Name to a different Display Name. Modify Column Display Name 1. The Internal Field Name doesn't change. The Internal Field Name is found in the URL of the Column Settings page. 2. Modify the Column's Display Name in the Column Name section as needed. 181 EPM Live 2010 - Admin Guide Save and Close Column Settings When finished, click the OK button. 182 EPM Live 2010 - Admin Guide List App Settings - Configuring Total Rollup Fields In this lesson you will learn how to configure a Total Rollup Field in a List App. Total Rollup Field Overview A total rollup field is used to query associated Lists and count the number of items based on a certain criteria. For example, the Active Issues Total Rollup Field in the Project Center List App queries the Issues List App to count the number of issues that have a status of “Active”. Below are some example Total Rollup Fields:       Active Tasks Active Issues Active Risks Overdue Tasks Overdue Issues Overdue Risks Navigate to the List App List Settings 1. Open the List Ribbon Tab. 2. On the List Ribbon, select the List Settings button. 183 EPM Live 2010 - Admin Guide Create a New Column Below all the List Columns/Fields, click the Create Column link. Specify the Column Name and Type 1. Name: Enter the Column Name. Note the recommendation for internal field names. 2. Type: Select Total Rollup 184 EPM Live 2010 - Admin Guide Configure the Standard Additional Column Settings 1. Description: If desired, enter a description for this new Column. 2. Require that this column contains information: This is a Yes/No selection. When Yes is selected, users must enter data for this field when creating a new item in this List App. The field will show with a red asterisk if required. 3. Enforce unique values: This is a Yes/No selection. When Yes is selected, users must enter unique values for this field for item in the List App. Select the List App for the Total Rollup Select the List from which the data resides for the Total Rollup Field. 185 EPM Live 2010 - Admin Guide Select Lookup Column Select the Lookup Column. The Lookup Columns will change based on the selected List App in the previous step. In this example, I am creating a column for Active Issues - and putting the count of Active Issues as a Column/Field in the Project Center List App. So, the applicable lookup column is Project, as that is the Lookup Field associating Project Center with the Issues List App. Select Aggregation Type Select the Aggregation Type. The options include Count, Sum, and Average. Select Output Type Select the Output Type. The options include Number, Currency, and Percentage. Specify Number of Decimals If applicable, select the Number of Decimals. 186 EPM Live 2010 - Admin Guide Enter CAML Query The CAML query in the screen shot along with the List Name & other settings provided will return a count of all Items from the Issues List App with any status other than Completed. See the CAML guide article for more information on how to write your own CAML queries. Save and Close New Total Rollup Field/Column When finished, click the OK button. Update Field's Display Name If needed, open up the field to modify it. Update the Column Name to your desired Display Name. When finished, click the OK button. Note about the Timer Service and Total Rollup Fields Note: One of the functions of the Timer Service is that it refreshes all the List App items and fields at the specified time. If the Total Rollup Fields appear to not have up-to-date status, it is recommended to make sure this List App is included in the Time Service Settings, and then run the Timer Service. \ Then, all the Total Rollup Fields will be up-to-date. 187 EPM Live 2010 - Admin Guide List App Settings - EPM Live Default Indicators and Calculations This article shows the default indicator and calculated field settings in EPM Live's out-of-box Site App templates. Project Center Indicators 188 EPM Live 2010 - Admin Guide Project Center Prioritization Calculations 189 EPM Live 2010 - Admin Guide Task Center Indicators Issues Indicators Project Portfolios Indicators 190 EPM Live 2010 - Admin Guide Project Portfolios Health Score Calculations Frequently Used Graphics and Icons 191 EPM Live 2010 - Admin Guide Admin Note: The table above only shows a small number of the available icons. There are thousands of graphics are available for use on the SharePoint server on which EPM Live is installed. On-Premise customers can access the folder themselves by navigating to the following location on the server: C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\14\TEMPLATE\IMAGES. 192 EPM Live 2010 - Admin Guide List App Settings - Configuring Calculated Fields In this lesson, you will learn how to create a Calculated Field. Calculated Fields Overview A calculated field uses a formula to calculate information between other fields in the list. Be aware of the related data and settings between multiple fields and types that work together to render a final output to the user. Below is an example list of calculated fields that are available for calculation references.      % of Overdue Tasks Calculated Field % Over Budget Calculated Field ROI Calculated Field Remaining Work Calculated Field Project Remaining Cost Calculated Field Note: When using the Today field in calculated fields, you must first create the field (it doesn’t matter what type of field, such as text, etc.), modify or create the calculated field, then delete the Today field in order for the calculation to work correctly. Navigate to the List App List Settings 1. Open the List Ribbon Tab. 2. On the List Ribbon, select the List Settings button. 193 EPM Live 2010 - Admin Guide Create a New Column Below all the List Columns/Fields, click the Create Column link. Enter Column Name and Select Column Type 1. Enter the Column Name. Note the recommendation for Internal Field Names. 2. Select the Column type: Calculated (calculation based on other columns). 194 EPM Live 2010 - Admin Guide Set Additional Settings 1. Description: If desired, enter a Description. Note: This is optional, unless the calculated field is for a Key Performance Indicator (KPI). See the lesson specific to KPIs for more information. 2. Formula: Write your formula for the calculated column. You may use the columns on the right side to build your formula. Select Data Type Returned For the data type returned, select the desired option. Options include Single line of text, Number, Currency, Date and Time, and Yes/No. Save and Close New Column When finished, click the OK button. 195 EPM Live 2010 - Admin Guide Update Field's Display Name If needed, open up the field to modify it. Update the Column Name to your desired Display Name. When finished, click the OK button. 196 EPM Live 2010 - Admin Guide List App Settings - Configuring Prioritization Score Calculations This article shows how to configure the Prioritization Score Calculations and Settings. The Prioritization feature is a combination of business driver choice fields and score calculation fields. There is an App in the EPM Live App Marketplace for Project Prioritization, which adds the Prioritization Fields and settings to the Project Center List App. Alternatively, the concepts and fields described can be applied to other List Apps as well. Open Field Settings The List App Prioritization is configured using fields in a List App. Therefore, you can configure the Prioritization Score functionality on any List App in EPM Live. To configure, navigate to the List Settings page. 1. Select the List Ribbon Tab. 2. Select List Settings. Business Driver Fields The following business driver choice fields are used for calculations. Additional business driver choice fields and/or changes to the available choices can be created/done in the List App as well. The users would select from the available choices for each field. Strategic Alignment:    Not Aligned to Corporate Business Objectives Moderately Aligned to Corporate Business Objectives Strategically Aligned to Corporate Business Objectives Cost Reduction:    No Cost Reduction Cost Reduction of less than 10% Cost Reduction by 10% - 35% 197 EPM Live 2010 - Admin Guide   Cost Reduction by 35% - 60% Cost Reduction by 60% - 100% Improve Employee Satisfaction:     No Employee Satisfaction Moderately Increases Employee Satisfaction Greatly Increases Employee Satisfaction Significantly Increases Employee Satisfaction Risk:      No Risk Minimal Risk Impact Moderate Risk Impact High Risk Impact Severe Risk Impact 198 EPM Live 2010 - Admin Guide Business Driver Calculations There is a calculated field for each of the business driver fields. If you added any new business drivers, or if you changed the existing business drivers, be sure to update the formulas within the calculated field settings for those business drivers. The calculations are done with a conditional formula. An example of the formula logic is as follows: If the selection in the Risk field is "No Risk," the Risk Rating is 100. If the the selection in the Risk field is "Minimal Risk," the Risk Rating is 75. And so on.     Strategic Alignment Rating: Cost Reduction Rating: Employee Satisfaction Rating: Risk Rating: 199 EPM Live 2010 - Admin Guide Prioritization Calculation The numeric values from each of the business driver calculations (the Rating fields) are multiplied by a weighted percentage. You can adjust the weights to meet business processes as needed. Also, if you added a new business driver and that business driver's calculated rating, be sure to include that calculated score into the overall prioritization formula. Example Prioritization Formula: =([Strategic Alignment Rating]*0.25)+([Cost Reduction Rating]*0.25)+([Employee Rating]*0.25)+([Risk Rating]*0.25). To update the weightings, change the percentages for the drivers' rating value. By default in the Out-Of-Box solution, there are four business drivers, which each have a weight of 25% of the total score. 200 EPM Live 2010 - Admin Guide Note: The weighted percentages must add up to 1.00 (100%). Projects Sorted by Prioritization Score in Project Center The End Users will see their selections for the business drivers, and the calculated Prioritization Score in the Project Center. 201 EPM Live 2010 - Admin Guide List App Settings - Configuring Key Performance Indicator (KPI) Flags In this lesson, you will learn how to configure a calculated field to show an indicator flag. Within the EPM Live Site, several of the calculated columns are also used to render Key Performance Indicators (KPI) colored indicator flags based on data from other columns. For example, the Issue Status calculated field will display a red, yellow, or green indicator based on the Total Rollup Active Issues field. Be aware of the related data and settings between multiple fields and types that work together to render a final output to the user. Below is an example list of calculated KPI fields that are available for calculation references.      Issue Status KPI Indicator Flag Risk Status KPI Indicator Flag Budget Status KPI Indicator Flag Schedule Status KPI Indicator Flag State Indicator KPI Indicator Flag Navigate to the List App List Settings 1. Open the List Ribbon Tab. 2. On the List Ribbon, select the List Settings button. Create a New Column Below all the List Columns/Fields, click the Create Column link. 202 EPM Live 2010 - Admin Guide Enter Column Name and Select Calculated Column Type 1. Enter Column Name. 2. Select the Column type: Calculated (calculation based on other columns). Enter the Description When configuring an existing or a new Calculated Field to show an indicator flag, the word “Indicator” must show in the Description of the Field. 203 EPM Live 2010 - Admin Guide Enter the IF Statement Formula Example formula: =IF([% Complete]=100%,"checkmark.GIF",IF([% of Overdue]>=20%,"RED.GIF",IF([% of Overdue]>=10%,"YELLOW.GIF","GREEN.GIF"))) The IF statement returns strings “RED.GIF”, “YELLOW.GIF” or “GREEN.GIF”. These output strings are what renders the images. The red, yellow, and green images are copied to the SharePoint environment as a part of the EPM Live installation. For On-Premise customers, you may use custom images into the Images folders for use in calculated fields. If you want to use additional images, have the SharePoint Administrator upload the images to the SharePoint images directory. The following is an example directory path for the images directory: C:\Program Files\Common Files\Microsoft Shared\Web Server Extensions\14\TEMPLATE\IMAGES. Note: The Grid/Gantt web part renders the GREEN.GIF as a green icon rather than the text name of the icon. If you have indicators showing as GREEN.GIF, etc. in a List App view or Dashboard, verify if the Grid/Gantt Web Part has been added to that List App View or not. Select Data Type Returned For the data type returned, select Single line of text. Save New Column When finished, click the OK button. 204 EPM Live 2010 - Admin Guide List App Settings - Grid/Gantt Web Part Overview Many of the capabilities and features that EPM Lives develops into the EPM Live solution are accessible with the use of the Grid/Gantt Web Part. This includes a user-friendly display of data, tools that are opened via the Grid view, contextual menus, and more. This web part also allows for List App data to be visible in both a Grid view format and a Gantt chart view format. When added to a List App, this Web Part also allows the Enterprise List Apps to roll up values from sub-sites (if applicable). It is recommended to only add the Grid/Gantt View Web Part to a list’s Standard SharePoint View. This will ensure correct functionality of the Gantt and other capabilities. How the Grid/Gantt Web Part Works 1. The Grid/Gantt Web Part is always associated with a List App, for showing List App data. This is done by one of the following: either choosing the List and View within the Grid Web Part Properties or by adding the Grid/Gantt Web Part to a List View page. 2. In the List App’s General Settings, the Gantt Chart’s specifications are chosen as to which fields are specified for Start, Finish, Progress Bar, Milestone, Right Information (this is the information displayed to the right of the bar), and WBS (Work Breakdown Structure). 3. The Gantt Chart follows the View Settings for the sorting, grouping and filtering of items. Different or additional settings are also available within the Web Part. 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 as shown in the figure above. When the Grid View is showing, the menu option is "View in Gantt, and when the Gantt is showing, the menu option is "View In Grid." 205 EPM Live 2010 - Admin Guide How to Configure the Grid/Gantt Web Part 1. Define where to place the web part. Although, technically, the Grid/Gantt Web Part can be placed on any EPM Live page, there are some considerations in this regard. The Grid/Gantt Web Part may be added 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 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's Site App templates. 2. 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 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. 206 EPM Live 2010 - Admin Guide List App Settings - Adding the Grid/Gantt Web Part In this lesson, you will learn how to add the EPM Live Grid/Gantt Web Part to an existing List App view. List Without the Grid/Gantt Web Part Example Project Center List App, Executive Summary view. This is a view in the Project Center List App that DOES NOT have the Grid/Gantt Web Part added. Note: If a new view is created without the Grid/Gantt auto-added, or when the Grid/Gantt Web Part is removed from a List view, the look/display of the List App changes, such as the graphical indicators change to their text file name. Also, certain EPM Live Features are no longer available once the Grid/Gantt Web is removed, such as rollup data from sub sites (if applicable), the links in the Items and List Tabs for the Portfolio Tools, and the contextual drop down menus for each item in the List App. 207 EPM Live 2010 - Admin Guide Edit Page On the Site Actions drop down menu, select Edit Page. Add Web Part 1. Select Add a Web Part in the Main Section. 2. Select the EPM Live category. 3. Select Grid/Gantt . 208 EPM Live 2010 - Admin Guide 4. Confirm to add this Web Part to the Main section. This would be the same Main section that has the List App's primary Web Part. 5. When finished, click the Add button. Grid/Gantt Web Part Above the List App Web Part When the Grid/Gantt Web Part is added to the List, it is important that the Grid/Gantt web part go above the List App Web Part. Then, the data from the List App web part will show in the Grid/Grantt Web Part correctly. Edit the Grid/Gantt Web Part 1. Select the Web Part drop down menu. 2. Select Edit Web Part. 209 EPM Live 2010 - Admin Guide Edit the Grid/Gantt Web Part Settings 1. Lock View Context: Check the box to lock the View Context. This will ensure that the List App view will show based on the current view's page. 2. Default Control: Select whether the default for this view is the Grid or the Gantt Mode. Note: The users can still toggle between the Grid Mode and Gantt Mode. 3. Use Settings from List: When checked, this Web Part / View will look to the General Settings & View Settings section from the List Settings for the configuration of this Web Part. When unchecked, additional settings options appear, and can be set specific to this Web Part for this List App view. 4. Additional Groupings: The View Settings in the List Settings Page allow for up to two levels of grouping. If needed, you may select up to two additional levels of grouping for this Web Part / View. 5. When finished, click the OK button. 210 EPM Live 2010 - Admin Guide Edit the List App Web Part 1. Click the drop down arrow to edit the List App Web Part. 2. Select Edit Web Part. Select the Toolbar Type 1. Toolbar Type: Select Show Toolbar. This setting is what enables the View Toolbar to show in the Grid/Gantt Web Part. To the End User, they would see the View Toolbar at the top of the List with the New, Actions, Settings drop down menus (as applicable), and the View selection drop down menu. 2. When finished, click the OK button. 211 EPM Live 2010 - Admin Guide Finish Editing the Page On the Page Ribbon Tab, select Stop Editing. List View With the Grid/Gantt Web Part Example Project Center List App, Executive Summary view. This is a view in the Project Center List App that DOES have the Grid/Gantt Web Part added. 212 EPM Live 2010 - Admin Guide List App Settings - Adding the Filter Web Part In this lesson, you will learn how to add the EPM Live Filter Web Part to an existing List App view. The EPM Live Filter Web Part allows the end users to change the current view's filters without needing to navigate to different pre-configured views within a List App. This web part is also useful when added to List App Dashboards, to filter the data shown on all connected web parts in the dashboard. The Filter Web Part works in conjunction with the Chart Web Part, but not the HTML Charts Web Part. Navigate to the List App Edit Page 213 EPM Live 2010 - Admin Guide On the Site Actions drop down menu, select Edit Page. Add Filter Web Part 1. Click Add a Web Part in the section where you want the Filter Web Part. Usually, the Filter would go in the Header (or top) section. 2. Select the EPM Live category. 3. Select the Filter Web Part. 4. Confirm or change the section, if needed. 5. Click the Add button. Edit the Filter Web Part 1. Select the drop down arrow on the Filter Web Part. 2. Select Edit Web Part. 214 EPM Live 2010 - Admin Guide Configure the Filter Web Part 1. List: Select the List App for your filter. 2. Field: Select the Field from which to filter the data on your Dashboard. 3. Allow multiple "Field" values to be selected. Check this option if you would like for users to be able to be able to select multiple values. 4. Show Titles Drop down: Check this option if you would like for a list to show the titles of the items that are the filter results. 5. Allow multiple "Title" values to be selected: Check this option to allow for multiple values from the Filter results to be selected. 6. Default Value: Select one or multiple default values in the Filter selection. 7. When finished, click the OK button. To apply changes and keep the Edit Web Part Settings open, click the Apply button. 215 EPM Live 2010 - Admin Guide Connect the Web Parts Connect the Grid/Gantt Web Part to the Filter Web Part. This ensures that when the filter selection changes, the data in List App view will also adjust based on the Filter selection. You may connect from the Filter Web Part to others or you may connect from the other Web Parts to the Filter Web Part. 1. Select the Web Part drop down menu. 2. Select Connections. 3. Select Get Report ID Consumer From. 4. Select Filter. After the web parts are connected, a check mark will show next to the Connections option and next to the name of the connected Web Part. Finish Editing the Page On the Page Ribbon Tab, select Stop Editing. 216 EPM Live 2010 - Admin Guide List View with the Filter Web Part Added Quick Launch Quick Launch Overview This lesson gives you a brief overview of the Quick Launch in EPM Live. What is the Quick Launch? The Quick Launch is a horizontal menu bar that appears near the top of your Community page. This navigation bar contains links to each of the key sections within EPM Live. Each of these key sections displays enterprise level data that has been consolidated and rolled-up from the organization's projects, work, and all other actionable items into various web parts. Each Community in EPM Live may have a different Quick Launch directing to different List Apps and pages in the Site App, as applicable to that Community. In the Quick Launch, there may be Headings and Navigation Links. A Navigation Link will display as a child to one of the current headings in your Quick Launch. 217 EPM Live 2010 - Admin Guide Modifying the Quick Launch in a Community This lesson shows you how to modify the existing Quick Launch links in your Site App. Navigate to the Site Settings Page On the Site Actions drop down menu, select Site Settings. Open the Manage Communities Page Under the Configuration heading, select Manage Communities. Edit the Community Quick Launch 218 EPM Live 2010 - Admin Guide Under the Action heading, click QuickLaunch for the desired Community. Click the Edit icon to the left of the link title. Update the Link Details 1. Modify the URL for the web address. 2. Modify the Description. This is the title that will appear on the Quick Launch Bar. 3. When finished, click the OK button. Note: If the new Quick Launch link will be an internal link to a list or library within your Site App, ensure that the URL is a relative URL. A relative URL means that the portion of the URL up to the Site App name is removed. In this example, the full URL would be https://apps21.epmlive.com/sites/ckwaug24/Lists/To Do/My Active Items.aspx; then the relative URL is /sites/ckwaug24/Lists/To Do/My Active Items.aspx (as entered in the screen shot). Note: The Quick Launch may have all the links as headings, or the Quick Launch may have navigation links under the headings. If the latter is in use, when editing a navigation link, there is also a Heading field, for selecting under which Heading the navigation link should reside. 219 EPM Live 2010 - Admin Guide Adding a New Navigation Link to the Quick Launch in a Community This lesson shows how to configure a new Navigation Link in the Quick Launch. Navigate to the Site Settings Page On the Site Actions drop down menu, select Site Settings. Open the Manage Communities Page Under the Configuration heading, select Manage Communities. Edit the Community Quick Launch 220 EPM Live 2010 - Admin Guide Under the Action heading, click QuickLaunch for the desired Community. Create a New Navigation Link Note: You could select the New button based on the type of desired link, whether a Navigation Link (sub-link to a heading) or a New Heading. A Navigation Link will display as a child to one of the current headings in your Quick Launch. Enter the Navigation Link Details 1. Enter the URL for the web address. 2. Enter the Description. This is the title that will appear on the Quick Launch Bar. 3. Select the Heading from the Heading drop down menu. 4. When finished, click the OK button. Note: If the new Quick Launch link will be an internal link to a list or library within your Site App, ensure that the URL is a relative URL. A relative URL means that the portion of the URL up to the Site App name is removed. In this example, the full URL would be https://apps21.epmlive.com/sites/ckwaug24/Lists/Issues; then the relative URL is /sites/ckwaug24/Lists/Issues (as entered in the screen shot). Now the new Navigation Link is available as part of a drop down menu from the selected Heading. 221 EPM Live 2010 - Admin Guide 222 EPM Live 2010 - Admin Guide Adding a New Heading to the Quick Launch in a Community This lesson shows how to configure a new Heading in the Quick Launch. Navigate to the Site Settings Page On the Site Actions drop down menu, select Site Settings. Open the Manage Communities Page Under the Configuration heading, select Manage Communities. Edit the Community Quick Launch 223 EPM Live 2010 - Admin Guide Under the Action heading, click QuickLaunch for the desired Community. Create a New Navigation Link Note: You could select the New button based on the type of desired link, whether a Navigation Link (sub-link to a heading) or a New Heading. A Navigation Link will display as a child to one of the current headings in your Quick Launch. Enter the Heading Details 1. Enter the URL for the web address. 2. Enter the Description. This is the title that will appear on the Quick Launch. 3. When finished, click the OK button. Note: If the new Quick Launch link will be an internal link to a list or library within your Site App, ensure that the URL is a relative URL. A relative URL means that the portion of the URL up to the Site App name is removed. In this example, the full URL would be https://apps21.epmlive.com/sites/ckwaug24/Lists/Issues; then the relative URL is /sites/ckwaug24/Lists/Issues (as entered in the screen shot). 224 EPM Live 2010 - Admin Guide Deleting a Link in the Quick Launch in a Community This lesson shows you how to delete a link in the Quick Launch, whether it is a Navigation Link or a Heading Navigate to the Site Settings Page On the Site Actions drop down menu, select Site Settings. Open the Manage Communities Page Under the Configuration heading, select Manage Communities. Edit the Community Quick Launch 225 EPM Live 2010 - Admin Guide Under the Action heading, click QuickLaunch for the desired Community. Select the Link to Delete Click the Edit icon to the left of the link title. Delete the Link Click the Delete button. This does not delete the List App or page to which the link points. It merely deletes the link itself. Note: There is not a confirmation page. The link will be deleted right away when you click the Delete button. Planner Settings Planner Settings - Online Planner Overview The EPM Live Online Planner allows managers to create and manage dynamic web-based tasks using a Work Breakdown Structure (WBS). The Online Planner is easily customized to meet multiple schedule methodologies (i.e. Waterfall, Spiral, SCRUM, etc.) & business unit needs (PMO, IT, Service Desk, etc). Different types of work can be planned and managed using different Online Planners, such as project tasks, service request tasks, Agile backlog tasks, etc. Here are examples of two of EPM Live Online Planners: the Project Planner & Project Backlog Planner. 226 EPM Live 2010 - Admin Guide Project Planner Project Agile Planner 227 EPM Live 2010 - Admin Guide Planner Settings - Adding a New Planner This lesson shows how to add a new planner and configure its settings. This would apply to adding an EPM Live Online Planner or a Microsoft Project Planner. Navigate to the Site Settings Page On the Site Actions drop down menu, select Site Settings. Open Planners Under the Planner Settings heading, select Planners to open the page for managing all Planners. Click Add New Planner Click Add New Planner. 228 EPM Live 2010 - Admin Guide Configure the New Planner Settings Configure the settings for the new Planner. Depending on the selected box(es) checked for the Planner Availability section (circled above), the lower portion of settings will change to reflect the Online Planner Settings, Agile Settings, or Microsoft Project Settings. For more information about these settings options, please see the lessons for Planner Settings Modifying an Existing Online Planner and Planner Settings - Modifying an Existing Microsoft Project Planner. Create Default View in the New Planner If you are creating a planner using the Online Planner availability (as set in the previous step), you must also set up a default view in the new planner. The instructions for how to create a view and save it as default are shown in the EPM Live User Guide, here: How do I Create and Save a View in the Project Planner? 229 EPM Live 2010 - Admin Guide Planner Settings - Modifying an Existing Online Planner This lesson shows how to modify the settings for an existing EPM Live Online Planner, such as Project Planner or Project Agile Planner. Navigate to the Site Settings Page On the Site Actions drop down menu, select Site Settings. Open Planners Under the Planner Settings heading, select Planners to open the page for managing all Planners. Edit Planner Select the drop down menu for the planner you would like to edit and select Edit Planner. 230 EPM Live 2010 - Admin Guide Modify the Planner Settings 1. Planner Name: Modify your Planner name. 2. Planner Description: Enter a Planner description. 3. Planner Icon: Enter the URL for the icon, if desired. The icon would first need to be uploaded into the Site Images Document Library. Then copy & paste the URL for that image into this field. 4. Planner Availability: Select the applicable check box(es) for how this planner will be used, whether Online Planner or using Microsoft Project, and whether this planner will use a Waterfall method of scheduling or an Agile method of scheduling. 5. Disable Child Parent Capability: Select whether to enable or disable the Child Parent capability. Checked = Disabled; Unchecked = Enabled. This setting applies to an EPM Live Site App environment that may have multiple Site App instances. It is recommended to leave this setting as Disabled. When the boxed is checked (setting disabled), the user will NOT be prompted for which plan to open. The system will automatically open the plan that resides on whichever site the user is currently located. When the box is unchecked (setting enabled), the user WILL be prompted for which plan to open, the Top Level plan or the Workspace plan. Note: The Child Parent Capability is a feature that is only applicable if there are multiple Site App instances. This feature allows the user to edit a separate schedule/plan at the Top Level Site App than at a separate Sub-Site. EPM Live's standard and recommended configuration is that all data and plans reside at the Single (Top Level) site. 231 EPM Live 2010 - Admin Guide Modify the Planner Settings 1. Source List: Select a list from the drop down as the Source List. 2. Task List: Select a list as the Task List. 3. Lookup Field: Select a field that will be used when looking up from the selected Task List to the selected Source List. Note: Using the EPM Live Planners allows for planning to be done on more than just projects. For example, another applicable use of this setting would be to create a Program Planner, so that high level Program milestones could be planned. In that scenario, the Programs would be the Source List, a Program Tasks List would be the Task List, and there would be a lookup field from the Program Tasks List to the Programs List with a field called Program, or something similar. Summary Row Field Calculations The summary field calculation settings specify how fields are displayed in summary rows. This will identify custom fields which should roll-up to the summary task level within the Online Planner. Standard fields already programmed to roll-up include fields such as start date, end date, work, etc. Only additional custom fields would need to be configured. From this section, you may add a new field calculation, edit an existing field calculation, or delete a field calculation. 232 EPM Live 2010 - Admin Guide Calculation Types       Average: Averages out the total sum of the subtasks. Sum: Adds all the values for the subtasks together and displays a total sum. Minimum: Displays the smallest number or date value from the subtasks. Maximum: Displays the largest number or date value from the subtasks. Folder Roll Down: This is applicable when planning with an Agile methodology. For example, in the Backlog Agile Planner, the Iteration Field would roll down the dates, so that any backlog tasks added as subtasks for an iteration, the iteration's date values would roll down to those backlog tasks. Disable On Summary Tasks: This is applicable when you don't want a calculation to take place at the summary task level. Yet, if you want the calculation to take place, you would have a second field with the type of calculation desired at the higher level (for example, at the project level) Add Field 1. Click Add Field: 2. Field: Enter the Internal/Backend Field Name of the Field and select type of Calculation. 3. Calculation: Select the Calculation Type. When finished, click the Add Field button to save the new Field calculation. 233 EPM Live 2010 - Admin Guide Additional Settings 1. Default Task Type: Specify whether you would like tasks to default to be Shared or Individual tasks. Shared - This function splits work between resources. When publishing, only one item total is published per task. Individual - This function adds work from each assignment to the task level. When publishing, one item per resource assignment is published. 2. Enable Linking: When this box is checked, users can link tasks across multiple project plans. When enabled, a button will appear in the Online Planner called External Task. Version Note: This feature was not available prior to version 4.4. 3. Calculate Work: When this box is checked, the Work column will be auto-calculated based on the Duration column for that task. The number of work hours per day are based on hours set the Regional Settings Page in conjunction with the Lunch Break setting. 4. Lunch Break: Select the standard lunch break time. The time set in the Regional Settings will show here. For a standard day of 8:00 to 17:00 (8 AM - 5 PM), which is a nine hour day, enter a one hour lunch break to calculate the day to be a standard eight hour day. 5. Calculate Costs: When checked, this option will automatically calculate both the Cost and Actual Cost Fields based on the rate of individual resources assigned to the tasks. The resources' rate is set in the Resource Pool in the Standard Rate field. When unchecked, the Cost and Actual Cost Fields can be manually updated with values in the Planner. 234 EPM Live 2010 - Admin Guide Select Statusing Method Select which statusing method is to be used in the Planner.       Manual - All updated information will get pulled into work planner and no additional calculations will happen. Actual/Remaining Work - Use this method to accept updates as actual and remaining work. This will also update the % complete based off the work specified. Remaining Work - Use this method to accept updates as remaining work only. This will also update the % complete based off work and remaining work. Status Field - Use this method to accept updates using the status choice field. This will set % complete to 0/50/100. Complete Field - Use this method to accept updates as a complete field check box. This will set % complete to 0/100. % Complete - Use this method to accept updates as a % complete field input. Agile Settings (If Applicable) If the Online Planner is using the Agile methodology, check the box for Use Agile Functions setting above. Then, the Agile Settings section will show. 1. Iteration Content Type: Select the content type that will be used for iteration rows. 2. When finished, click the Save Settings button. 235 EPM Live 2010 - Admin Guide Planner Settings - Modifying an Existing Microsoft Project Planner This lesson shows how to modify the settings for an existing Microsoft Project Planner. The Project Publisher Settings match the available settings within the Publisher menu in Microsoft Project. When settings are configured in EPM Live, they will carry through to each published Microsoft Project Schedule’s Publisher settings. If the Publisher Settings are unlocked, the settings may be changed in each Microsoft Project schedule. For additional information about how to configure and use the Project Publisher for Microsoft Project with EPM Live, see the Project Publisher User Guide. Navigate to the Site Settings Page On the Site Actions drop down menu, select Site Settings. Open Planners Under the Planner Settings heading, select Planners to open the page for managing all Planners. 236 EPM Live 2010 - Admin Guide Edit Planner Select the drop down menu for the Microsoft Project planner you would like to edit and select Edit Planner. Modify the Planner Settings 1. Planner Name: Modify your Planner name. 2. Planner Description: Enter a Planner description. 3. Planner Icon: Enter the URL for the icon, if desired. The icon would first need to be uploaded into the Site Images Document Library. Then copy & paste the URL for that image into this field. 4. Planner Availability: Select the applicable check box(es) for how this planner will be used, whether Online Planner or using Microsoft Project, and whether this planner will use a Waterfall method of scheduling or an Agile method of scheduling. 5. Disable Child Parent Capability: Select whether to enable or disable the Child Parent capability. Checked = Disabled; Unchecked = Enabled. This setting applies to an EPM Live Site App environment that may have multiple Site App instances. It is recommended to leave this setting as Disabled. When the boxed is checked (setting disabled), the user will 237 EPM Live 2010 - Admin Guide NOT be prompted for which plan to open. The system will automatically open the plan that resides on whichever site the user is currently located. When the box is unchecked (setting enabled), the user WILL be prompted for which plan to open, the Top Level plan or the Workspace plan. Note: The Child Parent Capability is a feature that is only applicable if there are multiple Site App instances. This feature allows the user to edit a separate schedule/plan at the Top Level Site App than at a separate Sub-Site. EPM Live's standard and recommended configuration is that all data and plans reside at the Single (Top Level) site. Modify the Planner Settings 1. Source List: Select a list from the drop down as the Source List. 2. Task List: Select a list as the Task List. 3. Lookup Field: Select a field that will be used when looking up from the selected Task List to the selected Source List. Note: Using the EPM Live Planners allows for planning to be done on more than just projects. For example, another applicable use of this setting would be to create a Program Planner, so that high level Program milestones could be planned. In that scenario, the Programs would be the Source List, a Program Tasks List would be the Task List, and there would be a lookup field from the Program Tasks List to the Programs List with a field called Program, or something similar. Modify Microsoft Project Settings Lock 238 EPM Live 2010 - Admin Guide The Lock check box locks all sub sites and forces the Project Publisher to use the settings defined on this page. 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. Select Publishing Type Use Case Example: Task is assigned to 2 resources. Total work: 16 hours. Task is assigned to Bob Smith & Betty Cooper.       Assignment Based: This option publishes each Task Assignment for individual status. Each team member is responsible for their own status. 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. Task Based: This option publishes each Task to multiple resources on that task for status. The team is responsible for the status. In a task based project, Bob & Betty will status the completion on the task as a team. If either resource updates the task to 100% complete the task will show as 100% complete in Microsoft Project. Resource reassignments made in the SharePoint Workspace will not be updated in the Microsoft Project Schedule. Task Based without Assignments: This option is available with Project Server only. This option publishes each task to multiple resources in a custom Project Server defined field (not to the Assigned To or Resource Names fields). The team is responsible for the status. In a task based without assignment, Bob and 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 in MS Project. Resource reassignments made in the SharePoint workspace will not be updated in the MS Project Schedule. Not Set: Each published schedule’s Project Manager may decide which publishing type for that project. Modify Microsoft Project Settings Publishing Options 239 EPM Live 2010 - Admin Guide   Publish Summary Tasks: Yes: Publishes summary tasks, No: Does not publish summary tasks. Publish Time-Phased Data: Time-phased data is task, resource, or assignment information that is distributed over time. When Yes is selected, the time-phased data will be published (based upon the settings in the Time-Phased Settings section). When No is selected, the time-phased data will not be published. Field Settings 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.   