Monograph Engineering Project Management Setup

We are seeking a detail-oriented freelancer to set up and manage our project management software for engineering projects. The role involves organizing and entering project data, ensuring accuracy and efficiency. The ideal candidate will have experience in project management and data entry, with a strong attention to detail and organizational skills. # Upwork Job Post: Monograph Project Data Setup & Historical Billing Input Support ## Job Title Monograph Data Entry & Project Setup Specialist — Engineering / Professional Services Experience Preferred ## Overview We are a multidisciplinary engineering consultancy seeking assistance with the structured setup of active and historical project data in **Monograph**. The work will involve entering baseline project information, organizing project records, and progressively inputting billing, hours, fee, discipline, and project financial information into Monograph based on structured data provided to the freelancer. This role is **data-entry and coordination focused**. It does **not** require direct access to our company SharePoint, internal drive, accounting system, email, or confidential document repositories. Source information will be prepared and provided in controlled batches by our internal team. The objective is to create a clean, useful Monograph project database while limiting operational risk through staged reviews, approval gates, and clear QA protocols. --- ## Scope of Work The assignment may include the following stages: ### Stage 1 — Active Project Baseline Setup Input basic project records into Monograph, including: * Project name * Project number / reference * Client name * Project type * Service disciplines * Project status * Project manager / lead * Contract value or approved fee * Billing structure, where provided * Start date / estimated completion date, where available * Notes or tags required for internal reporting This stage is intended to create the base structure for all active projects before more detailed financial information is added. --- ### Stage 2 — Discipline / Fee Structure Setup For each project, input or organize information by discipline where applicable, such as: * Structural * Civil * MEP / MEP-F * Geotechnical coordination * Coastal / marine * Project management / administration * Other relevant service lines This may include breaking down total project fees by discipline where that information is available. --- ### Stage 3 — Billing to Date Input Input billing information provided by our team, which may include: * Amount billed to date * Billing by discipline * Billing by phase * Invoice references, where provided * Unbilled balance * Billing status notes The freelancer will not be responsible for interpreting accounting records independently. Data will be provided in a prepared format wherever possible. --- ### Stage 4 — Hours / Effort Input Input historical hours or effort data where provided, including: * Hours by project * Hours by discipline * Hours by employee or role, where available * Time period or billing period * Billable versus non-billable hours, where applicable This stage may require careful formatting, reconciliation, and flagging of inconsistencies. --- ### Stage 5 — P&L / Project Financial Inputs Subject to successful completion of earlier stages, assist with entering project-level financial information, potentially including: * Revenue to date * Cost to date * Estimated remaining fee * Estimated remaining effort * Project profitability indicators * Budget versus actual summaries This stage will only proceed after the baseline project setup and earlier data inputs have been reviewed and approved. --- ## Access and Data Protocols To limit risk and maintain control of internal information: * The freelancer will **not** receive access to our SharePoint, internal company drive, email, or accounting system. * Our internal team will prepare source data in controlled batches. * Where information needs to be gathered from internal records, this will be coordinated by an internal staff member or intern. * The freelancer will work only from exported spreadsheets, PDFs, summaries, or other approved files. * Any missing, inconsistent, or unclear data must be flagged rather than assumed. * No confidential documents should be stored, shared, or reused outside this project. * All working files must be returned or deleted at the end of the engagement if requested. --- ## Review and Sign-Off Process The work will be completed in structured stages with review gates. We expect the freelancer to work carefully and transparently, with frequent check-ins as needed. Suggested review process: ### Initial Sample Review Before bulk input begins, the freelancer will complete a small sample batch of approximately 3–5 projects for review. This will allow us to confirm: * Understanding of Monograph structure * Correct interpretation of source data * Proper project naming conventions * Accurate discipline setup * Appropriate handling of missing information * Clear flagging of questions or inconsistencies ### Batch Reviews After the sample is approved, work will proceed in batches. Each batch may include a defined number of projects, for example 10–20 projects at a time, or another frequency agreed as optimal. Each batch should include: * List of projects completed * Summary of data entered * Items requiring clarification * Any assumptions made * Any records that could not be completed * Screenshots or exported summaries for review, where useful ### Stage Sign-Offs No new stage should begin until the prior stage has been reviewed and approved. Sign-off stages may include: 1. Project baseline setup approved 2. Discipline and fee setup approved 3. Billing to date input approved 4. Hours / effort input approved 5. P&L / profitability data input approved The intent is not only to ensure accuracy, but also to help our internal team become familiar with the work being performed and how Monograph is being structured. --- ## Required Skills The ideal candidate should have experience with: * Monograph, or similar project management / professional services software * Data entry for consulting, architecture, engineering, construction, or professional services firms * Project financial tracking * Billing records and invoice summaries * Timesheet or hours-based project data * Spreadsheet cleanup and reconciliation * Careful QA and issue tracking * Working with incomplete or inconsistent legacy data Experience with engineering, architecture, or construction project records would be a strong advantage. --- ## Working Style We are looking for someone who is: * Highly detail-oriented * Comfortable following structured protocols * Careful with confidential information * Able to flag issues clearly rather than guessing * Organized in documenting progress * Willing to work through staged reviews * Comfortable with iterative feedback * Able to help us improve the process as we go --- ## Deliverables Expected deliverables may include: * Completed Monograph project records * Batch completion summaries * Data issue log / clarification tracker * Summary of assumptions * List of incomplete records and reasons * Recommended improvements to the data entry workflow * Final handover summary describing what was entered and what remains outstanding --- ## Engagement Structure We are open to either hourly or milestone-based proposals, but the engagement must be structured around staged approvals. A possible structure is: 1. Paid trial batch: 3–5 projects 2. Active project baseline setup 3. Discipline and fee setup 4. Billing to date input 5. Hours / effort input 6. P&L / profitability input 7. Final QA and handover Please propose the review frequency you believe is optimal. We are open to frequent reviews at the start, followed by larger batches once the process is proven. --- ## Proposal Instructions In your proposal, please include: 1. Your experience with Monograph or similar systems 2. Your experience with project financial data, billing, or timesheet data 3. Any experience with engineering, architecture, construction, or professional services firms 4. Your recommended workflow for reducing errors 5. How you would structure the staged review process 6. Your preferred hourly rate or milestone approach 7. Your availability over the next 2–4 weeks Please begin your proposal with the phrase **“Monograph Data Setup”** so we know you have read the full posting. --- ## Important Notes Accuracy is more important than speed. We would prefer a careful, transparent process with frequent review points rather than a fast bulk upload that is difficult to audit. The successful candidate may be retained for future Monograph cleanup, reporting support, data imports, and project financial tracking assistance if the initial engagement is successful.