Solutions for Microsoft Project Server and Microsoft Dynamics GP Timesheet Integration

Transcription

1 Solutions for Microsoft Project Server and Microsoft Dynamics GP Timesheet Integration White Paper Date: May

2 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 Conclusion

3 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! In order to solve this pointed gap in functionality, Daxdata has introduced a simple yet comprehensive approach to timesheet automation between Microsoft Project Server and Microsoft Dynamics GP. PS-GP Bridge is a cost effective solution and a necessity for any company seeking end to end process automation. 3

4 Automate and Streamline Processes with PS-GP Bridge Before: With PS-GP Bridge an application extension to Project Server you no longer have to worry about re-entering your timesheet information into GP. Using field mapping, PS-GP Bridge automatically and seamlessly transfers timesheet and basic project data from Project Server to GP at the click of a button. Once the transfer to GP is completed, an is generated alerting the assigned administrator(s) of the transfer. 4

5 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 ed to the project manager as well as user(s) in the accounting department. Some additional fields in Project Server will be created where project managers will be able to specify and store the related value from Project Accounting: Employee Number, Contract Number, Project Number, and Cost Category. 5

6 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 will automatically alert the predetermined administrators that the transfer completed successfully. In the case of unmatched values from Project Server, the 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. The GP Work batches can now be reviewed and processed, as if they had been manually entered. 6

7 User enters timesheet Timesheet approval process No Is timesheet Approved? Yes Data transferred to mapping table Data Maps to GP? No Yes Mapping errors ed to PM / admin Admin corrects mapping fields in Sharepoint / Project Server Data loaded into GP timesheet Work file Status sent to admin 7

8 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 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. Daxdata may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Daxdata, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property Daxdata. All rights reserved. 8