Publish Status Field: Text25. 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. Resource Link Field: Number15. The Resource Link Field is used to store the link for the resource from the Resource Pool in SharePoint. Sync Fields on Open   Yes: Forces Publisher to synchronize choice fields on open of a project. No: Does not automatically synchronize choice fields. When finished, click the Save Settings button. Project Options in Microsoft Project The Project Options can be set from the Publisher Ribbon Tab (in Microsoft Project). If the Lock check box is checked, the corresponding settings would be reflected on the Project Options window. 240 EPM Live 2010 - Admin Guide Planner Settings - Deleting an Existing Planner This lesson shows how to delete an existing EPM Live Online Planner, such as Project Planner, Project Agile Planner, Microsoft Project, etc. Note: This does not delete the task data; just the Planner. Navigate to the Site Settings Page On the Site Actions drop down menu, select Site Settings. Open Planners Under the Planner Settings heading, select Planners to open the page for managing all Planners. Delete Planner 241 EPM Live 2010 - Admin Guide Select the drop down menu for the planner you would like to edit and select Delete Planner. Note: There is NOT a confirmation message before deletion. Your Planner will be deleted immediately. 242 EPM Live 2010 - Admin Guide Planner Settings - Managing Planner Templates This lesson shows how to manage the Planner templates in the Planner Templates Document Library. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Planner Templates Under the Planner Settings heading, select Planner Templates. Manage the Planner Templates A separate template folder shows for each type of Planner being used in the EPM Live Site App. The core EPM Live solution includes a folder for MSProject and ProjectPlanner templates when the Site App is initially created, though the folders appear to be empty. Once a template is saved for either 243 EPM Live 2010 - Admin Guide the Project Planner or for Microsoft Project, then the newly saved template plus a Blank Plan template will show in that Planner's folder. 1. Note: There is a Microsoft Project blank schedule template that is located outside the folders. This is the out-of-box Microsoft Project schedule that is launched from EPM Live if no other Microsoft Project schedule template has been uploaded. Additional uploaded Microsoft Project schedule template can be uploaded to the library, and the schedule templates would go into the Microsoft Project (MS Project) folder. 2. To view and manage the templates for a specific Planner type, select the the Planner folder name. View & Manage the Planner Templates Note: The schedule template is NOT to be launched from here for new projects. When a new Project is created and Edit Plan is selected from the Project Center, the user will be prompted for which template to use based on the available templates for that Planner type. 1. Select the template's drop down menu. 2. Make any applicable selection, such as View Properties, Delete, etc. 244 EPM Live 2010 - Admin Guide Planner Settings - Adding a New Online Planner Template This lesson shows how to add a new template to the Planner Templates Document Library. This lesson is specific to a template for an Online Planner such as the Project Planner or Project Agile Planner. You may create a template plan from any existing plan. Navigate to Project Center Navigate to the Community where the Project Center is located/added. Open the Project Center via the Projects link on the Quick Launch. Open the Project Plan 1. Select the Project from which you want to create a template plan. Note: If no Projects exist yet, create a new Project. 2. In the Items Ribbon Tab, select Edit Plan for that project. 245 EPM Live 2010 - Admin Guide Select Planner 1. Check the box for Use as default planner. When checked, the next time the user selects Edit Plan, the selected planner will automatically open as that project's default. 2. Select the Project Planner. Save Plan Once the Project Planner is displayed, click Save. This will enable the Template feature. 246 EPM Live 2010 - Admin Guide Build/Modify Plan Complete the task schedule and additional information to be used in future schedules. This will be the information used in the template. For more information about creating or modifying a Project Plan using the Online Project Planner, please refer to the EPM Live User Guide. On the Project Ribbon Tab, click the Save as Template button. 1. Enter the Template Name. 2. Enter the Template Description. 3. Click the OK button. 247 EPM Live 2010 - Admin Guide Template Saved Message Click the OK button. 248 EPM Live 2010 - Admin Guide Planner Settings - Adding and Managing Microsoft Project Templates This lesson shows how to manage the Planner templates in the Planner Templates Document Library for projects scheduled with Microsoft Project. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Planner Templates Under the Planner Settings heading, select Planner Templates. Open the MS Project Folder A separate template folder shows for each type of Planner being used in the EPM Live Site App. The core EPM Live solution includes a folder for MSProject and ProjectPlanner when the Site App is 249 EPM Live 2010 - Admin Guide initially created. Once a template is saved for the Microsoft Project schedules, then the saved template file will show in the MSProject folder. 1. There is a Microsoft Project blank schedule template that is located outside the folders. This is the out-of-box Microsoft Project schedule that is launched from EPM Live if no other Microsoft Project schedule template has been uploaded. Additional template schedules can be uploaded to the library, and the schedule templates would go into the Microsoft Project (MS Project) folder. 2. Select the MsProject folder name. Upload Template to the MS Project Folder 1. Browse to the Microsoft Project Schedule Template file on your client machine. 2. Click the OK button. 250 EPM Live 2010 - Admin Guide View & Manage the Project Templates Note: The schedule template may be launched from here, if the template file is to be updated. When a new Project is created and Edit Plan is selected, the user will be prompted for which template to use based on the available templates for that Planner type. A new project is NOT launched from here. 1. Select the template's drop down menu 2. Make any applicable selection, such as View Properties, Delete, etc. Resource Management Resource Management Introduction Resource Planning enables high level resource management for Demand Management and Capacity Planning across business units and the whole organization. EPM Live's resource planning can be kept upto-date with regular reforecasting. Functionality includes:          Demand considers ALL work including projects, administrative, operations, non-work time, etc. Work top down (from approved budget) and/or bottom up (import hours from schedule) Planning in work-hours, headcount/FTE, % Resource Manager involvement avoids PM cherry picking and hidden overloads Real time view of candidates’ remaining availability and current commitments Compare demand against availability by resource or capacity by role PM can schedule detailed assignments within commitment Resources’ self-service planning of “non-work” decrements availability Ability to slice, dice and aggregate resource plans by resources, roles, projects and their attributes in the Resource Planner 251 EPM Live 2010 - Admin Guide  Compare resource plans with other hours/costs such as availability, scheduled work, capacity scenarios, budget, etc in the Resource Analyzer Commitments are at the project level so Project Managers are still responsible for planning detailed tasks and assignments. They use the commitment as the availability of the resource for that project. 252 EPM Live 2010 - Admin Guide Resource Management - Calendars and Periods This lesson will show you how to configure the Calendars and Periods, as used by the Resource and Cost Management Tools (Resource Planner, Resource Analyzer, Cost Planner, Cost Analyzer and Modeler). This page is accessible under the Cost Management and the Resource Management headings. Note: When configuring the various Cost and/or Resource Planning Tools, only select one calendar to be used across all the tools. For example, if Calendar Months is your chosen calendar, always select Calendar Months. Do not toggle back and forth between using multiple calendars. Note: This page requires the Active-X PortfolioEngine Controls be installed. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Calendars and Periods Under the Resource Management heading, select Calendars and Periods. 253 EPM Live 2010 - Admin Guide Add a New Calendar To add a new calendar click the Add button. Delete an Existing Calendar 1. Select the Calendar to delete. 2. Click the Delete button. Modify Existing Calendar 1. Select the calendar to modify. 2. Click the Modify button. 254 EPM Live 2010 - Admin Guide Expand and Minimize Settings Select the (+) and (-) signs to expand and minimize the settings for Periods and Specify Rates and FTE Conversion Factors for Cost Categories - Optional. Configure the Calendar Name and Periods 1. Enter or update the Calendar Name. 2. Click the button to add a new Period to the end. 3. Click the button to add a Period above the selected Period. 255 EPM Live 2010 - Admin Guide 4. Click the button to delete the selected Period. 5. When adding a new Period, type the Name and update the Start and Finish dates for the Period. 6. Click the Save button after you've made your changes, and before minimizing the Periods Settings section. To close and cancel changes, click the Cancel button. Calendar Periods Lock Dates For the EPM Live Cost Planner, you may lock the cost data entry by setting a To period (periods from start of calendar up to and including the To period are locked) and From period (periods from and including the From to the end of the calendar are locked). This setting can be used in conjunction with the Cost Views. For example, a period may be visible per the Cost View settings, but it is locked per this setting. Note: This Lock Costs setting has no effect in Resource Planning. Note: This setting is only available for the Active X version of the Cost Planner. This setting has no effect on the Non-Active X Cost Planner. 256 EPM Live 2010 - Admin Guide Rates and FTE Conversion Factors for Cost Categories 1. Non-Labor Cost Categories: The UOM is blank, and rates are not maintained. Non-Labor Cost Categories are managed on the Cost Categories Settings page. 2. Labor Cost Categories: The UOM is tracked, and the FTE conversion factor and rates are maintained. Labor Cost Categories are managed on the Cost Categories Settings page. 3. UOM: UOM stands for Unit of Measure. This is hours (hrs) for Labor. 4. Period: The Periods created in the Periods section above will appear here. 5. FTE Factor: FTE stands for Full Time Equivalent, as in one Full Time resource. The quantity of hours in the FTE factor column correlate to the default Work Hours schedule in conjunction with the default Holiday Schedule. 6. Rate: This is the standard role-based rate for calculating costs. 257 EPM Live 2010 - Admin Guide Modify a Period's FTE Factor and Rate 1. Select the Labor Cost Category. 2. Double-click the FTE factor and/or Rate cells to modify as needed. Use the Copy Tool For Copy Down The Copy Tool allows for quicker and more-accurate data entry of values into the FTE factor and Rates columns. The Copy Down feature allows the value in a selected cell to be copied down to all cells below it. 1. Click the Copy Tool button to open the Copy Tool Pop-Up. 2. Select a cell in the FTE Factor column or the Rate column. 3. Click the Copy button. 258 EPM Live 2010 - Admin Guide Use the Copy Tool for Copy Category The Copy Category feature allows for the values for the FTE factor and/or the Rate columns in one Cost Category to be copied into other Cost Categories. The Copy Tool allows for quicker and more-accurate data entry of values into the FTE factor and Rates columns. 1. Click the Copy Tool button to open the Copy Tool Pop-Up. 2. Select the From Row. 3. Select the To Row(s). 4. Select whether to copy either the FTE factor, the Rate, or both by checking the checkboxes. 5. Click the Copy button. 6. Click the X button to close the Copy Tool Pop-Up. Save and Close the Calendar Settings Page When finished, click the Save button to save changes and close this Calendar. 259 EPM Live 2010 - Admin Guide Resource Management - Resource Field Mapping This lesson will show you how to map a Resource Custom Field from the PortfolioEngine Database with a field in the Resource Pool. First, the Custom Field would need to be created on the Portfolio Custom Field Page. The field to be mapped needs to exist in the Resource Pool, which is the Resources List. This lesson will first show how to create a new field in the Resource Pool, and then how to map the Custom Resource Field. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Site Libraries and Lists Under the Configuration Heading, select Site Libraries and Lists. 260 EPM Live 2010 - Admin Guide Select Customize Resources The Resource Pool is built from the Resources List App. Click the link for Customize "Resources". This will navigate to the List Settings. Create a New Column Below all the List Columns/Fields, click the Create Column link. 261 EPM Live 2010 - Admin Guide Specify the Column Name and Type 1. Name: Enter the New Column Name. Note the recommendation for internal field names. 2. Type: Select the Column Type. 262 EPM Live 2010 - Admin Guide Configure the Additional Column Settings 1. Description: Enter a field description. This is optional. 2. Require that this column contain information: Select Yes or No. 3. Enforce unique values: Select Yes or No. 4. There are additional settings that vary, based on the field type selected above. Specify all settings as needed. Configure Add to Default View Setting 1. Add to all content types: The Resource Pool uses the Resource Content Type. Check the box to ensure that this field is included in that content type. 2. Add to default view: Check the box for whether or not to add this new Column in the default view of the Resource Pool page (when accessed via the Site Settings page). Save and Close New Column When finished, click the OK button. 263 EPM Live 2010 - Admin Guide Modify Newly Created Column If needed, open the Column again to modify it to change the Internal Field Name to a different Display Name. Modify Column Display Name 1. The Internal Field Name doesn't change. The Internal Field Name is found in the URL of the Column Settings page. 2. Modify the Column's Display Name in the Column Name section as needed. 264 EPM Live 2010 - Admin Guide Save and Close Column Settings When finished, click the OK button. Navigate Back to Site Settings Open Resource Field Mapping Under the Resource Management Heading, select Resource Field Mapping. 265 EPM Live 2010 - Admin Guide Map Fields 1. Any fields that have been added to the Portfolio Custom Fields Page with the Resource Type will show here under the PortfolioEngine Field heading. 2. Under the SharePoint Field heading, select the Custom Field from the Resources List App. 3. Click the Save button to complete the mapping of the fields. 266 EPM Live 2010 - Admin Guide Resource Management - Resource Planner Administration (version 4.3.x) In this lesson, you will learn how configure the Resource Planning settings. The settings configured on this page are applied when using the Resource Planner and Resource Analyzer. Note: This page requires the Active-X PortfolioEngine Controls be installed. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Resource Planner Administration Under the Resource Management Heading, select Resource Planner Administration. Select Departments Select the Lookup to be used in the Resource Planning Tools for Departments. By default, EPM Live has Department as the selected choice. This setting maps the Departments page to the 267 EPM Live 2010 - Admin Guide Departments Table in the PortfolioEngine Database, which then makes the department data show in the Resource Planner and Resource Analyzer. Select Resource Roles Select the Lookup to be used in the Resource Planning Tools for Roles. By default, EPM Live has Roles as the selected choice. This setting maps the Roles page to the Roles Table in the PortfolioEngine Database, which then makes the role data show in the Resource Planner and Resource Analyzer. Select Resource Planning Calendar Select the Period Calendar to be used for Resource Planning. Select Resource Planning Display Mode Select the default data input and display mode to be used in Resource Planning. Note: Within the Resource Planner, the users may create multiple views, and the view mode (hours, FTE, FTE Percent) can be set for each of the views. Note about Resource Planning Operation Mode Select whether to turn on or off Resource Negotiations. Version Note: This feature was not available previous to version 4.3.2. 268 EPM Live 2010 - Admin Guide Resource Negotiations is a feature used in larger organizations where there are both Department Managers and Project Managers. In Resource Negotiations, the Project Manager creates the necessary Resource Commitments within the Resource Planner and then the Department Manager assigns the appropriate Named Resources to those existing Resource Commitments. With Resource Negotiations, a Resource Commitment is not complete until both the Project Manager and Department Manager Accept the Named Resource that has been assigned.   If the Resource Planning Operation Mode is set to Full Negotiation, Resource Negotiations is enabled. If the Resource Planning Operation Mode is set to No Negotiation, Resource Negotiations is disabled. 269 EPM Live 2010 - Admin Guide Resource Management - Resource Planning Administration (version 4.4) In this lesson, you will learn how configure the Resource Planning settings. The settings configured on this page are applied when using the Resource Planner and Resource Analyzer. Version Note: This page is available with EPM Live version 4.4. For customers currently on version 4.3.x, refer to the settings page specific to that version. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Resource Planner Administration Under the Resource Management Heading, select Resource Planner Administration. Select Departments Select the Lookup to be used in the Resource Planning Tools for Departments. By default, EPM Live has Department as the selected choice. This setting maps the Departments page to the 270 EPM Live 2010 - Admin Guide Departments Table in the PortfolioEngine Database, which then makes the department data show in the Resource Planner and Resource Analyzer. Select Resource Roles Select the Lookup to be used in the Resource Planning Tools for Roles. By default, EPM Live has Roles as the selected choice. This setting maps the Roles page to the Roles Table in the PortfolioEngine Database, which then makes the role data show in the Resource Planner and Resource Analyzer. Select Resource Planning Calendar Select the Period Calendar to be used for Resource Planning. Select Resource Planning Display Mode Select the default data input and display mode to be used in Resource Planning. Note: Within the Resource Planner, the users may create multiple views, and the view mode (hours, FTE, FTE Percent) can be set for each of the views. Select Resource Planning Operation Mode Select whether to turn on or off Resource Negotiations. Version Note: This feature was not available previous to version 4.3.2. Resource Negotiations is a feature used in larger organizations where there are both Department Managers and Project Managers. In Resource Negotiations, the Project Manager creates the necessary Resource Commitments within the Resource Planner and then the Department Manager assigns the appropriate Named Resources to those existing Resource Commitments. With Resource Negotiations, a Resource Commitment is not complete until both the Project Manager and Department Manager Accept the Named Resource that has been assigned.   If the Resource Planning Operation Mode is set to Full Negotiation, Resource Negotiations is enabled. If the Resource Planning Operation Mode is set to No Negotiation, Resource Negotiations is disabled. 271 EPM Live 2010 - Admin Guide Select Resource Planning Total Hours Select the Portfolio Custom Field in the PortfolioEngine Database that will be used for the total of Resource Plan Hours for each Project (Portfolio Item). The selected Totals field will then be mapped to the Resource Plan Hours field in the Project Center List Settings (PortfolioEngine Settings). 272 EPM Live 2010 - Admin Guide Resource Management - Resource Planning Custom Fields (Version 4.4) This article shows how to configure additional custom fields for the Resource Planner. The end user building the Resource Plan can enter additional details for the rows in the Resource Plan. Version Note: This feature was not available prior to version 4.4. When users open the Resource Planner, there is an option to have metadata entered for the Resource Plan rows. For example, there might need to be a field for entering comments, such as requesting a certain type of resource, beyond just the resource role. Another example, there might be a need to specify that the requested role will be billable work vs. non-billable work. If the field is a text field, the custom field can be added directly into the Resource Planning Custom Fields page. If the field is a "code" field, such as a choice field, that field would first need to have the lookup choices added to the page for Portfolio Custom Lookups. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. 273 EPM Live 2010 - Admin Guide Open Portfolio Custom Lookups Select Portfolio Custom Lookups. Add New Portfolio Custom Lookup 1. Click the Add button. 2. Name: Enter a Name the Lookup. 3. Description: Add an optional Description. 4. Use the buttons to add, arrange, and remove the choices for the choice field. 274 EPM Live 2010 - Admin Guide 5. When finished,click the OK button. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Resource Planning Custom Fields Under the Resource Management heading, select Resource Planning Custom Fields. 275 EPM Live 2010 - Admin Guide Create a New Custom Code Field 1. Select a Code Field, such as Code1. 2. Click the Modify button. 3. Name: Enter the Name for the Custom Code Field 4. Lookup Table: Select the Lookup that was created in the earlier step. 5. Restrict Selection to Leaf Entries: This setting is applicable if there is a hierarchy of entries in the look up table. If checked, only the child items (leaf entries) can be selected, not the summary rows. If unchecked, the summary rows and child rows can be selected. 6. Use Full Name: This setting is applicable if there is a hierarchy of entries in the look up table, and if the items that can be selected are not all unique values. If checked, the name will show the full name including the summary row and the child row, to keep the difference clarified. 7. The available choices will show. 8. Click the Save button. 276 EPM Live 2010 - Admin Guide Create a New Custom Text Field 1. Select a Text Field, such as Text1. 2. Click the Modify button. 3. Enter the Name for the Custom Text Field. 4. Lookup Table: Select [None]. There is no lookup table for a text field, as the users will enter the data directly into the field. 5. Click the Save button. 277 EPM Live 2010 - Admin Guide Close the Custom Fields Page To modify or delete an existing custom field: 1. Select the desired Field. 2. Click the Modify or Delete button. Resource Planner Custom Fields in Use When users have the Resource Planner open, the Custom Fields can be added using the Select Columns button. The Custom Code Field will have drop down menu for the optional values. The Custom Text Field can be edited with free flow text. 278 EPM Live 2010 - Admin Guide System Settings System Settings - Timer Settings This lesson show how to configure the Timer Settings in your Site App. The Timer Settings are available to be configured only by the Site Collection Administrator. Note: The Timer Service is disabled at the time of the initial Site App creation. The Timer Service can be enabled during the Setup Wizard, and also via the Time Settings Page. This feature will recalculate the EPM Live List App formulas that use the function "Today" for all specified List Apps. This feature will also calculate the custom field type "Total Rollup" for all specified List Apps. 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 data set for reporting. Records will not be returned if the List App does not contain the following internal field names (display name may vary): Title, Work, AssignedTo, StartDate, and DueDate. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Timer Settings Under the System Settings heading, select Timer Settings. Choose Time to Run Select the time to run the timer service. To follow best practices, select a time where the system will either be idle or close to idle. This feature utilizes a significant amount of resources and may impact performance if set to run at peak hours. 279 EPM Live 2010 - Admin Guide The timer log will show the Last Run time stamp, the Last Result, and a link to a page with any applicable Timer Service messages. Click the View Log link to review any applicable Timer Service Messages. Note: Not all errors are fatal errors. Example Log File The Log shows that the Timer ran successfully for each Web, or each Site App, in the Site App Collection. List Field Recalculation Enter the List Apps that have calculated fields that need to be recalculated using the Timer Service. This portion of the Timer Service runs at the time specified above. Resource Planner Lists 1. This Section is currently utilized for refreshing Resource Assignments to the database, which is done hourly. Enter the lists that are to be refreshed hourly with the Timer Service. 280 EPM Live 2010 - Admin Guide 2. The Timer Log will show the Last Run time stamp, the Last Result, and a link to a page with any applicable Timer Service messages. Click the View Log link to review any applicable Timer Service Messages. Note: Not all errors are fatal errors. Run the Timer and Save Settings 1. To run the Timer immediately, rather than waiting for the next scheduled time, click the Run Timer Now button to manually initiate the Timer Service. This is an optional and helpful troubleshooting tool. 2. When finished, click the Save Settings button. Note: If the Run Timer Now button is grayed out, that means the Timer Service is already in progress. 281 EPM Live 2010 - Admin Guide System Settings - Workspace Settings This lesson covers configuring the Workspace Settings. Each Site App in the Site App Collection may be referred to as a “workspace” and/or a "web", therefore the workspace settings may be configured separately for each Site App instance (each site, subsite/workspace, etc.). The Workspace Settings page does have default configuration settings based on whether the Site App is a top level site or a sub-site (for example, a department level template site). When viewing the Workspace Settings page, it may also be titled as Web Settings. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Workspace Settings Under the System Settings heading, select Workspace Settings. 282 EPM Live 2010 - Admin Guide Configure Workspace Settings 1. Master Page Configuration: Select the drop-down to modify the master page. Note: OnPremise clients may use custom master pages. Custom master pages will appear in the Master Page Configuration drop-down once the custom master page has been uploaded into the master page gallery. If custom master pages are used, certain EPM Live functionality may no longer be available. 2. Disable Publishing: This is a setting applicable to legacy customers on older versions of EPM Live. This setting was to disable/enable the ability for users to publish their Microsoft project schedules to this specific site using the Project Publisher tool. For current customers on version 4.3.x and later, this setting is not applicable. 3. Disable Planners: Check/uncheck the Disable Planners setting to disable/enable the ability for users to utilize the Planners functionality for this specific site. This would include all planners, whether they are type Online Planner, Microsoft Project, or Online Agile Planner. 4. Disable Contextual Slideouts: Check/uncheck the Disable Contextual Slideouts setting to disable/enable contextual slideouts from being used on this specific site. Note: An example of a contextual slideout are the 'Getting Started' slide out menus available on sites with training and help information. This is a setting applicable to legacy customers on versions 4.2.x of EPM Live. For current customers on version 4.3.x and later, this setting is not available/functional. 5. WalkMe Integration: Enabling WalkMe will add a help menu to the bottom of each page allowing users to "walk through" various steps and learn how to use the product. To enable the WalkMe feature, enter the WalkMeId number. The standard WalkMeId for EPM Live is 2624, which will enable the WalkMe steps created by the EPM Live team. If you leave the field with no value (blank), the WalkMe feature will go away. Note: You may get an account 283 EPM Live 2010 - Admin Guide with WalkMe directly to build out your own custom WalkMe menus and steps. This is a separate 3rd party tool, so the pricing, support, and details would be made directly between your organization and WalkMe. Walk Me Feature Enabled When the WalkMe feature is enabled, the "Show Me How" window will appear in the bottom of the page. The available WalkMe lessons will change based on what actions the users can do from the site/page where they are located. Version Note: The WalkMe Feature was not available previous to version 4.3.3. 284 EPM Live 2010 - Admin Guide Configure Workspace Settings 1. Resources List: Select which list is to be used for the Resource Pool by expanding the dropdown menu. Note: If you have multiple Site App instances in your Site App Collection, this option is only available in the Workspace Settings at the Top Level Site App, since there can only be one Resource Pool per Site App Collection. 2. Allow Enterprise Field Synchronization: When this option is selected, this site will be enabled for Enterprise List Synchronization. This is only applicable if you have additional Site App instances in your Site App Collection, and you are using the Enterprise List Synchronization tool. During the Admin Sync process, when choosing site for synchronization, that setting checks/unchecks this option on each workspace/sub-site. 3. Archive This Site: If your site is a Single Site architecture (recommended), leave this box UNCHECKED. When this option is checked, data from this site will not show up in the grids, views, dashboards, charts, etc. and this site will be archived. This is only applicable if you have additional Site App instances in your Site App Collection, and you want all data from the additional Site Apps to be archived. When this option is checked on the sub-sites, data from those sites will not show up in the roll up grids and this site will be archived. 4. Disable My Workspaces: If your site is a Single Site architecture (recommended), disable this feature, in order to hide the icon. If your Site App Collection has multiple sites, your users will be able to navigate to any additional Site App instances to which they have access, by selecting the My Workspaces icon. 5. Disable Common Actions: The Common Actions tab provides a collection of links to various actions for users to perform in the EPM Live Site App. 6. Disable Create New: The Create New tab is a shortcut link to create new items in the system. 285 EPM Live 2010 - Admin Guide Master Page Components Enabled When the Master Page components are enabled, the corresponding icons for those features are shown. When disabled, the icons are hidden. Create New Example Note: Additional configuration required. The List Apps and Document Libraries have a setting to enable/disable the New button. The New button is to be Enabled on the List App/Library in order for the users to be able to quickly launch the New Form for that type of item from the Create New button. 286 EPM Live 2010 - Admin Guide Template Version and General Information 1. Template Version: This section displays the site's template version when it was originally created. Please note that even when the code is upgraded to a newer version, the Site's template version will not change. So, your template version and your Code Version may differ in time, as your Site's code gets upgraded. 2. General Information: Your unique Site ID and Web ID are displayed here. 3. When finished, click the Save Settings button. 287 EPM Live 2010 - Admin Guide System Settings - General Settings In this lesson, you will learn how to configure the General Settings. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open General Settings Under the System Settings heading, select General Settings. Sub Site Inheritance Section Select the Lock check box to enforce sub site inheritance. This is applicable for EPM Live Site App Collection that may have multiple Site App instances. If your Site App instance only has a single/top level Site App, leave the box as checked. If you Site App Collection has multiple Site App instances, this setting is applicable to your overall configuration. \ 288 EPM Live 2010 - Admin Guide Checked - When checked, the Lock check box 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 General Settings is no longer available from the sub site level. When locked, all new Site App instances will use the specified settings and configuration from this General Settings page. Once the settings are locked at a certain level, all components at lower levels will inherit the settings from the parent. Note: This option is recommended. Not Checked - When not checked, each sub site will need to be configured separately and can have custom General Settings. Once all sub sites have been created, lock the configuration if necessary. All existing sub sites, as well as new sub sites, will use the settings and configuration at the URL specified in the General Settings page. Configuration URLs Section 1. Resource Pool Location: The Resource Pool URL’s default setting is {Site}, which is the current site location. If another location is desired, enter the URL where the Resource Pool location should be set. The site identified will be the location of the Resource Pool. The Resource Pool is the Resources List, though the Resource Pool List can be modified to an alternative List if needed. The Resource Pool List Setting is in the Workspace Settings Page. Note: If you type in any URL in place of the default {site}, be sure to remove default.aspx from a copied and pasted URL. 2. Use Modified People Editor: This option changes the data source for the people pickers in this Site Collection to use the Resource Pool or Build Team. 3. Resource Tools Report URL: The Resource Tools Report URL’s default setting is Blank, which will direct the User to the default location for the Resource Tool SSRS Report, located on the Root of the Report Manager. No change needs to be made here. However, if the report is moved to a different location, then the new location’s URL will need to be entered here. The updated site identified will accurately open the Resource Tools Report. New Project Options Section Important Note: EPM Live version 4.3 is designed to be a Single Site, meaning all data, resources, etc. are managed in a single level Site App. The site structure is flat; there is no hierarchy of sites. Each List App and all data for that List App reside at the top level. 289 EPM Live 2010 - Admin Guide However, if your organizational needs require separate workspaces for additional team collaboration or documentation, EPM Live does support workspace sub sites to be created for List App items, such as Projects or other Project-Type entities. From a technical configuration perspective, a workspaces can be created from any type of List App. The remaining Settings for this General Settings page under the New Project Options section pertain ONLY to the use of workspaces and the settings for those workspaces. The General Settings for New Project Options apply only to newly created workspaces going forward. If the General Settings are changed, the changes will not retro-actively affect existing workspaces. Template Gallery URL Template Gallery URL: Specify the Site URL where the Template Gallery is located. The default setting is {Site}, which is the current site location. If another location is desired, enter the URL where the Template Gallery URL should be set. The Template Gallery with available templates is located on the Site Settings Page. Use Live Templates Use Live Templates: Check the box to select this option, only if you would like to use the live templates for creating workspaces. If this option is unchecked, the templates must be saved to the Template Gallery first. Then, when a new workspace is created, it will use the latest saved version of the selected template. For faster site performance, it is recommended to use the Non-Live Templates, meaning leave the box unchecked. Create From Options 1. Default Option: Select the Default Option from the drop down menu to choose which gallery will be your default Template Gallery. Your options include Local, Online, and Existing Workspace. 290 EPM Live 2010 - Admin Guide 2. Available Options: You may also disable galleries using the Available Options check boxes. By deselecting the check box, it will remove that gallery from your Template Gallery. Online: These are the Template Site Apps available from EPM Live's online Template Gallery. Local: These are the Template Site Apps available from the Template Gallery local to your Site App Collection. Once you save a Template Site, the Local Template Gallery is where it saves. Existing Workspaces: You can use any existing workspace site as a template for your new workspace. Workspace Type When a new workspace is created for an item, a link is built between that item at the Top Level & its workspace. When the workspace link is built, it can be a one-one relationship, where each workspace is new, or a one-multiple, where an existing workspace can be linked. The setting allows you to enforce whether users create a new workspace every time, use an existing workspace every time, or are given the option to choose. Options Include:    New Workspace: Users create new workspace when creating new projects. Existing Workspace: Users select from the existing project workspaces when creating new projects. Not Set: This option allows the user who is creating the workspace to select new or existing workspace at the time of creation. Navigation Inheritance This setting is only applicable if the Master Pages used are others, not the EPM Live Master Page. The EPM Live Master Page does not use the Top Link Bar, and thus the sub site (with the EPM Live Master Page) neither would use the Top Link Bar. If a non-EPM Live Master Page is in use, specify whether the workspace shares the same top link bar as the parent. This setting may also determine the starting element of the breadcrumb. *Typical configurations are set to “No”. Permissions 291 EPM Live 2010 - Admin Guide Select how the permissions settings are managed in the new workspace. Options Include: Not Set: This option allows the user who is creating the workspace to choose select Unique or Same as Parent Site at the time of creation. Use Same Permissions as Parent Site: One set of user permissions is shared by the whole Site A Collection. A user cannot change the user permissions on a new site without being an administrator of the parent site. Use Unique Permissions: The permissions are managed uniquely at each sub site. Note: EPM Live recommends unique permissions. Custom Permissions This section allows you to assign specific permission levels to custom groups for every new workspace created. This allows the specified groups to automatically have certain permissions when new workspaces are created. (Note: This only applies using unique permissions rather than using the same as the parent site.) Default Role Assignments: Select default groups to be the Owners, Members, or Visitors groups on the new workspace. Leave as --Create New Group-- to create three unique permission groups for the workspace. So, for every new workspace created, three unique permission groups for the workspace are also created. Ex: If the workspace is called "Project ABC Docs," the following new groups would be created: Project ABC Docs Owners, Project ABC Docs Members, Project ABC Docs Visitors. Then, the creator/owner of the workspace could add users to those three groups for access to that workspace. If all new new workspaces are to have a shared group as the Owners, Members, or Visitors, select that group from the drop down menu. 1. Add Additional Permissions: Choose a Group Name from the Groups drop down menu. If the group does not exist yet, see the instructions for Managing Groups & Users later in this guide to add a new group. 