Features Below Available To: ✅ Grow Plan ❌ Track Plan ❌ Free Plan
What is the Project Performance Report?
This report will allow you to understand if a project is trending on time and on budget using information from the Project Budget page, Staffing, Time Logged, and Invoiced amounts. This report allows you to compare project plans with project execution, track planned, logged, and invoiced fees, and also track planned and logged hours.
Navigating to the Project Performance Report
To access the Project Performance Report, navigate to Projects in the Menu Bar and then click on the project you'd like to view. click on Projects in the Menu Bar on the left-hand side of the screen. From there, select Performance in the sub-menu.
Different Parts of the Project Performance Report
Filters - At the top of the screen we have the ability to filter this report based on Phase, Person, and Fee Types (Fixed or Hourly). To the right, we also have the ability to toggle between Fee or Hours and decide if we would like to exclude non-billable time.
Line Graphs - The line graphs on the screen will each represent a different data point. If you would like to hide a line you can click on it in the graphic key and that line will be hidden from the chart.
Budget - this line will represent your project's budget.
Planned - Represented by the gray, dotted line, this line will represent your planned amounts from the Project Budget page
Allocated - Represented by the black line, this line will represent your allocated amount from Staffing
Logged - Represented by the orange solid line, this line will represent your logged amounts.
Invoiced - Represented by the blue solid line, this line will represent your invoiced amounts
Planned Completed Date - the vertical dotted line to the left will represent the planned completion date of this project.
Monthly Information - Hovering over each square on the graph will give more information including when you hover over the budget line.
Cumulative Amounts - The cumulative amounts table will show you a breakdown of all of the information you see in the box when you hover over a data point - Planned, Logged, and Invoiced.
Where Does this Information Come From?
Project Performance uses a number of variables in the report. Below you can understand more about where each of these data points comes from. Hovering over each square on the graph will give more information including when you hover over the budget line.
Budget - If 'All Fee Types' is selected, the default option, then the Budget Line and amount will be a combination of both Fixed Fee Phase budgets or hours and Hourly Max Cap budgets or hours. You can further specify using the filter for either Fixed or Hourly specifically and the budget will adjust. For a cohesive view of all phases, the recommendation is to use 'All Fee Types'.
Planned - The Planned amount comes from the amounts of fee or hours entered into the Project Budget page. Monograph will take the total fee or hours and distribute that equally over the length of the phase. For example, if there are 60 hours planned to be worked over 6 weeks in Schematic Design, then the Project Performance report will show 40 hours for the first month and 20 for the next. Note that each time interval you move forward will show cumulative time. This means that in the above example, when you hover at the end of the month it will show 40 hours planned, but when you move to the next month it will show 60 hours as that is the cumulative amount of the 40 and 20 hours.
Logged - The logged amount will show the fee or hours logged by your team as a cumulative total for each time interval shown on the x-axis.
Invoiced - The Invoiced amount includes only your services that have been billed as of the invoice issue date. This does not include consultant fees or expenses.
Planned Completion Date - This is established in your Project Budget page and is the last date of the last phase.
Time Interval - Depending on the length of time for a project, the interval on the x-axis will vary from weeks to months to quarters. The interval will adjust to show the entire time frame of the project.
Exclude Non-Billable Time - You have the option to either include or not include Non-Billable Time. Including non-billable time will give a more holistic view of the project health in most cases.
Report Use Cases & Understanding Your Report
There are various states to a project and these will appear differently in the Project Performance Tab.
The project exists but is not yet planned
If you are just starting a project, but have not yet planned it, you will see the prompt as shown below. As there is no data yet input into the project, Monograph cannot provide a visual just yet.
The project is planned but has not started
If a Project is set up but not started, ie no time logged or invoices issued, it will appear with solely the planned information, like below.
The project is planned, but the filter cannot provide information
Some projects are comprised solely of Fixed Fee Phases and some are only Hourly. If the filter selected is choosing a type of Phase that doesn't appear, the graph will appear as shown below.
The Project is Planned, Allocated, and Actively Tracking
This project has been allocated months ahead using the Staffing tool, this is indicated by the black allocated line going up all the way through to the end of the project. When the logged amount line goes over the Planned Amount line, the project is logging time faster than planned. In some cases, if you are working to get ahead of a deadline, this isn't terrible. But if not, then it is a warning to try and find efficiencies. The distance between the Logged and Planned lines quickly indicates how far off from the plan the logged amount is. The Allocated line is useful as it pulls from the Staffing tool and can help graphiclaly demonstrate the 'ramp up' and 'ramp down' periods in a project cycle. The difference between Allocated and Logged is a quick indicator of if folks are working their hours as allocated. In an ideal world, Allocated and Logged match up perfectly. This indicates that what is being logged is exactly to the weekly plans set up in the Staffing area of the app. In looking at the below example, beginning in May, the project team switched over to logging less than planned which will keep them on time and on budget when looking ahead to the Project Completion date. They are logging less than allocated which means they could be more efficient than thought or it could mean that they are logging less than what has been allocated in Staffing. You want all the lines to be to the left of the Project Completion Date and below the Budget line. In this example, the invoicing is significantly far below in amount and behind in timeline from where the project progress is.
The project is over budget but still on time
In the below example, the project is now over budget as the Planned Fee line is now above the budget line. In this example, just looking at Fixed Fees for the project. However, the planned date still ends on March 27 and is not extending beyond that vertical line of Project Completion. This means the project will still be completed on Time.
The project is over budget and not on time
In the below example, the project is now over budget and not on time. The Planned amount continues to track beyond the final date of the final phase and is also over budget. As invoices often see some delay, the last invoice is also going out in November, past the project's end date.
Staffing isn't used
If your firm doesn't use Staffing, then the Allocated line will appear along the bottom of the graph on the x-axis, as in the below example. Please note, if you were using Staffing, but no longer are, than the allocation line will turn into a horizontal line instead of having the variations that would reflect staffing.
Permission Setting to Access the Project Performance Report
Admins will have access to this report. To allow other users to have access, they will need "View all projects" enabled.
To access fee information on this report, users will need to have access to "View Financial Reports". If they do not have that access, they will only see Planned and Logged Hours.