Master Time Entry in Dynamics 365 Project Operations

Overview

Microsoft Dynamics 365 Project Operations (commonly referred to as Project Ops) provides an end-to-end solution that unifies project sales, planning, resource management, execution, and finance. One of the key features for resource and project management is Time Entry, which allows team members to record the time they spend on project-related tasks.

Accurate time tracking is essential for project cost estimation, billing, compliance, and performance analytics. Dynamics 365 Project Ops streamlines this process, integrating seamlessly with other modules such as Project Service Automation (PSA), Resource Management, and Finance.

Key Capabilities of Time Entry

1. Flexible Time Capture Options

Users can enter time via:

Weekly timesheet grid – Enter time across multiple days and tasks in a week view.
Daily entry – Add time logs daily with task-level granularity.
Mobile and Desktop – Accessible via Dynamics 365 web app or mobile app for on-the-go updates.

2. Task Association

Time entries can be linked to:

Projects and project tasks
Assignments
Billing classifications (billable, non-billable, overtime)

This helps maintain a strong association between time entries and their corresponding deliverables.

3. Approval Workflow

Time entries typically follow a structured submission and approval workflow:

Draft → Submitted → Approved (or Rejected)
Managers can review entries for accuracy and compliance before approving them for invoicing or payroll.

4. Integration with Billing and Invoicing

Approved time entries are used to:

Calculate costs and revenues
Drive project profitability reports
Generate customer invoices (especially for Time & Materials projects)

Time Entry Process: Step-by-Step

Step 1: Navigate to Time Entries

Go to Project Operations → Time Entries.

Step 2: Add Time Entry

Click + New to open the time entry form.

Fill in the required fields:

Project: Select the relevant project.
Task: Choose the task assigned.
Date: Specify the work date.
Hours: Enter the number of hours worked.
Description: Optionally describe the activity.

Step 3: Submit for Approval

Once all time entries for the week are added, click Submit to send them for approval.

Step 4: Manager Review and Approval

Project managers or designated approvers can:

View submitted entries
Approve or reject them
Provide feedback if needed

Best Practices

Encourage Daily Entries
Frequent logging improves accuracy and reduces missed hours.
Use Mobile for Field Teams
Enable mobile access for remote or field-based employees to enter time in real-time.
Set Up Notifications
Use workflows or Power Automate to remind users about missing submissions.
Align Approval Rules
Ensure approvers are correctly configured based on organizational hierarchy.
Monitor for Compliance
Use dashboards and reports to track unsubmitted or overdue entries.

Customization and Extensions

Project Ops allows for various customizations:

Custom Fields: Add additional fields (e.g., location, cost center)
Power Automate Flows: Automate reminders or escalations
Power BI Integration: Create detailed reports on time usage and project progress

Common Use Cases

Use Case	Example
Professional Services Automation	Consultants logging billable hours on client projects
Internal IT Projects	Developers tracking time against internal feature development
Construction or Engineering Firms	Engineers recording field time on site-based tasks
Customer Support Teams	Time logging for resolving customer tickets linked to projects

Conclusion

Time entry in Dynamics 365 Project Operations is a core feature that bridges project execution with financial visibility. It not only helps track effort but also ensures accurate billing, forecasting, and resource utilization. By leveraging its flexible interface, approval workflows, and reporting capabilities, organizations can maintain transparency and control over project-related work hours.