2. Select the desired Permission Level. 292 EPM Live 2010 - Admin Guide 3. Click Add. 4. The Additional Permissions will show above after the Add button has been clicked. 5. If needed, click the Delete Link to remove any Additional Permissions from new workspaces going forward. Save Settings When finished, click the Save Settings button. Timesheet Settings Timesheets Overview Timesheets Features      Capture hours by Time phase on any work Item: Resources can easily status timesheets within an intuitive online editable grid. Capture both work and non-work time. Utilize built-in reports to view time per resource and time period. Leverage Excel-based reports to create custom pivot tables allowing you to customize your reporting needs. Update progress (% Complete) and time in a single view: In addition to capturing actual time spent on all work items, resources can also update % complete within a single web-based view. Capture multiple time categories: Users manage and account for varying time categories in accordance with corporate and work structures. Delegates: Assign delegates in EPM Live to enter timesheet data on behalf of other resources. Streamline timesheet submission, approvals, and communication. 293 EPM Live 2010 - Admin Guide Timesheets - Installing and Configuring This article will show you how to configure your EPM Live Site for the Timesheets feature. Add Timesheets App From the EPM Live App Marketplace, add/install the Timesheets App. Based on the version of EPM Live you have, the App will install either Timesheets 1.0 or Timesheets 2.0. Version Note: If your EPM Live environment is version 4.4 or later, Timesheets 2.0 will install into your Site App. When the Timesheets App is installed, note the following in your site:   There is a List App called My Timesheet with 3 views: My Timesheet, Project Manager Approval, and Timesheet Managers Approval. When a user opens up their personal timesheet, they open the My Timesheet View. The My Timesheet View will look differently based on whether Timesheets 1.0 or 2.0 are installed, since the web part added to that My Timesheet view page will differ. For Timesheets 1.0, the My Timesheet web part is called Timesheets. For Timesheets 2.0, the My Timesheets Web Part is called My Timesheets. 294 EPM Live 2010 - Admin Guide    A link called Timesheets, which points to the My Timesheet View, is added to the Quick Launch in the selected community during the install. Timesheets cannot be used until at least one timesheet period is defined on the Timesheet Settings page. New fields are added to the Resource Pool. Resource Pool Updates for Timesheets When the Timesheets App is installed, note the following three fields are added to your Resource Pool (Resources List App): 1. Timesheet Administrator Checkbox: This is a Yes/No checkbox to indicate whether or not the user is a timesheet administrator. When this attribute is selected for a resource, that resource will now be able to view all data related to the Timesheets and run the Timesheet reports, regardless of that user's permissions for sites within the site collection 2. Timesheet Delegate: The resource's timesheet delegate can fill out the Timesheet on behalf of the resource. 3. Timesheet Manager: If Timesheet Approvals are enabled, then the Timesheet Manager will review and approve each timesheet for the resource. Usually, this would be the Resource Manager and/or Department Manager, depending on your organization's responsibilities and management. 295 EPM Live 2010 - Admin Guide Timesheet Settings - Timesheet Settings This lesson shows how to configure the Timesheet Settings. The Timesheet Settings are available to be configured only by the Site Collection Administrator. The EPM Live Timesheets App needs to be installed in order to use the Timesheets functionality, and for the Timesheets Settings Page to appear. With the release of EPM Live version 4.4, Timesheets 2.0 is released. The look & feel of the Timesheets have been upgraded, as well, there are two new features available in Timesheets 2.0, as noted below. To add the Timesheets App, refer to the App Marketplace.   If you have EPM Live version 4.3.x, when installing the Timesheets App, Timesheets 1.0 will be added. If you have EPM Live version 4.4, when installing the Timesheets App, Timesheets 2.0 will be added. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Timesheet Settings Under the Timesheet Settings heading, select Timesheet Settings. 296 EPM Live 2010 - Admin Guide Timesheet Lists 1. Timesheet Lists: Enter the List App names for all Lists eligible for capturing time. Enter each List App name on a new line. 2. After entering the Timesheet Lists, click Refresh. This will update the List Cube Data menu with the Timesheet Lists for the next step. List Cube Data List Cube Data: Select the fields, for which the values are to be stored for reporting. Without specifying any values, each List specified in the previous step will automatically submit the following data to the reporting database: Project, Title, Hours, Date Submitted, Submitted By. 1. Select the fields for each timesheet list that you would like to store for reporting. 2. Select the fields in the Available Fields and Selected Fields sections. 3. Use the arrow buttons to add or remove the desired fields. Note: The data will be stored for reporting going forward from the time these settings are saved. 297 EPM Live 2010 - Admin Guide Timesheet Fields Version Note: This feature was not available previous to version 4.3.2. In version 4.3.2, the Timesheet Fields feature is part of the new Beta Timesheets only. This feature is fully available as of EPM Live version 4.4, using the Timesheets 2.0 App. The Timesheet Fields are mapped from the Work Settings page. The selected Timesheet Fields can be used for specifying/separating hours in the New Beta Timesheets. 1. Select the field(s) from the Available Fields or the Selected Fields section, as desired. 2. Use the arrow buttons to add or remove the desired fields. In this example screen shot, the field 'Charge Code' was added to the Work Settings Page, and then selected as a Timesheet Field. Now, users may add a work item to their timesheet multiple times, as they might spend part of their time on a task, billable to one charge code and the other part of their time to a different charge code. Select Non Work List Select the list that will be used as the Non Work list. The Non Work List is defaulted as Non Work, though an alternative List App can be used if needed. For more information on the Non Work Page, please refer to the lesson User Management - Non Work. Allow Unassigned Work in Timesheet Select this option to allow users to add work items to their timesheets to which they are not assigned. 298 EPM Live 2010 - Admin Guide Day Definition Use this section to determine which days to show on the timesheet and the min/max values for each day (in hours). If users try to enter a value outside of the min/max value, they will not be able to save their timesheet until the values are within the min/max. Allow Notes Per Day Allow Notes Per Day: Check the box to allow users to enter notes for each day for each timesheet item. Publisher Mapping This section allows you to specify which Microsoft Project fields are used for timesheet configuration. 1. Timesheet Hours Field: This field is used to store actual timesheet hours per item once approved. The internal field name used in Project Publisher has to match the field name in this Publisher Mapping setting in order for the publishing to function correctly. 2. Timesheet Field: This yes/no field is used to specify which items are eligible for timesheet use. The internal field name used in Project Publisher has to match the field name in this Publisher Mapping setting in order for the publishing to function correctly. 299 EPM Live 2010 - Admin Guide Enable Stop Watch Version Note: This feature was not available previous to version 4.3.2. In version 4.3.2, the Stopwatch feature is part of the new Beta Timesheets only. This feature is fully available as of EPM Live version 4.4, using the Timesheets 2.0 App. Check the box to enable the Stop Watch feature. Enabling this option will give the users the ability to have a stop watch timer for timesheet rows. Disable Timesheet Approvals Disable Timesheet Approvals: Use this to turn off Timesheet Approvals. When Approvals are Disabled (box is checked), a submitted timesheet will immediately become approved once it is submitted. When approvals are Enabled (box is unchecked), the Timesheet Manager for the resource must approve the timesheet in for the status to change to Approved after it has been submitted. The default setting is for Timesheets to be Enabled. Show Live Timesheet Hours Select this option if you would like the timesheet hours field populate with Live Timesheet Hours instead of Approved Timesheet Hours. Note: The setting above is important when determining when the Timesheet Hours field should show updated hours. Always Use Current List Data in Views 300 EPM Live 2010 - Admin Guide Checked: the data displayed in timesheet views will always show the current data for the list item. The data is always “Live” regardless of timesheet period. Unchecked: the data will show the data for the specified time period. The data is reflective of that timesheet period at the point that the timesheet is submitted. Important Note: For fields to show up in the views with the timesheet period specific historical data , they must be specified in the List Cube Data section above. Click Save Settings When finished with the top sections of the Timesheet Settings, click the Save Settings button. Do this BEFORE adding any Work Types or Periods. Note: You will need to return to the Timesheet Settings Page for the additional lower sections. Timesheet Work Types If Work Types are needed, click the Add Type link. When no Work Types have been specified, the user will enter their timesheet hours directly into the cell. Once Work Types have been added, the user will see options for entering time for that/those work types. 1. Enter the Work Type Name. 2. Click the Add Work Type button. Modify Existing Work Types Select Edit or Delete for the Work Types if needed. 301 EPM Live 2010 - Admin Guide Timesheet Settings - Timesheet Periods Use this section to define your periods that will be reported against in the timesheets by your users. In this lesson, you will learn how to add new timesheet periods, delete timesheet periods, open and close periods, and view timesheets within a specific period. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Timesheet Settings Under the Timesheets Settings heading, select Timesheet Settings. Add Timesheet Period Click the Add Period link. 302 EPM Live 2010 - Admin Guide Select Period Start and End Dates 1. Select your Period Start Date. 2. Select your Period End Date. 3. Click Add Period. After Timesheet Periods are added, they cannot be modified, nor can they be re-ordered, so it is important to add them correctly in the correct order. Delete Period If needed, click the Delete link to delete the last Period defined. You can only delete the last Period. Open/Close Period To close a Timesheet Period, click the Close Link for that Period. This will remove the ability for users to add time for that specific period. To reopen a Timesheet Period, click the Open Link for that Period. View Period Timesheets 303 EPM Live 2010 - Admin Guide Click the View Link to view all timesheets that are associated to the Period. 304 EPM Live 2010 - Admin Guide Timesheet Settings - Enable Timesheets in List Apps When Timesheets are enabled on a List App, the following takes place:   Two fields are added to that List App: Timesheet and Timesheet Hours. The List App is added to the Timesheets Lists section of the Timesheet Settings Page. Follow these steps for any List Apps for which users should be able to track time in their Timesheets (ex: Task Center, Issues, Backlog, etc.) Navigate to the List Settings 1. Open the List Ribbon Tab. 2. Select List Settings. Open General Settings Under the General Settings heading, open the General Settings (EPM Live) Link. Enable Timesheets Check Box Check the box to Enable Timesheets for the List App. Then, click the Save button. Note: If using the Timesheets 2.0 feature, any List App that will be used as a Timesheet List also needs to be checked as a Work List and mapped to the Reporting Database. This is because Timesheets 2.0 use the Reporting Database (aka EPM Live Content Database) as the Data Source. 305 EPM Live 2010 - Admin Guide Also, the items that get tracked in the Timesheet also pull from the Work Settings Page, therefore the List App is enabled as a Work List. Navigate to the Manage Editable Fields Page Under the General Settings heading, open the Manage Editable Fields (EPM Live) Link. Configure Editable Fields for Timesheet Hours Configure the Manage Editable Fields so that the field Timesheet Hours Field is editable Never. The timesheet hours are only to be entered directly into the user’s timesheet, not when editing the Work Item (task, issue, etc) directly. Then, click the OK button. Note: For more information on Manage Editable Fields, see the Manage Editable Fields lesson. 306 EPM Live 2010 - Admin Guide Timesheet Settings - Enable Work Log in List Apps This lesson shows how to create the Work Log field in a List App that is also a Timesheet List App. Note: Before users can use the Work Log field, the Timesheets also need to be enabled on the List App. Also, Timesheet Periods have to be defined for the Site App. Follow these steps for any List Apps for which users should be able to track time for their Timesheets into the Work Log (ex: Task Center, Risks, Issues, etc.). Navigate to the List Settings 1. Open the List Ribbon Tab. 2. Select List Settings. Create New Column Under the list of columns, click the Create Column Link. 307 EPM Live 2010 - Admin Guide Configure New Work Log Column 1. Column Name: Enter the column name as WorkLog (one word without spaces). 2. Column Type: Select the Work Log Timesheet Entry option. Note: It is recommended to create new List App Columns as one word without spaces. This will be the Internal/Back-End Field Name. Then, the Display Field Name can change, but the Internal Field Name will always remain the same. 308 EPM Live 2010 - Admin Guide 1. Description: Enter an optional field description. 2. Require that this column contains information: select No. 3. Enforce unique values: select No. 4. Add to default view: Un check the box. 5. When finished, click the OK button. Open the New WorkLog Field Open the WorkLog Field. Update the Column Name Update the Column Name to Work Log (with space), for a cleaner Display Name. If needed, update or delete the Column. When finished, click the OK button. 309 EPM Live 2010 - Admin Guide Timesheet Settings - Understanding Timesheet Data Process This article explains how data is handled between the databases for the purpose of viewing the Timesheet Hours, calculating Timesheet Actuals cost values, and running the Timesheet Analyzer Report. 1st - Approved Timesheet Hours Save to EPM Live (Timesheet) Database User submits his/her Timesheet in EPM Live Site App. The APPROVED Timesheet Hours save to the EPM Live Database (Timesheet Database). Either the Timesheet Manager needs to approve, or the timesheet is auto-approved, based on whether approvals are enabled or disabled. 310 EPM Live 2010 - Admin Guide 2nd - PortfolioEngine Database Pulls Timesheet Hours from EPM Live (Timesheet) Database The Timesheet Cost Timer is a service on the PortfolioEngine Database that pulls the Timesheet Hours from the EPM Live (Timesheet) Database into the PortfolioEngine Database. The Timesheet Hours will show in the Resource Analyzer and Cost Planner when the Timesheet Cost Timer is complete. 311 EPM Live 2010 - Admin Guide 3rd - Post Cost Values Posts Timesheet Hours into Cost Values The Post Cost Values job posts the Timesheet Hours to Costs in the Timesheet Actuals Cost Type. After the Timesheet Actuals are posted, the hours and the calculated costs (based on the resource/role rate) will show in the Cost Planner and Cost Analyzer. 312 EPM Live 2010 - Admin Guide 4th - Reporting Refresh All: Data Refreshes in the Reporting (EPM Live Content) Database When the "Refresh All" (aka Reporting Cleanup Timer Job) runs, all data in the Reporting (aka EPM Live Content) Database is refreshed from both the EPM Live (Timesheet) and PortfolioEngine Databases. Timesheet Hours data goes into the TSData Table. Portfolio Cost Data goes into one of the EPG Tables. The Refresh All should be scheduled to run once daily., but can also be run anytime on-demand. This is done on the Reporting Settings page. 5th - Run Reports (ex: Timesheet Analyzer, Timesheet Actuals Cost and Resource Reports) Once the data in the Reporting Database is updated, the data in the EPM Live reports will have the most current Timesheet data. 313 EPM Live 2010 - Admin Guide User Management User Management - Adding a New Department This lesson will show how to add new Departments to your EPM Live Site App. The EPM Live resource management tools use the Departments for grouping resources. Additionally, permissions can be set on the resource management tools, so that a department manager can view and manage his/her resources who are part of his/her department. Note: This Department Page is for organization and management of Resources. Additionally, there is an available app for managing Project Departments, in which you may add department metadata, and configure security at the Department level. That List App is called Project Departments. Navigate to the Site Settings Page On the Site Actions Menu, select Site Settings. Open the Departments Page Under the User Management section, click Departments. 314 EPM Live 2010 - Admin Guide Create a New Department 1. Select the Items ribbon tab. 2. Click the New Item drop down menu. 3. Click the New Item button. Complete the New Department Form 1. Title: Fill in the Department Title. 315 EPM Live 2010 - Admin Guide 2. Parent Department: Select a Parent Department (if applicable). This is applicable if you have a parent department with sub-departments. See below for an example of a parent-sub department relationship. Note: The Parent Department field will only show previously added departments in the drop down selection menu. 3. Managers: Select the Department Manager. The Department Manager for this department is the one who manages the resources in this department using the Resource Management Tools, such as Resource Planner and Resource Analyzer. Note: The Executives selection box will only show previously added resources to the Resource Pool. 4. Executives: Select the executive's name in the box on the left and click the Add > button to note that user as an executive on this department. Do this for all applicable executives for the department. This field is used for reference/metadata purposes. Note: The Executives selection box will only show previously added resources to the Resource Pool. 5. When finished, click the Save button. Note: In the Resource Pool, selecting the "My Resources" button will quickly filter the Resource Pool to only show resources from the department(s) for which that user is a Department Manager or Department Executive. Example Department with Parent-Sub Relationship An applicable use of the Parent Department field would be if you were managing permissions to the EPM Live resources based on which department they are added. In this example, the new 316 EPM Live 2010 - Admin Guide department is the Development Department as a sub-department of IT. 'Development' would be the department title, and 'IT' would be the parent department. If you do select a Parent Department, the sub-department's Display Name field will show the relationship of parent and sub-departments as "parent.sub," such as in this example as "IT.Development." 317 EPM Live 2010 - Admin Guide User Management - Work Hours This lesson will show how to view and add Work Hours schedules for resources in your EPM Live Site App. A resource's general availability is based on the selected Work Hours schedule. Navigate to the Site Settings Page On the Site Actions Menu, select Site Settings. Open the Work Hours Page Under the User Management heading, click Work Hours. 318 EPM Live 2010 - Admin Guide Create a New Work Hours Schedule 1. Select the Items ribbon tab. 2. Click the New Item drop down menu. 3. Click the New Item button. Complete the New Work Hours Form 1. Title: Fill in the Title. 2. Enter the number of hours scheduled per day. 3. Default: Check the box if this is the default Work Hours schedule for resources. 4. When finished, click the Save button. 319 EPM Live 2010 - Admin Guide Modify an Existing Work Hours Schedule Select the drop down arrow for the desired Work Hours Schedule. Select the desired action, such as Edit Item or Delete Item, as needed. 320 EPM Live 2010 - Admin Guide User Management - Adding a New Role This lesson will show how to add new Roles to your EPM Live Site App. The EPM Live resource management tools use the Roles for grouping and matching resources. Additionally, the resource analyzer tools show availabilities and workload as totaled and sorted by resource roles. Each resource added to the Resource Pool will have an associated primary role. Also, generic resources added to the Resource Pool must have a matching role to the generic resource's title. Navigate to the Site Settings Page On the Site Actions Menu, select Site Settings. Open the Roles Page Under the User Management section, click Roles. 321 EPM Live 2010 - Admin Guide Create a New Role 1. Select the Items ribbon tab. 2. Click the New Item drop down menu. 3. Click the New Item button. Complete the New Role Form 1. Title: Fill in the Role Title. 2. When finished, click the Save button. 322 EPM Live 2010 - Admin Guide User Management - Holiday Schedules This lesson will show how to view and add Holiday Schedules for resources in your EPM Live Site App. When resources are associated to a specific Holiday Schedule, the resource planning tools will use the holidays for the selected holiday schedule to account for resource availability. Navigate to the Site Settings Page On the Site Actions Menu, select Site Settings. Open the Holiday Schedules Page Under the User Management heading, click Holiday Schedules. 323 EPM Live 2010 - Admin Guide Add a New Holiday Schedule 1. Select the Items ribbon tab. 2. Click the New Item drop down menu. 3. Click the New Item button. 1. Title: Enter the holiday schedule title. 2. Default Check box: Check the box if this is the default holiday schedule for resources. 3. When finished, click the Save button. Note: You will be directed to a page viewing the newly created Holiday Schedule on the top part of the page, and the space to add the holidays for that holiday schedule below. Add Holiday to New Holiday Schedule Click the Add New Item link. 324 EPM Live 2010 - Admin Guide Add Holidays to the New Holiday Schedule 1. Title: Enter the Title for the holiday. 2. Holiday Schedule: The holiday schedule populates automatically, since the new form launched it from the new Holiday Schedule's page. Note: If this holiday is used for multiple holiday schedules, the holiday will need to be added separately for each holiday schedule. 3. Date: Select the date from the calendar pop-up or type in the date for the holiday. 4. Hours: Enter the hours for the holiday. 5. When finished, click the Save button. Modify an Existing Holiday Schedule 1. Select the Holiday Schedule item to modify. 2. Select the Items ribbon tab. 3. Click the Edit Item button. 325 EPM Live 2010 - Admin Guide Modify Holiday Schedule Details 1. Title: Update the holiday schedule title. 2. Default Check box: Check the box if this is the default holiday schedule for resources. 3. When finished, click the Save button. Modify the Holidays for an Existing Holiday Schedule 1. Select the Holiday Schedule item to modify. 2. Select the Items ribbon tab. 3. Select Holidays from the Associated Items section. Add a New Holiday 1. Select the Holiday Schedule item to modify. 326 EPM Live 2010 - Admin Guide 2. Select the Items ribbon tab. 3. Select New Item. Note: When adding a holiday that is the following year's occurrence, be sure to add a new holiday with the specific date for the following year. It is recommended to add a new holiday item rather than change the date of the existing holiday. Complete the New Holiday Form 1. Title: Enter the Title for the holiday. 2. Holiday Schedule: Select the holiday schedule. 3. Date: Select the date from the calendar pop-up or type in the date for the holiday. 4. Hours: Enter the hours for the holiday. 5. When finished, click the Save button. 327 EPM Live 2010 - Admin Guide User Management - Non Work In this lesson, you will learn how to modify the Non Work Page for managing Non Work Time per your business needs and requirements. The Non Work Page is used by Users when entering items into the Time Off calendar, for categorizing their unavailable time. The Time Off items are then used for Resource Availability tracking. The Non Work Page is also used by Users in their Timesheets for entering Non Working time. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. 328 EPM Live 2010 - Admin Guide Navigate to Non Work Under the User Management heading, select Non Work. Add a New Non Work Item 1. Select the Items ribbon tab. 2. Click the New Item drop down menu. 3. Click the New Item button. Complete New Non Work Item Form 1. Title: Enter the Title for the Non Work Item. 2. When finished, click the Save button. 329 EPM Live 2010 - Admin Guide Edit a Non Work Item Click the name of the Non Work Item to modify. Modify the Non Work Item as needed.    Click the Edit Item button to modify the Non Work Item's Title. Click the Delete Item button to delete the Non Work Item. Click the Close button to close out and return to the the Non Work Page. 330 EPM Live 2010 - Admin Guide User Management - Resource Pool User Management - Resource Pool Overview 331 EPM Live 2010 - Admin Guide User Management - Resource Pool Fields 332 EPM Live 2010 - Admin Guide User Management - Adding a New Named User Resource to the Resource Pool This lesson shows how add a new named user resource to the EPM Live Site App. A named user resouce can be a resource who logs into EPM Live or a resource who doesn't log in, but can be planned for resource availability. Navigate to the Site Settings page On the Site Actions menu, select Site Settings. Open the EPM Live Resource Pool Under the User Management heading, select Resource Pool. 333 EPM Live 2010 - Admin Guide Create a new item 1. Select the Items ribbon tab. 2. Click the New Item drop down menu. 3. Click the Resource button. Complete the New Resource Form 1. Be sure that the Generic check box is unchecked. 2. Fill in the resource's first name. 3. Fill in the resource's last name. 4. Fill in the user's email address. This email address is where users will receive their login information and system generated email notifications and alerts. Note: For online (EPM Live hosted) customers, the new resource's user name will be based off the beginning part of the email address. For example, if the user's email is [email protected], the user's username will be abarr (or similar with a suffix number if that username is already taken). SharePoint Account Field (On-Premise Customers Only) If you are an On-Premise customer, you also fill out the field SharePoint Account. Enter the user SharePoint Account. 334 EPM Live 2010 - Admin Guide If you are an Online/SaaS customer, the EPM Live User Account is auto-populated on the server, and is based on the email address entered. So, you will not be prompted to enter a SharePoint Account. 1. Select the License Type for the resource. The license type selected will determine the features available to this resource. Examples include: No Access, Team Member, Project Manager, Full User, Trial User 2. Select the Permissions for the resource. This is the resources' security group(s) for the Site App (top site collection level). If more than one option is selected, the default will be the highest security group. Note: If you select No Access for a named user resource, that resource will not have access to log into the EPM Live Site App. Neither will the resource use an EPM Live user account license. 335 EPM Live 2010 - Admin Guide Note: For the following fields with the advanced lookup, you may enter the values using one of the three methods:    Begin typing and available matching options will show. Click the Address Book and search for the desired value. Click the Green Add Item (+) icon (circled above) to add a new item to the target list. Ex: If adding a new department, clicking the Green Add Item (+) icon will add a new department to the Departments List. 1. Enter the Standard Rate for the resource. This is a currency ($) field. 2. Select the Department. The choices available can be modified via the Departments List Page. 3. Select the Role. The choices available can be modified via the Roles List Page. 4. Select the Holiday Schedule. The resource's holiday schedule, which is referenced with regards to resource availability. 5. Select the Work Hours. The resource's work hours, which is referenced with regards to resource availability. 6. Select the Available From date. The date the resource was or will be available to start working. The resource will show as unavailable prior to this date in the resource planning and management tools. 7. Select the Available To date (if applicable). The date the resource will no longer be available, with regards to resource planning and management tools. The resource will show as unavailable after this date. 8. When finished, click the Save button. 336 EPM Live 2010 - Admin Guide User Management - Adding a New Generic Resource to the Resource Pool This lesson shows how add a new generic resource to the EPM Live Site App. A generic resource is a non-user resource used for planning purposes. Navigate to the Site Settings page On the Site Actions menu, select Site Settings. Open the EPM Live Resource Pool 1. Under the User Management heading, select Resource Pool. 337 EPM Live 2010 - Admin Guide Create a new item 1. Select the Items ribbon tab. 2. Click the New Item drop down menu. 3. Click the Resource button. Complete the New Resource Form 1. Be sure that the Generic check box is checked. 2. Fill in the generic resource's display name. Note: It is recommended that you enter the display name exactly as the Role to which you will associate the generic resource. 338 EPM Live 2010 - Admin Guide Note: For the following fields with the advanced lookup, you may enter the values using one of the three methods:    Begin typing and available matching options will show. Click the Address Book and search for the desired value. Click the Green Add Item (+) icon (circled above) to add a new item to the target list. Ex: If adding a new department, clicking the Green Add Item (+) icon will add a new department to the Departments List. 1. Enter the Standard Hourly Rate for the generic resource. This is a currency ($) field. 2. Select the Department. The choices available can be modified via the Departments List Page. 3. Select the Role. The choices available can be modified via the Roles List Page. 4. Select the Holiday Schedule. The resource's holiday schedule, which is referenced with regards to resource availability. 5. Select the Work Hours. The resource's work hours, which is referenced with regards to resource availability. 6. Select the Available From date. The date the resource was or will be available to start working. The resource will show as unavailable prior to this date in the resource planning and management tools. 7. Select the Available To date (if applicable). The date the resource will no longer be available, with regards to resource planning and management tools. The resource will show as unavailable after this date. 8. When finished, click the Save button. 339 EPM Live 2010 - Admin Guide User Management - Using the Resource Import/Export Tool This lesson explains how to use the Resource Import/Export Tool. The Resource Import/Export Tool allows you to bulk upload many resources at once in a more streamlined manner rather than adding each resource one at a time. This tool also allows you to update multiple existing resources at once, rather than editing them one at a time. This feature is only available for the Site Collection Administrators. This feature is only compatible with Microsoft Excel 2010. Version Note: This feature was not available previous to version 4.3.3. Resource Pool Preparation Be sure that you have your Resource Pool configured to your business needs PRIOR to using the Resource Import/Export Tool. Configure the User Management Settings, such as Departments, Roles, Work Hours, Holiday Schedules, etc. Add any new fields that you want as metadata for each resource you will add into your Resource Pool. New fields are created in the Resources List App (unless you are using a different List App for your Resource Pool). To confirm which List App you are using as the Resource Pool list, refer to the lesson on Workspace Settings. Note: If a field is set as Hidden, it will not export to the Excel file. Navigate to the Resource Pool (Via the Quick Launch) Via the Projects Community: Select the Resources Link in the Quick Launch. 340 EPM Live 2010 - Admin Guide Navigate to the Resource Pool (Via the Site Settings Page) 1. Via Site Settings: 2. On the Site Actions drop down menu, select Site Settings. 3. Then, under the User Management heading, select Resource Pool. Select Export Resources 1. On the Manage Ribbon Tab, select Export to Excel. 2. When the status updates, click the link 'here' to launch the new Excel File/spreadsheet. 341 EPM Live 2010 - Admin Guide Review of Excel File Field Settings When the Excel file launches, select Enable Content. This file has a number of hard-coded features and settings. The file itself is a protected file. Note: Any existing resources who are already entered in the Resource Pool will export as well. Within the Excel file, there are the following Field types and descriptions:        Restricted Fields: The fields that auto-calculate or auto-populate will show as restricted, which means they are read-only. Example: Display Name - This field is auto-populated based on the First Name and Last Name Fields. Choice Fields (with single selection available): These choice fields will show as a drop down selection. Example: Department. Choice Fields (with multiple selection available): These choice fields will show as a pop-up selector window. Example: Permission Groups. True/False Fields: This aligns with fields that are Yes/No fields. Example: Generic - If the resource is a generic, mark as True/Yes. Text Fields: Enter a text value. Number Fields: Enter a number value. People Fields: Select a person's name from the drop down. Sort Feature The Excel Sort feature cannot be used from the standard ribbon menu option. Instead, the Sort feature is available via the Add-Ins ribbon. 342 EPM Live 2010 - Admin Guide Resource Pool Default Fields in Excel The following fields are standard in the EPM Live System, unless they have been modified by a Site Collection Administrator. The Timesheet fields are automatically added to the Resource Pool if the Timesheets feature has been added to your Site App. Note: You can hit the Tab key to move across the fields when entering data. The file knows to skip the fields that aren't applicable when using the Tab key.                      ID: Restricted field. The ID will auto-populate. Generic: True/False field. Select True for Generic Resources and False for Named Users. Display Name: If the Generic field is False, this will be a restricted field, as the display name is autopopulated with the user's first and last names. If Generic is True, enter the display name for the Generic Resource. First Name: Text field. Enter the User's first name. This field is skipped for Generic Resources. Last Name: Text field. Enter the User's last name. This field is skipped for Generic Resources. SharePoint Account: Text field. If you are an on-premise customer, enter the user's SharePoint Account. If you are an online customer, this field is skipped, as it will be populated for you automatically with the EPM Live user account (based on the Email Address). Email: Text field: Enter the User's email address. This field is skipped for Generic Resources. Permissions: Multi-select pop up window. Click a permission group name to select/deselect the permission groups. This field is skipped for Generic Resources. Timesheet Manager: Drop down choice field. Select the User who is the Timesheet Manager. This field is skipped for Generic Resources. Timesheet Delegates: Drop down choice field. Select the User who is the Timesheet Delegate. This field is skipped for Generic Resources. Standard Rate: Number field. Enter the rate, if applicable. This field is skipped for Generic Resources. Timesheet Administrator: True/False field. Select True if this user is a Timesheet Administrator. Select False if they are not. This field is skipped for Generic Resources. Disabled: True/False field. Select True to disable a User. Available From: Date field. Available To: Date field. License Type: Drop down choice field. Select the applicable license type. This field is skipped for Generic Resources. Holiday Schedule: Drop down choice field. Work Hours: Drop down choice field. Role: Drop down choice field. Department: Drop down choice field. EXTID: Restricted field. The ID will auto-populate. 343 EPM Live 2010 - Admin Guide Change in Cell Values If you make an update to the Excel file that causes another cell's value to be wrong, the cell will change to red text. For example, I may select Steve Masters as a user's Timesheet Delegate. Then, if I update Steve's name to be Steven Masters, any instance of Steve Masters will turn red, indicating I need to update that field. Password Protected Document The Excel file that launches for the Resource Import Export Tool is password protected. This is an EPM Live password. Do not enter your user password or any other. This file is designed to be a restricted document in order for the Import/Export functionality to work properly. Save the Excel File You will be prompted to save the file locally to your client machine. Save the file. Import Resources On the Manage Ribbon Tab, select Import from Excel. Browse to Select your Saved Excel File 1. Select the Select a File button and navigate to find your locally-saved Excel file. 2. When the file is selected in the window, click the Import button. 344 EPM Live 2010 - Admin Guide Import Details 1. Import Details: As the import runs, you will see the status bar with percentage of completion. Each resource getting imported will be listed, with success status once complete. 2. To see the Import Log, click the link for Import Log. 345 EPM Live 2010 - Admin Guide Import Log Import Log: The log will list specific details about each resource getting imported. Updated Resource Pool Once the Import is complete, your newly added and updated resources will show in the Resource Pool. Note: If you are an online EPM Live customer, the newly added resources will receive the alert email with the Site URL and name, just as when users are added individually. 346 EPM Live 2010 - Admin Guide User Management - Defining the Site Collection Administrator(s) The lesson shows how to define who has Site Collection Administrator permissions on the EPM Live Site Collection. Resources that are given Site Collection Administrative rights have full rights over the entire Site App, and any potential sub-sites within the Site App Collection. Note: The SCAs are defined separately than the rest of the Users' Group Permissions, which are managed in the Resource Pool. Navigate to Site Permissions On the Site Actions drop down menu, select Site Permissions. Open Site Collection Administrators Click the Site Collection Administrators button. 347 EPM Live 2010 - Admin Guide Add or Remove the Site Collection Administrators 1. Enter the names of the users to add as Site Collection Administrators. 2. Click the Check Names icon to validate the names. Note: If you have mis-typed the name, select the name, and you will be prompted with suggestions of similar names. 3. When finished, click the OK button. 348 EPM Live 2010 - Admin Guide User Management - Removing a Named User's Access This article explains the options for disabling a user, removing a user's permissions, and deleting a user. This article also explains the different scenarios when you would choose one over another. Just as a user's access is granted via the Resource Pool, so is removing access. You want to be very careful not to delete a named user from your EPM Live Resource Pool. This is especially true if the user has any work assignments or has been added to any Resource Plans. Instead, you would remove the user's permissions and remove their access to an EPM Live license. EPM Live recommends you remove the license type access in addtion to disassociating the user to any permission groups. Edit a Named User Resource 1. Select a resource. 