How do I Create a New Site Collection with Department Sites?

This article explains how to create a site collection with department level sites.  In this scenario, rather than manage projects at the top level site, each department site would be where projects, schedules, cost planning, resource planning, etc. would be done.

1. Initial Steps for Online Customers - Create New Top Level Site

  • For ON-PREMISE customers, skip down to step 2, then proceed to step 3 and onward.
  • For ONLINE customers, complete step 1, then proceed to step 3 and onward.

1.1. Log in to EPM Live Online

  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 is an example Home Landing Pages:  Contact your Account Manager if you are unsure where to log in for your account.
  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.

1.2. Create a New Application

Click Create Application.

1.3. Create Application

  1. Select the desired site template.  
  2. Click more to get further template description details, screen shots, and more.
  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.

1.4. 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 Create.

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.

1.5. Wait for New Site Collection to Be Created

Wait for the new Site Collection to be created.

2. Initial Steps for On-Premise Customers - Create New Top Level Site

  • For ONLINE customers, skip down to step 3 and onward.
  • For ON-PREMISE customers, complete step 2, then proceed to step 3 and onward.

2.1. Open SharePoint Central Administration

From the Server Start Menu, select SharePoint 2013 Central Administration.

2.2. Open General Application Settings

Under the Central Administration Heading, select General Application Settings.

2.3. Create Site Collection

Under the WorkEngine Administration heading, select Create Site Collection.

2.4. Enter New Site Collection Information

  1. Web Application: Verify the Web Application for this new Site Collection.  Change the Web Application if needed.  It is recommended that EPM Live have its own Web Application.
  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.

2.5. 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 article for Mapping your Site to the Reporting Database.

When finished, click OK.

2.6. 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.  

3. Run Setup Wizard

When your new Site Collection top level site creation is complete, you will be guided through the Setup Wizard.  For more information, please see the additional article for the Setup Wizard.

4. Create Department Workspace

  1. Click the Workspaces icon.
  2. Click New Workspace.

4.1. Create Workspace Form

Complete the Create Workspace form.

  1. Enter the title of the department workspace.  Note: the title will become the site URL.
  2. Enter the description of your department workspace.
  3. Permissions: Typically, you would select Private.
  4. Select the PPM template.  This template includes the lists, libraries, and settings for managing projects, tasks, issues, risks, cost planning, resource planning, reporting, etc. at the department level.
  5. Click Create Workspace.

4.2. Workspace Creation in Progress Message

  1. A brief message will appear that your workspace is being created.  
  2. You will receive an email when it's ready.  

5. Repeat PPM Workspace Creation Steps for all Applicable Departments

6. View Departments on the Workspaces Navigation Menu

7. Reporting Considerations for Department Sites

When department workspaces are created, the reporting database tables include the workspace name in the table name.  

Example tables:

  1. "IT_LST..." tables are the lists mapped from the IT Department Workspace.
  2. "LST..." tables are the lists mapped from the Top Level Site.
  3. "Marketing_LST..." tables are the lists mapped from the Marketing Department Workspace.

8. Add Resources to Resource Pool

Configure your top level site's User Management settings, such as Departments, Roles, Holiday Schedules, and Work Hours.

Add Resources to the Top Level Resource Pool (Resources page) with all relevant information.

9. Edit Workspace Teams

Edit the Team for each Workspace and add the appropriate resources to each department workspace.  

  1. Click the Workspaces icon.
  2. Click the elipses(...) menu to the right of the department workspace name.
  3. Click Edit Team.  Then, add users as department owners, members, or visitors.



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