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How do I set up an existing Microsoft Project for timesheets?

If you are using a Microsoft Project Schedule that was created outside of the EPM Live, three specific columns that apply to EPM Live Timesheets MUST be set up in order for the time to map correctly from the EPM Live Timesheet to the Microsoft Project Schedule. They are 1) Timesheet, 2) Timesheet Hours and 3) Remaining Hours. Depending on the project tracking method chosen (actual work done and work remaining for each task), a fourth column called ETC (Estimate to Complete) can also be mapped. This lesson covers adding the necessary timesheet columns that apply to EPM Live Timesheets and saving the view as a custom view.

Note: The EPM Live default template is Project 2007 compatible and includes the Timesheet view.

1. View the Three Fields Needed

  • View the three fields to be added: Timesheet , Timesheet Hours, and Remaining Hours.

2. Insert the Column "Flag15"

  • Right click in the Add New Column Heading field. In your Schedule View, you’ll need to insert a column with the designated Field Name Flag15. Optional: Select column and click Insert Column button on ribbon.

Note: The default settings for the Timesheet Field is Flag15. You may want to verify with your EPM Live Administrator whether or not the settings have changed in the Timesheet Settings page.

3. Select "Flag15"

  1. Type the letter "f" in the column field.
  2. Click the Flag15 option.

4. Click the Field Settings Option

  1. Right click on the Flag15 heading.
  2. Click the Field Settings option.

5. Rename the Column Title to Timesheet

  1. Enter Timesheet in the Title field.
  2. Click OK.

6. Change the Values to Yes

In the Project Schedule, change the value to Yes for all tasks that you want to be available in the timesheets. Do this by clicking in the corresponding field and selecting “Yes” or “No” from the menu.

7. Insert the Column "Number15"

  1. Right click on Add New Column. Repeat the above steps.
  2. Insert a column with the designated Field Name Number15.

Note: The default settings for the Timesheet and Timesheet Hours Fields are Flag15 and Number15. You may want to verify with your EPM Live Administrator whether or not those settings have changed in the Timesheet Settings page.

For further information please see our Admin lesson for timesheet settings at the following link:

http://epmlive.screenstepslive.com/s/Training/m/EPMLiveAdmin/l/75820-timesheet-settings-timesheet-settings

8. Click the Field Settings

  1. Right click Number15 heading.
  2. Click the Field Settings option.

9. Rename the Title to Timesheet Hours

  1. Enter the name Timesheet Hours in the Title field.
  2. Click OK.

Note: The timesheet hours are only entered in the EPM Live Timesheet. This column in the project schedule is for read-only purposes, and not to be edited.

10. Insert the Column "Number8"

  1. Right click on Add New Column heading in your Schedule View.
  2. Click the Field Name Number8 option.

11. Click the Field Settings Option

  1. Right click Number8 heading.
  2. Select the Field Settings option.

12. Rename the Title to Remaining Hours

  1. Enter the title to Remaining Hours.
  2. Click OK.

Note: The remaining hours are calculated based on Work Hours - Timesheet Hours. This column in the project schedule is read-only and cannot be edited.

13. Click the Custom Fields

  1. Right click the Remaining Hours column heading.
  2. Click the Custom Fields option.

14. Select the Circle to the Left of the Formula Button

  • Select the circle to the left of the Formula button.

15. Click OK

  • Click OK.

16. Click the Formula Button

  • Click the Formula button.

17. Enter the Formula

  1. Enter the formula as follows: ([WORK]/60)-[Number15]
  2. Click OK.

18. Click OK

  • Click OK.

19. Click OK

  • Click OK.

20. View the Added Timesheet Columns

  • View the added timesheet columns.

21. Save the View

A new view can be created as separate Timesheet view in Microsoft Project. Once this view is created it can be saved and will show up under your custom views.

  1. Click the Gantt Chart button.
  2. Click the Save View... option.

22. Enter the Title of the View

  1. Enter the title of the new view.
  2. Click OK.

23. View the Custom View

  1. Click the Gantt Chart button.
  2. View the Timesheet View below the Custom heading.
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