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PS-GP BRIDGE: TIMESHEET MANAGEMENT SOLUTIONS FOR MICROSOFT PROJECT SERVER AND MICROSOFT DYNAMICS GP
Solutions for Microsoft
Project Server and Microsoft
Dynamics GP Timesheet
Integration
White Paper
Date: May 2011
Table of Contents
Introduction... 3
The Solution To A Need ... 3
The Need ... 3
The Solution ... 3
Automate and Streamline Processes with PS-GP Bridge ... 4
Before: ... 4
After: ... 5
Benefits ... 5
Solution Approach in Microsoft Project Server: ... 5
Solution Approach in GP: ... 6
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PS-GP BRIDGE: TIMESHEET MANAGEMENT SOLUTIONS FOR MICROSOFT PROJECT SERVER AND MICROSOFT DYNAMICS GP
Introduction
Timesheets are a critical component of Microsoft Project Server. They enable timely task status updates and provide vital financial information to the organization. Timesheets touch virtually every member of a Project organization, and hence simplifying and streamlining the timesheet experience is a key driver for adoption of Microsoft Project Server 2010 in most organizations. Backed by years of innovation, Microsoft Dynamics GP is a business management solution that brings people and systems together to help you run your business more efficiently. It combines comprehensive out-of-the box capabilities from operations management and financial management to human resource management and manufacturing.
Many companies use Microsoft Project Server to manage and track projects, as well as capture employee timesheets and use Microsoft Dynamics GP for accounting, financial, client billing, etc. However, there is currently no native integration between the two systems.
The Solution To A Need
The Need
Due to the lack of native intergration between Microsoft Project Server and Microsoft Dynamics GP, companies are forced to manually enter timesheet information in both places. This manual process is time-consuming and error prone. An automated technical solution is definatley an asset and provides an immediate return on investment.
The Solution
Your time could be better spent elsewhere, we know !
Automate and Streamline Processes with PS-GP Bridge
Before:
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PS-GP BRIDGE: TIMESHEET MANAGEMENT SOLUTIONS FOR MICROSOFT PROJECT SERVER AND MICROSOFT DYNAMICS GP
After:
Benefits
Saves time, especially for time-intensive, multi-user projects
Minimizes data entry errors and time allocated to corrections
Expedites the project cycle as users become more productive
Allows for more effective centralized management of data
Solution Approach in Microsoft Project Server:
Users continue completing Project Server timesheets as per their current process. Once a timesheet status becomes APPROVED, the information required for Accounting gets automatically transferred to a data exchange table. This table is used to correlate field values between Project Server and Dynamics GP. Equally, this table maintains the history of previous transfers.
Any information loaded into the exchange table that does not correlate to Dynamics GP is emailed to the project manager as well as user(s) in the accounting department.
Solution Approach in GP:
When information is transferred to the exchange table, a GP User task will get created or updated. The task can be visible to all GP users, or all users within a predetermined GP group.
Once the user changes the Status from Pending to Completed, a timesheet batch will be created with data from the exchange table. This represents a manual way the timesheets can be
transferred.
Equally, the information transfer between Project Server and GP can be scheduled to run hourly, daily, or according to a specific schedule. Each time it executes, only un-transferred information will be loaded into a GP Timesheet Work Batch.
The transfer function will verify that source information from Project Server can be matched with corresponding values in the Project Accounting user defined fields for Employee, Contract, Project, and Category. An email will automatically alert the predetermined administrators that the transfer completed successfully. In the case of unmatched values from Project Server, the email will list these values such that administrators can make updates as required.
One timesheet per employee per period will be transferred into the batch. The batch will be named using the date format of the transfer period; YYYYMMDDTS. If the batch already exists, the new timesheets will be appended to the batch. If the batch does not yet exist, it will be automatically created in order to receive the timesheet information.
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PS-GP BRIDGE: TIMESHEET MANAGEMENT SOLUTIONS FOR MICROSOFT PROJECT SERVER AND MICROSOFT DYNAMICS GP Is timesheet Approved? Data Maps to GP? Mapping errors emailed to PM / admin
Admin corrects mapping fields in Sharepoint / Project Server
Data loaded into GP timesheet
Work file User enters timesheet
Timesheet approval process
Conclusion
Daxdata now offers a unique new module, PS-GP Bridge, that enables timesheet automation between Microsoft Project Server and Microsoft Dynamics GP. This solution:
Saves time, especially for time-intensive, multi-user projects
Minimizes data entry errors and time allocated to corrections
Expedites the project cycle as users become more productive
Allows for more effective centralized management of data
Note: To date, DaxData has supplied this application for transferring timesheet and basic project-related data. To inquire about additional PS-to-GP information transfers, contact us today.
U.S. and Canada Toll Free 1-800-676-7280 http://www.daxdata.com/project-server.php
The information contained in this document represents the current view of Daxdata on the issues discussed as of the date of publication. Because Daxdata must respond to changing market conditions, this document should not be interpreted to be a commitment on the part of Daxdata, and Daxdata cannot guarantee the accuracy of any information presented after the date of publication.
This White Paper is for informational purposes only. DAXDATA MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT.
Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Daxdata.
