🚨 The ability to add or edit a project is determined by the access permissions an individual's profile has. If you don't see an "Edit" button you'll need to speak with your admin for access.
Create a Project
It is amazingly easy to create and manage projects in Monograph! This article will walk you through all the steps.
1. Go to your Monograph dashboard, found at app.monograph.com
2. Click on "Projects" on the side navigation bar
3. Next, click the "New Project" button on the upper right-hand corner. This will open a pop-up on your screen asking for additional details. A new project can be created from scratch or from a saved template.
Build the Project
After creating your new project, you'll be directed to the project planner screen where you will add phases, budget, roles, and rates.
Starting With A Budget
There are two ways to build a project - the first is by entering your known or estimated budget, click the editor (image below) to open the Budget Calculator.
If you'd rather start with a phase, scroll below to Adding Project Phases & Roles.
Here is what to enter for each section of the Budget Calculator:
Total Fee - The total amount you will be invoicing your client for this project. Click on 🔒 to lock this when this fee is fixed and should not be changed.
Consultant Budget - The total amount you will allocate towards your consultants. On the next step of the planner, you will allocate those funds to specific types of consultants.
Project Budget - The "working" budget for your project, after you've accounted for any consultant fees. This will later be used to allocate team hours and calculate your progress. Click on🔒 to lock this when the budget is fixed and should not be changed.
After you click "Update" you'll be prompted to start adding phases (image below) to your project. We've pre-populated phases, but you are able to add, create, or edit any phases under Settings > App Defaults > Phase Types. For every project you add, you'll then start to add phases, roles, and a budget.
Adding Project Phases + Roles
Here we will begin to populate the project phases, roles, billing rate, and any phase-specific budget details.
Linked Phase - Use this to chain link phases together. For instance, if Schematic Design must be finished before Design Development starts, link Design Development to Schematic Design. When you link phases together, if the ending date of the phase is adjusted, linked phases will automatically adjust to starting on that new date. All phases except the starting phase of a project can be linked to a prior phase.
Date Range - Pick your starting and end dates for the specific phase, adjustable at any time. Don't forget this step, we can't show you our fancy Money Gantt chart without a date range.
Fee Type - Pick between "Fixed" or "Hourly". If it's hourly, you'll be asked for the Max Cap which can be adjusted by clicking on the lock icon. Hourly projects do not count towards your allocated budget, more on fee types.
Budget - If you have a specific budget amount for the phase, click the lock to unlock and type it here. Otherwise, the budget will be the sum of the hours planned towards that phase.
Percent - As with budget, if you have a specific budget percent for the phase, click the lock next to the budget to unlock and type it here. This will automatically calculate the dollar budget amount.
Next, let's add roles and billing rates! We've pre-populated the drop-down with industry-standard roles, but these can be customized for your company by going to Settings > App Defaults > Roles. For every role you add, you'll be presented with additional fields to complete.
For each role you will need to set the following information, this is a crucial step to ensure all metrics and data reflect correctly throughout Monograph.
Billable Rate - Each role will have a default billing rate, which is set globally for your company at Settings > App Defaults > Roles. You can keep the default, or customize it for the project by clicking the edit icon. Adjusting the billing rate here will only apply to this project.
Assignment - Add a team member to a role by typing in their name or clicking the drop-down arrow. An individual can be assigned to unlimited roles within the same phase or project.
Hours or Budget - Type in your forecast for the number of hours this role will work on the phase or type in the total amount this role can bill for the phase.
Arrange Phases + Roles: You can click and hold the 6 little dots to drag and re-order phases and roles. This doesn't affect any of the data you've entered.
Running Totals: We have total hours, percent, and dollar values at the top of roles. Keep an eye on this to stay on track to the larger project budget, the text will turn red if you are over budget.
Once you are done making edits to your project click "Next" in the upper right-hand corner.
🚨 If you don't add an individual to the Project Planner for a phase, but they have a default role attached to their profile, then, if they log time to this phase, that time will be billed at their rate and they'll be automatically added to the Project Planner.
Allocating Consultant Fees
On the next tab, you'll be directed to our Consultant Planner where you can select different consultant types or disciplines from the drop-down menu to add them to your project.
At the top, you'll see how much you allocated towards consultants when you entered the project budget, and as you add consultant types with their amounts this will update.
If you need to adjust your Total Consultant Budget, go back to the "Planner" tab.
After selecting the consultant type, you can add their fee and this will automatically update your Total Fee. To add new consultant types go to Settings > App Defaults > Consultant Types.
General Project Information
Last is the General page for this specific project. Here you will add and store important details about the project as shown in the image below.
Project Name - editable at anytime
Billable vs Non-Billable
Number - add the project number to match your organization's project numbering system
Client - select the existing client associated with the project or add a new client.
Categories - add applicable ones to your project (ex: Residential and Single-Family) these will help you customize and filter views later. We load preset options, but you can customize categories in your Settings.
Project Address: This is the address that will appear for the project when you generate an invoice for this project.
Project Shareable Link: Turn this on to create a free, shareable link with anyone outside of your Monograph team. It will show an overview of the projects and it's phasing but will not show any financial data.
Under project notes, you'll want to include any information that will be important to future billing, the team, and development.
Some suggestions: Preferred payment method; Consultant's contact information; Source of the project.
The project's Shareable Link can also be found on the project's Overview page.
Editing Your Project
After creating your project, if you need to make an edit, simply return to the primary project page and click the "Edit" button.
🚨 When editing a Project to extend a Phase or move a Phase into the future, any associated Tasks and Milestones will adjust based on the Phases new end date.
Please note that this will only affect Milestones and Tasks with future due dates. Once a Task or Milestone is in the past, it will not be adjusted with the Phase's new end date and will need to be manually edited if necessary.