As a new Monograph user, we recommend building out your projects in this order:
Create any new projects first - these are projects that are just about to start or that you have in the proposal phase.
Add active existing projects next - these are projects that are perhaps mid-way through but that your team is actively logging time against.
Recreate completed projects - these are completed projects that your team frequently references when making proposals, or understanding project scope or fees.
In this guide, we will show you how to transfer existing projects and recreate completed ones, for creating new projects please check out this article.
Transferring Existing or Completed Projects
We suggest bringing in your most important or relevant older projects in Monograph, however, you are welcome to add in as much historical information as you like and use the steps below.
Create the Project
You will begin by building out a new project as normal, adding phases, their duration, roles, and rates.
For Total Fee and Project Fee, you will need to decide if you want to enter the actual fees (what you billed) or the projected fees (what you proposed). In some cases, these might be the same, but they are usually different.
You also want to ensure the rate for each team member is correct and reflective of your past data. If the project uses different billable rates than what you have set in your global settings, click the editor icon to adjust the rate on just this project.
If a project member is no longer working with your firm, feel free to assign that role to an Admin or someone else with that role.
You'll do this for each completed phase of the project.
When you complete adding your details, your project should look like this:
Log the Hours Worked
Apart from fee information, the next critical piece of data you'll want to have for the project is how many hours were logged by each role in each phase. For instance, on Smith Residence Project the Principal worked 25 hours during SD. This helps you to understand your work habits and improve forecasting over time.
Under each person's timesheet, you will log the final number of hours that were physically worked within each phase as a lump sum of all of the hours. As an example, let's look at Jacob Reed's hours below:
Rather than logging each set of hours week by week, we will log the lump sum of total hours into the employee's timesheet for this phase - in this case, Jacob worked a total of 25 hours on Schematic Design. You will then follow the same process for each employee, on every phase of the project.
Once you have entered time for every employee on all phases the progress bars on the project overview page will fill completely and should look like this:
For a visual walkthrough of all the instructions explained in this article please refer to the "how-to" video below:
The amount of past data you would like to bring into Monograph is a personal preference. The best practice of using a lump sum is most commonly used, however you are welcome to include as much detail as you prefer to ensure Monograph is most prepared and suited for the needs of your business.
🎓 For more information on your first steps with Monograph, be sure to check out Getting Started guide.