PowerPM Automated Reports module permits users to setup certain reports and distribute them to the primary management sort by email. Thus if the primary management sort is by Partner, each partner may receive, by email, an Excel or PDF file with his or her section of that report.
In addition, the firm may elect to generate such reports automatically using the Windows Task Scheduler. Each automated report requires a separate Reporting and Emailing task be defined and properly scheduled.
A new menu item, Timesheets, has been added to the Report Setup program. This menu includes reports generated from either TrakTime Desktop or TrakTime Web allowing review of timesheet data before items are submitted or posted. Other auto reports are inserted in the appropriate locations of the reporting menu and are flagged as auto reports with an “(A)” after the report name.
Available Auto Reports:
Daily Timesheet Report – this report mines data directly from the staff timesheet files and distributes this information via email to staff supervisors, regardless of whether the time is submitted or posted. This provides management with daily oversight of staff production and timesheet compliance. A TTWeb compatible version exists for TTWeb user.
Timesheet Analysis Report – This report mines data directly from the staff timesheet files. When sorted by Supervisor or Manager the report may be automatically distributed by email to the appropriate management staff. Additional sorting options allow the data to be viewed in various groupings including by Client/Project or by Work Code. A TTWeb compatible version exists for TTWeb users.
WIP and AR Flash Report - this report provides changes to WIP and AR period to date and compares it with the same period in the previous year. Designed to run as a daily flash report, distributed by email to management.
Detailed WIP Report - distributes the relevant sections of the report as PDF to each individual in the primary management sort list (e.g. Partner) via email.
Aged WIP Report - distributes the relevant sections of the report as Excel file to each individual in the primary management sort list (e.g. Partner) via email.
Aged A/R Report - distributes the relevant sections of the report as Excel file to each individual in the primary management sort list (e.g. Partner) via email.
Collections Report - distributes the relevant sections of the report as Excel file to each individual in the primary management sort list (e.g. Partner) via email.
Client Activity Report - distributes the relevant sections of the report as Excel file to each individual in the primary management sort list (e.g. Partner) via email.
TTWeb Timesheet Report – for TTWeb users only. This report mines data directly from the TTWeb database and can distribute this information via email to staff supervisors, regardless of whether the time is submitted or posted. The report provides a choice of reporting time periods in addition to the report of a single day’s time.
TTWeb Future Leave Report – for TTWeb users only. This new report provides notification to Supervisors of Leave requests they may need to review for approval.
Task Next Steps report – for TrakDate users. This report provides a To-Do list of Tasks steps assigned to specific staff members as a reminder of work that needs to be performed to advance a TrakDate Task to the next step.
Daily Timesheet Report
The Timesheet report provides a daily snapshot of the time entered into the TrakTime timesheet files by each staff person using TrakTime. This is a real-time snapshot of the timesheet data. Only transactions entered for the current day at the time the report is run can be reported.
As with any Enhanced Report, the Timesheet report may be exported to MS Excel from the Display Reports application. In addition, an automated mode may be defined for the execution of the report and distribution of the Timesheet data in the form of MS Excel files emailed to supervisory staff.
To automate the execution of the Timesheet report on a Windows 7 workstation, use the Windows Task scheduler Create Task option. Enter a meaningful name and description for the reporting Task.
On the Action Tab, select New to define the Action to be performed. Select the Action “Start a program”, then Browse to the \CLI\PMP folder where PowerPM is installed and select the application PMPRPT489.exe. In the Add arguments box, enter the file name “DTimesheet.CLI”. This file can be created by the Report Setup application and must be present for the automated execution of the report. Lastly, enter the Start in path. This is the \CLI\PMD folder where PowerPM is installed. The path must include the appropriate drive designation as seen in the Program/script box of the dialog.
On the Triggers Tab, define when the report should be run. Since the Timesheet report is intended to report the timesheet information for today’s activity, it should be run at the end of each day after user’s have completed entering time for the day.Only time entries already entered into the timesheet at the time the Tiemsheet report is run can be reported. Typical Task trigger settings should look like those shown below. Note that the Task must be Enabled if it is to run automatically at the scheduled time. Also, Scheduled Tasks run from a workstation require that the workstation be running through the duration of the Task execution. While you may setup the task to run when the user is logged off (see General Tab settings), it cannot run if the computer is turned off.
Note: If running the Task from a Server, the setup of a Task Schedule is similar. However, at a minimum a Workstation install must be performed from the Server console to insure the necessary PowerPM support files are present on the Server.
Automated Emailing of Timesheet data
When the Timesheet report is run through the automated process, it creates the data necessary to build and distribute MS Excel file reports to each designated Supervisor.
To generate and distribute the MS Excel reports a second Scheduled Task must be defined. This task is set up in much the same way as the Timesheet report task.
Using the Windows Task scheduler Create Task option on a Windows 7 workstation. Enter a meaningful name and description for the new EmailingTask.
On the Action Tab, select New to define the Action to be performed. Select the Action “Start a program”, then Browse to the \CLI\PMD folder where PowerPM is installed and select the application AutoPMRpt.exe. In the Add arguments box, enter the value “\A [DTimesheet.CLI” (see Setup Details below for alternate values that may be used in the Add arguments box) . Lastly, enter the Start in path. This is the \CLI\PMD folder where PowerPM is installed. The path must include the appropriate drive designation as seen in the Program/script box of the dialog.
