SharePoint Project Management and Time Tracking User Guide

Quick Start Guide

Add Team members

Add users working on projects to the team list.

Team list

New team member

A personal calendar will be created for each team member. Team members use this calendar to create timesheets and allocate time to work packages, common tasks or any other kind of task or activity.

Team members are always referred to by their short name.

How a team member creates timesheets can also be configured in the team list.

  • Begin and end time: Track time in a calendar view. Enter begin and end time.
  • Date and actual work in hours: Track time in a list view or the quick edit/datasheet view. Enter date and work in hours.

Add service types

Use service types to categorize the work of your team in order to generate better reports and to distinguish different types of work. Service types can be selected in work packages, common tasks etc. If you want your team to choose the service types when creating timesheets, display the service type in the personal calendars. Otherwise the service type associated with the work package or any other task will be used in the work reports.

Create projects and work packages

Schedule projects and create and assign work packages to team members. If you need a detailed project plan, you can do so by creating a separate project list or even a project workspace. There you can plan your project directly in SharePoint or use Microsoft Project and sync the tasks with SharePoint. Plan the time needed for a single task to be able to calculate the workload of your team and track the project’s progress.

Create common tasks

Add regular common tasks and select the team members that are usually responsible for them.

Create Timesheets

Now your team members are able to allocate time to project work packages and common tasks in their personal calendar.

Track project process

You can compare the planned working time and the actual time worked on a project or work package and adjust the completion percentage to project the amount of time needed to complete the work.

Work reports

The work reports contain all of the timesheets for your team. Use the filters, create new views or export the timesheets to Microsoft Excel to create reports.

For project managers

Add a new project

To add a new project, click on “new item” in the projects list and enter the required information.

New Project: Title, Date and Description

In the “Create project list/site” field you can define whether you want to manage the project in a separate project list or using its own project site.

New Project: Create project list/site

If you only need work packages for your team members to enable them to create timesheets and don’t really need a detailed project plan, select “not required”.

If you select “Create a project task list for managing a project” a new task list will be created and synchronized with the work packages. This means that a work package will be created for each task and assigned to a team member (in case the task is assigned to a user that is part of the team).

If you select “Create a project site for managing and collaborating on a project” a new project web will be created with a task list, a calendar, documents and more. The task list is also synchronized with the work packages.

The main feature of using separate project lists or webs is the ability to plan your project in Microsoft Project and sync it with the SharePoint list.

Next, define the manager(s) and administrator(s) of the project. Only managers and administrators can modify the project and add tasks and work packages.

New project: Manager and Administration

With the “Create work packages automatically” option you can automatically create a work package for each manager and administrator. In the timesheets they can select these work packages to enter the hours spent on project management and administrative activities.

If you want to enable your team members to create timesheets for the project’s work packages, activate the “Enabled in timesheets” option.

New project: Enabled in timesheets

Add work packages/project tasks

Depending on the “Create project list/site” option described above there are different ways to create work packages or a project plan.

If you have not created a project list/site you can add work packages if you click on the “Open work packages” link in the project list or the project details.

Open work packages

The link opens a view where you can add the work packages.

Add work packages

If you have created a project list or site an information bar with a link is displayed above the work packages list. This link opens the project task list.

Go to the connected task list

Here you can create a detailed project plan, ideally with Microsoft Project. In the list tab in the ribbon bar you can open the list with Microsoft Project.

Open task list in Microsoft Project

This opens an empty project plan where you can add the work packages and assign them to a resource. Make sure the users you select here are part of the team, otherwise this information cannot be synchronized with the work packages list. If you save the project plan it will be synchronized with the SharePoint task list and work packages will be created.

Microsoft Project

In SharePoint 2010/Office 2010 you have to synchronize it manually.

In SharePoint 2013 it synchronizes automatically if you save the project file.

If you want to use the work time calculated in Microsoft Project as the estimated hours in the work package you have to map the “Work” column with the “Estimated Work (Text)” column from the SharePoint tasks list.

Map Microsoft Project and SharePoint Fields

Create common tasks

In the common tasks list you can add tasks which are done regularly and define the users who are allowed to select these tasks in their timesheets. You can disable a task by unchecking the “Enabled in timesheets” option. In this case team members are no longer allowed to add work hours to this task.

Create common tasks

Create reports

The work reports list contains all of the timesheets for all your team members. You can use filters, create views or export the timesheets to Microsoft Excel to create reports and use them for invoices.

Work reports

You can also open a project, a work package or any other task and click on “Show work report” to get all the timesheets created for that item.

Work reports from project

Track project process

In the project or work packages view you can compare the estimated and actual work.

Track project progress

The completion percentage is updated every time a team member enters work time.

The percentage added is calculated by Entered work/Estimated work.

If the completion percentage does not match the “perceived” process you can adjust the percentage of completion to get a new rough forecast. The work plan accord indicates if the work package or project is on time, behind schedule or ahead of schedule.

For team members

My work packages

In the work packages you can see all your work packages including estimated and actual work. The work plan accord indicates if the work package or project is on time, behind or ahead of schedule.

My work packages

My tasks

In the common tasks you can see all tasks that are enabled in your timesheets.

Add a timesheet

To add a new timesheet click on “Create Timesheet” on a work package or task …

Add a timesheet from work package

… or you can create a timesheet directly in your personal calendar.

Add a timesheet from calendar

There are two possibilities to enter your work time. You can enter it in the calendar using the begin and end time or in a list view using date and actual work in hours.

Create timesheet from list view

In the list view you can also switch to the quick edit view/datasheet view and enter your work time there.

Create timesheet in quick edit

You can also select existing time sheets and copy them using the button in the ribbon bar.

Copy timesheets

If you currently don’t have access to the SharePoint site but your personal calendar is connected to Outlook, you can enter your work time there and assign a work package or task later on SharePoint.