Purpose
1.1. Automate the collection, aggregation, and analysis of employee utilization and productivity metrics across all ongoing architectural design projects.
1.2. Automate periodic compilation of timesheet data, project hours, billable rates, milestones, resource allocation, and output quality for weekly reporting.
1.3. Automate visualization and distribution of productivity KPIs to management and stakeholders to facilitate data-driven resourcing, performance reviews, and capacity planning.
Trigger Conditions
2.1. Automated trigger based on a scheduled time event (e.g., every Friday at 6 PM UTC).
2.2. Trigger upon completion of timesheet submissions by all design team members.
2.3. Trigger via project management API when weekly milestone status updates occur.
2.4. Trigger through manual initiation by project or resource managers via a dashboard button.
Platform variants
1. Microsoft Power Automate
• Feature/Setting: "Scheduled Flow" — configure recurrence, integrate with SharePoint/Excel for timesheets.
2. Google Cloud Functions
• Feature/Setting: Set HTTP-triggered function scheduled by Cloud Scheduler, query Google Sheets via Sheets API.
3. Zapier
• Feature/Setting: Scheduled Zap — trigger by day/time, connect to Harvest via Harvest API to extract time entries.
4. Monday.com
• Feature/Setting: Automation recipes with Monday.com’s "When date arrives" trigger; connect to Timesheet board.
5. Smartsheet
• Feature/Setting: Workflow automation — trigger on schedule, use reports functionality to aggregate data.
6. Slack
• Feature/Setting: Use scheduled Slackbot workflow to collect status updates, forward summarized data to management channel.
7. Airtable Automations
• Feature/Setting: "At scheduled time" trigger; use linked tables for time log and productivity metrics aggregation.
8. Trello
• Feature/Setting: Butler automation for weekly card aggregation on staff boards.
9. Jira Automation
• Feature/Setting: Scheduled rule; aggregate worklogs and issue updates, push reports to Confluence.
10. Asana
• Feature/Setting: Asana Rules — scheduled summary of workload and task completions, send via email integration.
11. Notion API
• Feature/Setting: Scheduled automation via Notion API; extract time logs from linked databases.
12. ClickUp
• Feature/Setting: Scheduled Automations to export Time Tracking data and task lists.
13. Tableau Server
• Feature/Setting: Tableau’s Data Extract Refresh Scheduler with automatic report emailing.
14. QuickBooks Online API
• Feature/Setting: Retrieve timesheet entries using API, automate batch report creation.
15. BambooHR
• Feature/Setting: BambooHR Webhooks—pull in employee timesheet data, automate report sendout weekly.
16. Xero Projects API
• Feature/Setting: Automated data extraction of project timesheets, scheduled email reports.
17. Salesforce Flow
• Feature/Setting: Scheduled Flow—aggregate project resource data using custom objects/reports.
18. Smartsheet API
• Feature/Setting: Scheduled API call—fetch resource allocations, use alerts/notifications for report delivery.
19. Basecamp
• Feature/Setting: Schedule weekly status reports using Basecamp Automated Check-ins.
20. HubSpot Workflows
• Feature/Setting: Scheduled workflow to aggregate logged activities, send summary to management list segment.
Benefits
4.1. Automated reduction of manual data collation and report preparation time.
4.2. Automated error minimization by consistently extracting and processing data from core systems.
4.3. Automated transparency and accountability in team utilization, allowing rapid management response.
4.4. Automatedly enhances productivity insights for resource planning, forecasting, and continual improvement.
4.5. Automating regular report cycles ensures no missed weeks and smooth, scalable, automatable management workflows.
Resource and Time Management