Private to you · 2026-10-19 to 2026-10-23
Based on 21.1 hours a week of work HourBack observed. These are suggestions for you. Your manager and HR never see this report.
5.1 h/week · 23 times a week · about 13 min each · ProjectWise Explorer, Bluebeam Revu, Microsoft Outlook
A Power Automate flow, with a Copilot Studio front end for requests, finds the drawings the engineer of record has marked approved in ProjectWise, checks them out through the API, builds the transmittal from the project's client contact list, and prepares the Outlook email with the PDFs attached. The coordinator reviews the stamped set and the draft transmittal in one step before the flow sends it, and handles exceptions such as missing approvals or sets that need re-stamping by hand.
Tools you already have: Power Automate, Copilot Studio, Bentley ProjectWise · could save about 1.5–2.8 h/week
3.8 h/week · 6 times a week · about 38 min each · Adobe Acrobat, Microsoft Edge, Microsoft Excel
A Copilot Studio agent with Power Automate flows pulls each draft invoice from Vantagepoint, checks it against the contract and phase status (closed phases, the approved provisional overhead rate), builds the Excel backup, and combines the PDF package. The coordinator approves each prepared package in one step, and the project manager's required review stays before anything is submitted. Portal entry stays with the coordinator because the client portals are UI-only, though the agent can hand over a ready-to-paste figure sheet.
Tools you already have: Copilot Studio, Power Automate, Microsoft 365 Copilot · could save about 1.1–1.9 h/week
3.6 h/week · 26 times a week · about 8 min each · Microsoft Edge, Microsoft Outlook
A Copilot Studio agent reads each PM question in Outlook, pulls the phase budget, invoice and status figures from Vantagepoint through its API, and sends the reply. Because policy bars unattended actions, a coordinator reviews and approves each reply in one step before it goes out and handles questions that are unclear or need judgment.
Tools you already have: Copilot Studio, Power Automate, Microsoft 365 Copilot · could save about 1.3–2.2 h/week
3.2 h/week · 14 times a week · about 14 min each · Adobe Acrobat, Microsoft Edge, Microsoft Outlook
A Copilot Studio agent with Power Automate watches the shared Outlook mailbox, reads each subconsultant invoice PDF, matches it to the subcontract and project phase in Vantagepoint, and prepares the voucher with the figures filled in. The project coordinator approves each prepared voucher in one step before the agent saves it and routes it to the PM; invoices over $50,000 are flagged for the principal, and invoices that can't be matched, or that charge a closed phase, go to the coordinator as exceptions.
Tools you already have: Copilot Studio, Power Automate, Deltek Vantagepoint · could save about 1.1–1.7 h/week
2.6 h/week · 25 times a week · about 6 min each · Microsoft Edge, Microsoft Outlook
A Power Automate flow, with a Copilot Studio agent for the wording, reads the missing-timesheet list and the closed-phase charges from Deltek Vantagepoint each cycle. It drafts reminder emails in Outlook and prepares a correction for each wrong charge, using the project's open phases and the PM's usual reallocation. The coordinator approves the reminders before they are sent and approves each timesheet correction before it is applied in Vantagepoint, and handles unclear cases by hand.
Tools you already have: Power Automate, Copilot Studio, Deltek Vantagepoint · could save about 0.8–1.4 h/week
2.0 h/week · 3 times a week · about 41 min each · Adobe Acrobat, Microsoft Edge, Microsoft Outlook
When a notice to proceed and contract arrive in Outlook, a Copilot Studio agent reads the contract, pulls out the project details, phases, budgets and billing terms, and prepares the new project in Deltek Vantagepoint. It also prepares the ProjectWise folder structure from the standard template, using Power Automate and the available APIs. The coordinator approves the prepared project and billing terms in one step before anything is created, and handles contracts with unusual terms or missing data.
Tools you already have: Copilot Studio, Power Automate, Microsoft 365 Copilot · could save about 0.6–1.1 h/week
0.8 h/week · about once a week · about 50 min each · Microsoft Edge, Microsoft Excel, Microsoft Word
Have Power Automate pull budget and percent-complete figures by phase from Deltek Vantagepoint into the Excel tracker and a Word report template, and have Microsoft 365 Copilot draft the standard narrative sections for the coordinator to review, edit and send. The coordinator still writes the project-specific commentary and the PM approves the report before it goes to the client.
Tools you already have: Power Automate, Microsoft 365 Copilot, Deltek Vantagepoint · could save about 0.2–0.4 h/week
Moving the same information between two systems is often the easiest thing to automate.
| From → to | Mostly during | Times / week | Copy-paste |
|---|---|---|---|
| Deltek Vantagepoint → Microsoft Outlook | Answer project manager questions | 28 | 7% |
| ProjectWise Explorer → Microsoft Outlook | Issue drawing transmittals | 23 | 43% |
| Adobe Acrobat → Deltek Vantagepoint | Enter subconsultant invoices, Set up new projects | 17 | 29% |
| Deltek Vantagepoint → Microsoft Excel | Prepare monthly client invoices, Write monthly progress reports | 7 | 43% |
| Microsoft Excel → DOT eCMS | Prepare monthly client invoices | 6 | 17% |
| Microsoft Excel → Microsoft Word | Write monthly progress reports | 1 | 0% |
The rest were retyped by hand. Detected from a value seen in one app reappearing in a field being edited in another; the values themselves are never stored.