Source data
Salesforce with Certinia PSA (roster, managers, timecards and submission history), read through a Power BI model. Fixed rules give every person-week one status: not started, saved, submitted, approved or excluded.
Practice operations · Rolled out practice-wide · 2026
Timesheet Compliance Automation: on-time timesheets, driven from Microsoft Teams
Late timesheets hold up billing and month-end close. I built a service that works out who still owes a timesheet and reaches each person, then their manager, in Microsoft Teams before the deadline.
RESULTS
Internal measures, reported as observed: ~93% average to 98–99% as soon as it went practice-wide; people missing each deadline fell from ~14 a week to 2–5; official operations score hit 100% in the first full week.
WHERE AI WAS USEDAI helped build it. Fixed rules run it.
I designed the service and built it with AI coding agents under my gated engineering process. At runtime it applies fixed rules only: no AI model decides who is late, who is contacted or what anyone is told.
Fictional data. A private reminder first, then the manager rollup, then a final call in the team channel, then the missed list for leadership.
Why it works
Nobody has to open a dashboard. The service reads the system of record, works out who owes what, and reaches each person privately in Teams before the deadline. Managers get a rollup, the team channel gets a final call, and leadership gets a short summary.
Escalation
A private Adaptive Card first, then a manager rollup, then a final call in the team channel with @mentions for those who still owe a timesheet, then a missed list for leadership. Holidays, time zones, new hires and month-end splits are handled.
Rollout
Piloted with one team, then rolled out practice-wide. Only one component knows the data source, so another PSA or ERP would replace that component rather than the service.
Controls
Dry-run routing, a kill switch, stale-data checks and 219 automated tests, including a suite that checks no message reaches anyone unless the service is set to live.
Delivery
Power Automate delivers every message using standard connectors only, so the service needs no premium licenses.
Technology
- Salesforce
- Certinia PSA
- Power BI
- Power Automate
- Microsoft Teams
- Adaptive Cards
MY ROLE & SCOPE
I designed and built the service and led its rollout with the process owners and managers. It was built for a consulting practice. The results are internal measures, reported as observed; they are not a forecast for another organization. Names, clients and internal data are omitted, and the screen is a concept view with fictional data.
WHAT IT SHOWSAn operations problem turned into a governed, measurable service, rolled out in partnership with the process owners and managers.
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