2. Click the Edit Resource button. Remover the License Type Access Select the No Acccess option for License Type. This removes the user's access to any and all EPM Live features, which also frees up a user license. Note: For on-premise customers who do not have a "V3" key, you will not see the License Type field in your Resource Pool. Instead, you would free up a user license via SharePoint Central Admin. 349 EPM Live 2010 - Admin Guide Remove Permissions Uncheck all security permission groups to remove all site permissions. This removes only the permissions at the Site level of the top level site app. Note: If you have multiple site app instances, you would need to remove the user permissions at all levels/sites. Or, if applicable, set the user to disabled. Since the Permission Groups are synced with the PortfolioEngine Permissions, if you removed someone from the Project Managers group in the Resource Pool, that user will be removed from the correlating Project Managers PortfolioEngine Permissions group. Disable a User To indicate a resource is disabled, check the disabled box. By doing so, all permissions are removed for this user from all sites. Note: disabling the user does not free up a license. You would need to also update their license type to do that. Generally, you should NOT delete users from the Resource Pool. This may have repercussions if you've already been tracking details about the resource. These include resource plans, task assignments, etc. Rather, you should disable the user. If needed, configure the views in the Resource Pool to filter out the resources who are disabled if you only want to see Active resources. 350 EPM Live 2010 - Admin Guide Access the Account Management Page (Online Customers) For online customers, the person who is the owner of the account can manage the user accounts on the Account Settings page. 1. Select your Name Drop Down. 2. Select EPM Live Account Settings. 351 EPM Live 2010 - Admin Guide Delete User from Account (Online Customers) From the Manage Account page, you can "delete" users from your account. Though, this does not delete the users from the site collection. It only dissociates the user from that account. This also changes the License Type to No Access, and frees up a license. However, you must still remove that user's permissions by either disabling them or unchecking the permissions checkboxes. 1. Select the User Accounts tab. 2. Click the name of the user. 3. Select Delete User. 4. Confirm deletion (disaccosiation from your account) by clicking the OK button. 352 EPM Live 2010 - Admin Guide Delete a Named User Resource The only time it would be recommended to delete a user from the Resource Pool is under the following condition: if it's a user you just added and you made a mistake. You can delete the user. However, for online customers, any new users that get created automatically have a user account created in the EPM Live AD (Active Directory). So, when you re-create that user, you may be duplicating that user in the AD. Rather than delete, you can update the resource information. If the email address needs to be updated, you can do one of the following:   Online customers: contact EPM Live Support to assist. On-Premise customers: update the user's email address in Active Directory. 1. Select a resource. 2. Click the Delete Resource button. Security Security - Security and Permissions Overview The EPM Live security model 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. Each site and list contains security groups that are either unique to the site or inherited by the parent site. Site Collection Administrators are defined separately and are set at the highest level of permissions and access. Security Terms and Definitions   Permissions: Permissions (also called individual permissions or base permissions) grant a user the ability to perform specific actions, such as viewing pages, opening items, and modifying items. Permission Levels: A Permission Level is a collection of individual permissions that are bundled together to allow users to perform a set of related tasks. One or more permission levels can be assigned to a user or group. 353 EPM Live 2010 - Admin Guide    Permission Inheritance: Permissions that inherent from the parent object to child object(s) (sites – lists – items – fields). Unique Permissions: When the Permission Inheritance is broken – in order to create new/different permission levels and permissions for specific objects. Groups: A group is a collection of users that can share the same permissions on a specific site or content. When you create a group, you always bundle a specific permission level to it. Afterwards, when you want to assign someone that specific permission level, simply add the user to the group. Levels and Types of Security Available There are many features and options for managing the Security and Permissions in EPM Live. Some of these are SharePoint's standard Security capabilities, while some are EPM Live's additional security capabilities that extend beyond SharePoint's Security. The following levels/types of Security are available in the EPM Live system:           Site Permissions: The Permissions for users to access the site. These are set by adding each user to a Permissions Group in the Resource Pool. List/Library Permissions: The Permissions for users to access a List App or Library. These are set in the List Settings Permission Settings for each List App. View Permissions: The permissions for groups to have access to certain views in a List App, and to have a specified default view in the List App. These are configured in the List Settings View Permissions Settings in each List App. Item Permissions: The Build Team Security feature allows for users added to an item's team to have access to it. Unique Permission Groups are created for each item when enabled. These are configure in the List Settings General Settings for each List App. Associated Item Inherited Permissions: When using the Item Permissions Build Team Security feature, this feature allows for associated items to inherit the permissions of their parent item. These are set in the Lookup Settings of the child List App. Child Items can inherit permissions from multiple associated parent items. Field Permissions: The Manage Editable Fields settings allow for fields to be visible and/or editable based on the User's security group. These are configured on the List Settings page for each List App. PortfolioEngine Permission Levels: The PortfolioEngine Permission Levels are configured on the PortfolioEngine Permissions page. The Group names match the Site Permission Group Names. These are applicable if using the Portfolio Tools for Cost Management and Resource Management. PortfolioEngine Permissions - Portfolio Tools: The Permissions for users to access the Portfolio Tools (Cost Planner, Cost Analyzer, Cost Modeler, Resource Planner, and Resource Analyzer). These are set by adding each user to a Permissions Group in the Resource Pool. PortfolioEngine Permissions - Cost Types: The Permissions that allow access for groups to read and/or edit the Cost Types in the Portfolio Tools. These are configured in the Cost Types page. PortfolioEngine Permissions - Cost Model Versions: The Permissions that allow access for groups to read and/or edit the versions within the Cost Models for the Cost Modeler. These are set in the Cost Models page. 354 EPM Live 2010 - Admin Guide Security - Default Groups and Permissions This lesson shows the default security group settings in the EPM Live solution. The following lessons explain how to manage the groups, permissions, and permission levels per your business needs. If you have a site that has been configured or modified, your groups and permission settings may differ from these below. Resource Pool Groups - Site Permissions EPM Live's default Resource Pool groups & permission levels. Resource Pool Groups - PortfolioEngine Permissions EPM Live's default permission levels for the PortfolioEngine Permissions. When a user is added to a group in the Resource Pool, they are automatically added to the corresponding group in the PortfolioEngine Permissions Settings Page. The PortfolioEngine Permissions pertain to the Portfolio Tools: Resource Planner, Resource Analyzer, Cost Planner, Cost Analyzer, and Cost Modeler. 355 EPM Live 2010 - Admin Guide Build Team Groups - Item Permissions When the Build/Enable Team feature is enabled, the item owners/managers can manage which users are added to the various groups by using the Build/Edit Team feature button/option for their items. These are the default group permissions for the three created groups. 356 EPM Live 2010 - Admin Guide Security - Permission Levels This lesson will show you how to manage Permissions and Permission Levels, whether adding a new Permission Level, modifying an existing Permission Level, or deleting a Permission Level. A permission level enables the assignment of a particular set of permissions to users and groups so that they can perform specific actions on the EPM Live site. By creating new permission levels (or editing existing permission levels) an appropriate permission level is associated with the 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 used by default in the EPM Live Site App: Full Control, Design, Contribute 2, Contribute, Read, and 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 can be managed on sites, List Apps, and item levels . Permission Levels can be inherited from one parent item to a child item. For example, a List App (the child) can inherit permissions from the site (the parent item). Permissions inheritance can be toggled between unique and inherited at any time. Note: It is a recommended best practice to use Unique Permissions rather than Inherited Permissions if you are creating additional Site App instances, such as sub-sites. 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, if applicable. 357 EPM Live 2010 - Admin Guide Navigate to Site Permissions On the Site Actions drop down menu, select Site Permissions. Click Permission Levels Select Permission Levels from the Permission Tools Ribbon. Select the Permission Level to Modify 358 EPM Live 2010 - Admin Guide Click the name of the Permission Level to modify it. Modify Name, Description, and Permissions 1. Name: Enter or modify the Permission Level Name. 2. Description: Enter or modify the optional Permission Level Description. 3. Select All: If this Permission is to have all permissions, check the Select All box. An example use of this would be an Administrator. 4. Permissions: Select or deselect the check boxes for various permissions, as desired, for this Permission Level. The Permissions are grouped into the following: List Permissions, Site Permissions, and Personal Permissions. 359 EPM Live 2010 - Admin Guide Submit and Close Permissions Level When finished, click the Submit button. Add a New Permission Level Click the button for Add a Permission Level. Copy Permission Level If desired, you may copy an existing Permission Level into a new Permission Level rather than creating a new Permission Level from scratch. To copy the Permission Level, open an existing Permission Level to modify it. Click the Copy Permission Level button. 360 EPM Live 2010 - Admin Guide Update Newly Created Permissional Level 1. Name: Enter Permission Level Name 2. Description: Enter Permission Level Description. 3. The Permission Levels selection will copy from the copied Permission Level to the new Permission Level. Update the permissions by checking and unchecking the boxes, as needed. Save and Clost New Permission Level When finished, click the Create button. 361 EPM Live 2010 - Admin Guide Delete a Permission Level 1. Select one or more Permission Levels to delete. 2. Click the Delete Selected Permission Levels button. 3. Click the OK button to confirm deletion. 362 EPM Live 2010 - Admin Guide Security - Groups In this lesson, you will learn how to mange the EPM Live Groups. To meet the needs of the organization, many options are available for customizing Groups. For example, create a new 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 object(s), consider creating a Group for them. For example, create a new Group for analysts called Analysts. Then, you would appoint the Permission Level that all the users in the Analysts Group will share. Navigate to Site Permissions On the Site Actions drop down menu, select Site Permissions. 363 EPM Live 2010 - Admin Guide Default EPM Live Groups The following Groups are available in the default EPM Live site, as shown on the Site Permissions Page: Administrators, Executives, Portfolio Managers, Project Managers, Resource Managers, Team Members, and Visitors. The user who is the owner/creator of the site will also show on the Site Permissions Page. You may add new Groups, modifying the existing Groups, and Delete Groups. Note: The PortfolioEngine Permissions Groups align with the default Groups shown here. If you add a new Group, you would want to create the same Group name on the PortfolioEngine Permissions page. And if users in that new Group should have access to the Portfolio Tools for Cost and Resource Management, be sure to configure those Permissions for the new Group there as well. Create a New Group On the Permission Tools Ribbon, click the Create Group button. Note: When a new Group is created on this Permissions Page, it will become an available option for selection in the Resource Pool when adding/modifying a Resource. 364 EPM Live 2010 - Admin Guide Enter Name and Description 1. Name: Enter the Name for this Group. 2. About Me: Enter an optional description for this Group. Specify Group Owner Specify the owner of this Group. The Group Owner is the person in charge of the group that can modify any settings to the Group. The Owner can be a specific User or it can be another Group. For example, if the owner is the Administrators Group, then any user in the Administrators Group can modify this Group as needed. Set Group Settings Specify who can view and edit the membership of this Group. 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. 365 EPM Live 2010 - Admin Guide Set Membership Request Settings 1. Select whether or not users may request to join or leave this Group. 2. If yes to the first option, then select whether the requests are auto-accepted. 3. If yes to the first option, then enter the email address for who should receive the membership request emails. Give Group Permission for this Site Select one or more Permission Level for this Group. Note: Specify at least one permission level, or the group will not be available to associate to user accounts on the site. When selecting permission levels, the highest permission level supersedes all other permission levels. 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. Create and Close New Group When finished, click the Create button. 366 EPM Live 2010 - Admin Guide Modify Group Settings for an Existing Group Click the Group name link. On the Settings drop down menu, select Group Settings. Modify the Group name, owner, and membership settings as needed. 367 EPM Live 2010 - Admin Guide Edit User Permissions 1. Check the box for the Group. 2. Click the Edit User Permissions button. 1. Check the box(es) for the Permission Levels for the selected Group. 368 EPM Live 2010 - Admin Guide 2. When finished, click the OK button. Remove User Permissions 1. Check the box for the Group. 2. Click the Remove User Permissions button. 3. Click the OK button to confirm removal of permissions. Note: This does not delete the Group itself. This only removes any permissions for the Group. Open Manage Access Requests If a user tries to access the EPM Live Site App, but doesn't have permissions on the site, they may be able to submit a request for access. Click the button for Manage Access Requests. 369 EPM Live 2010 - Admin Guide Configure the Manage Access Requests Settings 1. Check the box to allow users to submit requests for access. 2. If the box is checked, enter the email address for who should receive the access request emails. 3. When finished, click the Ok button. Note about Grant Permissions Note: The recommended method to grant permissions is to add a user to the Resource Pool and assign the user to one or more Groups. \ The Grant Permissions button is not the recommended standard method of granting users permissions. However, the Grant Permissions button is available for more advanced custom security and permissions requirements. 370 EPM Live 2010 - Admin Guide Security - Permissions Inheritance This lesson will show you how to manage the Permissions as inherited or unique. Site Permissions: EPM Live recommends a Single Site architecture of the EPM Live environment. However, if additional Site Apps instances are created, EPM Live recommends using Unique Permissions on each additional site/sub-site created. List App Permissions: By default, each List App has inherited permissions from the Site. For example, if a Team Member has "Contribute" access to the Site App, the Team Member will have Contribute access on the following List Apps: Task Center, Project Center, Issues, etc. If you want to configure the List so that only certain groups have access to the List itself, you could change the Permission Inheritance to Unique. Then, you could set the Permissions for the List App. On the other hand, if you want to configure the List so that only certain users have access to certain items in the List, you would configure the Build Team Security feature for the List App. Navigate to Site Permissions On the Site Actions drop down menu, select Site Permissions. 371 EPM Live 2010 - Admin Guide View Site Permissions This Site has some content with unique permissions. To view which content has unique permissions, click the link for Show me uniquely secured content. View Exceptions with Unique Permissions Each List App (or other content) that has unique permissions will show. In the example above, all three lists have Inherited Permissions at the List Level. But the items within them have unique permissions at the item level. The Project Center List App has Build Team Security enabled. The Issues and Risks List Apps have the Lookup Security enabled, as the items in those List Apps are associated items to the Project Center. So, the Issues and Risks List Apps inherit their item permissions from their associated projects. 1. Click the links for View Exceptions to see which items in the List App have unique permissions (ex: the names and links to the Projects, the Issues, etc.). 2. Click the links for the List App Names to navigate directly to that List App. View List App Permissions Navigate to a List App. On the List Ribbon, select List Permissions. 372 EPM Live 2010 - Admin Guide Ribbon Options when Inheriting Permissions The yellow bar will indicate whether the List has inherited or unique permissions.   Manage Parent: This button will navigate you to the Site Permissions Page. Stop Inheriting Permissions: Click this button to stop the permission inheritance. Ribbon Options when Using Unique Permissions      Inherit Permissions: Click this button to inherit permissions for the parent Site. Grant Permissions: Click this button to grant a user or group specific permissions to this List App. Edit User Permissions: Select one or more groups for this option to be available for selection. Remove User Permissions: Select one or more groups for this option to be available for selection. Manage Access Requests: Click this button to configure the access request settings. 373 EPM Live 2010 - Admin Guide View Item Permissions 1. Select the Item in the List App. 2. On the Items Ribbon, select Item Permissions. 374 EPM Live 2010 - Admin Guide Item Permissions Item Permissions. See the List App Permissions notes above regarding the available options. Check Permissions On the Permission Tools Ribbon, select Check Permissions. Note: The Check Permissions feature can be done for a Site, a List App, and an item. 375 EPM Live 2010 - Admin Guide View the Check Permissions Results 1. Enter the user name or group. 2. Click the Check Now button. The Permission Levels for that List App will show, as based on the Group Associations. The detailed Permissions as part of the Permission Level(s) will show. 3. When finished, click the Close button. 376 EPM Live 2010 - Admin Guide Security - Item Level Permissions This article will show you how to manage item level permissions in your EPM Live Site App. The List Apps can have item level permissions enabled, also referred to as the Build/Enable Team Security feature. Multiple List Apps may have permissions enabled so that a virtual "hierarchy" is created and maintained for security, even from within a single site architecture. This lesson will use a scenario of Project Departments, Projects, and Project Associated Items (Issues, Tasks, etc.) as an illustration. Keep in mind that the concepts and instructions may be used for other List Apps as well. Alternative example options could be Programs, Portfolios, Projects, etc. There is not a limit to the number of "levels" in the virtual hierarchy. Note: Once the security groups have been created, the item owners/managers can manage which users are added to the various groups using the Build/Edit Team feature button/option for the various items. Enable Build Team with Security on the List Apps These steps are to be done for each List App that security is to be managed.    Navigate to the List App Settings Page. Check the boxes to Enable Team and Enable Team Security. Save Settings. When the Team feature is enabled on a List App, then for every new item added to the List App, three security groups are created. The groups are Owners, Members, and Visitors. For example, in the Project Departments List App, if I create "IT Department", when I enable the Team settings on Project Departments, IT Department will have the following three security groups: IT Department Owners, IT Department Members, IT Department Visitors. Then, when the Team Security is enabled on the List App, only those users who are added to one or more of the "IT" groups will have permissions to the IT Department, and any metadata details about the IT Department. In the example scenario, the Build Team and Build Team Security features would be enabled on both List Apps: Project Departments and Project Center. 377 EPM Live 2010 - Admin Guide New IT Department in the Project Departments List App Use the Lookup Security Feature If you want security to be inherited via Associated Items, this is configured via the Lookup Settings for each child List App. For example, if the Project Department security is to pass down to their associated Projects, that setting is enabled on the Project Center's Lookup Settings Page for the Project Department Lookup field. New Project 378 EPM Live 2010 - Admin Guide When a new Project is created, there is a lookup field for Department. In this example, Project 1 has a lookup to the IT Department. Since the Lookup Security is enabled, Project 1 will inherit the Permissions from the IT Department. And since I also have Enable Team Security enabled on Project Center, three security groups will also be created for the Project itself. For Project 1, there would be the security groups for IT Department in addition to the "Project 1" security groups: Project 1 Owners, Project 1 Members, and Project 1 Visitors. Verify Project's Item Permissions When managing item level permissions, each item in the List App will have unique security groups. You can check the permissions for any/each item by following these steps: 1. Navigate to the List App. Highlight the item by selecting to the right or left of the item title. 2. Open the Items Ribbon 3. Select Item Permissions. 379 EPM Live 2010 - Admin Guide Review the Project Permissions and Department Permission Groups All the groups that have access will show. If viewing the item permissions for a Project item in Project Center, and if the Lookup Security for Project Departments security is enabled, six groups will show for that Project Item. This example includes the three Department Groups (for IT Department) and the three Project Groups (for Project 1). Use the Lookup Security Feature When users have been added to the Project Team by adding them to one of the item's security groups, those users will also have permissions to the associated child items for the parent item. Just 380 EPM Live 2010 - Admin Guide as Projects inherit permissions from their parent Department, so will the child work items inherit permissions from their parent Project. Go into each child list (Issues, Task Center, Risks, etc.) and enable the Security on the Lookup Settings for the Project Lookup. New Issue When a new Issue is created, there is a lookup field for Project. Verify Issue's Item Permissions When managing item level permissions, each item in the List App will have unique security groups. You can check the permissions for any/each item by following these steps: 1. Navigate to the List App. Highlight the item by selecting to the right or left of the item title. 2. Open the Items Ribbon 3. Select Item Permissions. 381 EPM Live 2010 - Admin Guide Review the Issue Permissions In this example, Issue A has a lookup to Project 1. And, Project 1 has a lookup to the IT Department. Since the Lookup Security is enabled, Issue A will inherit permissions from Project 1, which inherits the Permissions from the IT Department. In this example, the Issues List DOES NOT have the Build Team feature enabled, meaning there are no separate security groups on the Issues items themselves. 382 EPM Live 2010 - Admin Guide Security - Resource Pool This article explains some recommendations for security in the EPM Live Resource Pool (Resources List App). Set List Permissions to Unique By default, the Resource Pool is a List App that inherits permissions from the Site App level. When viewing the List Permissions page, select Stop Inheriting Permissions. Recommendation: Change the permissions to Unique. This will allow you to configure the access and actionable permissions users have in the Resource Pool. You can update the security to allow only certain groups Contribute access - those who will add and modify resources in the Resource Pool. The other groups, you can specify what level of permissions, whether Read access, etc. Build Team Options Based on Resource Pool Permissions 383 EPM Live 2010 - Admin Guide The users who have access to add resources to the Resource Pool (based on the previous step above) will be able to select the Add Resource Button in the Build Team feature and have a pop up window to create a new resource. Those who don't have access to add resources will still see the button, but nothing will happen when they click the button. 384 EPM Live 2010 - Admin Guide Community Level Permissions This article explains how to limit which communities a user may see and have access to navigate to the homepage. This helps with usability for your users by hiding information/links that may not be relevant to them. Note: By hiding a community from certain groups does NOT hide the content from those users. The community security merely reduces the list of communities in the communities drop down menu. Users can still access the data via the View All Site Content page and going to the URL directly. To limit access to data, you would configure the security within the specific lists and libraries. Communities Drop Down Menu Example This Communities Drop Down Menu has three communities showing. This article will explain how to hide the Senior Management community from all user groups except those in the Executives group. Navigate to the Hidden Installed Applications List The Installed Applications list is a hidden list. To navigate to it, enter the following into your URL after your site name: /lists/installed applications. Ex: https://apps21.epmlive.com/sites/companyxyz/lists/installed applications. 385 EPM Live 2010 - Admin Guide Find the Desired Community All the apps that are installed into the site will show on this page, including communities and apps. The communities have more metadata than the apps. Hover over the name of the community to show the contextual menu. Edit Permissions 386 EPM Live 2010 - Admin Guide 1. Click the drop down menu. 2. Click Manage Permissions. Since Installed Applications is a list, the security settings follow those of any other list in the system. The rest of the steps in this article follow the same as managing list item permissions with unique permisions. Stop Inheriting Permissions By default, each community inherits permissions from the parent site. You would change the community to be unique permissions, and then select which groups should/shouldn't see the communities. Click Stop Inheriting Permissions. 387 EPM Live 2010 - Admin Guide Make Security Changes as Desired 1. Select the check boxes for the groups to change permissions. 2. Click Remove User Permissions. Confirm Permissions Change Click OK to confirm removing the permissions to the community. 388 EPM Live 2010 - Admin Guide Updated Permissions The groups from whom permissions were removed will no longer show on the page. Navigation Menu Updated This is the updated Navigation Menu (as seen by someone with Project Manager permissions), without the Senior Management community showing. Collaboration Settings Collaboration Settings - Notifications Overview Administrators can schedule a daily informative email notification to be sent to users regarding their upcoming and overdue work assignments. 389 EPM Live 2010 - Admin Guide Example Notification Email 390 EPM Live 2010 - Admin Guide Collaboration Settings - Notification Settings In this lesson, you will learn how to configure the notification settings within EPM Live. The Notification Settings are available to be configured only by the Site Collection Administrator. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Navigate to Notification Settings Under the Collaboration Settings heading, select Notification Settings. Specify Run Time 391 EPM Live 2010 - Admin Guide 1. Select Time: Select the time that the Notifications Email should be sent each day. To disable the Notifications, select Disabled. 2. Status: The Status will display if there are any errors encountered while running the notifications. 3. Last Run: The Last Run timestamp will display when the notifications were last run. 4. Log: If any errors are shown in the Status section, click the View Log link. Configuration Notification Email 1. Enter a valid email address that will be in the From field of the daily Notification email. 2. Enter the Email Subject. 3. Enter optional notes to go in the email body, if desired. Enable/Disable Notification Lock Select the Lock Notifications check box to lock the Notifications settings. This will prevent team members from being able to turn on/turn off their own daily notification emails.   Checked: Administrator controls the configuration of the notifications, whether or not users receive the Notifications email. Not Checked: Administrator controls the configuration of the notifications, but each user may decide whether or not to receive the Notifications email. 392 EPM Live 2010 - Admin Guide Select Users Manage the users that need to receive email notifications from the list on the left by selecting the name(s) and clicking the Add > or < Remove button. Only those users whom have been granted access to the site collection or any user who has been assigned to an item will show in the Users in Site Collection window. Send to all users: Check the box for select all available users from the list. Modifying Sections In the List Settings section, click on the Section Name to get a drop down 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.  Section Name: This defines the Title of the section. 393 EPM Live 2010 - Admin Guide    List Names: 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. Columns: 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 email. The two values are separated by the special character “|”. FYI: The Columns section refers to the internal name of the column in the EPM Live List, which may be different than the name that is visible in the List (Display Name). To find the internal name of a column/field, see the section in this guide on Column Naming. Query: 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. Note: Email 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. Run Notifications Now (Optional) To send an immediate Notification email based on the above configuration, rather than waiting until the next instance of the selected time, click the Run Notifications Now button. Click Save Notifications When finished, click the Save Notifications button. 394 EPM Live 2010 - Admin Guide Collaboration Settings - User Alerts This lesson shows how to view and delete User Alerts that have been set up for individual users in the EPM Live Site App. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open User Alerts Under the Collaboration Settings heading, select User Alerts. 395 EPM Live 2010 - Admin Guide Select a User 1. Display alerts for: Select a user from the drop down menu. 2. Click the Update button. View and Delete Alerts All the alerts that the selected user has created will show below. 1. Check the box for the alert(s) that you want to delete. 2. Click the Delete Selected Alerts link. 396 EPM Live 2010 - Admin Guide Collaboration Settings - Work Settings In this lesson you will learn how to configure the Work settings. The "Work" API and various "Work" List Apps work with the settings from this page. When the My Work Grid Web Part is added to a page, the Web Part settings allow for Global Configuration to be used. When global is selected, that My Work Web Part will look to this settings page for the configuration. Otherwise, the Web Part may have its own Work Settings set within the Web Part settings. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Navigate to Work Settings Under the Collaboration Settings head, select Work Settings. 397 EPM Live 2010 - Admin Guide Work Settings Section - List Settings Select which List Apps will be included in the My Work results. Any List App that is based off the EPM Live Work List definition, and has the Work List Feature enabled, will available for inclusion/exclusion. Note: When adding a List App here, it is recommended to all enable the Work List Feature in that List App's General Settings. Additional List Settings 1. Add any additional lists to be included in the My Work results. If a List App was not created using the EPM Live Work List definition, it will need to be entered manually here. 2. After entering any modifications are made to the Lists, click the Refresh Fields link to refresh the fields in the next step below. 398 EPM Live 2010 - Admin Guide Field Settings Select the fields that will be available to users to add/remove from the My Work views. The fields available are based on List Apps specified above. 1. To add a new field, select the desired field. Once selected, that field's Internal/Back-End name and where that field is in use will show. 2. Click the Add button. Now that the field is selected, verify that the field has also been added to the Enterprise Fields section below. 399 EPM Live 2010 - Admin Guide Cross Site Settings Define any cross site URLs to pull My Work items from other Site App instances or Site Collections. Performance Settings Performance Mode: Check the box to enable Performance Mode, which will result in a much faster grid loading experience. Enterprise Fields 400 EPM Live 2010 - Admin Guide The Enterprise Fields shown here will be available in the My Work views. The field type needs to be consistent for their corresponding fields in the List Apps, so that the field is formatted correctly. For example, the Status Field is a choice field in Issues, Risks, and Task Center. The choice options can be different in each List App, but the field type is choice for each of those List Apps and also in the My Work Settings. Add or edit any Enterprise Fields used in My Work. If additional fields are added in the Field Settings section, they will need to be added to the Enterprise Fields to ensure proper roll-up. To create a new column, click the Create Column link. Complete New Column Form Fill out the details for the new Column. Then, click the OK button. 401 EPM Live 2010 - Admin Guide The newly added Column will now show as an Enterprise Field. My Work Grid Settings Section - Date Range Filter Settings The Date Range Filters may be set by the site administrator, which determine the default Date Range Filters for all users. If a user makes any changes to the Date Range Filters in their My Work page, the filters will be updated specific for that user, and will be saved for that user for whenever they access the My Work page again. 1. Past Due Items: Check the Box and enter the number of days past due that work items should show. If left unchecked, all past due items will show. 2. Items Due in the Future: Check the Box and enter the number of days due in the future due that work items should show. If left unchecked, all items due in the future will show. Note: Any items without a Due Date will always show. New Item Icon Setting Select the number of days an item is considered “new” in the My Work grid/ web part. A “new” icon will be displayed next to all items considered new based on this setting. Click Save When finished with the Work Settings, click the Save button. 402 EPM Live 2010 - Admin Guide 403 EPM Live 2010 - Admin Guide Collaboration Settings - My Work Overview My Work is a EPM Live feature that allows users to view all their “work” from one central location. In functionality, it is a web part that can be placed on any site and will roll data from specified EPM Live work lists. The My Work Grid / Web Part is configured via the Work Settings Page and the My Work Web Part settings. 404 EPM Live 2010 - Admin Guide Collaboration Settings - Adding the My Work Web Part In this lesson, you will learn how to add the EPM Live My Work web part to any page in your Site App Collection. Open Page Navigate to the page where you would like to add the My Work web part. 405 EPM Live 2010 - Admin Guide Edit Page On the Site Actions drop down menu, select Edit Page. Add a Web Part Click the Add a Web Part button in the zone of the page where you want the My Work web part. 406 EPM Live 2010 - Admin Guide Select the My Work Web Part 1. Select the EPM Live category. 2. Select the My Work web part. 3. Confirm the zone to add the web part. 4. Click the Add button. Modify the My Work Web Part Move the web part to the desired location (above or below other web parts). 407 EPM Live 2010 - Admin Guide Edit Web Part Settings On the Web Part drop down arrow, select Edit Web Part. 1. Use Centralized Settings: Check the box to use the Centralized Settings from the My Work Settings Page. If unchecked, you may set the settings to be different in this instance of the My Work Web Part. 2. Default Global View: Select whether to use a specific default view. If you select "Do Not Set View", the default view may be set within the My Work Page. 3. Display Filter Toolbar: Select whether to show the My Work Filter Toolbar in this instance of the My Work web part. This is also referred to as the "Show Me" Filter Toolbar from within My Work. 4. When finished, click the OK button. 408 EPM Live 2010 - Admin Guide Stop Editing 1. Open the Page Ribbon Tab. 2. Click the Stop Editing button to bring the page back into view mode. Web Part Added Web Part added to the desired page. 409 EPM Live 2010 - Admin Guide Collaboration Settings - Adding the Comment Stream Web Part This lesson shows you how to add the Comment Stream Web Part on any page in EPM Live. Edit Page Navigate to the page where you want to add the Comment Stream Web Part. On the Site Actions drop down menu, select Edit Page. Add Comment Stream Web Part 1. Click Add a Web Part in the zone desired. 2. Select the EPM Live category. 3. Select the Comment Stream Web Part. 410 EPM Live 2010 - Admin Guide 4. Confirm that you want to add the Web Part to the selected zone. 5. Click the Add button. Edit Web Part Settings 1. Select the Web Part drop down arrow. 2. Select Edit Web Part. 1. Specify the number of threads to display. 2. Specify the default number of comments per thread to display. 3. When finished, click the OK button. Stop Editing Page On the Page Ribbon Tab, select Stop Editing. 411 EPM Live 2010 - Admin Guide Example Comment Stream Web Part in Use Cost Management Cost Management - Calendars and Periods The Calendars and Periods Page is the same whether you navigate there via the Cost Management Heading or via the Resource Management Heading. CLICK HERE to open the lesson for the Calendars and Periods settings and information. 