SharePoint · Microsoft 365 · Technology and IT services
Project management tool on SharePoint with AI analysis
A project management tool built on SharePoint in the customer tenant. It tracks projects, milestones, timesheets and payments, and adds AI analysis through an n8n workflow.
- Client
- A product sold to external customers. The customer is not named.
- Industry
- Technology and IT services
- Platform
- SharePoint, Microsoft 365
- Started from
- Project and Timesheet product
01The challenge
Project teams need one place to track projects, milestones, timesheets and payments, and a way to spot delays and resource gaps early.
02The solution
The tool runs on SharePoint in the customer own Microsoft 365 tenant. Teams enter timesheets, and milestones and payments are tracked by project. An n8n workflow sends daily timesheet updates to an OpenAI model, which analyses the timesheets and the weekly resource allocation tracker.
How the tool works
- Project set upA project is created with its timeline, client contact and escalation matrix.
- Milestones plannedMilestones are set with dates, progress and payment terms.
- Weekly timesheetsTeam members enter hours by project and by day.
- Daily updateAn n8n workflow sends the daily timesheet data to the AI model.
- AI analysisThe model reviews timesheets and reports patterns and gaps.
- Resource reviewThe weekly resource allocation tracker is analysed for availability.
- Delays flaggedA delayed milestone is flagged with a reason and a next step.
- Payments trackedInvoice status and payment percentage are tracked by milestone.
Screens from the tool
Sample data only. The screens are redrawn for this case study, not copied from client records.
Screen 1 of 10Dashboard
Executive dashboard
One view of project counts, team productivity, milestones and payments, with a daily AI analysis panel.
What is built
- SharePoint lists and librariesProjects, milestones, timesheets and payments are stored in SharePoint in the customer tenant.
- Project and milestone trackingProject cards, forms and milestone views with status and progress.
- Timesheet entry and dashboardWeekly entry grid and a dashboard with hours and missing entries.
- Payment trackingPayment status by milestone, with invoice status and payment percentage.
- Meeting minutesMinutes linked to projects, with decisions and action items.
- Resource availabilityA monthly view of allocation shown by colour.
- n8n workflowRuns the daily timesheet update and passes the data to the AI model.
- AI analysisAn OpenAI model analyses timesheets and the weekly resource allocation tracker.
Built with SharePoint · n8n · OpenAI
The result
- Customer tenantRuns in the customer own Microsoft 365 environment
- DailyTimesheet updates feed the AI analysis
- WeeklyResource allocation tracker reviewed with AI
- One viewProjects, milestones, timesheets and payments together
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