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Step 1: Administrator
installs manager tool and
configures global settings
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The first
step is for the administrator to install the
Team TimeSheet
Manager add-in and then
configure a new SQL Server or
Access database to be
used as a
project data source and timesheets
repository. This database should be
configured such that it is accessible to all
members on the company's network.
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 Team TimeSheet
managerial menu in Outlook.
With these global settings,
administrator can streamline the behavior on
how all members work, track and publish
their timesheets from Outlook to this
database. |
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Step 2:
Team member
installs client tool and choose their own
projects |
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Team
members who need to submit and report their
timesheets to this database must install the Team
TimeSheet Client tool. Once installed, the user will
be prompted to enter connection parameters or
credentials to this central database.
(Note:
project managers and administrators need to install
the client tool if they need to prepare and report
their timesheets to database).
After a connection to the project data
source is established successfully,
individual member can choose and retrieve
their own relevant projects, activities and
other global settings. The projects choice
and settings data are then saved in the
local cache, to enable member to work on
projects even in offline mode. Synching the
projects and other settings data can done
manually in a click of button, or
automatically at Outlook startup.
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Step 3:
Team member
prepares timesheets in Outlook
When
you navigate to a calendar or task folder, the
project and custom field toolbars and ribbons are
available in the Outlook explorer window. You will
notice that the selected projects and activities are
being populated as drop downs fields under the Team
TimeSheet toolbars or ribbons.
On a selected appointment or task item, to tag or
record time for a project, click the drop down
control of the project or any of the custom fields
and specify a value from the list. When you select a
project, the corresponding activities for that
project will be loaded into the drop down list of
the activity control, thereby allowing you to
specify a valid activity. If your administrator had
deployed other custom fields for data collection or
tracking requirements, you will see it under a
separate toolbar (in case Outlook 2003 and 2007) or
ribbon (in case of Outlook 2010).
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Step 4:
Reporting
timesheets from Outlook to Database |
| After
finishing tagging project related data on
the Outlook appointment or task item, your
timesheet is ready for reporting to
database. If the reporting was successful,
the report ID that was generated in the
database will be assigned to the
particular Outlook item for reference.
Depending on the administrative settings,
member can also make revision update or withdraw the
reported timesheet directly from the
corresponding Outlook item. |
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This is how the
published timesheet #11 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.
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Step 5: Managers/supervisors
review and audit reported timesheets |
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After a time sheet is
submitted by an employee, a notification
email gets send to the concerned project
manager or supervisor, eliminating delays
in the approval process. With Audit Manager,
supervisor can review the submitted
timesheet, and edit or adjust it if required
(for example, switching the project,
activity or the cost), and then approve it
to be used for payroll and accounting
purposes. The timesheet can also be declined
and sent back
to the employee for revision. Approval or
decline of a timesheet automatically sends
an email notification to the particular
employee to keep up to date.
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Step 6: Managers generate
summary reports |
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With the summary reports
tool, administrators and managers 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 Excel, Text, XML or HTML web page or printed for sharing and
easy distribution.
Reports summary reports play a vital role in
keeping administrators informed about submitted
deliverables, timesheets and aggregate hours and
expenses for the selected period. Managers
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.
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| Export to Excel Spreadsheet file |
Export as XML data file |
Export to TEXT file |
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Step 7: Managers use OLAP
statistics for advanced analysis and reporting |
| With the integrated Online Line Analytical
Processing (OLAP) tool, managers 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,
managers 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 |
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Distributed Reporting
& Offline Mode |
| In leveraging the Microsoft Outlook
and your network database server for time and expense reporting, Team TimeSheet offers an
ideal billing solution for distributed organizations -
companies with multiple locations or employees who travel on
a regular basis. Through their Outlook client, team members
can work on the timesheets and other deliverables of the
projects in Outlook in offline mode wherever they are
located. And report their timesheets when they are connected
to the company's network. Managers can relax knowing their employees 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.
The functionality of Team TimeSheet is quickly
available and blends in seamlessly within Microsoft
Outlook®, securing and enhancing the organization's
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. Your team
members are productive within minutes after
installing and setting up the application in their
Outlook. |
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