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Personal TimeSheet for Outlook makes working on project activities very easy by seamlessly integrating the access to projects, deployment, tracking and reporting of timesheets all inside Microsoft Outlook.


Step 1: Install add-in and configure project database

The first step is to install the Personal TimeSheet add-in and then configure a new on-premise SQL Server or Cloud Azure SQL or an Access database to be used as a project data source and timesheets repository.


The second step is to compile drop down lists for projects, activities and other custom fields, specify reporting workflow, assigns managers to projects, set email notifications, billing and cost calculation choice etc. from the TimeSheet menu in Outlook. 

With these settings, you can streamline the behavior on you work, track and publish timesheets from Outlook to this database.

Step 2: Prepares timesheets in Outlook

When you navigate to a calendar or task folder, the timesheet toolbar will show up in the Outlook ribbon UI and timesheet form will be available at the sidebar location. The timesheet form contains the project, activity drop downs from which you can choose a project or activity and tag or assign it to the selected appointment or task item. If you had deployed additional fields, they will appear in the form too.




To tag the same project or activity to multiple selected appointment or task items in Outlook, select multiple items and from the timesheet toolbar ribbon, click 'Group Tagging'.


This will prompt you with a new dialog box that contains the timesheet project fields. You can then choose the particular project or activity that you want to tag and assign to the selected multiple appointment or task items.



Step 3: Reporting timesheets from Outlook to Database
After finishing tagging project related data on the Outlook appointment or task item, your timesheet is ready for publishing to database. Click the 'Publish' button either in the toolbar UI, or in the timesheet form to report and publish the selected appointment to the central database.

If the publishing was successful, the timesheet ID that was generated in the database will be assigned to the particular Outlook item for reference.

Depending on the administrative settings, you can also make revision update or withdraw the reported timesheet directly from the corresponding Outlook item.


This is how the published timesheet #30 looks like in the database. Notice that Outlook predefined fields, as well as project fields are included in the timesheet. The total cost of the timesheet is also automatically calculated during the reporting process.


Step 4: Generate summary reports

With the summary reports tool, you can get an overview on submitted timesheets over a period of time. Generate summarized reports on published timesheets based on different time interval - today, yesterday, this week, this month, last month, this year, last year or own date range. Any fields can be selected for inclusion into the reports which can then be exported to PDF, Word, Excel, Text, XML or HTML web page or printed for sharing and easy distribution.


Reports summary reports play a vital role in keeping you informed about submitted deliverables, timesheets and aggregate hours and expenses for the selected period. You would find it handy to keep track of current budget deficit and work done, and plan and forecast requirements for resources and man power for remaining part of the projects etc.


Step 5: Use OLAP statistics for advanced analysis and reporting
With the integrated Online Line Analytical Processing (OLAP) tool, you can analyze submitted timesheets and other project deliverables in multidimensional view in grid and charts to extract critical information and intelligence that will enable better decision in business. Additionally, you can create reports destined for different management levels is a simple task - and thus eliminate the dependence on IT personnel. Reports can be exported to Adobe PDF, Excel, XML, HTML pages, images and more..


OLAP Grid analysis of published timesheets from the database with great level of summarization


OLAP Chart analysis of published timesheets from the database with great level of summarization


Distributed Reporting & Offline Mode
In leveraging the Microsoft Outlook and your network database server for time and expense reporting, Personal TimeSheet offers an ideal billing solution for distributed users - one that work from multiple locations or travel on a regular basis. Through their Outlook client, you can work on the timesheets and other deliverables of the projects in Outlook in offline mode wherever you are located. And publish your timesheets when you are connected to the database network. You can relax knowing you are reporting through a regimented system that promotes accurate, consistent project time reporting, while project managers can enjoy accurate, up-to-date budget and billing reports.


The functionality of Personal TimeSheet is quickly available and blends in seamlessly within Microsoft Outlook®, securing and enhancing your existing investments on the infrastructure and technology already in place. The end result is reduced administration costs and needing less or no specialized skills and user training. You are productive within minutes after installing and setting up the application in your Outlook.

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