412 EPM Live 2010 - Admin Guide Cost Management - Cost Categories This lesson will show you how to manage the Cost Categories. All Cost Categories show on the Cost Categories Settings page, whether they are in use in any/some of the Cost Types. Note: This page requires the Active-X PortfolioEngine Controls be installed. The Cost Category structure may be built out as a hierarchy with both Labor Cost Categories and Non-Labor Cost Categories. For each Cost Type, you would determine which Cost Categories show. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. 413 EPM Live 2010 - Admin Guide Open Cost Categories Under the Cost Management heading, select Cost Categories. View of Example Non-Labor Cost Categories Example Cost Categories. If planning Resource costs at a summary level, note the "Labor" summary Cost Category. If planning costs at the detailed role level, note the Cost Category Roles below. It is recommended to only use one type of planning of your labor costs (summary level or role level). 414 EPM Live 2010 - Admin Guide View of Example Labor Cost Categories Add a New Non-Labor Cost Category 1. Select a row. 2. Click the desired button for adding a new Cost Category. Either Insert Row before selected row, Insert row to the end, or Insert Role row as a child. 415 EPM Live 2010 - Admin Guide Enter New Cost Category Name 1. Name: Enter the new Cost Category Name 2. Leave the Unit of Measure field blank. Enter a New Labor Cost Category For each Role created on the Roles page, a new Cost Category Role is added to the Cost Categories page automatically. If you are setting up a hierarchy of Cost Category Roles, you may want to add the Roles in as a child row beneath the summary row. In this example, I added a new Role, Engineer, to my Site App. It was automatically added to my "Internal Labor" Cost Category 416 EPM Live 2010 - Admin Guide Parent/Summary row. Now, the following steps describe how to add the Engineer Role to my other Cost Category Parent/Summary row. 1. Select the summary row. 2. Click the Insert Role Row as Child button. 3. Select the Cost Category Role. 4. Click the Select button. The Unit of Measure field will populate with hrs (hours) for the Labor Cost Category. Delete a Cost Category 1. Select the Cost Category to delete. 2. Click the Delete button. Note: If a Cost Type is using a Cost Category, that Cost Category cannot be deleted. First, remove that Cost Category from the Cost Type(s). Then, return to the Cost Categories page to delete the desired Cost Category. 417 EPM Live 2010 - Admin Guide Cost Management - Modifying Cost Types (version 4.3.x) This lesson will show you how to manage the Cost Types. Cost Types are used in the Cost Planner, Cost Analyzer, and Cost Modeler. For each cost type, select which Cost Categories will be available, and how the cost are populated. Note: This page requires the Active-X PortfolioEngine Controls be installed. For each Cost Type, you would determine which Cost Categories show. And, within each Cost View, you would set which Cost Types show. The different List Apps may use different Cost Views for the Cost Planning Tools. Navigate to Site Settings 418 EPM Live 2010 - Admin Guide On the Site Actions drop down menu, select Site Settings. Open Cost Types Under the Cost Management heading, select Cost Types. Select a Cost Type to Modify All available Cost Types will show, whether they are in use in any Cost Views or not. 1. Select a Cost Type to modify. 2. Click the Modify button. Modify Cost Type Settings 1. Enter or modify the Cost Type Name. 2. Select the Cost Type Maintenance: This setting determines ow the data is populated into the Cost Type, such as whether the data is manually entered into cost type or from 419 EPM Live 2010 - Admin Guide somewhere else in the system. Frequently used options include Editable in Portfolio, WE Timesheet Actuals, Portfolio Resource Plans, and Calculated from Other Cost Types. 3. Select Open to Level in Edit Cost: This setting is applied for the initial opening level used in the Cost Planner for a new cost plan. 4. Select the Fiscal Calendar for Input: This setting is applied for Editable Cost Types that will be used for data input. Note about Cost Type Maintenance Many of the options for this setting are applicable only to legacy customers on previous versions. The following options ARE applicable and available for new customers on v4.3 and later:      Editable in Portfolio WE Timesheet Actuals Portfolio Resource Plans Calculated from Other Cost Types Cumulative Calculated The following options NOT not applicable to new customers on v4.3 and later:          Timesheet Actuals Timesheet Actuals to Status Date Portfolio Resource Plans from Status Date Portfolio Resource Plans using Revenue Portfolio Resource Plan from Status Date using Revenue Work Item Work Work Item Remaining Work (from Status Date) Project Schedule Work Project Schedule work from Status Date Configure the Custom Fields you want to use If you have created custom fields or codes, you can select them here, and specify if/when they are visible, editable, etc. in this Cost Type. Custom field values can be input for Editable cost types. To 420 EPM Live 2010 - Admin Guide configure them expand the Choose the Custom Fields you want to use section and choose from the custom fields already defined by their characteristics. These allow users to enter cost values at a lower level than Cost Category/Role. 1. Expand the section for Choose the Custom Fields you want to use. 2. For each Code Field and Text Field, select the checkbox for the following: Visible, Frozen, Editable, Required, Identity as desired. 3. Named Rate: If you want the Named Rate field to be editable in this Cost Type, check the box. This option is only available on editable Cost Types. Select the Cost Categories for this Cost Type Check/uncheck the boxes for the various Cost Categories to show for this Cost Type. The Check Mark and X buttons allow for multiple items to be checked or unchecked at once. Select a Parent Cost Category (ex: Operational). Then, if you select either button, all the child Cost Categories will either be checked or unchecked, respectively. Save and Close Cost Type Settings When finished, click the Save button. 421 EPM Live 2010 - Admin Guide Cost Management - Modifying Cost Types (version 4.4) This lesson will show you how to manage the Cost Types. Cost Types are used in the Cost Planner, Cost Analyzer, and Cost Modeler. For each cost type, select which Cost Categories will be available, and how the costs are populated. For each Cost Type, you would determine which Cost Categories show. And, within each Cost View, you would set which Cost Types show. The different List Apps may use different Cost Views for the Cost Planning Tools. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. 422 EPM Live 2010 - Admin Guide Open Cost Types Under the Cost Management heading, select Cost Types. Select a Cost Type to Modify All available Cost Types will show, whether they are in use in any Cost Views or not. 1. Select a Cost Type to modify. 2. Click the Modify button. 423 EPM Live 2010 - Admin Guide Modify Cost Type Settings 1. Enter or modify the Cost Type Name. 2. Select the Cost Type Maintenance: This setting determines ow the data is populated into the Cost Type, such as whether the data is manually entered into cost type or from somewhere else in the system. Frequently used options include Editable, Timesheet Actuals, Resource Plans, and Calculated from Other Cost Types. 3. Select Open to Level in Edit Cost: This setting is applied for the initial opening level used in the Cost Planner for a new cost plan. The Cost Category levels will be expanded as far as the level selected. 4. Select the Fiscal Calendar for Input: Select the calendar that you are using throughout the system in all the Portfolio Tools. 5. Named Rate Visible: Check the box to show the named rate field for this Cost Type in the Cost Planner. When checked/enabled, a column for named rate will show in the Cost Planner, which is coming from the Rates Table page. Example: if you have Sr. Level and Jr. Level of a certain role indicated in the Rates Table, the cost plan can include the budgeted cost specifically for the Sr. Level or Jr. Level resource, as opposed to having the budget only specify the general rate for the role. Select the Cost Categories for this Cost Type 424 EPM Live 2010 - Admin Guide Check/uncheck the boxes for the various Cost Categories to show for this Cost Type. By checking/unchecking the box for a parent row, all child rows will automatically be checked/unchecked accordingly. Save and Close Cost Type Settings When finished, click the Save button. Add or Delete Cost Types 1. To Add a Cost Type: Click the Add button to create a new Cost Type. 2. To Delete a Cost Type: Select the desired Cost Type to delete. Then, click the Delete button. 425 EPM Live 2010 - Admin Guide Cost Management - Creating Custom Cost Type Fields (version 4.3.x) This lesson will show you how to configure additional Custom Fields for use in the Cost Planner, as needed per Cost Type. Note: This page requires the Active-X PortfolioEngine Controls be installed. When users open the Cost Planner, there is an option to have metadata entered for the Cost Categories. For example, in the Cost Plan's Budget Cost Type, there might need to be a field for entering notes, adding the PO, and selecting the vendor that is supplying/associated to the Cost Category row. If the field is a text field, the custom field can be added directly into the Custom Fields section on the Cost Types section. If the field is a "code" field, such as a choice field, that field would first need to have the lookup choices added to the page for Portfolio Custom Lookups. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. 426 EPM Live 2010 - Admin Guide Open Portfolio Custom Lookups Select Portfolio Custom Lookups. Add New Portfolio Custom Lookup 1. Click the Add button. 2. Name: Enter a Name the Lookup. 3. Description: Add an optional Description. 4. Use the buttons to add, arrange, and remove the choices for the choice field. 5. When finished,click the OK button. 427 EPM Live 2010 - Admin Guide Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Cost Types Under the Cost Management heading, select Cost Types. 428 EPM Live 2010 - Admin Guide Select Custom Fields Click the Custom Fields button. Create a New Custom Text Field 1. Select a Text Field, such as Text1. 2. Click the Modify button. 3. Enter the Name for the Custom Field. 4. Click the OK button. 429 EPM Live 2010 - Admin Guide Create a New Custom Code Field 1. Select a Code Field, such as Code1. 2. Click the Modify button. 3. Name: Enter the Name for the Custom Code Field 4. Lookup Table: Select the Lookup that was created in the earlier step. 5. The available choices will show. 6. Click the OK button. 430 EPM Live 2010 - Admin Guide Close the Custom Fields Page Click the Close button. Select Cost Type to Modify 1. Select the Cost Type that will be using the newly created Custom Fields. 2. Click the Modify button. 431 EPM Live 2010 - Admin Guide Configure Custom Field Availability in Cost Type 1. Expand the section Choose the Custom Fields you want to use. 2. Select whether the Custom Code Field is visible, frozen, editable, required, and/or identity. 3. Select whether the Custom Text Field is visible, frozen, editable, required, and/or identity. 4. When finished, click the Save button. 432 EPM Live 2010 - Admin Guide Cost Type Custom Fields in Use When users have the Cost Planner open, the Cost Type will have additional columns available for the Custom Fields. The Custom Code Field will have drop down menu for the optional values. The Custom Text Field can be edited with free flow text. 433 EPM Live 2010 - Admin Guide Cost Management - Managing Cost Totals Fields and Cost Type Security (version 4.3.x) This lesson will show you how to set up your Cost Types,with regards to the Totals Fields setting and Cost Type Security. Note: This page requires the Active-X PortfolioEngine Controls be installed. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Cost Types Under the Cost Management heading, select Cost Types. 434 EPM Live 2010 - Admin Guide Select Cost Totals Click the Cost Totals button. Note: The Cost Totals setting is for all cost types. So it doesn't matter whether you have a cost type selected or not when you click the Cost Totals button. Configure Cost Totals 1. For each cost type, select the Cost Type, the Fiscal Calendar, and the Total Field options to map them. The Total Fields that are selected in this setting will show in the PortfolioEngine Settings section for each List App. The, each Total Field is then mapped to it corresponding SharePoint Field in the PortfolioEngine Settings page. 2. When finished, click the Save button. Or, if no changes have been made, click the Cancel button. 435 EPM Live 2010 - Admin Guide Cost Type Security By default, the Cost Types have open security, so that all Permission Groups have access to the Cost Types, in alignment with their access to the Portfolio Tools that show the Cost Types (ex: Cost Planner, Cost Analyzer). If you want to limit the security on certain Cost Types to certain Permission Groups, you can limit the access on those particular Cost Types, while leaving the rest with the default access. The Permission Groups are the PortfolioEngine Permissions Groups. If desired, select the Security button. Select Cost Type Security Groups 436 EPM Live 2010 - Admin Guide 1. Select whether to display the Cost Types or the Permission Groups in the selection section on the left. 2. If you have Cost Types showing, select the Cost Type(s) on the Left hand side. 3. Click the Add button 4. Select a Permission Group. 5. Click the Select button. Repeat these steps for all the Permission Groups for the selected Cost Type. Configure the Read/Edit Access for Cost Types 1. Read: Select which of the added Groups should have Read/View access to the selected Cost Type. 2. Edit: Select which of the added Groups should have Read/View access to the selected Cost Type. 3. When finished with this and other Cost Types, click the OK button. 437 EPM Live 2010 - Admin Guide Cost Management - Managing Cost Totals and Cost Type Security (version 4.4) This lesson will show you how to set up your Cost Types,with regards to the Totals Fields setting and Cost Type Security. Version Note: This page is available with EPM Live version 4.4. For customers currently on version 4.3.x, refer to the settings page specific to that version. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Cost Types Under the Cost Management heading, select Cost Types. 438 EPM Live 2010 - Admin Guide Select Cost Totals 1. Select a Cost Type. 2. Click the Cost Totals button. Configure Cost Totals 1. For the selected cost type, click the Total Field drop down. Select one of the available fields. Theses are Portfolio Custom Fields that are field type "Cost." If you have multiple calendars in your Calendars page, each calendar will be listed. The Total Fields that are selected in this setting will show in the PortfolioEngine Settings section for each List App. Then, each Total 439 EPM Live 2010 - Admin Guide Field is then mapped to it corresponding SharePoint Field in the PortfolioEngine Settings page. 2. When finished, click the OK button. Or, if no changes have been made, click the Cancel button. Cost Type Security By default, the Cost Types have open security, so that all Permission Groups who have access to the Cost Planner will have access to all Cost Types. If you want to limit the security on certain Cost Types to certain Permission Groups, you can limit the access on those particular Cost Types, while leaving the rest with the default access. The Permission Groups are the PortfolioEngine Permissions Groups. 1. Select the desired Cost Type. 2. Click the Security button. 440 EPM Live 2010 - Admin Guide Select Cost Type Security Groups 1. Read: Select which of the Groups should have Read/View access to the selected Cost Type. 2. Edit: Select which of the Groups should have Edit access to the selected Cost Type. 3. When finished, click the OK button. 441 EPM Live 2010 - Admin Guide Cost Management - Cost Views This lesson will show you how to configure the Cost Views. The Cost Views are used in the Cost Planner. Note: This page requires the Active-X PortfolioEngine Controls be installed. Within each Cost View, you would set which Cost Types show and for which calendar periods. The different List Apps may use different Cost Views for the Cost Planning Tools. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. 442 EPM Live 2010 - Admin Guide Open Cost Views Under the Cost Management heading, select Cost Views. Add a New Cost View Click the Add button. 443 EPM Live 2010 - Admin Guide Complete New Cost View Settings 1. Name: Enter the Name for the Cost View. 2. Description: Enter the Description for the Cost View. 3. Choose a Fiscal Calendar: Select one of the available calendars. 4. Choose a Start Period (Optional): This will limit users from being able enter cost data into the Periods prior to the selected Start Period. This setting allows you, as the administrator, to limit users from entering data into Calendar Periods that may no longer needed, and to keep the Cost Planner less cluttered with Periods. For example, if it's Jan 2013, you may not want users viewing and entering the Cost Plan data into Periods prior to June 2012. You can come back in to modify the Cost View Start Period as needed as time progresses. 5. Choose a Finish Period (Optional): This will limit users from being able enter cost data into the Periods after to the selected Finish Period. This setting allows you, as the administrator, to create your Calendar Periods for a long period of time, but limit users from entering data into those periods, and to keep the Cost Planner less cluttered with Periods. For example, if it's Jan 2013, you may not want users viewing and entering the Cost Plan data into Periods past the current year. You can come back in to modify the Cost View Finish Period as needed as time progresses. 444 EPM Live 2010 - Admin Guide 6. Choose the Cost Types to display: Select the Cost Type you want to show in the Cost View. 7. Select the right and left facing arrows to move Cost Types between the Available side and the Included side. 8. Select the up and down facing arrows to arrange the order of the Cost Types. The order is rendered as tabs left to right in the Cost Planner. 9. When finished, click the OK button. Select an Existing Cost View to Modify 1. Select a Cost View 2. Click the Modify button. 445 EPM Live 2010 - Admin Guide Modify the Cost View Settings View and modify any settings as needed. When finished, click the OK button. If no changes are made, click the Cancel button. Copy an Existing Cost View to Create a New Cost View 1. Select the Cost View you want to copy. 2. Click the Copy button. 446 EPM Live 2010 - Admin Guide Complete Copied Cost View Settings 1. Name: Rename the Cost View. 2. Make any modifications, as desired, for this new Cost View. 3. When finished, click the OK button. Delete a Cost View 1. Select the Cost View you want to delete. 2. Click the Delete button. Note: You cannot delete a Cost View if it is in use by a List App. You would first need to select a different Cost View in the List App, and then come back to delete the Cost View, if needed. If you no 447 EPM Live 2010 - Admin Guide longer want to use a Cost View for a specific List App, you don't have to delete it. Instead, you could change the Cost View in that List App's PortfolioEngine Settings section. 448 EPM Live 2010 - Admin Guide Cost Management - Cost Models This lesson shows you how to manage the Cost Models, which are used in the Cost Modeler for what-if scenario modeling costs. Note: This page requires the Active-X PortfolioEngine Controls be installed. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Cost Models Under the Cost Management heading, select Cost Models. 449 EPM Live 2010 - Admin Guide Modify an Existing Cost Model 1. Select a Cost Model to modify. 2. Click the Modify button. Modify the Cost Model Settings 1. Name: Enter of modify the Cost Model name. 2. Description: Enter or modify the Cost Model description. 3. Fiscal Calendar: Select the Calendar to be used for this Cost Model. 4. Cost Types: Select a single or multiple Cost Type(s) to show in the Modeler when this Cost Model is in use. 5. Custom Field for Selected Flag: TBD. 450 EPM Live 2010 - Admin Guide Modify the Cost Model Versions 1. Add: Select the Add button to add a new Version in this Cost Model. 2. Modify: Select the Version and click the Modify button, or double-click the Version name to modify it. 3. Delete: Select the Version to delete, and click the Delete button. Note about Versions: When users are creating scenarios in the Modeler, they can choose to copy the what-if scenario model into a Version. Then, they'd be able to open and compare the Versions. You can have Versions that are general numbers (ex: 1, 2, 3). Another use case would be to create a Version for each of the executives who are using the Modeler, so that they can compare Mark's Version to John's Version, etc. Modify the Cost Model Version Security 451 EPM Live 2010 - Admin Guide The Cost Model Versions can have security enabled, so that only certain security groups have access to Read and/or Write the Version. These are using the PortfolioEngine Permissions Groups. By default, all the Version have open security, so that anyone with access to open the Modeler would have access to all the Versions in this Model. If you update the security, then only those in the groups specified would have access. 1. Select the Version. 2. Click the Security button. 3. Select the Groups to add access to this Version. 4. Use the left and right facing arrows to add/remove groups. 5. Select whether the group has Read and/or Write access for the Version. 6. When finished, click the OK button. Save and Close the Cost Model 1. When permissions have specified on the Version, the Group Access column will show the Groups with access. 2. When finished, click the Save button. Add, Copy, or Delete Cost Models 1. To create a new Model from scratch, click the Add button . 2. To copy an existing Model, select the Model to copy, and click the Copy button. 452 EPM Live 2010 - Admin Guide 3. To delete a Model, select the Model to delete, and click the Delete button. Note: A use case scenario for adding a new Cost Model could be if you want to do what-if scenario modeling on a different cost type other than Budget, since there is a Budget Model by default. If you create a new Cost Type, such as Estimates, you may want to create a new Cost Model for the Estimates Cost Type. 453 EPM Live 2010 - Admin Guide Cost Management - Post Cost Values (version 4.3.x) This lesson will show you how to post the cost values. This is used for the Cost Types where the Cost Data is posted from another location. The posting needs to be run manually or scheduled to run on a regular basis. The Cost Types where data is manually typed into the Cost Plan is posted automatically when the Cost Plan is Saved. Note: This page requires the Active-X PortfolioEngine Controls be installed. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Post Cost Values Under the Cost Management heading, select Post Cost Values. 454 EPM Live 2010 - Admin Guide Cost Values that are Manually Posted The Post Cost Values function takes the quantity values (ex: Hours) from the source of the values and calculates the Cost, then posts that cost value to the Cost Type. In order for the Cost to populate, the Rate in the Calendars and Periods page must be set. The Resource Plan Cost Type is calculated based on the hours entered into the Resource Plan. The Timesheet Actuals Cost Type is calculated based on the hours entered (and approved) in the Timesheets. Note: It is important to use the Calendar Months if that is your default Calendar used by the various cost planning tools. Cost Values that are Posted Automatically The Cost Types that are maintained by manual data entry do not need the Post Cost Values function. Therefore, there is not a checkbox in those Cost Types. For those Cost Types, the Cost Values are posted when that Cost Plan is saved. Those Cost Types will show in the lower section of the page. 455 EPM Live 2010 - Admin Guide Post Cost Values for the Resource Plan. 1. Check the box for the desired Cost Type for the desired Calendar. 2. Click the Post Cost Values button. 3. Run Options: Select the desired run option. Options include Run immediate and wait for result, Run immediate no wait, and Schedule Run. If Schedule Run is selected, the Schedule Run Options section becomes no longer grayed out, so you may specify the schedule. 4. Start Date/Time: Select the Start Date and Time. Time is showing in the 24hr format. 5. Run Frequency: Select the run frequency - once, hourly, daily, weekly, monthly. 6. Click the OK button. The results of the Post Cost Values are available in the Post Cost Options page. 456 EPM Live 2010 - Admin Guide Cost Management - Post Cost Values (version 4.4) This lesson will show you how to post the cost values. This is used for the Cost Types where the Cost Data is posted from another location. The posting needs to be run manually or scheduled to run on a regular basis. The Cost Types where data is manually typed into the Cost Plan is posted automatically when the Cost Plan is Saved. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Post Cost Values Under the Cost Management heading, select Post Cost Values. 457 EPM Live 2010 - Admin Guide Cost Values that are Manually Posted The Post Cost Values function takes the quantity values (ex: Hours) from the source of the values and calculates the Cost, then posts that cost value to the Cost Type. In order for the Cost to populate, the Rate in the Calendars and Periods page must be set. The Resource Plan Cost Type is calculated based on the hours entered into the Resource Plan. The Timesheet Actuals Cost Type is calculated based on the hours entered (and approved) in the Timesheets. Note: It is important to use the Calendar Months if that is your default Calendar used by the various cost planning tools. Cost Values that are Posted Automatically The Cost Types that are maintained by manual data entry do not need the Post Cost Values function. Therefore, there is not a checkbox in those Cost Types. For those Cost Types, the Cost Values are posted when that Cost Plan is saved. Those Cost Types will show in the lower section of the page. Post Cost Values for the Resource Plan 1. Check the box for the desired Cost Type for the desired Calendar. 2. Click the Post Cost Values button. 3. Run Options: Select the desired run option. Options include Run immediate and wait for result, Run immediate no wait, and Schedule Run. If Schedule Run is selected, the Schedule Run Options section becomes no longer grayed out, so you may specify the schedule. 4. Start Date/Time: Select the Start Date and Time. Time is showing in the 24hr format. 5. Run Frequency: Select the run frequency - once, hourly, daily, weekly, monthly. 6. Click the OK button. The results of the Post Cost Values are available in the Post Cost Options page. 458 EPM Live 2010 - Admin Guide Cost Management - Rates Table This lesson will show you how to set up additional Named Rates in the Rates Table. Once the Rates Table is populated, then the Resource Rates can be entered for specific Resources. Note: This page requires the Active-X PortfolioEngine Controls be installed. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Rates Table Under the Cost Management heading, select Rates Table. 459 EPM Live 2010 - Admin Guide Add New Rate Use the buttons to add a new Rate to the end or above a selected Rate, if you already have at least one Rate listed. Enter Name for New Rate 1. Name: Enter the name for the Rate. 2. Click the Save button. Enter the Rates and Overtime Rates 1. Enter the Rate value, Overtime Rate value (optional) for the first row. The first Rate row runs from the beginning of the calendar so an Effective Date is not needed. 2. If the Rate(s) will change, enter an effective date in the next row, and what the new Rate will be on that effective date going forward. The Post Cost Values feature uses the same rate for a whole period so set the Effective Date to a period start date. The Period dates are specified in the Calendars and Periods page. 460 EPM Live 2010 - Admin Guide Manage Rates Table Use the tools for managing the order and hierarchy of Rates, as needed. The following buttons are available for managing the Rates: 1. Expand the selected summary row. 2. Indent/Oudent the Rates. 3. Move the Rates up/down. 4. Delete a Rate if no longer needed. You will NOT get a warning or confirmation below the Rate is deleted. Note: If a Resource has the Rate associated, the Rate cannot be deleted. First, you would need to un-associate the Resource from this Rate. Then, you'd be able to delete it. 461 EPM Live 2010 - Admin Guide Cost Management - Cost Type Custom Fields (version 4.4) This lesson will show you how to configure additional Custom Fields for use in the Cost Planner, as needed per Cost Type. Version Note: This page is available with EPM Live version 4.4. For customers currently on version 4.3.x, refer to the settings page specific to that version. When users open the Cost Planner, there is an option to have metadata entered for the Cost Categories. For example, in the Cost Plan's Budget Cost Type, there might need to be a field for entering notes, adding the PO, and selecting the vendor that is supplying/associated to the Cost Category row. If the field is a text field, the custom field can be added directly into the Custom Fields section on the Cost Types section. If the field is a "code" field, such as a choice field, that field would first need to have the lookup choices added to the page for Portfolio Custom Lookups. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. 462 EPM Live 2010 - Admin Guide Open Portfolio Custom Lookups Select Portfolio Custom Lookups. Add New Portfolio Custom Lookup 1. Click the Add button. 2. Name: Enter a Name the Lookup. 3. Description: Add an optional Description. 4. Use the buttons to add, arrange, and remove the choices for the choice field. 463 EPM Live 2010 - Admin Guide 5. When finished,click the OK button. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Cost Types Under the Cost Management heading, select Cost Types Custom Fields. 464 EPM Live 2010 - Admin Guide Create a New Custom Code Field 1. Select a Code Field, such as Code1. 2. Click the Modify button. 3. Name: Enter the Name for the Custom Code Field 4. Lookup Table: Select the Lookup that was created in the earlier step. 5. Restrict Selection to Leaf Entries: This setting is applicable if there is a hierarchy of entries in the look up table. If checked, only the child items (leaf entries) can be selected, not the summary rows. If unchecked, the summary rows and child rows can be selected. 6. Use Full Name: This setting is applicable if there is a hierarchy of entries in the look up table, and if the items that can be selected are not all unique values. If checked, the name will show the full name including the summary row and the child row, to keep the difference clarified. 7. The available choices will show. 8. Click the Save button. 465 EPM Live 2010 - Admin Guide Create a New Custom Text Field 1. Select a Text Field, such as Text1. 2. Click the Modify button. 3. Enter the Name for the Custom Text Field. 4. Lookup Table: Select [None]. There is no lookup table for a text field, as the users will enter the data directly into the field. 5. Click the Save button. 466 EPM Live 2010 - Admin Guide Close the Custom Fields Page To modify or delete an existing custom Cost Type field: 1. Select the desired Field. 2. Click the Modify or Delete button. Navigate to Cost Types Return to the Site Settings Page. Under the Cost Management heading, select Cost Types. 467 EPM Live 2010 - Admin Guide Select Cost Type to Modify 1. Select the Cost Type that will be using the newly created Custom Fields. 2. Click the Modify button. 468 EPM Live 2010 - Admin Guide Configure Custom Field Availability in Cost Type 1. Select whether the Custom Code Field is visible, frozen, editable, required, and/or identity. 2. Select whether the Custom Text Field is visible, frozen, editable, required, and/or identity. 3. When finished, click the Save button. 469 EPM Live 2010 - Admin Guide Cost Type Custom Fields in Use When users have the Cost Planner open, the Cost Type will have additional columns available for the Custom Fields. The Custom Code Field will have drop down menu for the optional values. The Custom Text Field can be edited with free flow text. 470 EPM Live 2010 - Admin Guide Cost Management - Resource Rates In this lesson, you will learn how to enter named Resource Rates. EPM Live allows for Rates to be managed at the Role level, using the Rate setting per Period in the Calendars and Periods page. However, if business needs require to have specific Resources have different Rates, you would first set up the Rates in the Rates Table. Then, you would assign the Resources to their Rates. Note: This page requires the Active-X PortfolioEngine Controls be installed. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Rates Table Under the Cost Management heading, select Resource Rates. 471 EPM Live 2010 - Admin Guide Add New Resource Rate Click the Add button. Search for Resources 1. Enter the search parameters. Note: If no search parameters are entered (blank search field), all Named Users will show for the search results. 2. Click the Go button. 3. Select the checkboxes for the desired Resources. 4. Click the OK button. 472 EPM Live 2010 - Admin Guide Select Rate for Each Resource Do the following steps for each Resource listed: 1. Double-click the Rate field. 2. Select the associate Rate. 3. Click the Select button. Note about Rates Displayed When a hierarchy has been set up in the Rates Table, the Rate field will show as such Summary Category.Rate. When finished, click the Save button. 473 EPM Live 2010 - Admin Guide Resource Rate Updated in the Resource Pool In the Resource Pool, the Resources' Standard Rate field will be updated per the settings on this Resource Rates page. If another Rate was already entered in that field, it will be overwritten. Note: When the Timer Services run, it refreshed the items in the Resource Pool. If you want to view the updated Rates prior to the Timer running, open, save, and close each Resource. This "refreshes" the item, and then the updated Rate will populate. Enterprise Reporting Enterprise Reporting - Reporting Solution Overview This lesson will show you how the EPM Live Reporting Solution uses SQL Server Reporting Services (SSRS) for reporting on EPM Live data. EPM Live Reporting provides a live link between the EPM Live system on SharePoint and SQL Server. The List Apps are mapped dynamically to SQL Server tables to facilitate SQL Reporting on all data. Once a List App is mapped, any items that are added, updated or deleted are immediately reflected in the corresponding SQL table. SSRS Reporting Requirements 474 EPM Live 2010 - Admin Guide Note: The following requirements for On-Premise customers in order to be able to use the EPM Live Reporting Solution. Online/SaaS customers do not have any requirements.   Microsoft SSRS (SQL Server Reporting Services) 2008R2 or later SSRS in Integrated Mode 475 EPM Live 2010 - Admin Guide Enterprise Reporting - Managing your Reporting Database Site Mappings (On-Premise Customers) This lesson will show you how to map your Site App to the Reporting Database. In order to use the EPM Live Reporting Solution, the Site App must first be mapped to the SQL Server Reporting Database. The following instructions for this article (how to map the Site App) are specific to on-premise customers, hosting EPM Live on their own local client servers. If you an online customer, please refer to the steps for online customers. The Site App must be mapped to a database by a Site Collection Administrator who has access to SharePoint Central Admin. Once a site has been mapped to a database, all list mapping functions are available to the EPM Live site administrators. If you have multiple Site Apps (as separate Site App Collections), each site collection can be mapped to a different server and/or database. EPM Live recommends this. 476 EPM Live 2010 - Admin Guide Open SharePoint 2010 Central Administration From the Start Menu, select SharePoint 2010 Central Administration. 477 EPM Live 2010 - Admin Guide Open General Application Settings Under the Central Administration heading, select General Application Settings. Open Reporting Configuration Under the WorkEngine Administration heading, select Reporting Configuration. On the Mapped Sites page click Add Mapping. Configure the Database Server Mapping Settings 478 EPM Live 2010 - Admin Guide 1. Site Collection: Select your Site App Collection. 2. Database Server Exisiting or New: EPM Live recommends selecting New. After at least one Database exists, you may select whether to use an existing database and server, or select to create a new Database when mapping additional site collections. It is recommended that you use one database per site collection. 3. Enter the Server and Database Names. You may choose your database name, though it is recommended to use a naming convention so you will know that it is an EPM Live reporting database when looking at SQL. For example, epmlivereportdb_sitename. 4. Use SQL Account Checkbox: If you have logged in to the server as the account who will create the database (ex: administrator), then it will automatically use that windows account for creating the Reporting Database. IF so, be sure that account has the permissions to create a database. Or, if you'd rather use a SQL account, check the box for Use SQL Account. Then, enter the username and password for the SQL account. 5. When finished, click the Create Database button. The newly created database will now show on the Mapped Sites Page. Delete the Site Mapping from the Reporting Database If needed, to remove the database mapping for a Site App Collection, click on the site collection name and select Delete from the drop-down list. This will delete ALL database data for all mapped lists contained in this site collection including all snapshot data. Note: All data will be deleted but the database will not be removed, even if no other site collections are mapped to it. 479 EPM Live 2010 - Admin Guide Enterprise Reporting - Managing your Reporting Database Site Mappings (Online Customers) This lesson will explain how your Site App is mapped to the Reporting Database. This article is specific to online/SaaS customers, hosted by EPM Live. At the time of your EPM Live site collection creation, a Reporting Database was created on the EPM Live Servers. The details about the Reporting Database for your Site App show on the Reporting Settings Page. If you an on-premise customer, please refer to the steps for on-premise customers. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Reporting Settings Under the Enterprise Reporting heading, select Reporting Settings. 480 EPM Live 2010 - Admin Guide View Your Reporting Database Information The Reporting Database Information shows the Server, Database, Username, Password, and Full Connection String. 481 EPM Live 2010 - Admin Guide Enterprise Reporting - Activating the Reporting Site Collection Feature In this lesson, you will learn how to activate the Report Server Integration feature. For On-premise Customers, if the Report Server Integration feature is not available on the list of Site Collection features, the SSRS Integrated Mode installation is not set up correctly. The Reporting Services Add-in for SharePoint has to be installed. The Microsoft SQL Server Reporting Services Add-in for Microsoft SharePoint Technologies is a Web download that provides features for running a report server within a larger deployment of SharePoint Foundation and SharePoint Server 2010. Once the Report Server Integration Feature has been activated, a new Reporting Services menu will show on the Site Settings page. Note: On newly created EPM Live Site Apps (site collections), this feature is activated by default. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Advanced SharePoint Administration Under the Advanced heading, select Advanced SharePoint Administration. 482 EPM Live 2010 - Admin Guide Open Site Collection Features Under the Site Collection Administration heading, select Site Collection Features. Activate the Report Server Integration Feature If needed, select the Activate or Deactivate button to activate or deactivate this site collection feature. 483 EPM Live 2010 - Admin Guide Enterprise Reporting - Reports Page This lesson shows how to modify the Reports page. The Reports Page is a web part page built into the EPM Live Site, with the following location: 'Site URL/Reports.aspx.' By default there is also a link to the Reports Page in the Quick Launch of the Projects Community. The Reports Page can be modified to include additional/different web parts with various reporting information. There is also a Report List Web Part added to the page, which includes links to all the reports throughout the system. Report List Web Part The Report List Web Part shows all reports throughout the EPM Live site, organized into folders per List App. The List App Views and Dashboards show when the List App name is expanded. Under the Reporting Services Reports heading, the Report Library section shows all the SSRS Reports (SQL Server Reporting Services Reports), organized by the report type. Note: The reports in the Report Library folder can be modified or rearranged into different folders, if needed. This would be done in the Report Library, accessible via the Site Settings Page. Edit the Report List Web Part 1. Select the Web Part drop down arrow on the Report List Web Part. 2. Select Edit Web Part to open the Web Part Settings. 