On the Triggers Tab, define when the process should be run. Since the automated Emails should only be sent after the Timesheet report execution has completed, it is important that this task be scheduled sufficiently after the Timesheet Report task to insure that the latest data is being distributed. Typical Task trigger settings might look like those shown below. This task is scheduled for 5:45 PM so that the timesheet data generated at 5:30 PM will be used to generate the reports to be dstributed to supervisors. Note that the Task must be Enabled if it is to run automatically at the scheduled time. Also, Scheduled Task run from a workstation requires that the workstation be running through the duration of the Task execution. Sending automated Emails requires the use of MS Outlook or a generic SMTP mail server. If you are setting up this Task to run on your Server, consult your IT department on the appropriate setup of a MS Outlook client or SMTP server on the Server computer.
Each automated report has some specific variation in the setup for running as a scheduled task. In all cases the initial report execution requires a parameter file which may be generated through the report setup application. This file has a pre-set name and a default extension. The extension may be modified by the user if multiple automated report parameter files are needed. The General tab in report setup contains the option to create the specific parameter file for each automated report.
The “Distribute by Email to default recipients?” option should be checked if you want to run the report in Immediate or Deferred mode and also distribute the report by Email. When distributing an automated report by Email, the user may opt to split the report into multiple management specific reports to be emailed to the corresponding managers. To select this option, uncheck the “Include data for All Management in each Emailed Report?” option. The default mode of operation is to distribute the entire report to all managers. This is designated with a \A in the Add arguments box for the scheduled Email task.
Check the “Save Automated Report Parameter file?” option to create a parameter file for automated report execution. You may change the default extension to create different versions of the file to be used with different runs of the report. Each automated report uses its own uniquely named parameter file as listed below. The parameter files are created and must reside in the \PMD folder.
Report Application Parameter File
DailyTimesheet report PMRPT489.exe DTimesheet.CLI
WIP and A/R Flash report PMRPT487.exe WIPandAR.CLI
Detailed WIP report PMRPT503.exe DetailWIP.CLI
Aged WIP report PMRPT501.exe AgedWIP.CLI
Aged A/R report PMRPT505.exe AgedAR.CLI
Collections report PMRPT567.exe ARCollect.CLI
Client Activity report PMRPT549.exe ClntAct.CLI
TTWeb Timesheet report PMRPT491.exe Timesheets.CLI
TTWeb Future Leave report PMRPT493.exe FutureLeave.CLI
Task Next Steps report PMRPT497.exe TDTaskSteps.CLI
When the option to split the report by management is selected, the Scheduled Task to Email the reports should designate a “\S [filename” value in the tasks Add arguments box as shown below. Note: The Task Next Steps report only supports the \S option as this report is split by staff and distributed to each individual staff person.
The filename portion of the Add arguments data should always correspond to the value of the parameter file name used in the automated report execution.
Detailed WIP Email Task setup example
The automated Detailed WIP report is a text based report utilizing multiple files and a different process from the self-contained grid based report format of most PM reports under Enhanced and Automated reporting. As such there are some exceptions to setting up the automated Email task for this report in the Windows Task scheduler. A sample Emailing task for the Detailed WIP report is shown below.
The Program/script portion of this task varies in that the target program is in the \PMR folder rather than the \PMP folder. Also note that the application name is PMPRT503 as distinguished from PMRPT503 which is the report extraction application used in the initial Reporting task. The Add arguments box is more complicated than that of a grid based automated report. In this example the Add arguments box contains the value: DSK/CLI[C:\CLI\PMR /SCLI. The parameter information is explained in detail below.
Parameter 1 is composed of 2 parts. The “DSK/CLI” segment always begins with the “DSK” value separated with a “/” from the 3 character User ID value. The default “CLI” value should be different fir a different user is running the report. The path segment of parameter 1 begins immediately after the User ID and is prefixed with the “[“ character. This designates the fully qualified reporting path to the \PMR folder where PowerPM is installed.
Parameter 2 is separated from parameter 1 by a single space and is composed of 2 parts. The “/S” segment indicates that the report should be split by management for distribution to individual managers. This assumes the report was setup to sort on management. The ID segment of parameter 2 is the 3 character file extension designated for the Detailed WIP parameter file in Report Setup.
The Start In location remains C:\CLI\PMD.
In order for the PM Reporting system to access the TrakTime timesheet files, the path to the timesheet files must be known to the application. This value is set in the Reporting Preferences application on the Auto Reports tab. A typical timesheet path is C:\CLI\TRAKTIME\WTS but this is likely different for each installation of TrakTime. A default Email address to be used by automated reporting when no Email address is recorded for a reported manager may also be set in Reporting Preferences.
Requirements and Limitations
- All TrakTime timesheet files must be located in a central location accessible to the Timesheet report application.
- It is recommended that TrakTime 2014 be installed as all earlier versions of TrakTime will not allow the report to access a timesheet file if it is currently opened by a user.
- PowerPM Staff must be setup with a staff persons being designated as Supervisor to each staff person who enters time in TrakTime. Each supervisory staff person must have a valid Email address entered in their PowerPM staff information. In the case of the Task Next Steps report, distribution is to individual staff which requires that each staff have a valid email address entered into PowerPM.
- PowerPM Clients and Projects must be setup with a staff person being designated in the Management fields to be used for automated report sorting and distribution. Each Management staff person must have a valid Email address entered in their PowerPM staff information.
- To run Auto Reports from a scheduled task on a server, the server must have MS Excel installed and it must be configured to run unattended. Consult CLI Tech Support for details on setting this up on your server.