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HOW IT WORKS
Personal TimeSheet for Outlook and SharePoint 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 choose SharePoint lists

The first step is to install the Personal TimeSheet add-in. Once completed, start Outlook and go to Outlook > File > Personal TimeSheet SP menu where you will find all the administrative settings.
 

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 (above). 

 

Finally, you will choose a SharePoint list each for appointment and task item types that will be used for storing all timesheets published from Outlook. Click the 'SharePoint Mapping - Appointment Fields' to choose and link a SharePoint calendar or list with Outlook appointment items. Similarly, if you do wish to publish Outlook task items as timesheets, choose another SharePoint task or generic list by clicking 'SharePoint Mapping - Task Fields'.
 

You can choose which Outlook fields and other custom fields get published on the SharePoint list. All you need to do is map the Outlook fields with a relevant field of the SharePoint list.


 

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


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 SharePoint
After finishing tagging project related data on the Outlook appointment or task item, your timesheet is ready for publishing to SharePoint. Click the 'Publish' button either in the toolbar UI, or in the timesheet form to report and publish the selected appointment to SharePoint.
 


If the publishing was successful, the timesheet ID that was generated in SharePoint 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 #15 looks like in SharePoint. 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 SharePoint with great level of summarization

 

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


 

Distributed Reporting & Offline Mode
In leveraging the Microsoft Outlook and SharePoint 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 your 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 office network or Internet. 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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