484 EPM Live 2010 - Admin Guide Select Additional Report Types Expand the Lists and Libraries section to see the available List Apps and Library Apps. All List Apps and Library Apps are shown. 1. Check the boxes for the desired lists and libraries. 2. If desired, change the folder display name. 3. When finished, click the OK button. 485 EPM Live 2010 - Admin Guide Updated Report List Web Part The updated Report List Web Part. Edit Chart Web Parts 1. If desired, select the Web Part drop down arrow for any Chart Web Part. 486 EPM Live 2010 - Admin Guide 2. Select Edit Web Part to open the Web Part Settings. Update to desired chart format, data, etc. Finish Editing the Page When finished with the modifications to the Reports Page, select the Page Ribbon Tab, and then select Stop Editing. Enterprise Reporting - Reporting Settings Reporting Settings Overview (Versions up to 4.4.1) This lesson will explain the available options while working with your mapped List Apps for reporting. Version Note: Some of the menu options are different as of version 4.4.2. These menu options and settings are applicable to EPM Live up through version 4.4.1. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. 487 EPM Live 2010 - Admin Guide Open Reporting Settings Under the Enterprise Reporting heading, select Reporting Settings. Reporting Settings Overview Note: The header bar menu includes options for overall management of the Reporting Settings, whereas the List App-specific options are available in a contextual menu by clicking the List App name itself. Actions Options:    Add List: Add a new List App Mapping to the Reporting Database. This action also checks the Enable Reporting feature on the List App's General Settings page. Snapshot All: Perform an instant and manual snapshot of all List Apps. Refresh All: Clear all tables and copy current data from all mapped List Apps. Settings Options:   Snapshots: View and configure snapshot data sets. Schedule: Set-up periodic snapshots and clean-up jobs. List App Contextual Menu Options:       Refresh: Clear all mapped tables and refresh with current List App data. Snapshot: Take an instant snapshot of the current List App data. Event Audit: Check that all List Apps in the site collection have appropriate event handlers configured. Status Log: Show all log entries for this List App mapping. Edit: Modify this List App mapping. Delete: Remove this List App mapping and delete data. 488 EPM Live 2010 - Admin Guide Reporting Settings Overview (Version 4.4.2 and Later) This lesson will explain the available options while working with your mapped List Apps for reporting. Version Note: Some of the menu options are different in the previous versions of EPM Live. These menu options and settings are applicable as of EPM Live version 4.4.2. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Reporting Settings Under the Enterprise Reporting heading, select Reporting Settings. Reporting Settings Overview Note: The header bar menu includes options for overall management of the Reporting Settings, whereas the List App-specific options are available in a contextual menu by clicking the List App name itself. Actions Options:   Add List: Add a new List App Mapping to the Reporting Database. This action also checks the Enable Reporting feature on the List App's General Settings page. Snapshot All: Perform an instant and manual snapshot of all List Apps. 489 EPM Live 2010 - Admin Guide  CleanUp All: Clear all tables and copy current data from all mapped List Apps. This action is rarely needed, if ever at all. It is used as a cleanup in case data in the Reporting Database gets out of sync with the live List Apps' data. Settings Options:   Snapshot Management: View and edit snapshot data sets as well as schedule snapshots for the List Apps. Schedule: Schedule the Reporting Refresh to run daily. This time can also be selected during the Setup Wizard. List App Contextual Menu Options:       Cleanup: Clear all mapped tables and refresh with current List App data. Snapshot: Take an instant snapshot of the current List App data. Event Audit: Check that all List Apps in the site collection have appropriate event handlers configured. Status Log: Show all log entries for this List App mapping. Edit: Modify this List App mapping. Delete: Remove this List App mapping and delete data. 490 EPM Live 2010 - Admin Guide Reporting Settings - Managing List Mappings This lesson will show you how to manage your List Mappings for the Reporting Solution, which maps/creates a Table on the EPM Live Reporting Database on SQL Server. When the EPM Live Site App is mapped to the new Reporting Database, certain List Apps are automatically mapped for reporting. These include whichever lists are shown in the EPM Live Timer Settings. Even if the Timer is disabled at the time of reporting database mapping, the List Apps are mapped. Any EPM List App can be set-up to link dynamically to a database table. The table will be constructed specifically to match the required fields and will be updated every time an item is added, edited or deleted from the List App. The following fields are always mapped automatically for each mapped List App. All others are optional.      Title Created Created By Modified Modified By Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. 491 EPM Live 2010 - Admin Guide Open Reporting Settings Under the Enterprise Reporting heading, select Reporting Settings. Mapped List Apps All mapped List Apps will show on this page. Modify Existing List App Mapping 1. To modify an existing List App Mapping, select the name of the List App. 2. Select Edit. Update Field Mappings for List App 492 EPM Live 2010 - Admin Guide For an existing List App Mapping, the List selection will be grayed out and unavailable to change. Resource List Checkbox Configure if the List App is a Resource List for use with Resource reporting. This is also called a Work List, meaning that the items in the List App are "work" items, and can be assigned to Resources. If this List App has the Work List Feature enabled, then it can also be selected here as a Resource List. Any custom List App may be used as a Resource List with the right configuration. The Resource List checkbox will be set by default if the necessary fields are available in that List App. When the Resource List checkbox is checked, the following required fields have to be selected for mapping to the Reporting Database: Title, Assigned To, Start Date, Due Date, and Work. So, these fields cannot be unchecked. However, you may choose not to map those fields. To un-map these Resource fields individually, the List App can no longer be a Resource List unselect the Resource List checkbox first. If the required fields are not available at the time of mapping, the Resource List option will be grayed out as unavailable. The mapping may be edited later if the required fields are added to the List App, if the List App becomes a Work List. 493 EPM Live 2010 - Admin Guide Select the List App Fields to Map Each List App mapping can be edited to add or remove specific fields. When fields are added to the mapping, a column (or two columns in some cases) is added to the database table for this List App. All existing records are set to NULL for the added column. When fields are removed from a mapping, the corresponding table column(s) are immediately deleted. These table adjustments are processed on both the mapped table and the snapshot table. 1. For quicker selection of fields to map, use the Check All or Uncheck All boxes. 2. The Title field is mandatory to be checked/mapped for all List Apps, so it is grayed out. 3. If desired, check the boxes individually for the fields to map for this List App. Save and Close List App Mapping When finished, click the Save Settings button. 494 EPM Live 2010 - Admin Guide Add a New List Mapping Note: In the List App Settings, the option to Enable Reporting automatically maps that List App to the Reporting Database, and adds that mapped List App to this page. Likewise, when a List App is manually added to this page, the setting for Enable Reporting gets automatically gets checked in the List App Settings. 1. Select the Actions drop down menu. 2. Select Add List. Select the List App to Map 1. Select the desired List App Name for mapping. 2. Select the fields to map. 495 EPM Live 2010 - Admin Guide Delete a List Mapping 1. To delete an existing List App Mapping, select the name of the List App. 2. Select Delete. Note: All data associated with that mapping will be deleted, including the snapshot table. 496 EPM Live 2010 - Admin Guide Reporting Settings - Managing Snapshots This lesson will show you how to manage Reporting Snapshots. A snapshot of a mapped table can be saved at any time and time-stamped for future reference. A complete copy of the List App is added to a corresponding snapshot table; this table is identical to the mapped table except for the addition of a period identifier. By referencing the associated period, data can be extracted for any specific snapshot date and time. Although a snapshot can be taken manually on any mapped List App at any time, this feature will usually be scheduled to run automatically for defined periods such as daily, weekly or monthly. Periods define a point in time that a snapshot was saved. When a manual or scheduled snapshot occurs, a new period is recorded with the date, time and default title. The title can be subsequently renamed and the date can be edited to help align data for reporting. (The actual snapshot date is saved separately and cannot be changed). Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Reporting Settings Under the Enterprise Reporting heading, select Reporting Settings. 497 EPM Live 2010 - Admin Guide Manually Snapshot a Mapped List App 1. Select a List App that you would like to manually do a snapshot. 2. On the contextual menu, select Snapshot. Confirm the Snapshot A message will ask, "Are you sure you want to manually snapshot this item?" Click the OK button. Manually Snapshot All List Apps On the Actions drop down menu, select Snapshot All. Version Note: The Actions drop down menu differs slightly based on version. The image on the left represents versions up to 4.4.1, while the image on the right represents versions as of 4.4.2. Create a Snapshot Schedule 498 EPM Live 2010 - Admin Guide Version Note: The Actions drop down menu differs slightly based on version. The image on the left represents versions up to 4.4.1, while the image on the right represents versions as of 4.4.2. Versions up to 4.4.1: On the Settings drop down menu, select Schedule. Versions as of 4.4.2: On the Settings drop down menu, select Snapshot Management. From this screen, you can view & edit existing snapshots, as well as create new snapshots. Create a New Schedule Under the Schedules heading, select Create New Schedule. Enter Scheduled Snapshot Title Enter the Schedule Title for this Scheduled Snapshot. Set Schedule Type Select a schedule type of Daily or Monthly.   If Daily, select a time and the days of the week to run. For example, selecting all days will literally run the job every day. Selecting a single day will effectively run the job once a week. If Monthly, select a time and the day of the month to run. 499 EPM Live 2010 - Admin Guide Select List App(s) 1. Select which mapped List Apps will be included in this schedule. Use Control-Click to selects or un-select multiple items. 2. When finished, click the Save Settings button. Modify an Existing Snapshot Schedule 1. Select the Snapshot Schedule to modify. 2. Select Edit to make desired changes. Delete an Existing Snapshot Schedule 1. Select the Snapshot Schedule to modify. 2. Select Delete. Note: There is no confirmation message. The schedule is deleted immediately. View Snapshots Version Note: The Actions drop down menu differs slightly based on version. The image on the left represents versions up to 4.4.1, while the image on the right represents versions as of 4.4.2. 500 EPM Live 2010 - Admin Guide Versions up to 4.4.1: On the Settings drop down menu, select Snapshots. Versions as of 4.4.2: On the Settings drop down menu, select Snapshot Management. From this screen, you can view & edit existing snapshots, as well as create new snapshots. View All Snapshots The Snapshot Manager page shows all snapshot jobs that have been completed. Each entry shows information for the period:      Report Title: the name of the period; this is editable, see the Editing Section below. Active: a flag that can be set by the user that can be referenced in reports to include or exclude specific periods. Reporting Period: a user-configurable date to align the snapshot data with a specific date. Snapshot Date: the actual timestamp of the snapshot data; cannot be edited. Lists: the mapped List Apps that were included in the job. To edit a Snapshot, click the Report Title Date and Time. Select Edit. Edit Snapshot Details 501 EPM Live 2010 - Admin Guide 1. Snapshot Activation / Deactivation: In this section you can Activate or Deactivate a Snapshot by checking or unchecking the checkbox. 2. Snapshot Title: Modify the title if desired. 3. Snapshot Date: Modify the date if desired. 4. When finished, click the Save Settings button. Note about Editing Snapshot Data There may be occasions where snapshot dates need to be adjusted retroactively so that reporting data conforms to standard periods. For example, if a monthly-scheduled snapshot needs to be corrected with a manual snapshot, then a report would incorrectly show both snapshots in the data. In order to handle this circumstance, the Active field and Reporting Period field can be edited. Example scenario:       A monthly snapshot of timesheet data is taken on the last day of every month. Due to an unexpected event in March, many employees do not complete their timesheets until April 2nd. To include the late data, a second, unscheduled snapshot is taken on April 3rd. The period for the first snapshot is set to inactive. The Reporting Period for the second snapshot is changed to March 31st. Monthly reports will now correctly show the late data that was recorded on April 2nd in the March report. 502 EPM Live 2010 - Admin Guide Reporting Settings - Scheduling Reporting Cleanup (Versions up to 4.4.1) This article will show you how to schedule the Report Cleanup. Besides the cleanup, this is also referred to as Refresh All. This article explains how to schedule the Refresh All (Reporting Cleanup). Note: The Refresh All can also be started manually at any time. Although all List Apps are mapped to a database table dynamically, there may be unusual situations where the data becomes out of sync. To offset any possible anomalies, it is recommended that the reporting cleanup job be enabled/scheduled. This job will clear all tables and resynchronize data on a daily basis. It will also run various maintenance tasks to ensure that the system is configured consistently. What does Refresh All Do? When the Refresh All runs, the following takes place. This is a resource intensive feature, so it is recommended to only run the Refresh All during off-peak times.      Updates all data from the Timesheet DB to the Reporting DB (EPM Live Content DB) … populates the "TS" Table Updates all data from the PortfolioEngine DB to the Reporting DB (EPM Live Content DB) … populates the "EPG" Tables Updates Security Table (a table that shows which users are in which groups) Cleans up data (Refreshes all data in each mapped EPM Live list) - in case the event handler was missing/broken Deletes lists & sites from the Reporting DB (EPM Live Content DB). This is because deleting a list or library does not immediately get deleted from the Reporting DB as well for performance purposes. Navigate to Site Settings 503 EPM Live 2010 - Admin Guide On the Site Actions drop down menu, select Site Settings. Open Reporting Settings Under the Enterprise Reporting heading, select Reporting Settings. Open the Schedule Page On the Settings drop down menu, select Schedule. Reporting Cleanup 1. Select Time: Select a time for the Reporting Cleanup to run each day. This time should be set to a time when your system will be idle or close to idle. A Last Run time stamp will show for the last time the Reporting Cleanup ran. 2. View Log: Click the link to open the log for the last run Reporting Cleanup. Important Note: During the time while the Reporting Refresh All is running, certain data may be unavailable. This is especially true for the List Apps that use the Reporting Database (aka the EPM Live Content Database) as the Data Source. 504 EPM Live 2010 - Admin Guide Reporting Cleanup Log Example Reporting Cleanup Log. 505 EPM Live 2010 - Admin Guide Reporting Settings - Scheduling Reporting Cleanup All (Versions as of 4.4.2) This article will show you how to schedule the Report Cleanup. This article explains how to schedule the Cleanup All (Reporting Cleanup). Note: The Cleanup All DOES NOT include the Reporting Refresh. The Reporting Refresh is run separately from the Cleanup All. Although all List Apps are mapped to a database table dynamically, there may be unusual situations where the data becomes out of sync. To offset any possible anomalies, it is recommended that the reporting cleanup job be enabled/scheduled. This job will clear all tables and re-synchronize the data. It will also run various maintenance tasks to ensure that the system is configured consistently. Note: Only run the Cleanup All as needed. This is not a regularly scheduled or needed feature (if ever at all). What does Cleanup All Do in Comparison to Reporting Refresh? In previous versions of EPM Live, the Refresh All was a combined feature that included what is now separated as two separate features, Cleanup All and Reporting Refresh. When the Cleanup All runs, the following takes place: cleans up data (Refreshes all data in each mapped EPM Live list) - in case the event handler was missing/broken. This is a resource intensive feature, so it is recommended to only run the Cleanup All during off-peak times, if it's even needed at all. When the Reporting Refresh runs, the following takes place. If you need the following, you would run/schedule the Reporting Refesh, not the Cleanup All.     Updates all data from the Timesheet DB to the Reporting DB (EPM Live Content DB) … populates the "TS" Table Updates all data from the PortfolioEngine DB to the Reporting DB (EPM Live Content DB) … populates the "EPG" Tables Updates Security Table (a table that shows which users are in which groups) Deletes lists & sites from the Reporting DB (EPM Live Content DB). This is because deleting a list or library does not immediately get deleted from the Reporting DB as well for performance purposes. 506 EPM Live 2010 - Admin Guide Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Reporting Settings Under the Enterprise Reporting heading, select Reporting Settings. Open the Schedule Page On the Actions drop down menu, select Cleanup All. 507 EPM Live 2010 - Admin Guide Cleanup All Warning Message If you select Cleanup All, you will get this confirmation warning message. You may then select Cleanup or Cancel. Warning: This function is used to clean up list report data by completely deleting and readding list information to the database. This process can take a considerable amount of time to complete and should only be done if absolutely necessary. If your intention was to refresh the timesheet, portfolio, and group security information cancel out of this dialog and click 'Refresh Schedule' under the 'Settings' link. Cleanup Queued Status While the Cleanup All is running, the Cleanup column will show as Queued. Refresh your browser to see the Cleanup column change from Queued to the "i" icon. Once the Cleanup All is completed, this icon signifies that the cleanup was completed successfully. 508 EPM Live 2010 - Admin Guide 509 EPM Live 2010 - Admin Guide Reporting Settings - Scheduling Reporting Refresh (Versions as of 4.4.2) This article will show you how to schedule & run the Report Refresh. The Reporting Refresh should be scheduled to run once daily, and can also be Run Now when needed. Note: The Reporting Refresh is a separate feature from the Cleanup All. Version Note: The Reporting Refresh is run separately from the Cleanup All as of version 4.4.2, whereas in versions up to 4.4.1, both features were combined as one. What does Cleanup All Do in Comparison to Reporting Refresh? In previous versions of EPM Live, the Refresh All was a combined feature that included what is now separated as two separate features, Cleanup All and Reporting Refresh. When the Reporting Refresh runs, the following takes place. If you need the following, you would run/schedule the Reporting Refresh, not the Cleanup All.     Updates all data from the Timesheet DB to the Reporting DB (EPM Live Content DB) … populates the "TS" Table Updates all data from the PortfolioEngine DB to the Reporting DB (EPM Live Content DB) … populates the "EPG" Tables Updates Security Table (a table that shows which users are in which groups) Deletes lists & sites from the Reporting DB (EPM Live Content DB). This is because deleting a list or library does not immediately get deleted from the Reporting DB as well for performance purposes. When the Cleanup All runs, the following takes place: cleans up data (Refreshes all data in each mapped EPM Live list) - in case the event handler was missing/broken. Most likely, you will not need to ever do a Cleanup All. This is a tool for resolving an issue.This is a resource intensive feature, so it is recommended to only run the Cleanup All during off-peak times, if it's even needed at all. 510 EPM Live 2010 - Admin Guide Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Reporting Settings Under the Enterprise Reporting heading, select Reporting Settings. Open the Refresh Schedule Page On the Settings drop down menu, select Refresh Schedule. 511 EPM Live 2010 - Admin Guide Refresh Schedule 1. Select Time: Select a time for the Reporting Cleanup to run each day. This time should be set to a time when your system will be idle or close to idle. A Last Run time stamp will show for the last time the Reporting Cleanup ran. 2. View Log: Click the link to open the log for the last run Reporting Cleanup. 3. When finished, click the Save button. 4. At any time you may click the Run Now button to perform a Reporting Refresh now. View Log Results The Log will include the following information when completed successfully.   "Completed processing security groups for site: Site URL" This means the Security Table was updated. "Processed Timesheets" This means the TSData (Timesheet) Table was updated. 512 EPM Live 2010 - Admin Guide  "Processed PfE Reporting: STATUS" This means the EPG Tables were updated. 513 EPM Live 2010 - Admin Guide Reporting Settings - Cleanup List App Mappings One List at a Time This lesson will show you how to cleanup the List App mappings. When a new List App mapping is established, the database table starts off empty; only subsequently added items are copied to the database. The Cleanup Data function will essentially re-synchronize the database table with the list by deleting any existing data and making a fresh copy of all existing list items. The Refresh Data function can be performed at any time, but is only needed as a troubleshooting or cleanup job in case data becomes out of sync between the site and the Reporting DB (EPM Live Content DB). Version Note: In versions up to 4.4.1, the action is referred to as "Refresh", whereas as of version 4.4.2, the action is referred to as "Cleanup." Note: If you want to do a cleanup on all List Apps, refer to the article explaining the difference and steps for Cleanup All/Refresh All vs. the Reporting Refresh. Navigate to Site Settings On the Site Actions drop down menu,select Site Settings. Open Reporting Settings Under the Enterprise Reporting heading, select Reporting Settings. 514 EPM Live 2010 - Admin Guide Refresh a List App 1. Click the List App Name. 2. Based on your version, on the contextual drop down menu, select Refresh/Cleanup. Refresh in Queued State The status will show as Queued in the Refresh/Cleanup Column. Refresh/Cleanup Complete Refresh your browser to see the Refresh/Cleanup column change from Queued to the "i" icon. This icon signifies that the cleanup was completed successfully. 515 EPM Live 2010 - Admin Guide Reporting Settings - Event Audit This lesson will show you how to view the Event Audit for a mapped List App. Event Audit Overview In order for all List App updates to be recorded in the reporting database, event handlers are automatically added to each mapped List App and any associated lists in the whole Site App. An event handler is a custom function that fires each time a specific event occurs. There is a different event handler for each of the possible actions: add, update or delete. Each of the List Apps in the site collection must have all three handlers attached in order for the live update process to succeed. Although the handlers are automatically configured each time a mapping is created or edited, there may be circumstances in EPM Live where this configuration is lost. The Event Audit page shows any list where the event handlers are not properly attached. Events that are recorded include:    Successful mapping changes and additions. This shows columns that were added or removed when mappings are edited. Scheduled snapshots. Refresh jobs. On the List Mappings page an overview of each log status is shown for each list mapping. A green check indicates that there are no entries in the corresponding log. Open the Event Audit 1. Select a List App. 2. On the contextual drop down menu, select Event Audit. Event Audit Page The event handlers are enabled on each mapped List App in each Site App in your Site Collection (whether one or multiple). If there are any that are not correctly activated, you will see them listed on this page. If all the event handlers are correctly activated, you will see the message, "All webs up to date." 516 EPM Live 2010 - Admin Guide If needed, select Activate to attempt to reattach all handlers for this List App. Editing a mapped List App will also update its handlers. 517 EPM Live 2010 - Admin Guide Reporting Settings - Status Log This lesson will show you how to view the Status Log for a mapped List App. Status Log Overview All events associated with setting up the mappings and their on-going operation are recorded in a log. Events are separated into three types: general status, snapshots and refreshes. Events that are recorded include:    Successful mapping changes and additions. This shows columns that were added or removed when mappings are edited. Scheduled snapshots. Refresh jobs. On the List Mappings page an overview of each log status is shown for each list mapping. Open Status Log 1. Select a List App. 2. On the contextual drop down menu, select Status Log. Note: The Status Log can also be accessed by clicking the Information icon in the Status column. Review Status Log The Reporting Log page will show all entries for the specified type. If an icon was clicked then the heading will confirm the type by showing either ‘Status’, ‘Snapshot’ or ‘Refresh’. Clicking Clear Log will delete all entries for the List App only for the specific type selected. 518 EPM Live 2010 - Admin Guide Enterprise Reporting - Upland Analytics Set Up Your Site Collection for Upland Analytics This article explains how to set up your Site Collection for Upland Analytics. Upland Analytics feature was releases as of v4.? For online customers, Upland Analytics is available automatically. For on-premise customers, Upland Analytics must be installed on the server. Please contact your EPM Live Installation Specialist for assistance in installing Upland Analytics. Add the Advanced Reports Library to the Site Settings Page 519 EPM Live 2010 - Admin Guide Add a link that directs to the Upland Analytics Report Library page to Site Settings Admin Page. Refer to the article for instructions how to add links to the Site Settings Page: click here. 1. Title: Enter the title, such as Upland Analytics Reports 2. URL: Enter /_layouts/15/epmlive/reporting/izenda/manage.aspx 3. Description: Enter a description, if desired 4. More Info: Enter more info, if desired 5. Category: Select 08) Enterprise Reporting 6. When finished, click Save. New Link on Site Settings Page Add Reports to the Advanced Reports Library EPM Live has a number of pre-created Upland Analytics reports that you can add to your site collection. Refer to the article for instructions for how to add pre-created reports: click here. Add the Upland Analytics Reports Link to the Quick Launch Add a link that directs to the Upland Analytics Reports page to one or multiple community quick launches. Refer to the article for instructions how to add links to the Quick Launch: click here. 1. Add the URL: sites/yoursitename/_layouts/epmlive/reporting/izenda/reporting.aspx (Be sure to replace "yoursitename" with your site URL/name). 2. Enter the description. 520 EPM Live 2010 - Admin Guide 3. When finished, click OK. New Link on Quick Launch Add New Report Writer and Report Viewer Groups 1. Run the Setup Wizard. When the Setup Wizard runs, two new permission groups will be added to the Site Collection: Report Viewers and Report Writers. 2. Run the Reporting Refresh. When Reporting Refresh runs, the two new permissions groups will be made available in the Resource Pool. 3. Add the appropriate resources to the Report Writers and/or Report Viewers groups. Report Writers can create new Upland Analytics reports. Typically, Report Viewers can view Upland Analytics reports. Each Upland Analytics report has report-level permissions, so Report Viewers may or may not be given access to certain reports. Refer to the article for instructions how to run the Setup Wizard: click here. Refer to the article for instructions how to run the Reporting Refresh: click here. 521 EPM Live 2010 - Admin Guide Adding a Pre-Created Upland Analytics Report This article explains how to manage the Upland Analytics reports in EPM Live, such as adding a new report that was built for your organization, or changing the report name and category. Note: This Advanced Reports Library is NOT the page to create reports from scratch, design reports, etc. That would be done, instead, on the Upland Analytics Reports Page. This is, instead, for adding reports that a developer has provided the XML code. Another example of how to use this page is to copy/paste reports from one site into another. Go to the Advanced Reports page is one site and copy the XML. Then, paste the XML into the other site. Navigate to Upland Analytics Reports 1. Navigate to the Site Settings Page. 2. Under the Enterprise Reporting heading, select Advanced Reports. You should have created the Upland Analytics Reports page already. If not, refer to the article to Set Up your Site Collection for Upland Analytics. Add a New Report If the EPM Live team, or another developer developed the XML code for a new report, you can add the report into you Advanced Reports Library. If you are initially setting up your site for Upland Analytics Reports, refer to the EPM Live Support Knowledgebase article that contains many example reports that are available. EPM Live Support Knowledgebase article that contains many example Upland Analytics Reports: https://epmlivesupport.desk.com/customer/portal/articles/1672251. Click the Add a New Report link. 522 EPM Live 2010 - Admin Guide Complete New Report Form 1. Enter the Report Category. Reports are grouped by category on the Upland Analytics Reports Page. 2. Enter the Report Name. 3. Paste the Report XML. 4. When finished, click Save. When the report is saved, it will appear on the Upland Analytics Reports Page. 523 EPM Live 2010 - Admin Guide Edit an Existing Report Select the desired report to edit. Click Edit Report. 524 EPM Live 2010 - Admin Guide Edit Report as Needed 1. Enter the Report Category. Reports are grouped by category on the Upland Analytics Reports Page. 2. Enter the Report Name. 3. Enter the Report XML. 4. When finished, click Save. When the report is updated and saved, it will appear on the Upland Analytics Reports Page. 525 EPM Live 2010 - Admin Guide Upland Analytics Reports Permissions This article explains how security for the Upland Analytics reports is managed. Resource Pool Security Groups In the Resource Pool, there are two security groups specific to the Upland Analytics reports: Report Writers and Report Viewers. When adding or modifying a resource in the Resource Pool, you may select if that user is a report writer and/or report viewer. Report Level Permissions Within each Upland Analytics report, in the report designer, the report creator may choose the level of access to others. These are the options. Share With: Note: You may select two levels to share each report.    Report Writers: Resources who have the Reports Writers permission selected in the Resource Pool Report Viewers: Resources who have the Reports Viewers permission selected in the Resource Pool Everyone: all users in EPM Live Rights: 526 EPM Live 2010 - Admin Guide      Full Access: Can view, modify, and save changes Read Only: Can add or remove filters, and Save As View Only: Can view, but not modify or save Locked: Can view and modify existing filters None: Report is hidden 527 EPM Live 2010 - Admin Guide EPM Live Reporting Database Tables This article explains the commonly used reporting tables in the EPM Live Reporting Database, also referred to as the EPM Live Content Database. Note: The Reporting Database tables are somewhat dependent on the site configuration. The List App Reporting Database tables as dynamic - specific to your site's configuration. Any mapped List Apps in your site collection will have corresponding "LST" tables in the database. Additionally, there are some standard reporting tables that are present in most/all customer site collections. LST Tables For each mapped List App, two reporting tables are created. One is a "refresh" table, which is the live table. The other is a "Snapshot" table, which stores any saved snapshots for timephased/trending reporting. For example, for the Issues List App, there are LSTIssues and LSTIssuesSnapshot. All fields in the List App would be mapped within that List App, so a report can be created to include data from any data in those fields for the List App.   Live Table: Any item added, edited, or deleted will be updated right away in the LST table. Snapshot Table: This table is empty initially. If a snapshot is taken (either manually or via a snapshot schedule), then a record for that snapshot is added to the table. In order for a snapshot report to be created, the LST Snapshot table must be joined with the RPTPeriods table. This would allow for the data to be displayed for each applicable period/timeframe. Workspace Tables 528 EPM Live 2010 - Admin Guide If there are mapped lists from a workspace, the tables will show as the workspace name and the list name. There are two LST tables for each List App: the live table and the snapshot table. Ex: Team Workspace_LSTDiscussion and Team Workspace_LSTDiscussionSnapshot. EPG Tables For the Portfolio Resource and Cost Planning tools, there are "EPG" tables. These tables include all data for the cost planning and resource planning tools. Note: The data in these tables is NOT live. When the Reporting Refresh runs, the EPG tables are populated/updated from the PortfolioEngine Database. The Reporting Refresh is scheduled every 24 hours, and can also be run on-demand.              EPG_RPT_ADMIN: This table includes the last refresh date & timestamp from the last time the Reporting Refresh. EPG_RPT_Availability: This table includes the resource availability (their available work hours). EPG_RPT_Calendar: This table includes all the calendar periods that are used for entering cost planner & resource planner data. EPG_RPT_CapacityPlanner: This table includes the resource plans. EPG_RPT_Cost: This table includes the cost plans. EPG_RPT_CostDetail: This table includes the cost plans with additional details if the Details feature is in use. EPG_RPT_List_CostCategories: This table includes the cost categories for cost planning. EPG_RPT_List_CostTypes: This table includes the cost types for cost planning. EPG_RPT_List_Departments: This table includes the resource departments for resource planning. EPG_RPT_List_Roles: This table includes the resource roles for resource planning. EPG_RPT_Projects: This table includes the list of projects and any other portfolio items from lists mapped to the PortfolioEngine Database. EPG_RPT_Resources: This table includes the list of resources in the Resource Pool. EPG_RPT_TABLES: This table is used for back-end code purposes. You would not typically not use this table for creating reports. RPT Tables 529 EPM Live 2010 - Admin Guide The majority of the RPT tables are used for back-end code purposes for the functionality and features of EPM Live. The tables highlighted above are used more frequently for creating reports.              RPTColumn: This table is used for back-end code purposes. You would not typically not use this table for creating reports. RPTGROUPUSER: This table is used for back-end code purposes. You would not typically not use this table for creating reports. RPTITEMGROUPS: This table is used for back-end code purposes. You would not typically not use this table for creating reports. RPTList: This table is used for back-end code purposes. You would not typically not use this table for creating reports. RPTListInfo: This table is used for back-end code purposes. You would not typically not use this table for creating reports. RPTLog: This table is used for tracking the mappings of lists to the Reporting Database into a log. You would not typically not use this table for creating reports. RPTPeriods: This table is used for time-phased reporting. If you are using snapshots, you would build a join between the snapshot table and periods table. RPTReslink: This table is used for back-end code purposes. You would not typically not use this table for creating reports. RPTSettings: This table is used for back-end code purposes. You would not typically not use this table for creating reports. RPTTSData: This table includes the timesheet data. RPTWeb: This table includes all webs (sites/workspaces) in your site collection. RPTWEBGROUPS: This table is used for back-end code purposes. You would not typically not use this table for creating reports. RPTWork: This table includes each List App that has been specified as a "Work" List. RPTTSData Table The RPTTSData table includes the timesheet data from the EPM Live Database, also referred to as the Timesheet Database. Note: The data in this tables is NOT live. When the Reporting Refresh runs, the RPTTSData table is populated/updated from the EPM Live Database. The Reporting Refresh is scheduled every 24 hours, and can also be run on-demand. RPTWork Table The RPTWork table includes each List App that has been specified as a "Work" List. To specify a List App as a work list, the following must be configured: 1. The WorkEngine Work List Feature must be enabled (List Settings > General Settings). 530 EPM Live 2010 - Admin Guide 2. In the reporting mapping, the list must be checked as a Resource List. In order to be a Resource List, the following 5 fields are required to exist in the list: Title, AssignedTo, DueDate, Work, and StartDate. To create a "work" report, you would use the RPTWork table, and then also join the LST Tables for any/all work lists to also include in the report. Other Tables & Views       ReportListIds: This table includes all the mapped lists' unique list IDs. You would not typically use this table for creating reports. Version: This table shows your current code version of EPM Live. VWRPTLastProcessed: This view tracks details of the most recently run Reporting Refresh. VWRPTListSummary: This view includes all the mapped lists, with some additional flags for information. You would not typically use this table for creating reports. VWRPTLogSummary: This view includes data from the RPTLog table. You would not typically use this table for creating reports. VWRPTMaxErrorLevel: This table is used for back-end code purposes. You would not typically not use this table for creating reports. Enterprise Reporting - Report Library Report Library Overview This lesson will show you how to use the Report Library. The Report Library is a Document Library that houses the SSRS Reports. Follow these steps to configure the Report Library for the Reporting Solution. The Report Library comes standard with the EPM Live solution. When new reports are created in Report Builder, they are to be saved/stored in the Report Library. 