To understand your project's progress, budget, and stay on track it's really important to track the time you've spent working on specific tasks, phases, or activities.
Why time tracking matters?
At the company level - as individuals log time against a project, Monograph will be able to inform the Project Manager of how the team is doing. For example, how much budget do we have left? Will this be a profitable project for the company? Do we need to ask for an additional services contract? The answer to all these questions starts with logging hours. The best type of business instinct is the one you can back with data!
At the individual level - as each person logs time daily or weekly, it helps managers understand if they have too much or too little on your plate. If you have a hard week, and worked long hours but don't log them, how will your team know to distribute work better? For early-career professionals, it also helps in understanding what areas are taking more time and how to better plan your day or request resources
For career growth - To be eligible for licensure you will need to complete 3,740 hours across various areas and document them with NCARB. That's a lot of hours to track! If you are seeking licensure, use Monograph to track your hours, your timesheet will capture - project name, phase, activity, and activity details. As you log time to use the activity details free form to add a note, like "AXP - Programming & Analysis", or simply "AXP". At the end of the month, you can request an export of your timesheet history from your admin - it's just one click on their end, and you'll have an easy record available to you.
First, start small focus on each day
Through the day you'll need to account for what projects and phases you worked on, breaks, etc. Pick the way that works best for you, but stick to it:
track on your agenda/notebook/post-it with a pen
track on your calendar by creating meetings to block out time
use the free Timer feature within Monograph (easiest!)
Second, don't let hours accumulate
The worst feeling is remembering your timesheet is due in 30 mins, opening it up and seeing it blank then trying to recall everything you did that week. That feeling is called procrastination, we all do it, most of us hate it and can choose to avoid it
Stop the procrastination dread feelings by adding your time to the timesheet while it's fresh on your mind. This will look different for everyone but pick one option below and stick with it:
enter time daily - set a calendar invite for 30 mins before the end of day
enter time every other day - set a reminder to enter time on Monday, Wednesday + Friday
enter time weekly - set a reminder to enter time on Friday, do not schedule it for 5 pm, schedule it for morning or middle of the day. Then you can enter your time for the majority of the week, estimate those last upcoming hours, and not be distracted by end of week work you are trying to get done before the weekend.
Alright up to this point, you're doing great - you know why you should track hours, how to track those hours, and when to log them. Next, let's actually log them - so easy!
Lastly, enter hours worked into the timesheet
Log in to dashboard.monograph.com with username and password
Click on TIMESHEETS, then on This Week.
First-timer users will see a blank timesheet as shown below. Returning users will see the timesheet populated with any projects you logged time on last week.
3. Search for a project by name and number by typing into the "Search for Project and Add Phase" text field. As you type, you'll be able to simultaneously select the project, phase, and role (if you have multiple roles). Click enter to add the Project + Phase to your timesheet.
Things to know:
Phase - will show all active phases of the project, but will not show any phases marked as completed or canceled. If you need to add time to a phase marked as complete, speak to the Project Manager or Admin.
Role - if you have multiple roles on a project, you'll see the option in the drop-down as seen below. To enter times for different roles, simply search for the project again.
Default Role - if you have a default role assigned to you, it will be applied automatically to your timesheet entry. When you add time to a phase that you were not originally assigned to, your default role and rate will be assigned automatically as well.
4. Select the activity that best fits your task, you'll later be able to add a description as well.
5. Add the hours and details for each day by clicking into the box.
6. Use "Add a note..." to describe what you worked on. In this example, I explained what I worked on and also made a note that these hours were eligible for licensure.
7. If you need to add an expense click on "+ Add Expense" which will open up a pop-up for you to enter the category, description and cost. Enter multiple expenses at once by clicking on "New Expense" or click close when done. Learn more about adding project-related expenses and adding overhead expenses.
You can navigate across the timesheet boxes by using your keyboard.
Up, Down, Left, Right allows you to navigate across all of the time entry boxes.
TAB allows you to jump into "Add a note...". Once you're down inputting your notes, you can use TAB again to move on to the next time entry on the right.
🎉 That's it, now go back and enter time for all the other tasks you've completed. By the end your timesheet will look like this:
Submit Your Timesheet
Once you are done with your timesheet for the week, click the yellow Submit button on the top right-hand corner. This will change your timesheet to not be editable any further. However, it happens, you might need to make changes in which case click on "Edit" in the top right-hand corner to edit the timesheet.
If you forget to submit your timesheet, no sweat. Your admin will still be able to see any hours you've entered for that week.
Adding Time for Others
You can add time for other people in the office if you are an Admin or a user who has their permission levels set to "Can Edit All Timesheets". Permission levels can be adjusted for each type of role by going to Settings > Permissions.