Monograph Data Import (migration) provides you with the option of migrating select information into your new Monograph account at the start of your subscription.
In order to qualify for a Data Import, you must have:
Paid Monograph subscription
Grow plan membership
Annual subscription term
Active seats for all users
*customers on a track plan membership or monthly subscription term are not eligible for data import
How is a Data Import requested?
As a new customer, you may discuss the option for data import with your sales representative. They will provide details such as import requirements and associated fees.
When does the Data Import take place?
Data import process begins once you have provided us with your organized data information for review and migration preparation.
Your data must be provided within 30 days from the start of your Monograph subscription in order to avoid disruption to your implementation. Data provided later than this will result in significant delay to completion and may include additional fees.
Data import occurs simultaneously with your onboarding training. This approach ensures that you're not blocked from progressing through your implementation.
Information is imported using a phased approach, where data is migrated in a specific order, with each phase completed before moving on to the next.
1. Client & Consultants Directory
2. Active Projects
3. Completed (Historical) Projects
4. Cumulative Hours Logged
What information is included with the Data Import?
Data Import service includes the following information:
Monograph Client Directory
Monograph Consultants Directory
Projects, Phases, Team Members Assigned
Cumulative Logged Hours*
*Imported by team member, role, and project phase. Applicable only to active team members. See below for details on how hours logged are imported for Past Employees
🔷 At this time, Data Import will only include the information outlined above. If you are uncertain whether this service aligns with your specific needs, we recommend discussing further with your sales representative before moving forward.
What are the specific requirements for the Data Import?
Monograph Client Directory Requirements
Company Name: The name of your client's company or organization.
Client First Name: The first name for your client point of contact.
Client Last Name: The last name or surname for your client point of contact.
Display Name: How the Company Name will be displayed within your project's general information. This will not impact invoices issued to your client.
Email: The primary email address for your client point of contact.
Phone: The primary phone number for your client point of contact.
Example
Monograph Consultants Directory Requirements
Company Name: The name of your consultant's company or organization.
Consultant Services: The service type, such as Civil Engineer or Surveyor - you can also assign multiple service types to the same company if needed. For example, your consultant is both a Lighting Designer and Interior Designer.
Website: The website for your consultant's company or organization.
Address: The address/location for your consultant's company or organization.
Consultant First Name: The first name for your consultant point of contact.
Consultant Last Name: The last name or surname for your consultant point of contact.
Primary Service: The consultant point of contact service type, such as Civil Engineer or Surveyor - you can also assign multiple service types to the same contact if needed. For example, your consultant is both a Lighting Designer and Interior Designer.
Email: The primary email address for your client point of contact.
Phone: The primary phone number for your client point of contact.
Example
Projects Requirements
Project Status: The current status of your project, either Active or Completed
Project Name: The name of your project
Project Number: The numeric or alphanumeric code for your project
Phases: The phases included for each project: if your current data does not include phases, you will first need to identify them before importing the data. Monograph requires that all projects have phases in order to create a project
Phase Start & End Dates: The start and end dates for each phase are included for each project. If your current data does not include phase dates, you will first need to identify them before importing the data. Monograph requires that all projects have phase start and end dates in order to create a project.
Phase Fee Type: Hourly or Fixed
Phase Budget or Phase Max Cap Spend: The planned (what you expect to spend on each phase for hours worked) amount allocated for each phase of your project.
Team Members (Person): The team members assigned to each phase for every project.
Roles & Rates: The role and rate assigned to each team member for each phase on every project. This includes team members who are assigned multiple roles and/or rates within the same phase.
Client (Company Name): The client associated with each project. The client you assign to each project should first be available in your Monograph Client Directory.
Project Category: The category you have assigned to your project such as Residential, Commercial, or Mixed Use.
Example
Cumulative Hours Logged on Projects Requirements
Team Status: The current status for each Team Member, either Active (currently employed) or Inactive (past employee)
Team Members (Person): The team members assigned to each phase for every project.
Project Name: The name of the project that the team member is assigned to.
Phases: The phases on which the team member logged their working hours. If your current data does not include phases, you will need to identify them before importing the data. Monograph requires project phases to log time.