531 EPM Live 2010 - Admin Guide Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open the Report Library Under the Enterprise Reporting Heading, select Report Library. Report Library Folders   Data Sources Folder: The Data Source(s) created for this Site App will show in this folder. For example, the EPMLiveReportDB, which is the Data Source of the EPM Live Reporting Database. epmlive and epmlivetl Folders: Two folders are created by default for the report library: epmlivetl and epmlive. The distinction between the epmlivetl and epmlive folders is that one is for top level (rollup) reports and the other is for non-rollup reports. If your site follows the recommended Single 532 EPM Live 2010 - Admin Guide  Site Architecture, you will only use the epmlivetl folder. The epmlive folder will not be used, unless you create additional site app instances. All new reports should be uploaded into the epmlivetl folder. Resource Work vs. Capacity Report: This is the report used for the Resource Tools feature, which can be enabled in the List Apps, also configured with the Work List feature enabled. Select the epmlivetl to manage the SSRS Reports. Open epmlivetl Folder All the SSRS Reports are organized into folders for the type of data in the reports. These folders can be modified, such as changing the folder names, adding new folders, etc. Note: The organization of the folders in this Report Library is reflected in the Report List Web Part on the Reports Page. 533 EPM Live 2010 - Admin Guide Report Library - Modifying a Data Source This lesson will show you how to modify the Data Sources that are available for the SSRS Reports. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open the Report Library Under the Enterprise Reporting Heading, select Report Library. Open the Data Sources Folder Select the Data Sources folder name. 534 EPM Live 2010 - Admin Guide Select Edit Data Source Definition 1. Open the contextual menu for the EPM Live Reporting Database. 2. Select Edit Data Source Definition. Modify Data Source Definition 535 EPM Live 2010 - Admin Guide Make any modifications to this Data Source, as needed. When finished, click the OK button. 536 EPM Live 2010 - Admin Guide Report Library - Changing a Report's Data Source This lesson will show you how to change the Data Source for an SSRS Report in the Report Library. For any new/custom SSRS reports that are created, you will need to modify the Data Source on the reports, so that it points to the EPM Live Reporting Database that is connected to your Site App. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open the Report Library Under the Enterprise Reporting Heading, select Report Library. Open the epmlivetl Folder 537 EPM Live 2010 - Admin Guide Select the epmlivetl folder name. Open the Report Folder Select the Report's folder name. Modify the Desired Report 1. Open the contextual menu for the desired report. 2. Select Manage Data Sources. 538 EPM Live 2010 - Admin Guide Select the Report's Current Data Source Select the name of the Data Source. Select New Data Source 1. Connection Type: Select whether this data source is Shared or Customer. 2. Data Source Link: If the connection type is shared (which is the standard setting), the Data Source Link will show. Type in or select the Data Source Link from the browse button. The Data Source will typically be the EPMLiveReportDB, which is located in the Data Sources folder in the Report Library. 3. When finished, click the OK button. Enterprise Reporting - Building a Custom Report Custom SSRS Reports - Building a Custom SSRS Report Overview The EPM Live Reporting Solution allows for custom reporting on your Site App data. This chapter of the Admin Guide shows you how to create a custom report from scratch. The concepts also work if you want to modify an existing report. This example will have Report Builder 3.0 as the report writing tool. Report Builder is a free software from Microsoft. This Admin Guide includes the instructions for building a basic custom report. For additional information about Report Builder, refer to the available Microsoft documentation. You may create reports with any report writing tool of choice. If using a report writing tool of choice other than Report Builder, note the following: 539 EPM Live 2010 - Admin Guide   Select the EPM Live Reporting Database as your Data Source. See the article about selecting your Data Source. Upload your custom report into the Report Library. See the article about uploading your report into the Report Library. 540 EPM Live 2010 - Admin Guide Custom SSRS Reports - Launching Report Builder 3.0 This article shows how to launch the Report Builder software. Report Builder may be launched from within the EPM Live solutionReport Library for a specifc report, or by launching the Report Builder directly on the desktop. Option 1: Launch Report Builder from the Desktop This option is available to create a new custom report or modify an existing report. Install Report Builder 3.0. Report Builder is a free download, available from Microsoft. Be sure that you download the version that corresponds to your version of SQL Server Reporting Services for your EPM Live environment.   For EPM Live online customers, select the version for SSRS 2008 R2. For on-premise customer, select the version of SSRS for your EPM Live / SharePoint environment. Launch Report Builder on your client machine. Note: This is the recommended option. The process for building custom SSRS reports will use this approach for this Admin Guide. Option 2: Launch Report Builder from the Report Libray to Create a New Report 541 EPM Live 2010 - Admin Guide 1. Select the New Document drop down menu. 2. Select Report Builder Report. Option 3: Launch Report Builder from the Report Library to Modify Existing Report This option launches the report in Report Builder using the Web Services. Note: Report Builder seems to be slower when running it via the web. The alternative would be to install Report Builder and launch from the desktop. 1. Select the desired report's drop down contextual menu. 2. Select Edit in Report Builder. 542 EPM Live 2010 - Admin Guide Option 3: Launch Report Builder from the Report Viewer to Modify Existing Report This option launches the report in Report Builder using the Web Services. Note: Report Builder seems to be slower when running it via the web. The alternative would be to install Report Builder and launch from the desktop. 1. Select the Actions drop down menu. 2. Select Open with Report Builder. 543 EPM Live 2010 - Admin Guide Report Builder Launches When Report Builder launches, a Getting Started Report Wizard will pop up. You may choose to go through the Wizard. Or, you may close the Wizard and create your report manually. This Guide will walk you through the steps to create a report manually. 544 EPM Live 2010 - Admin Guide Custom SSRS Reports - Adding a Report Data Source This article explains how to add a data source to your custom SSRS report. Report Prep In order to build a custom SSRS report, you will need the following:   Reporting Database Credentials. For online customers, this information is available on the Reporting Settings page. For on-premise customers, the credentials were configured at the time of creating the Reporting Database. Site Collection URL. Add a Data Source 1. Right click on Data Sources. 2. Select Add a Data Source. 545 EPM Live 2010 - Admin Guide Enter Data Source Properties 1. Enter a Name for your Data Source. 2. Select whether you want to use a shared connection or use a connection embedded in your report. 3. Data Source window: If this is the first time using the Report Builder tool, you will see a blank window. If you have worked in Report Builder before, you will see the previously used data sources listed. 4. If your data source isn't listed, click the Browse button. 546 EPM Live 2010 - Admin Guide Browse to find Data Source You will now navigate to the EPM Live Reporting Database that is already set up in your site collection as a Data Source. 1. Paste the Site Collection URL in the Name field. 2. Click the Open button. Enter Your User Credentials 1. Enter your User Name and Password. This is the login information for your user account. 547 EPM Live 2010 - Admin Guide 2. Click the OK button. Select the Report Library Folder Select the Data Sources Folder 548 EPM Live 2010 - Admin Guide Select Report Database Name 1. Select your Reporting Database name. Typically this is named EPMLiveReportDB. For OnPremise customers, you or another Site Collection Administrator may have named it something else at the time of initial Reporting Database creation. 2. Click the Open button. 549 EPM Live 2010 - Admin Guide Select Reporting Database 1. Select your Reporting Database. 2. Optional: Click the Test Connection button to confirm that Report Builder can connect to your Reporting Database. 3. Click the OK button. Test Connection If you selected the Test Connection button, a pop-up window should appear to confirm that the connection was created successfully. 550 EPM Live 2010 - Admin Guide Click the OK button to close the pop-up window. Confirm Data Source Added On the left hand side, your Data Source will be listed under the Data Source folder. You could set up your report to point to two data sources, if needed. This example report will only have one Data Source. 551 EPM Live 2010 - Admin Guide Custom SSRS Reports - Adding Report Dataset(s) This article shows how to add the dataset(s) to your report. Note: Add a separate Dataset for each table of data added to your report. For example, if you want Project information as well as Risks information, you would add a Dataset for the Project Center List App and a Dataset for the Risks List App. Add Dataset 1. Right click on Datasets. 2. Select Add Dataset. 552 EPM Live 2010 - Admin Guide Enter Dataset Properties on the Query Tab 1. Enter a Name for your Dataset. It is recommended to name your Dataset so that it's clear what data is in your Dataset. For example, this dataset will be using the Project Center List as the Dataset, so the Dataset was named ProjectCenter as well. Note: Your Dataset name cannot have any spaces. 2. Select the radio button for Use a Dataset embedded in my report. Typically each report has its own Dataset, since each report has its own data that it's showing. However, if you have multiple reports using the same Lists and Fields, you may want to use a shared Dataset. 553 EPM Live 2010 - Admin Guide 3. Select Data Source. If needed, refer to the previous lesson for Adding a Data Source. If you don't have a Data Source yet, you may also create a new Data Source by clicking the New button. 4. Query Type: Select Text. Note: If you are familiar with writing Stored Procedures for SQL, you may select Stored Procedure. 5. Select Query Designer to begin building your data query. Enter Data Source Credentials 1. Enter your Reporting Database User Name and Password. Note: This is NOT your user credentials for the site collection; this is the Database credentials. This verifies that you have access to the data in the Data Source. 2. Do NOT select Use as Windows Credentials unless the credentials for the Reporting Database are a windows account. (This is usually only a possibility for on-premise customers, depending on how the Reporting Database was setup. If using a Windows Credential, usually you would also need to enter your domain). By leaving it unchecked, Report Builder knows it's a SQL account. 3. Click the OK button. Expand the Tables Folder Expand the Tables folder. You will see all the Reporting Tables. 554 EPM Live 2010 - Admin Guide Reporting Database Tables Tables:     For each mapped List, there is a "Refresh" table, which is the live table, as well as a "Snapshot" table, which stores any saved snapshots for time-phased/trending reporting. For example, for the Issues List App, there are LSTIssues and LSTIssuesSnapshot. For the Portfolio Resource and Cost Planning tools, there are "EPG" tables. For the Timesheet Data, there is a "RPTTSData" table. Note: The Timesheet Table will not show until there is approved time stamped onto the database, and after the EPM Live Timer runs. There is a "RPTWork" table that already includes all List Apps that have been specified as a "Work" List. 555 EPM Live 2010 - Admin Guide Build Dataset Query Expand the Table for the desired List. If you select the checkbox to the left of the List name, all fields in that List will be selected. However, please note the following two reasons why it is recommended to only select the individual fields needed for this report (rather than all fields in the List App).   Each time a report is opened by the end user, the report looks to the Database for all the fields & values that are in the Dataset, even if not all of the fields are in use in the report itself. Therefore, to reduce the time it takes for the report to load, only select the fields that you will use in your report. If a field is added to a report's Dataset and that field gets deleted from the EPM Live Site, the report will show an error message and won't load. Note: The field names are the internal/back-end field names. If you are unsure of a field, you may go to your EPM Live Site and lookup any field's internal field name. Selected Fields As you check/uncheck the fields, they appear in the Selected Fields window. For this report, the following reporting table and fields were selected: 556 EPM Live 2010 - Admin Guide     LSTProjectCenter (List Table) Title (Field) ProjectManagersText (Field) State (Field) Note: If you want to include data from multiple List Apps in this report, add a separate Dataset for each List App. Run Query 1. To run a quick test, select the Run Query button. 2. The Query results will launch to show the data for the selected fields. 3. Click the OK button. 557 EPM Live 2010 - Admin Guide Query Text Added 1. The query will show as text in the Query window. 2. Click the OK button to close the Dataset Properties window. 558 EPM Live 2010 - Admin Guide Confirm Dataset Added On the left hand side, your Dataset will be listed under the Datasets folder. 559 EPM Live 2010 - Admin Guide Custom SSRS Reports - Setting Report Parameters This article shows you how to add a parameter to your report. A parameter lets the End User have more control when running the report. Add New Dataset Report Builder requires a dataset be added that is specific to the parameter, even if the field(s) selected for the dataset are the same as in the other dataset(s) in the report already. Right-click on Datasets. Click Add Dataset... 560 EPM Live 2010 - Admin Guide Dataset Properties Select the Fields for this Dataset 561 EPM Live 2010 - Admin Guide Open Dataset Query as Text If your parameters dataset will result in multiple results having the same value, the value will repeat in the parameter drop down for the end user. To prevent the repeating values, select the Function button to open the query as text. 562 EPM Live 2010 - Admin Guide Modify Query to Select Distint (If Needed) 1. When the Query opens as a text file, type the word "distinct" after SELECT. This will ensure that the parameters drop down menu only shows distinct options rather than repeating the same value multiple times. 2. Click the OK button. 563 EPM Live 2010 - Admin Guide Close the Dataset Properties When finished, click the OK button. Dataset Added The Dataset has been added under the Datasets heading. 564 EPM Live 2010 - Admin Guide Add Parameter Right-click on Parameters. Click Add Parameter. Parameter Properties - General Select your settings for the General section: 1. Name: Enter the back-end name for this parameter. Note: No spaces. 2. Prompt: Enter the display name (prompt) that the end user will see when running the report. 3. Data Type: Select your Data Type. 4. Allow Blank Value: Select this check box if your users can skip selecting a parameter when running the report. Leave the check box blank to make the parameter selection required. 5. Allow Null Value: Select this check box if users can select a null value. 6. Allow Multiple Values: Select this check box if users can select multiple values in the parameter drop down menu. 565 EPM Live 2010 - Admin Guide 7. Parameter Visibility: Select whether this parameter should be visible, hidden, or internal. Select Visible if the end user is to be able to select the parameter for the report. Parameter Properties - Available Values Choose the available values for the parameter. 1. Specify Values: For this option, you would enter the available options for selection. Note: If you change the values/options in your site later, they may not match the hard-coded values, and may cause the report to error. 2. Get Values from a Query: This is the more dynamic option, since it pulls the available values based on a query as set in the Dataset previously. Select this option. 3. Dataset: Select the Dataset you made in the previous steps. 4. Value Field: Select the value field for this parameter. 5. Label Field: Select the label field. This may be different than the Value Field, depending on the type of field selected as your Value Field. 566 EPM Live 2010 - Admin Guide Parameter Properties - Default Values Choose from the following options for a default value, if desired:    No Default Value Specify Value Get Values from a Query Parameter Properties - Advanced 567 EPM Live 2010 - Admin Guide 1. Select when to refresh the data. Select the default value Automatically determine when to refresh. 2. When finished, click the OK button. Parameter Added The newly added parameter will show under the Parameters heading. Open Dataset Properties Now that the Parameter has been created, you will need to create a Filter so that the results of the report are filtered based on the selected Parameter. 1. Right Click the report Dataset. Select Dataset Properties. Open the Filters Section and Add Filter 1. Select he Filters Section Heading. 2. Click the Add button. 568 EPM Live 2010 - Admin Guide Build Filter The filter you create will limit which data appears in your report. 1. Expression: Select the Function key (fx) and select the field that you want to filter in/out for your report. 2. Operator: Select In. This means that the only results will be those that qualify in your parameter. 3. Value: Type in your parameter in the following format: [@parametername]. Ex: [@ProjectManagers]. The Parameter is the back end/internal field name. 4. Click the OK button. 569 EPM Live 2010 - Admin Guide Run Report to Test To test the report, click the Run button. 570 EPM Live 2010 - Admin Guide Custom SSRS Reports - Modifying Report Look and Feel This article shows how to modify the report's look and feel. Resize Report 1. Move and/or resize the Title Bar and any other object in the report. 2. Move the footer line to lengthen the report. 3. Resize the overall report itself. You may need to test and resize multiple times to ensure that the report looks and prints as desired. Update Report Title 571 EPM Live 2010 - Admin Guide Click in the Title field and enter your report title. 572 EPM Live 2010 - Admin Guide Custom SSRS Reports - Adding a Chart to the Report This article shows how to add a chart into a custom report. Insert Chart 1. On the Insert Ribbon Tab, select Chart. 2. Select Insert Chart. Re-Size Chart 1. Place the chart cursor where you want the top left corner of the chart to be. 2. Drag to the desired size of chart and un-click. 573 EPM Live 2010 - Admin Guide Select Chart Type 1. A pop up window will appear with the select of chart types. Select the type and style of chart to insert. 2. Click the OK button. 574 EPM Live 2010 - Admin Guide Open Chart Data Window Click anywhere in the chart for the Chart Data window to appear. Add Dataset Fields to Chart Data Drag the fields from the Dataset to the Chart Data window in the appropriate section. This works in a similar way as other chart designing tools such as Excel. The Chart will update its labels based on how the fields are added to the Chart Data window to give a general preview of the chart look and feel. 575 EPM Live 2010 - Admin Guide Add Chart and Axis Titles Click in the Axis Titles and the Chart Title fields to update them. Run Report Test On the Home Ribbon Tab, select Run. This will load your EPM Live data into your report to preview what the report will look like. 576 EPM Live 2010 - Admin Guide Report Preview Review your report as it would appear when launched by the End Users. You may also test various print and layout options. If your report does not look the way you want, you may toggle back to Design Mode by selecting Design on the Run Ribbon Tab to make additional changes. 577 EPM Live 2010 - Admin Guide Custom SSRS Reports - Adding a Table to the Report This article shows how to add a table into a custom report. Insert Table 1. On the Insert Ribbon Tab, select Table. 2. Select Insert Table. Blank Table Inserted Select Values for Fields in the Table 578 EPM Live 2010 - Admin Guide Hover over a cell. Click the Table icon to see the available fields. Select the desired field for that column. Adjust Table Formatting Adjust the table height, width, etc. of the various columns. Format the text font and other formatting as desired. Launch Tablix Properties 1. Right-click a column in the Table (Tablix). 2. Select Tablix Properties. Edit Tablix Properties    Select the Tablix Properties on the left hand side. Modify the properties as needed. For sorting, select the Field by which to sort. When finished, click the OK button. 579 EPM Live 2010 - Admin Guide Run Report Test On the Home Ribbon Tab, select Run. This will load your EPM Live data into your report to preview what the report will look like. Report Preview Review your report as it would appear when launched by the End Users. You may also test various print and layout options. If your report does not look the way you want, you may toggle back to Design Mode by selecting Design on the Run Ribbon Tab to make additional changes. 580 EPM Live 2010 - Admin Guide 581 EPM Live 2010 - Admin Guide Custom SSRS Reports - Saving and Uploading Reports into Report Library This articles shows how to save and upload your custom report into EPM Live. Save Local Copy of Report When working on the report, save a local copy. This is important whether you are updating/modifying an existing report or building a new report from scratch. 1. Open the Report Builder drop down menu. 2. Select Save As. 582 EPM Live 2010 - Admin Guide Save Report 1. Save the report to your desktop or somewhere else on your client machine. 2. Name your Report. Note: It is recommended that each report's name is clear to the type of reporting data for the users launching the report. Also, each report should have a unique name in your EPM Live Site App. 3. The report will save as file type .rdl. 4. Click the Save button. 583 EPM Live 2010 - Admin Guide Open EPM Live Site Settings Page On the Site Actions Drop Down menu, select Site Settings. Open the Report Library Under the Enterprise Reporting Heading, open the Report Library. Open Library Folders for Desired Report Location 584 EPM Live 2010 - Admin Guide Upload Document On the Documents Ribbon Tab, select Upload Document. Select the Report to Upload 1. Click the Browse button. Navigate to the location where you have your report saved. 2. Click the OK button. 585 EPM Live 2010 - Admin Guide Complete Form with Report Details 1. Content Type: Select Report Builder Report. 2. Name: The file name for your .rdl report file will populate automatically. 3. Title: Enter the Title for your Report, as it will appear to the end users when they run this report. You may give your report a different title than its file name. 4. When finished, click the Save button. Confirm Your File is Uploaded to the Report Library 586 EPM Live 2010 - Admin Guide Test Run Your Report from Report Library Click the name of your report., which is a link to launch the report. Select any parameters (if you added any). Click the Apply button, if applicable. Test Run Your Report from Reports Page 587 EPM Live 2010 - Admin Guide Navigate to the Reports Page. Expand the Folders, as applicable. Select the new Report name to run it. Verify that the report runs correctly. Enterprise Reporting - Excel Reports Excel Reports - Setting Up the Timesheet Analyzer Report This lesson explains how to configure your Timesheet Analyzer Report for reporting on Timesheet data in your Site. The Timesheet Analyzer Report is installed as part of the Timesheets App. For more information about the Timesheets App, please refer to the EPM Live App Marketplace. Navigate to View All Site Content On the Site Actions drop down menu, select View All Site Content. 588 EPM Live 2010 - Admin Guide Open Excel Reports Under the Document Libraries section, select Excel Reports. Launch Timesheet Analyzer Excel Report 1. Click the contextual drop down menu for the Timesheet Analyzer report. 2. Select Edit in Microsoft Excel. 589 EPM Live 2010 - Admin Guide Enter User Credentials 1. If prompted, enter your user name and password credentials. 2. Click the Sign In button. 590 EPM Live 2010 - Admin Guide Reporting Settings Refresh All There is an EPM Live Macro that launches a window for Update Connection. Note: For online customers, this information is available on the Reporting Settings page. For on-premise customers, this information is available in SharePoint Central Admin. 1. Enter the Reporting Database information for your EPM Live Site App Collection. This step builds the Excel Data Connection to the reporting database as the Data Source for this report. 2. Click the Execute button. Confirm Connection A pop up message will confirm that the connection to the Reporting Database was made successfully. Click the OK button to continue. 591 EPM Live 2010 - Admin Guide Refresh Data in Excel On the Data Ribbon Tab, select the Refresh All button. This will update your data from the Reporting Database to the report. 592 EPM Live 2010 - Admin Guide Verify Data Updates Verify that the updated timesheet information imports into the Timesheet Analyzer Report. Save the Report Now that the Data Connection has been stored within the report, save the Timesheet Analyzer Report. This will update the save a new version of the report to the Excel Reports Document 593 EPM Live 2010 - Admin Guide Library. Any users with access to the Excel Reports Library (and that report) can launch the report to view timesheet data. Important Note on Report Security When the Timesheet Data refreshes into the Timesheet Analyzer report, ALL Timesheet Data will be available. The data does NOT filter based on who is launching the report. If there is a security need or business process requiring that only specific user groups be able to see the Timesheet Analyzer Reporting data, it is recommending that you configure the security permissions on that report. Note: Refer to the Security chapter and articles for more information about configuring security. Reports Page Show Excel Reports Users can access the Excel Reports Document Library via View All Site Content. Additionally, If preferred, configure the Report List web part on the Reports page to include the Excel Reports as well. Note: Refer to the article that explains how to configure the Report List web part in more detail. 594 EPM Live 2010 - Admin Guide Reporting Settings Refresh All For data to show up in the Timesheet Analyzer report, first the data needs to sync from the Timesheet Database to the Reporting Database. This happens when the Reporting Cleanup Timer Runs (also referred to as Refresh All). The Reporting Cleanup Timer should be scheduled to run daily at the specified time. However, if the data needs to be refreshed on the Reporting Database in the meantime until the Cleanup Timer runs again, you may do a Refresh All to run the Cleanup Timer on demand. 1. Navigate to the Site Settings Page. Under the Enterprise Reporting heading, select Reporting Settings. 2. Select the Actions drop down menu. Select Refresh All. The Refresh All takes all the Timesheet Data and pushes it to the Reporting Database. Note: When selected, Refresh All goes into the Timer Queue. You may continue to configure other settings while the Refresh All is running in the background. EPM Live Web Parts EPM Live Web Parts Overview This article highlights the custom EPM Live Web Parts available. EPM Live provides a number of custom web parts, beyond the web parts available from SharePoint. The majority of web parts are available on the EPM Live category. Otherwise, the category is listed. Action Menu The Action Menu Web Part adds the view toolbar to a dashboard page. It allows the end users to navigate from a List App’s Dashboard view back to another List App view. 595 EPM Live 2010 - Admin Guide App Summary The App Summary Web Part shows a summary breakdown of data within a List App. Assignment Planner The Assignment Planner Web Part shows all the work items and time off a resource(s) is assigned to within one window. This is not a web part that you would add to a web part page. It is a feature that's launched in a pop up window from the Resources page. 596 EPM Live 2010 - Admin Guide Charting The Charting Web Part includes different types of graphs - bar, line, pie charts, bubble charts, etc. This web part requires Silverlight. Comment Stream The Comment Stream Web Part enables users to comment on items in EPM Live (such as List and Library App items) to collaborate, ask questions and give answers quickly with other team members. 597 EPM Live 2010 - Admin Guide Contextual Help An example of a contextual help Web Part is the 'Getting Started' slide out menu available on sites with training and help information. This is a web part that is applicable to legacy customers on versions 4.2.x of EPM Live. \ For current customers on version 4.3.x and later, this setting is not available/functional Filter The EPM Live Filter Web Part allows the end users to change the current view's filters without needing to navigate to different pre-configured views within a List App. This web part is also useful when added to List App Dashboards, to filter the data shown on all connected web parts in the dashboard. The Filter Web Part works in conjunction with the Chart Web Part, but not the HTML Charts Web Part. Grid/Gantt Many of the capabilities and features that EPM Lives develops into the EPM Live solution are accessible with the use of the Grid/Gantt Web Part. This includes a user-friendly display of data, tools that are opened via the Grid view, contextual menus, and more. This web part also allows for List App data to be visible in both a Grid view format and a Gantt chart view format. When added to a List App, this Web Part also allows the Enterprise List Apps to roll up values from sub-sites (if applicable). It is recommended to only add the Grid/Gantt View Web Part to a list’s Standard SharePoint View. This will ensure correct functionality of the Gantt and other capabilities. The Grid/Gantt web part can be added to a list view or on any web part page in EPM Live (such as the Home Page or a Dashboard). 598 EPM Live 2010 - Admin Guide HTML Chart The HTML Chart Web Part includes different types of graphs - bar, line, pie charts, etc. This web part uses HTML5. When adding a new HTML chart, a chart wizard walks you through the chart configuration. Version Note: This web part and the chart wizard were not available prior to version 4.4. My Reminders The My Reminders Web Part is displays the status of various actionable items from various Work List Apps assigned to the user logged in. 599 EPM Live 2010 - Admin Guide My Timesheets The My Timesheets Web Part is the Timesheets 2.0 web part for My Timesheet. End Users track time on Work and Non Work items in their timesheet. \ This web part is available as of version 4.4. My Work The My Work Web Part allows users to view all their “work” from one central location. The web part that can be placed on any site and will roll data from specified EPM Live work lists. The My Work Grid / Web Part is configured via the Work Settings Page and the My Work Web Part settings. This web part uses the EPM Live custom control for working within the web part, changing views, etc. My Workspaces The My Workspaces web part shows all the workspaces (sites and sub-sites) that the user has access. 600 EPM Live 2010 - Admin Guide Report List Shows all the List App views, Library App views, and the Reporting Services (SSRS) Reports from the Report Library. Report Viewer Shows all the SSRS Reports listed on the left, and the selected report will launch in the same window to the right. Resource Center 601 EPM Live 2010 - Admin Guide The Resource Center Web Part shows the Resource Pool resources, along with buttons for the various Resource Management tools, views, reports, etc. This web part uses the EPM Live custom control for working within the web part, changing views, etc. Setup Wizard The Setup Wizard Web Part is a hidden web part placed on the Home Page of the Site that launches the Setup Wizard the first time the site is opened, and any time it’s started from the Site Settings page. SSRS Report List The SSRS Report List Web Part shows a list of all SSRS Reports. \ When a report is selected, it launches in a new window. SSRS Single Report View The SSRS Single Report View Web Part shows one report. The Web Part configuration is to select which report to show. 602 EPM Live 2010 - Admin Guide User Profile The User Profile Web Part shows the user’s Profile Pic, the user’s Display Name, and the current Date. Web Part Category: EPM Live Projects App This Web Part category contains many pre-built Chart Web Parts that focus on Project data. WorkEngine Category - Timesheet Approvals The Timesheet Approvals Web Part is added to the Timesheet Manager Approvals view of the My Timesheet List. This web part is how/where the Timesheet Manager can review and approve his/her resources’ Timesheets. WorkEngine Category - Timesheet PM Approvals 603 EPM Live 2010 - Admin Guide The Timesheet PM Approvals Web Part is added to the Project Manager Approvals view of the My Timesheet List. This web part is how/where the Project Managers can review and note their approval of their projects’ timesheet entries. WorkEngine Category - Timesheet Reports This shows an Excel Report called My Timesheet Report. This is a report used for legacy versions of EPM Live. Current customers should use the Timesheet Analyzer Report from the Excel Reports page. WorkEngine Category - Timesheets The Timesheets Web Part is the Timesheets 1.0 web part for My Timesheet. End Users track time on Work and Non Work items in their timesheet. 604 EPM Live 2010 - Admin Guide EPM Live Web Parts - App Summary Web Part The App Summary Web Part will show the count (number) and percentage of a specified field from a specified List App. This web part may be added to any page or dashboard. It is often used with Choice fields, though other types of field may be used as well. Navigate to the Page Navigate to the Page within EPM Live where you will add the App Summary Web Part. If navigating to a Dashboard, select the Dashboard name from the view drop down within that List App. 605 EPM Live 2010 - Admin Guide Open the Page in Edit Mode On the Site Actions drop down menu, select Edit Page. Add a Web Part Click Add a Web Part in the section/column of the page where you want to add the App Summary Web Part. Select the App Summary Web Part 606 EPM Live 2010 - Admin Guide 1. Select the EPM Live category. 2. Select the App Summary Web Part. 3. Change the section/column to add the Web Part, if needed. 4. Click the Add button. Edit Web Part 1. Select the Web Part drop down arrow. 2. Select Edit Web Part. 607 EPM Live 2010 - Admin Guide Configure the App Summary Web Part Properties 1. List: Select the List App whose data the Web Part will summarize. 2. View Filters: Select which view’s data to show. 3. Count Value Field: Select which field’s values to show as the percentages. 4. Rollup List(s): Enter the list(s) to roll up into the Web Part. This is only applicable if you a rolling up data from other Site App instances to show the data from those sites in 608 EPM Live 2010 - Admin Guide Configure the App Summary Web Part Appearance 1. Title: Update the Title to reflect the data that is being summarized in this Web Part. 2. When finished, click the OK button. 609 EPM Live 2010 - Admin Guide Completed App Summary Web Part Stop Editing Page When you are finished modifying the App Summary Web Part or any others on this page, select Stop Editing from the Page Ribbon Tab. 610 EPM Live 2010 - Admin Guide EPM Live Web Parts - Charting Web Part In this lesson, you will learn how to add and configure the EPM Live Charting (also referred to as the Chart Control) Web Part to a page. EPM Live also provides a number of pre-built Charting Web Parts for easier configuration. Note: In order to view and configure the Charting Web Part, Microsoft Silverlight must be installed on the local client machine (end user computer). Navigate to the Page Navigate to the Page within EPM Live where you will add the Charting Web Part. If navigating to a Dashboard, select the Dashboard name from the view drop down within that List App. 611 EPM Live 2010 - Admin Guide Open the Page in Edit Mode On the Site Actions drop down menu, select Edit Page. Add a Web Part Click Add a Web Part in the section/column of the page where you want to add the Charting Web Part. Select the Charting Web Part 612 EPM Live 2010 - Admin Guide 1. Select the EPM Live category. 2. Select the Charting Web Part. 3. Change the section/column to add the Web Part, if needed. 4. Click the Add button. Edit Web Part Select the Click Here link to configure the EPM Live Charting Web Part. Configure Chart Display Options 613 EPM Live 2010 - Admin Guide 1. List: Select the List from which to show data in the Chart. 2. View: Select the view to use 3. Rollup Lists: Enter the name of the list(s) from which data is to show in the Chart. 4. Select whether or not to show the following formatting options: Show in 3D, Show Gridlines, Show X-Axis Labels, Show Legend, Display Zero Value Data. Select Chart Type Select the chart type for this Charting Web Part. Available options include:                Column Stacked Column Stacked Column 100% Bar Stacked Bar Stacked Bar 100% Area Stacked Area Stacked Area 100% Line Doughnut Pie Funnel Streamline Funnel Section Bubble 614 EPM Live 2010 - Admin Guide Configure Charting Web Part (continued.) 1. Palette: Select the Color Palette for this Charting Web Part. 2. Title: Enter the Chart Title, if desired. 3. X Axis: Select the field for the X Axis of the Chart. 4. Aggregation Type: Select the applicable aggregation type. 5. Y Axis: Select the field (or fields) for the Y Axis of the Chart. Define Y Axis Formatting & Z Axis If applicable, select whether or not to show the Y Axis values as percent, currency, or neither. Note: If applicable, you may have the option to select the Z Axis. 615 EPM Live 2010 - Admin Guide Configure Charting Web Part Appearance 1. Title: Enter the Web Part Title, if desired. 2. Chrome Type: Select the desired chrome type, such as Title Only. 3. When finished, click the OK button. 616 EPM Live 2010 - Admin Guide Completed Charting Web Part Stop Editing Page When you are finished modifying the Charting Web Part or any others on this page, select Stop Editing from the Page Ribbon Tab. 617 EPM Live 2010 - Admin Guide EPM Live Web Parts - HTML Chart Web Part with the Chart Wizard This article explains how to add and configure the HTML Chart Web Part. This chart web part uses HTML5, whereas the Charting Web Part uses Silverlight. Version Note: The HTML Charts Web Part was not available prior to version 4.4. Navigate to the Page Navigate to the Page within EPM Live where you will add the HTML Chart Web Part. If navigating to a Dashboard, select the Dashboard name from the view drop down within that List App. 618 EPM Live 2010 - Admin Guide Open the Page in Edit Mode On the Site Actions drop down menu, select Edit Page. Add a Web Part Click Add a Web Part in the section/column of the page where you want to add the HTML Chart Web Part. Select the Charting Web Part 619 EPM Live 2010 - Admin Guide 1. Select the EPM Live category. 2. Select the HTML Chart Web Part. 3. Change the section/column to add the Web Part, if needed. 4. Click the Add button. Start the Chart Wizard Click on the Start Wizard button to launch the Chart Wizard. Select a Data Source Click the ... button to select the List App and view that will be the Data Source for this chart. 620 EPM Live 2010 - Admin Guide Select the Data Source View 1. Expand the desired List App. 2. Select a view. This will act as a source of data for the items to show in the Chart Web Part. The filters settings for the selected view will be applied to the chart web part as well. 3. Click the OK button. 621 EPM Live 2010 - Admin Guide Continue with the Wizard 1. The selected List App and View will show in the Data Source Field. 2. Click the Next button to continue with the Wizard. Configure Chart 1. Select a Chart Type. 2. A preview of the selected Chart Type will show. 3. Select the fields that are to show in the Chart. Based on the chart type, the options may be different. Options include Aggregation Type, X Value (Categor), Y Value, Z Value. 