Based on the pre-determined schedule frequency, this job will send an email to Project Managers that have a project meeting the criteria of: project(s) are active and scheduled finish date is less than the current date. This serves as a reminder to Project Managers to keep their schedules true. The contents of the email include a message indicating the project manager has at least one project meeting this criteria and a table indicating the Project ID, Project Name and Scheduled Finish Date.

The Grant Team Project Edit Rights workflow allows a project manager to grant Project – Edit Management rights to all users staffed on the project. This workflow saves not only the project manager time by allowing all users on the project to update information, but also saves the administrator time from granting each resource these rights individually. The process will also remove any rights from members that have been removed from the project.

The Move Role to Team/Assignment process takes the role from the resource object and pushes that information into the team and assignment objects when the role is NULL on the team and assignment objects. This happens normally, assuming a resource has their primary role populated.  This process is needed if a resource or set of resources were added to projects without having their primary role filled in.

The Timesheet Approval - RM and PM process is an auto-start process that begins once the resource submits his or her timesheet. This process provides a checks-and-balances style to ensure that all resources entering time have entered the 40 hours. Once the timesheet is submitted, the process will lock the user’s timesheet to prevent editing. The process will then select the next action based on three different factors:

1. The timesheet has less than 40 hours.
2. The timesheet has 40 or more hours.
3. The resource’s availability is less than 8hrs/day.

If the user has submitted a timesheet with less than 40 hours, then the process will email the user informing him/her of issue, unlocks the timesheet, and changes the status to “Returned”. If the user has an availability of less than 8hrs/day or the timesheet has 40 or more hours, then an action item will be sent to the resource manager informing him/her of the timesheet. If the resource manager (RM) AND project manager (PM) approves the action item, then the process will approve the timesheet and unlock the timesheet. However, if the RM or PM selects “Return” on the action item, then the process will return the timesheet, mail the user that informing him/her that the timesheet has been returned, and unlock the timesheet.

The Time Tracking Stalker - RM workflow process automatically sends an email to Resource Managers for each one of their resources that have not submitted their timesheet for a prior open time period, thus informing the RM if their resources are submitting their timesheets on time. Project Managers will also benefit since the notifications will help to ensure that time is being posted against their projects in a timely manner, helping to provide them with an accurate view of time expended on the projects.

The Status Report Publish workflow process pushes values from the status report sub-object to the parent project object. The process is started when the user ticks the “Publish” Boolean field on the status report (custom field added). This workflow will update the project object with the overall status indicator, the status comment, the previous overall status, and the as of date. This eliminates the project manager having to update the fields in both the status report and the project overall.

The PM Stalker – Submit Status Report workflow process will email any project manager that has not submitted a status report in the last two weeks. This process will ensure that all status reports are kept up-to-date and provide management with a reliable overview of the status on the project.