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EXPLORE FEATURES
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 deliverables all inside Microsoft Outlook. It is engineered and designed from the ground-up using current Microsoft technologies and keeping into consideration, the usability aspect of Outlook that many of us are already familiar with.
 
The following topics discuss some of the important aspects of Personal TimeSheet, and how you can perform reporting of timesheets with projects and activities productively and efficiently.

 

 

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Project management and timesheet reporting right in your Outlook

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Automatic emails notification managers

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Control how you use Outlook for to prepare and report timesheets

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Cost and billing calculation

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Color coding of Outlook items

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Offline Support

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Outlook views especially geared for effective timesheet project tracking

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Statistics - Reporting, Charting, and Data Analysis

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Deploy as many custom fields
 

 

Project management and timesheet reporting right in your Outlook
You use Outlook extensively - all day, every day for email communications, appointments, meetings, tasks etc. When you have relied that heavily on Outlook, why not also report your timesheets, expenses and project deliverables from Outlook, without ever leaving Outlook?

 

Leveraging the familiar workflow of Outlook appointments and tasks, Personal TimeSheet extends your Outlook as an ideal platform to work, plan on projects and tasks and allows for quick reporting of timesheets, expenses and billing, notes and other intrinsic data to your SharePoint site. It simplifies timesheet creation and submission, tracking and approval within a system that automates routines offering greater control throughout the time reporting process.



Because of the seamless integration with Microsoft Outlook, the functionality of TimeSheet add-in 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 little or no requirement of specialized skills and user training. You are productive within minutes after installing and setting up the application in your Outlook.

 

Automatic emails notification to managers
Automatic email notification and alerts are essential for keeping project managers informed with the progress of the project and tasks.

 

Personal TimeSheet offers 3 auto alerts to project managers for different reporting events such as when a report is submitted, updated or withdrawn. Furthermore, these notifications can be fully customized using templates. Automatic emails and alerts are send out directly when a relevant event occurs and the whole exercise is transparent to the user.

 

Control how you use Outlook for project deliverables
When collecting timesheets and project deliverables, consistency and accuracy of the reported data satisfying the organizational standard is crucial.


You can apply certain restrictions in the way the TimeSheet add-in functions in Outlook such as,

bullet the ability to report project deliverables from the default calendar or task folders only, or from any folder.
bullet the ability to update existing published timesheet data.
bullet the ability to cancel and withdraw published timesheet.
bullet the ability to check for minimum work compliance.

 

 

Cost and billing calculation
Personal TimeSheet provides real-time information on all project and workforce cost and billing, thereby aiding to execute and bill projects faster, make more informed decisions, and reduce project time tracking and expense reporting costs.
 

For calculating ‘Total Cost’ for published timesheet and project deliverable, you can use the rate from one of the three –Project, Activity or Manager or a fixed custom one that you can specify. The total cost is calculated automatically when you publish timesheets to SharePoint. By default, the rate for project is used.

 

Color coding of Outlook items
Color coding an appointment or task item in Microsoft Outlook makes it easy to distinguish between various items on your calendar or task. By color coding your Outlook items, you can scan quickly and tell what types of appointments or tasks you have coming up. It also helps you to distinguish between various work projects at first glance.

 

From TimeSheet add-in, each project can be assigned a unique color code from the supported 25 colors in Outlook. If you enable this option, all the projects with color codes will be added to the ‘Master Category List’ of your Outlook.

Once the projects with color codes are imported to your Outlook, when you tag an Outlook appointment or task item with a project, the corresponding color code would be applied automatically.
 

In Outlook calendar, appointments tagged with different projects are color coded.

 

Likewise, in Outlook task folder, the items tagged with projects appears color coded in small rectangle

 

Offline Support
Supports offline mode with Outlook, allowing coding of time and expenses while away from the office

In leveraging the Microsoft Outlook platform for time and expense reporting, TimeSheet add-in 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 time sheets and other deliverables of the projects in Outlook in offline mode wherever you are located.


Once the timesheets and project deliverables are ready, you can submit time sheets when you are connected to SharePoint site. You can relax knowing that you are reporting through a regimented system that promotes accurate, consistent project time reporting, while executives can enjoy accurate, up-to-date budget and billing reports.

 

Outlook views especially geared for effective project tracking
Outlook views are a wonderful tool to automatically sort, quickly find information and rapidly re-arrange Outlook items in any folder. Views can also be organized to group and filter items to make a particular feature of your information obvious at first glance.

 

Hence, it is no wonder that Personal TimeSheet extends the power and flexibility of Outlook views to provide better understanding on information. TimeSheet add-in provides 13 special Outlook views to help you to work with your projects and deliverables in a simpler and sensible way. These views can be accessed through the ‘Views’ drop down menu, available in the TimeSheet toolbar or ribbon. These views are common to both appointment and task items in your Outlook.

 

Table view of Outlook task folder, where all the reported items are arranged by unique ‘Report ID’ field in ascending order. The Project and Activity fields are also available in the view.

 

Table view of Outlook calendar folder, where all the appointments are grouped by the reported state. Reported items will be group under ‘Yes’ and unreported items under ‘No’ or ‘None’. You can easily differentiate reported items from the unique ID value.

 

Table view of Calendar folder, where all the appointments are first grouped by project, and then sub-grouped by activity value, to generate a hierarchy tree representation and may prove useful to track and pinpoint a specific project or activity, or to get the number of items belonging to a specific project or activity, or simply just to have a listing that is better organized and summarized.

 

Reporting, Charting, and Data Analysis - multi-dimensional OLAP
With the integrated Online Line Analytical Processing (OLAP) tool, you can analyze submitted timesheets and other project deliverables in multidimensional view to extract critical information and intelligence that will enable better decision in business.


The integrated OLAP tool supports the ability to explore large complex data sets and allows displaying in grids, charts and graphs and support most common operations such as pivoting, drill down/slice and dice, filtering etc. It's simplistic point-and-click interface will ensure you easily achieve the high-level views of information they require. Additionally, creating reports destined for different management levels is a simple task - and  eliminates dependence on IT personnel.

OLAP Grid with a pre-defined report view  (Total Cost per Project per Member)

By unifying data analysis needs on a single platform, it provides an unparalleled array of reporting tools for web portals, intranet applications, websites, and other data-rich applications. It also provides more then 30 inbuilt reports geared towards providing out-of-the-box. You can also easily create and save their user-defined reports for future references. Any report, chart, grid or graph can be saved to PDF, images, web pages or printed.

 

OLAP Chart view with customized color code for the Work dimension.

 

Deploy as many custom fields
You can use deploy any number of additional custom fields for extracting additional project or activity related data when reporting from within the Outlook task or appointment item.


You can deploy any number of custom fields that take different data types. And these fields will be available in the timesheet form in Outlook for further input or selection.

Supported data types for custom fields are: Text, Number, Currency, Yes/No, Date/Time, Note, List. All defined custom fields are available in summary reports and OLAP Statistics tool.

 
 
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