622 EPM Live 2010 - Admin Guide 4. Click the Next button to continue with the Wizard. If needed, click the Back button to return to the previous screen. Configure Chart Additional Properties 1. Enter Chart Title. Note: This is different than the Web Part Title. You may have either, both, or neither. 2. Select a Color Palette. 3. Select the Legend Position. 4. Select whether to show the Grid Lines, X Axis Labels, and Legend. 5. When finished, click Save. 623 EPM Live 2010 - Admin Guide New Chart Added The New Chart will show the settings as configured in the Chart Wizard. To edit the web part, such as updating the Web Part Title, etc. click the web part drop down menu, and select Edit Web Part. 624 EPM Live 2010 - Admin Guide Configure HTML Chart Web Part Settings The settings selected in the Wizard will show in the Web Part Settings. These can be modified as needed. 625 EPM Live 2010 - Admin Guide Configure HTML Chart Web Part Appearance 1. Title: Enter the Web Part Title, if desired. 2. Chrome Type: Select the desired chrome type, such as Title Only. 3. When finished, click the OK button. 626 EPM Live 2010 - Admin Guide Completed Charting Web Part Stop Editing Page When you are finished modifying the HTML Chart Web Part or any others on this page, select Stop Editing from the Page Ribbon Tab. Creating Custom Workflows with SharePoint Designer Creating an Alert for Approval Workflow This article shows how to create a simple workflow that alerts users about an item ready for approval. The concepts and steps in this article can be applied to creating other, and more advanced, workflows throughout the EPM Live Site App. 627 EPM Live 2010 - Admin Guide Create New Field in EPM Live Prep List App as needed for the Workflow. If creating a workflow that will reference a specific field, add that field to the List App. For example, the workflow in this article will reference the field Review Status. So, create the field "Review Status" in the Project Center List App. 1. Name: Follow field naming best practices by naming the field "ReviewStatus" (all one word). Then, later go in and add the space to the field name. 2. Description and Choices: Enter the field description and choices that the users will select for this field. Note: The workflow will be based off the values of this field. 628 EPM Live 2010 - Admin Guide 3. Default Value: Remove any choices so the default value is blank. Launch SharePoint Designer Launch SharePoint Designer 2010 on your Desktop. 629 EPM Live 2010 - Admin Guide Open Your Site If you've used SharePoint Designer before, your EPM Live site may be listed under the Recent Sites section. If not, select the Open Site button. Enter your Site Name 630 EPM Live 2010 - Admin Guide 1. Copy/Paste your EPM Live Site App URL into the Site Name field. Do not include the community name or the .aspx at the end of the URL. For example: https://apps21.epmlive.com/sites/ckwapr1 not https://apps21.epmlive.com/sites/ckwapr1/Projects.aspx. 2. Click the Open button. Sign In to your Site App If prompted, sign in to your site with your username and password. 631 EPM Live 2010 - Admin Guide Create New Reusable Workflow 1. Site Name and Information will show. 2. Under the Site Ribbon Tab, select Reusable Workflow. Enter Workflow Name and Description 1. Name: Enter the Name of the Workflow. You can later enter a different name if needed for what the users will see. 632 EPM Live 2010 - Admin Guide 2. Description: Enter the Description of the Workflow. 3. Content Type: Select All. This will allow the workflow to be used on all content types when published to the Site App. 4. Click the OK button. Add New Condition 1. Workflows are built using conditions and actions. The condition in this case will determine when to start the workflow. 2. Select the Condition drop down box. Select If any value equals value. 633 EPM Live 2010 - Admin Guide Select the Project Center Review Status Field Select the link for the first 'Value.' With the following selections, you are setting the workflow to look at the Project Center field Review Status. Then, you are setting the workflow to look for the item in that list who's ID is equal to the current (selected) item's ID. Thus, you are telling the workflow to start on the item selected. 1. Click the Function (fx) button. 2. Data Source: Select Project Center. 3. Field from Source: The fields from the selected Data Source will show. Select Review Status. 634 EPM Live 2010 - Admin Guide 4. Now that the List App is selected, the next section will determine which item to select. Field: ID. 5. Value: Click the Function (fx) button. 6. Select Current Item. 7. Select ID. 8. Click the OK button. Select the Review Status Field Choice 1. Select the second 'value.' 2. The drop down will show the choices available from the Review Status field. Select Ready for Review. 635 EPM Live 2010 - Admin Guide Add a New Action 1. Click in the box below the Condition statement. An orange line will blink where you click. 2. Select the Action button. 3. Under Core Actions, select Send an Email. Note: As you use SharePoint Designer, the recently used actions will be listed at the top. 636 EPM Live 2010 - Admin Guide Open Email Select the link for These Users to launch the email window. Configure the Email To Field Type in a recepient's email address or click the Address Book icon. Select Who Will Receive the Email 637 EPM Live 2010 - Admin Guide 1. Type the name of the EPM Live User or Security Group Name. 2. Click the Add button. 3. SharePoint Designer will validate the User or Group Name and list it on the right under Selected Users. 4. Enter additional names, select the user who created the item, or use a workflow to look up to whom to send the email. 5. When finished, click the OK button. Using Lookups in Workflows Throughout the rest of creating this workflow and in other workflows, there will be lookups. Lookups allow for the content to change dynamically based on values of specific fields. You may use the Data Source Current Item if the field you want is one of the following, since the following fields are standard across all items in EPM Live (SharePoint).        Content Type Created (Date & Time) Created By (Person) ID Modified (Date & Time) Modified By (Person) Title Note: In some lists, you will see that the following field names are the internal name, though the display name may be changed. Ex: In Project Center, the Title field has a display name of Project Name. If you want another field other than those listed above, you would select the List App as the Data Source, and then select the desired field. If you do so, you will also need to select which item in the list to select. For example, select the item that has the same ID as the current item's ID. 638 EPM Live 2010 - Admin Guide Configure the Email Subject 1. Select the ... (dot dot dot) button to open the String Builder. 2. Type out the desired subject text. Example: New Project Ready for Review. 3. For specific content that will change dynamically, use a lookup to look up the details. Click the button for Add or Change Lookup. 4. Data Source: Select Current Item. Field from Source: Select Title. Click the OK button. 5. Click the OK button to close the Subject's String Builder. 639 EPM Live 2010 - Admin Guide Configure the Email Body The email body can contain a mix of fixed text as well as lookups. 1. Click the cursor where you want a lookup. Then, click the Add or Change Lookup button. 2. Select the Data Source: Current Item and Field from Source: Title. Then, click the OK button. 640 EPM Live 2010 - Admin Guide Add Lookup to a Person in the Email Body 1. Click the cursor where you want a lookup. Then, click the Add or Change Lookup button. 2. Since the lookup field is a People & Groups field type, there are options for how to return the value. For example, the user's Display Name, Email Address, Login Name, or User ID Number. In this example, select Display Name. Then, in a later step, you will add a hyperlink that will have the link to email that user. 3. Select the Field for the item, whose ID equals the Current Item's ID. 4. Click the OK button. 641 EPM Live 2010 - Admin Guide Add Hyperlinks to Text in the Email Body 1. Select the text to which you will add the hyperlink. 2. Click the Hyperlink button. 3. Address: Click the Function (fx) button. 4. Data Source: Workflow Context. Field from Source: Current Item URL. This will link the user back to the item's view form in EPM Live. Note: There are a number of other pre-built workflow context options as well. 5. Click the OK button. 642 EPM Live 2010 - Admin Guide Add Another Hyperlink to Text in the Email Body 1. Select the text to which you will add the hyperlink. 2. Click the Hyperlink button. 3. Address: Click the ... (dot dot dot) button to open the String Builder. 4. Type in "mailto:". This will set the workflow to know to pop open a new email window to the recipient. 5. Click the Add of Change Lookup button to look up the recipient's email address. 643 EPM Live 2010 - Admin Guide Add Lookup to Email Address 1. Data Source: Project Center. Field from Source: Project Manager. 2. Return Field As: Email Address. 3. Select item whose ID equals the current item's ID. 4. Click the OK button. 5. Confirm the email string is mailto:[%Project Center:Project Manager%]. 6. Click the OK button. 644 EPM Live 2010 - Admin Guide Confirm Link Address Populates Click the OK button. Confirm Email Content Confirm the email content. Click the OK button to close. 645 EPM Live 2010 - Admin Guide Add Action to Stop the Workflow Note: This is a very important step. You must always stop the workflow, otherwise it will keep running on the server. Even if nothing is happening with the workflow, it would still be in a running mode. 1. Click on the outside of the boxes, so that the orange line is at the bottom of the workflow. 2. Click the Action drop down button. 3. Under the Core Actions heading, click Stop Workflow. 646 EPM Live 2010 - Admin Guide Enter Stop Workflow Message 1. Click the link for this message. 2. Enter the message to save in the workflow history when the workflow is complete. Ex: Email sent. If needed, you can use the string builder and/or the function (fx) buttons to make the message more dynamic. Save the Workflow Click the Save button. 647 EPM Live 2010 - Admin Guide Workflow Settings for When to Start 1. After the workflow is saved, the Ribbon will update. Click the link for Workflow Settings. 2. Select the Start Options. Since this workflow will start based on a condition being met, the workflow should not be started manually. When adding the workflow into a specific list, your options will show on the List App's Workflow Settings page. The options will or won't be available based on what is selected here. Save Workflow Click the Save button to save the workflow again. 648 EPM Live 2010 - Admin Guide Publishing and Adding Workflows to Site App This article explains how to publish custom workflows into your Site App, then activate the workflows in the applicable List App. Please refer to the previous articles for how to build custom workflows as prep for this article. Launch SharePoint Designer Launch SharePoint Designer 2010 on your Desktop. 649 EPM Live 2010 - Admin Guide Open Your Site If you've used SharePoint Designer before, your EPM Live site may be listed under the Recent Sites section. If not, select the Open Site button. Sign In to your Site App 650 EPM Live 2010 - Admin Guide If prompted, sign in to your site with your username and password. Open Workflows Tab 1. Under the Site Objects heading, select Workflows. 2. Double click the desired workflow to publish. Ex: Project Approval Alert. Publish Workflow 651 EPM Live 2010 - Admin Guide The selected workflow will open. On the Workflow ribbon, click the Publish button. Once the workflow is published, it can now be added to the specific List App(s) where applicable. Open Workflow Settings for the Desired List App Navigate to the List App where you will activate the workflow. For the example of the Approval Alert workflow, the applicable List App is the Project Center. On the List Ribbon Tab, select Workflow Settings. Alternatively, you could open the List Settings page, and click Workflow Settings from there. Understanding the Workflow Settings Page For each List App, you can manage the existing workflows and add new workflows. 1. All the added workflows will show here. Each time a workflow is re-published, it will show on the List that it had been added to previously. The existing workflow will update so that it's listed as a previous version. 2. If any workflows had been started at the time of the re-publish, they will show as in progress until finished. 652 EPM Live 2010 - Admin Guide 3. Click Add a workflow to add a workflow to this List App. 4. Click Remove a Workflow to remove any current or previous versions of workflows on this List App. Add a Workflow Click Add a workflow to add a workflow to this List App. Workflow Settings 1. Workflow: All published workflows will be available to select. Select Project Approval Alert. 653 EPM Live 2010 - Admin Guide 2. Name: Enter the name for the workflow. This can be the same as the Workflow Title from SharePoint Designer, or you can give it a more User Friendly name, if applicable. 3. Task List: As workflows are in progress, certain tasks may be assigned to users (ex: to approve, etc). Select the Tasks list where the tasks are to be maintained. In EPM Live's template, the Workflow Tasks list is available. 4. History List: Select the History list where the status and history of the workflows are to be maintained. Ex: Workflow History. Start Options Start Options: The start options will show or be greyed out based on the Start Options selected in SharePoint Designer. The options include:      Allow this workflow to be manually started by an authenticated user with Edit Item permissions. Require Manage Lists Permissions to start the workflow. (This option is only available if the manually start option is selected.) Start this workflow to approve publishing a major version of an item. Start this workflow when a new item is created. Start this workflow when an item is changed. Select the two available options for Start this workflow when a new item is created and Start this workflow when an item is changed. Test the Workflow Whenever a workflow has been added in EPM Live, it is a good idea to test that it works correctly. For this example Project Approval Alert workflow, update a project with the following:   Be sure that the Project Manager field has a value. Update the field Review Status to Ready for Review. 654 EPM Live 2010 - Admin Guide  Save the Project. Email Received Confirm that the email was sent successfully. Verify that all the hyperlinks in the email are correct. Workflow Status 1. Select the Project on which the workflow was tested. 2. On the Item's contextual drop down (or on the Items Ribbon tab), select Workflows. 655 EPM Live 2010 - Admin Guide Item Workflows Page The completed workflow will show. Click the workflow name to see more details, if needed. 656 EPM Live 2010 - Admin Guide Additional SharePoint Designer Resources As SharePoint Designer is a Microsoft tool, you can find helpful articles and training for how to use SharePoint Designer from Microsoft and other partner sources. There are materials for creating custom workflows as well as doing many other advanced configuration functions. SharePoint Designer Help and How To This is the Microsoft Office link for Introduction to SharePoint Designer 2010: http://office.microsoft.com/en-us/sharepoint-designer-help/introducing-sharepoint-designer-2010HA101782482.aspx?CTT=5&origin=HA010370548 Utilities Utilities - Recycle Bin This lesson will show you how to access the Recycle Bin. The Recycle Bin provides a safety net when deleting documents, List App items, List Apps, folders, and files. When you or other users delete any of these items from the EPM Live Site, the items are placed in the Recycle Bin. If needed, the items can be restored back to their original location (List App, Page, Library, etc.) Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. 657 EPM Live 2010 - Admin Guide Open Recycle Bin Under the Utilities heading, select Recycle Bin. Note: Any documents will be listed with their file name. Any List App items will be listed as their List ID, not the title of the item. For example, the project listed above is ID:5 in the Project Center List App. 1. Select the checkbox for the desired item(s). 2. Restore Selection: Click this button to restore the selected item(s) to their original location. 3. Delete Selection: Click this button to permanently delete the selected item(s) from the Recycle Bin and EPM Live Site App. 658 EPM Live 2010 - Admin Guide Utilities - Active Directory Sync This lesson will show you how to manage the Active Directory Sync tool. This tool is available for OnPremise customers only. The Active Directory Sync tool allows groups/members of your Active Directory to automatically synchronize with the EPM Live Resource Pool. Note: Active Directory Sync should only be used with NTLM authentication. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Active Directory Sync Under the Utilities heading, select Active Directory Synch. 659 EPM Live 2010 - Admin Guide Select Groups to Synchronize 1. Select the Groups to sync from the Active Directory to the EPM Live Resource Pool. 2. Use the left and right arrows to add or remove the Groups. 3. All Groups that will sync will show on the right hand side. Field Mappings Select which Active Directory fields to map to the corresponding Resource Pool fields. 660 EPM Live 2010 - Admin Guide Schedule Type 1. Schedule Type: Select whether to run the sync Daily or Monthly. 2. Time: Select the Time to run the sync. 3. Last Run and Last Result: A time stamp will show for the last sync with the results. 4. View Log: Click the link to view the log for the last run sync. 5. Day(s) of the Week: If set to Daily, select the days of the week to run the sync. If set to Monthly, select the day of the month to run the sync. Entity Exclusions This section lists entities to be excluded from the Resource Pool synchronization process. If applicable, enter any exclusions. If entering multiple, list the exclusions separated by a semi-colon (i.e. john smith;jane doe). 661 EPM Live 2010 - Admin Guide Delete Resource Pool Members Option When Resources in the EPM Live Resource Pool are not part of any of the synchronized Active Directory Groups, you have two options for what to do with the Resource in the EPM Live Resource Pool. Delete Members: When checked, the Resources will be deleted from the EPM Live Resource Pool. Disable Members: When unchecked, the Resources will be disabled in, but not deleted from the EPM Live Resource Pool. Run or Save and Close Active Directory Sync Tool   To run the sync no, click the Run Now button. To save and close the sync settings, click the Save Settings button. 662 EPM Live 2010 - Admin Guide Utilities - Post Cost Options This lesson will show you how to view and change the Post Cost Options. The Post Cost Options is where you would specify to which calendar the Cost Data is to Post. These options are applicable to legacy customers using older versions of the product, if they were posting to multiple or different calendars. Note: This page requires the Active-X PortfolioEngine Controls be installed. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Post Cost Options Under the Utilities heading, select Post Cost Options. 663 EPM Live 2010 - Admin Guide Select Fiscal Calendar for Posting Costs   Resource Plan: Select the calendar to post to when posting the Cost Data to that Cost Type. Timesheet Actuals: Select the calendar to post to when posting the Cost Data to that Cost Type. Note: The default setting is Calendar Months. No change is needed here, unless you have changed the Default Calendar for the Portfolio Cost and Resource Planning Tools. Save and Close Post Cost Options If any changes have been made, click the Save button. 664 EPM Live 2010 - Admin Guide Utilities - Job Queue Manager (version 4.3.x) This lesson will show you how to view and manage the Job Queue, also referred to as the Queue Manager. This page is useful when troubleshooting. The Job Queue is a queue of all Cost Posting that is taking place for the Cost Types in EPM Live. Note: This page requires the Active-X PortfolioEngine Controls be installed. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Job Queue Under the Utilities heading, select Job Queue. 665 EPM Live 2010 - Admin Guide View Options 1. Select Options to expand the View Options. 2. Row Status to Include: Select the desired Row Statuses. 3. From: Select the beginning date to view. 4. To: Select the end date to view. 5. Click the Apply button. View or Delete Queue Rows 1. Select one or more rows. 2. Select Details to view the detail for the job. 3. Select Delete to delete that row. Test the Job Queue 1. Select Test to run a test. 2. This will add a new row to the queue. 3. Select the Refresh button to refresh the status. 4. When the test is complete, the newly added row will update with the status and comment. 666 EPM Live 2010 - Admin Guide Verify The Heart is Not Broken   When the heart is intact, the Queue Manager is running as scheduled/configured. When the heart is broken, there is an issue with the Queue Manager. In this scenario, no Cost Data will post to the Cost Types in EPM Live. To resolve/repair the broken heart:   If you are an online/SaaS customer, please contact EPM Live Support to request that the Queue Manager be restarted for your Site App. If you are an on-premise customer, go to the PortfolioEngine Queue Manager, and restart the Timer Service. 667 EPM Live 2010 - Admin Guide Utilities - Job Queue Manager (version 4.4) This article will show you how to view and manage the Job Queue, also referred to as the Queue Manager. This page is useful when troubleshooting. The Job Queue is a queue of all Cost Posting that is taking place for the Cost Types in EPM Live. Version Note: This page is available with EPM Live version 4.4. For customers currently on version 4.3.x, refer to the settings page specific to that version. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Job Queue Under the Utilities heading, select Job Queue. 668 EPM Live 2010 - Admin Guide Test and Refresh Queue 1. Test: Click the Test button to test the status of the Job Queue. This will add a new row to the queue. 2. Refresh: Click the refresh button to refresh the status. This may be for the test that's running, or to refresh to see what jobs have entered the Queue. When the test is complete, the newly added row will update with the status and comment. Check the Heart Status 1. Click the Heart Check button to verify that the Queue is working properly. 2. The Heart Status will show.   When the heart is intact, the Queue Manager is running as scheduled/configured. When the heart is broken, there is an issue with the Queue Manager. In this scenario, no Cost Data will post to the Cost Types in EPM Live. To resolve/repair the broken heart:   If you are an online/SaaS customer, please contact EPM Live Support to request that the Queue Manager be restarted for your Site App. If you are an on-premise customer, go to the PortfolioEngine Queue Manager, and restart the Timer Service. 669 EPM Live 2010 - Admin Guide Test the Job Queue 1. Select Test to run a test. 2. This will add a new row to the queue. 3. Select the Refresh button to refresh the status. 4. When the test is complete, the newly added row will update with the status and comment. 670 EPM Live 2010 - Admin Guide Utilities - DB Admin This lesson will show you how to use the DB Admin page. This page is for use in troubleshooting issues that pertain to the PortfolioEngine Database, for the Portfolio Items. Note: This page requires the Active-X PortfolioEngine Controls be installed. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open DB Admin Under the Utilities heading, select DB Admin. 671 EPM Live 2010 - Admin Guide Open Portfolio The majority of links on this DB Admin page are there for legacy customer support on previous versions. Click the Portfolio link to review the list of Portfolio Items in the PortfolioEngine Database. Select Portfolio View 1. On the View drop down, select Portfolio Items. 2. Click the Display button. Portfolio Items View The portfolio items (ex: projects or any other list mapped with PortfolioEngine) will show. If a portfolio item has been deleted from the List App (ex: Project Center), it will be "closed" on the PortfolioEngine database. You can see additional information about the various portfolio items, for reference and troubleshooting needs. 672 EPM Live 2010 - Admin Guide Make Changes as Needed Select a Portfolio Item. Then, select from the following options, if needed.      Close: Close a Portfolio Item. If a Portfolio Item is closed, the button changes to Re-Open. It is recommended to not use this button. Rather, manage whether a Portfolio Item is closed or not via the List App fields for state/status. Stages: Change the stage of a Portfolio Item. For example, you have the option to change from Proposal to Execution. It is recommended to not use this button. Rather, manage whether a Portfolio Item is closed or not via the List App fields for state/status. Security: Disregard this button. Security is managed in the List App. Checkin: If an item is checked out, you may manually check it back in. Delete Item: If a portfolio item has been deleted from the List App (ex: Project Center), it will be "closed" on the PortfolioEngine database. To delete the Portfolio Item, click the Delete Item button. 673 EPM Live 2010 - Admin Guide Utilities - Timesheet Costs Timer This lesson will show you how to schedule the Timesheet Cost Timer. The Timesheet Cost Timer takes the hours quantity from the Timesheets and pushes them to the PortfolioEngine Database. Then, the Post Cost Values is scheduled/run to calculate those hours into the Timesheet Actuals Cost Type data. It is recommended that the Timesheet Cost Timer get scheduled BEFORE the Post Cost Values is scheduled on the Timesheet Actuals cost type. This way, the most current hours are available for calculating into the Cost Type. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Timesheet Costs Timer Under the Utilities heading, select Timesheet Costs Timer. 674 EPM Live 2010 - Admin Guide Configure the Timesheet Costs Timer Settings 1. Select the time to have the Timer run each day. 2. Last Run Status, Time stamp, and Results: These update each time the Timesheet Costs Timer runs. 3. Log: Click the View Log link to see the Log. 4. Run Synch Now: Click this button to Run the Timesheet Costs Timer immediately. 5. Save: Click this button to save the settings. The Timesheet Costs Timer will run at the scheduled time. View Log Results The following information is shown on the View Log:     Status Last Run Time stamp Last Run Results Log: This will specify if there was an issue or error, and what it was. 675 EPM Live 2010 - Admin Guide Advanced Advanced - Site Collection Features and Site Features This lesson will show you how to manage the EPM Live Site Collection Features and the Site Features. Some features may not be applicable to your use of EPM Live, depending which features, tools, etc. that you may be using. Note: Certain features were applicable in previous versions of EPM Live, and are left in the Features page in order to support the previous versions' use/functionality. Navigate to Site Settings On the Site Actions drop down menu, select Site Settings. Open Advanced SharePoint Administration Under the Advanced heading, select Advanced SharePoint Administration. 676 EPM Live 2010 - Admin Guide Open Site Collection Features Under the Site Collection Administration heading, select Site Collection Features. Activate or Deactivate the EPM Live Site Collection Features The Features with an asterisk (*) are activated by default.     WorkEngine Web Parts *: This feature enables the EPM Live Web Parts in the Web Part Gallery. WorkEngine for Project Server - Event Handlers: This feature enables certain event handlers when EPM Live is in use with Project Server. This is only applicable if Project Server is integrated with EPM Live. WorkEngine List Definitions *: This feature enables the custom EPM Live list definitions. WorkEngine Lists - Project Center *: This feature adds a list definition to a site. 677 EPM Live 2010 - Admin Guide       WorkEngine Lists - Task Center *: This feature adds a list definition to a site. WorkEngine Menus *: This feature adds the root menu into ‘Site Actions’ - ‘Site Settings’. WorkEngine Planner v2 *: This feature enables the EPM Live Online Planner. WorkEngine Site Core Features *: This feature enables a number of important EPM Live features. WorkEngine Timesheets *: This feature enables the EPM Live Timesheets. WorkEngine WorkPlanner v1: This feature enables the original EPM Live Online Planner. It has been replaced by the feature "WorkEngine Planner v2." Open Site Features Under the Site Actions heading, select Manage Site Features. Activate or Deactivate the EPM Live Site Features The Features with an asterisk (*) are activated by default.   Agile Planner: This feature enables the Agile Planner. Build Team: This features enables the Build Team. 678 EPM Live 2010 - Admin Guide            Master Page v4.3Light Blue Top Level *: This feature enables the default EPM Live Master Page in the Top Level Site App. Master Page v4.3 Light Blue Workspace: This feature enables the default EPM Live Master Page for the workspace (if using workspaces). PFEEvents: This feature is no longer in use. WorkEngine for Project Server - Config Menus: This feature enables the Project Server configuration menus. Typically this is only needed at the top level of your site collection, and is only applicable if Project Server is integrated with EPM Live. WorkEngine for Project Server - Web Integration: This feature enables tasks to be published to the workspace. This is only applicable if Project Server is integrated with EPM Live. WorkEngine Menus - Config *: This feature enables the EPM Live Administration menus within Site Settings in order to configure EPM Live. WorkEngine Menus - Top Level *: This feature enables the EPM Live Administration menus within Site Settings in order to configure EPM Live. These configuration options will match the menus available at the top level of your site collection and are typically only needed at that level. WorkEngine Menus - Workspace *: This feature enables EPM Live Administration Web Settings on the site, which enables the option to be able to choose whether or not you can publish to the site. WorkEngine Project Center Event *: This feature enables the functionality to send any items associated with the project to be sent to the recycle bin once the associated project has been deleted. WorkEngine Web Initialization * WorkEngine Apps List *: This feature creates a hidden list that stores information about the installed Apps. Appendix Appendix - EPM Live Gateway Tool This lesson shows you how to use the Gateway Tool. The EPM Live Gateway Utility/Tool allows users to import data from an Excel or CSV file to the EPM Live Cost Planner. Both costs and quantity values can be imported into the Cost Planner, with the following details: cost types, cost categories, calendar periods, quantity of hours, and per cost category or role for any Portfolio Item in EPM Live. Note: This tool is only available on environments using Windows Authentication only. This tool is not available for environments using Forms Authentication. Download the PortfolioEngine Controls The Gateway tool requires the current version of the PortfolioEngine Controls to be installed, as this is an Active X utility. Please refer to the lesson on the PortfolioEngine Controls for more information. Download the Gateway Tool The file for download is available from EPM Live by clicking on the following link: http://downloads.epmlive.com/downloads/pe/gateway432.zip. 679 EPM Live 2010 - Admin Guide Save the Gateway .zip folder to your Desktop, downloads folder, etc. This download will need to be installed on any computer from which the user will be importing costs. Extract the .zip Files 1. Right-Click on the WE_Gateway_432.zip file. 2. Select Extract All. Open the Example Excel File The Gateway Tool folder with the following contents:    Example Excel File Gateway Installer Executable File Gateway Installer XML File Launch the example Excel file title CostInput.xls. You may also use an existing Excel file as long as the column and format match the requirements below. 680 EPM Live 2010 - Admin Guide Table Header Column Titles Each column in the Excel file needs to be named exactly as noted below (and in the screen shot above) in order for the data to import correctly into your EPM Live Cost Plans.       CostType (All one word) Calendar PI (This stands for Portfolio Item) CostCategory (All one word) CostJan2013 ("Cost" in front of the Period Name - All One Word) QTYJan2013 ("QTY" in front of the Period Name - All One Word) Add Cost Plan Data Add the Cost Plan Data as follows: 1. Cost Type: Enter the Cost Type names for which you are entering data. Ex: Budget, Actual Costs, etc. 2. Calendar: Type the name of the Calendar that you are using consistently throughout EPM Live. Ex: Calendar Months 3. PI: Type the PI name (ex: Project name, Program name, etc.). Most commonly, this is the Project Name. If you are doing cost planning on the Programs List App, for example, this would be the Program Name. 681 EPM Live 2010 - Admin Guide 4. Cost Category: Enter the Cost Category exactly as it appears in the system. Note: If it's a cost category role, be sure to use the correct format. Ex: Labor.Project Manager, Capital.Equipment, etc. 5. Period Cost Data: Enter a monetary number value. This is if you are importing the cost monetary values in the column. 6. Period QTY (Quantity) Data: Enter a number value. This is if you are importing the number of hours/FTE values instead of the cost value in the column. The Labor Cost Categories indicate whether the default quantity is Hours or FTE. Launch the Gateway Tool Launch the Gateway Tool executable file. 682 EPM Live 2010 - Admin Guide Complete the Gateway Tool Form Follow the instructions for the following fields in the Gateway Tool. Note that only certain fields needs to be modified, and some fields cannot be modified.                Selected Process: This will match whatever you update in the Process Title field. Process Title: You may change this to a Title of your process. Process Name: Cannot Change. Leave as WE_Process.ImportExcel. Function Name: Cannot Change. Leave as Start. ExcelFile: Leave checked. Enter the path where the Excel file is located. PfEWebsiteRootURL: Enter the Site Collection URL UserName: Leave unchecked. Clear out any value (blank) Password: Leave unchecked. Clear out any value (blank) WorksheetName: Leave checked. Enter the Worksheet Name. FieldNamesRow: Leave checked. Enter the row number that has the header row. StartRow: Leave checked. Enter the row to begin with the import of data LogFile: Recommended - enter the same path where your Gateway files are located. Action: Leave checked. Leave as ImportCosts ClearAllPI's: Leave checked. Leave as Yes. ClearAllPeriods: Leave checked. Leave as Yes. 683 EPM Live 2010 - Admin Guide Click Save After Making Changes 1. Click the Save button to save changes. 2. Click the Run button to initiate the Gateway import. Gateway Import Complete When the Gateway Import completes successfully, a pop up message will appear. Click OK to continue. Next, go into your Site App. Launch the Cost Plan for any of the projects (or other portfolio items) to review the imported cost plan data. 684 EPM Live 2010 - Admin Guide Appendix - EPM Live List Editor Tool The EPM Live SharePoint list editor makes it easier for EPM Live administrators and developers to edit, create and delete List App columns and fields from a backend utility, instead of the web UI (user interface). This tool is helpful for troubleshooting, viewing hidden fields and sealing fields to restrict editing of a field. List Editor Download Link Refer to the EPM Live Support Community for the List Editor download link. The article can be found here: https://support.versata.com/hc/en-us/articles/220895128-EPM-Live-List-Editor-Tool. 685 EPM Live 2010 - Admin Guide Appendix - CAML Query Information This lesson provides some helpful introductory information for working with CAML Query. EPM Live uses CAML Query for certain tools within the solution. Additional resources for using CAML Query are available from Microsoft. The structure of a simple CAML query is defined as follows: <[Operator]> [Value] You can replace the [Operator] placeholder with one of the following operators:           Eq = equal to Neq = not equal to BeginsWith = begins with Contains = contains Lt = less than Leq = less than or equal to Gt = greater than Geq = greater than or equal to IsNull = is null IsNotNull = is not null Possible values that can replace [FieldType] are Boolean, Choice, Currency, DateTime, GuID, Integer, Lookup, Note, Text, User. You can also define a query that contains multiple OR/AND conditions. Here is how you can define a query with two OR conditions, to select all items whose Name field is equal to either “Tony” or “John.” Tony John A limitation of the and blocks is that they can contain just two conditions. If you want to have more, you have to define an / section that contains an inner / section in place of one of the two conditions. The following examples show how to add a further possible value for the previously described query. Tony 686 EPM Live 2010 - Admin Guide John Mary Once you have built the CAML and saved the column, the WorkEngine Timer settings will automatically calculate the column values at the specified time. 687 EPM Live 2010 - Admin Guide Appendix - EPM Live Database Schema This lesson will show you the database schema for EPM Live. EPM Live resides on the SharePoint platform, and all data gets stored in the SharePoint Content Database. Additionally, EPM Live creates the following databases at the time of the installation and/or Site Collection creation: EPM Live Database, EPM Live Content Database (formerly referred to as the Reporting DB), and the PortfolioEngine Database. Database Schema Diagram The Database Schema functions as follows: 1. All data is entered into the EPM Live Site Collection, which is a SharePoint Site Collection. 2. Data is saved into the SharePoint Content Database, just as if it were a normal SharePoint site. EPM Live does not modify that functionality or process in any way. 3. The EPM Live Database stores all Timesheet Data, and keeps it as time-phased. The EPM Live Database also contains the Timer Jobs, the Queue, and other EPM Live-specific items. 688 EPM Live 2010 - Admin Guide 4. Certain data that is entered into the EPM Live site maps to the PortfolioEngine Database, which is in use for the Portfolio Planning tools for Cost and Resource Management. This Database is created whether or not your organization will be using Portfolio Cost and Resource Planning tools. 5. All data in the SharePoint Content Database is available in the EPM Live Content Database for reporting purposes. The EPM Live Content Database stores both live data and snapshot data tables within the database. 6. The Timesheet data is available in the EPM Live Content Database for reporting purposes. The EPM Live Content Database stores the timesheet data in the Timesheet Table (TSData). 7. The PortfolioEngine data is available in the EPM Live Content Database for reporting purposes. The EPM Live Content Database stores the portfolio cost and resource data in the PortfolioEngine tables (EPG). EPM Live Content Database as a Data Source The following tools use the EPM Live Content Database as the data source, which enhances the performance/load time to access the data:      Grid/Gantt Web Part - General Settings - Enable the feature My Work (The My Work Grid) - Enable Performance feature Resources (The Resources Grid) - Automatically mapped Build Team Feature - Automatically mapped Timesheets 2.0 - Automatically mapped Version Note: The feature where the EPM Live Content Database is available as a Data Source was not available previous to version 4.3.2. Version Note: The Timesheets 2.0 feature was not available prior to version 4.4. 689 EPM Live 2010 - Admin Guide Appendix - EPM Live Timer Queue and Priorities This article explains how the the various actions in the EPM Live Timer Queue are prioritized. The following actions are done on the Queue Service, so that users can continue to work in the system while the jobs are completing on the server. If a specific action shows a Status/Last Result of Queued, it is in the queue, and will process once its turn comes. Once an action has its turn, the status will update to Processing and will show the % of completion. You may need to refresh the page to get the updated % complete. Table of Jobs & Priority 690 EPM Live 2010 - Admin Guide The table above shows the priority of jobs that are managed by the EPM Live Timer Service. The jobs with a priority level of 1-9 are managed via the "High" process, while jobs with a priority level of 10+ are managed via the "Low" process. 691