Import timesheet actuals into Microsoft Project

Use Import Timesheets to import approved actual hours from Altus timesheets into the connected Microsoft Project file.

Before you start

You need:

• A Microsoft Project file linked to Altus
• Altus resources assigned to tasks in the Microsoft Project file
• The schedule published to Altus
• Approved timesheets in Altus

Only values from approved timesheets are available for import.

For instructions on assigning Altus resources, see Manage resources in Altus for Project.

How imported actuals are protected

When timesheet actuals are imported from Altus, Altus for Project stores the earliest import date in the Protected Actuals Before field on each task.

On future imports:

• Actuals before this date are protected and are not changed
• Actuals on or after this date are managed by Altus
• Manual changes within the Altus-managed date range are overwritten the next time timesheets are imported

To preserve manual adjustments, make the change before the protected date or update the timesheet directly in Altus.

Timesheet import window

The timesheet import window contains two panes.

Area	Description
Left pane	Displays resources with timesheets ready to import, grouped by timesheet period.
Right pane	Displays the timesheet values available for import based on the selected timesheet period or resource.

The left pane includes alerts for timesheets where actual hours exceed the planned hours on a task.

The right pane displays:

• Timesheet values available for import
• Alerts where actual hours exceed planned hours
• Planned Work (hrs)
• Total Actuals (hrs)
• Remaining (hrs)

Column descriptions

Column	Description
Planned Work (hrs)	The planned work assigned to the resource on the task in the Microsoft Project file.
Total Actuals (hrs)	The total actuals on the task, including hours from the selected timesheet and any actual hours already imported.
Remaining (hrs)	Planned Work minus Total Actuals.

Note

If previously imported actual work values are edited in the Microsoft Project file, the timesheet import process identifies the change and displays those records for import again.

Error states

The following errors can be shown during the import process.

Error	What it means	What to do
Task deleted	The task has been deleted from the Microsoft Project file.	Ask the resource to recall their timesheet and record the hours against a current task.
Resource removed	The resource has been removed from the task in Microsoft Project.	Add the resource back to the task in Microsoft Project, then publish the plan to Altus.

Task deleted

Resource removed

Import timesheet actuals

1. In Microsoft Project, open the Altus ribbon.

2. Click Import Timesheets.

   

   Note

   If there are no timesheets to import, a message displays.

3. If there are errors, review the error message.

   The error message may include:

   • Download Tasks List (csv): downloads a CSV file showing the errors
   • Continue: continues to the next screen
   • Cancel: stops the import process

4. If there are no errors, the Apply Timesheet Effort to Schedule window opens.

   

Timesheet values are grouped by timesheet period and resource. All resource timesheets are selected by default.

1. Review the timesheet values.
2. Untick any resource you do not want to import.
3. Click Apply.

The selected timesheet rows are imported into the Microsoft Project file.

Save the Microsoft Project file

After importing timesheet actuals, save the Microsoft Project file to keep the imported values.

If you are not happy with the imported data, you can undo the changes before saving. After the actual values are removed, you can run the import again.

You can run the import process as many times as required while you clean up errors.

Warning

Avoid using Save As to back up the Microsoft Project file.

Using Save As creates a new version of the schedule. If that new file is published against the original project, it can delete and recreate tasks and disconnect timesheets.

To back up the Microsoft Project file, make a copy using Windows Explorer instead.