Configure time and task management for the Project 2007 add-in for Outlook
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Topic Last Modified: 2016-11-14
Time and Task Management configurations are applied to the My Tasks page and Timesheet features in the Project Web Access Server Settings page. Time and Task management configurations affect how users interact with the features provided by the Microsoft Office Project 2007 Add-in for Outlook.
The way progress is entered in the My Tasks page depends on the Tracking Method that is selected in Task Settings and Display. Task Updates can be closed by locking assignments to prevent team members from entering progress.
In the Project Web Access timesheets, options in the Timesheet Settings and Defaults determine how the amount of effort in work is tracked. The creation and opening of the Timesheet Period controls whether or not time can be recorded.
While there are options to configure in Outlook after the add-in is installed, the following Project Web Access settings influence the add-in for Outlook:
Task Settings and Display: Tracking Method
Timesheet Setting and Defaults: Outlook Display
Timesheet Period
Close Tasks to Update
These settings are applied in Project Web Access and must also be considered while the user works within the add-in for Outlook.
Task Settings and Display–Tracking Method
The Tracking Method that is selected for the My Tasks page is also applied to the add-in for Outlook.
Tracking methods are selected through the Task Settings and Display page in the Project Web Access Server Settings page.
Open the Task Settings and Display page
On the Project Web Access home page, in Quick Launch, click Server Settings.
On the Server Settings page, in the Time and Task Management section, click Task Setting and Display.
On the Task Settings and Display page, Administrators can choose from three Tracking Methods:
Percent of work complete. Resources report the percent of work they have completed, from 0 through 100%.
Actual work done and work remaining. Resources report the actual work done and the work remaining to be done on each task.
Hours of work done per day. Resources report their hours worked on each task per period.
The first two methods listed above display a Task Management tab in the Outlook assignment detail. Task Management is equivalent to the Project Web Access Tasks Center, where progress is entered and submitted to Project Web Access.
A separate tab is available for Timesheets where tracking utilization may include Actual Work, Overtime, Billable, or Non-billable hours. The time type used depends on the Outlook Display that is selected in the Timesheet Settings and Default.
Hours of work done per day does not have separate sections for Task Management and Timesheet, despite the selected Outlook Display criteria. The sections are combined because the Hours of work done per day method records actual work daily, as does the Timesheet. There is no need for two different tabs.
Timesheet Settings and Defaults–Outlook Display
The Timesheet Settings and Defaults page is accessible through the Project Web Access Server Settings page.
Open the Timesheet Settings and Defaults page
On the Project Web Access home page, in Quick Launch, click Server Settings.
On the Server Settings page, in the Time and Task Management section, click Timesheet Setting and Defaults.
In Timesheet Settings and Defaults, the selected Outlook Display option determines how Timesheets are viewed in Outlook for assignments on the Timesheet tab. The options Billable, Non Billable, Overtime, and Scheduled Hours are enabled by default. This gives users the option to enter Non Billable and Overtime hours in Outlook, which is consistent with the Project Web Access Timesheet.
The following alternatives provide a more traditional way to track hours in the Timesheet in the Outlook Display setting:
Actual Hours and Scheduled Hours. The effort in hours is entered in the Actual Work field.
Actual, Overtime, and Scheduled Hours. The effort in hours is entered in the Actual Work field and the Overtime Work field.
Note
For more information about the Timesheet Settings and Defaults page, see Configure the Timesheet Settings and Defaults page.
Timesheet Periods
Timesheet Periods are created in Project Web Access to enable team members to track their labor for a designated timeframe. Each organization can have a deadline of when the Timesheet can be submitted before the period is closed. Once the period is closed, utilization cannot be entered.
The same rules apply to imported assignments that use the add-in for Outlook. If no Timesheet Periods are created or there are no open periods, hours cannot be entered in the Outlook Timesheet section.
Note
For more information about creating Timesheet Periods, see Manage timesheet periods.
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