Role Assignment: The role assigned to each team member for the hours logged toward each phase of the project, including team members who are assigned multiple roles within the same phase.
Hours: The number of hours each team member has worked on each phase for each assigned role. These hours will be combined and entered as a cumulative total for the phase.
Overhead: The hours that are logged toward overhead (non-billable) items such as Vacation, Sick Leave, or Holiday Leave. Please note that only overhead hours for active team members can be imported. All current team members must be invited and active in your Monograph account before we can proceed. Overhead hours for inactive users (past employees) are not included.
Example
Hours Logged include both time worked on Billable Projects and time tracked for non-billable Overhead Items such as Vacation, Sick Time, and Holiday Leave.
Billable hours are attributed directly to your projects, while overhead hours are logged under Overhead Categories in Monograph.
These non-billable items are only associated with Overhead Categories and do not impact project budgets. While importing some historical data can help establish a baseline, it is most useful for estimating budget usage on active projects rather than generating detailed past reports.
For that reason, we focus on importing data that supports forward-looking performance. Overhead hours associated with inactive users (such as former employees) cannot be imported, as they do not contribute to ongoing insights or decision-making.
🔷 In order to complete your Data Import the files you provide must be submitted in a spreadsheet format such as Google Sheets, Excel (XLSX), or CSV.
You can refer to this example spreadsheet as a reference for how your data can be organized to support a seamless import. While this spreadsheet is provided as an example and not a requirement, you’re welcome to use it as a template. If you’d like a copy, please reach out to your Monograph representative.
What does 'cumulative' mean when importing data?
'Cumulative' refers to the total number of hours logged up to the point we begin importing your data.
For the Cumulative Hours Logged import, we will enter the total hours worked by each team member for each role in each phase of the project.
For example, let's look at timesheet information for the employee Laura Matthews:
Laura has worked on 'The Blanche Building' project across several phases, with multiple roles assigned. Monograph will enter these hours as a cumulative total for each phase and role.
The end result will show Laura having worked:
Pre-Design | Designer: 8 hours
Schematic Design | Project Manager: 6 hours
Schematic Design | Designer: 8 hours
Construction Admin | Architect: 14 hours
Construction Documents | Project Manager: 8 hours
The Construction Admin phase had a cumulative total of 14 hours logged as an Architect, so this total was entered as hours worked for this phase.
Individual hours logged by day are not imported.
How does Monograph import hours logged for inactive users?
Monograph refers to inactive users (employees who are not currently active in your account) as Past Employees. When importing hours logged for Past Employees, we will proceed with the following workflow.
A user (seat) is added to your account named Past Employee (Do Not Delete). This user is managed by Monograph and will not be charged to your payment method on file.
All inactive team member timesheets are entered under the single Past Employee (Do Not Delete) user, however specific detailed role and rate information will remain visible and imported similarly to the Cumulative Hours Worked process outlined above.
When your migration is completed, the Past Employee (Do Not Delete) user will be deactivated from you organization.
💥 Important! Once deactivated, the Past Employee user will remain in your Team Directory under Inactive Users. Do not delete the Past Employee user from your Directory, if you do then all of the associated time migrated will also be deleted from your account and cannot be recovered.
What is does a Data Import cost?
Fees are quoted based on varying factors, such as the quality, complexity, and the amount of data you would like transferred into Monograph. Your sales representative will is available to provide you with further information.
When will the Data Import be complete?
Once you have provided your data, our team will analyze all the information for consistency. Based on the clarity and organization of your data, our team will be able to complete the import in a timely manner.
To ensure your import is not delayed, be sure that all requirements highlighted above are included in your data.
Any lack of clarity in the data you provide will impact completion progress. Please note that an estimated timeline is only provided once your data has been submitted for review by our Data Team. Average time to complete will vary, but may take up to several weeks depending on the quality of the data provided.
Please note that by requesting a Data Import (migration) service, you agree to the exact workflow terms and process outlined above.
If you prefer to enter your past data directly without using the data import (migration) service, you can reference suggested practices for this process.