The workbook, implemented July 2018, is an excel document that is used to gather data on projects. Data is entered into the workbook mainly by project managers and project accountants over the life of a project. That data is manually entered from the workbook into Ajera and Cosential by data entry, accounting, and marketing staff.   The workbook also houses a project’s cut sheet and project plan. It is designed to be a one stop shop for project information. This means it should be frequently visited by the project manager and other staff.

There are various adaptations of the workbook depending on a project’s needs. The assorted blank workbook templates and resources are all found here: I:\Administrative\Project Workbook . Project Managers (PM) will save a workbook template with the name of the project I:\Administrative\Project Workbook\New Projects (put Workbook here at contract win). They will then send a “project win email” to projectwin@tooledesign.com. The “project win email” is an auto populated template on the project data tab of the workbook. It is generated from the data project managers enter about the project before work starts. From there, the appropriate Project Accountant will assign the project a number. The workbook is then moved to its corresponding project folder on the server by data entry staff. The workbook goes inside of the 00PM folder, this is where the workbook will live.  Project Managers will be required to return to the workbook as they gain more information about the project.

Any workbook related questions or issues can be sent to projectworkbook@tooledesign.com.

Workbook instructions & resources can be found here: I:\Administrative\Project Workbook\Instructions & Resources.   They include:

  • Breakdown how project numbers are assigned
  • Glossary of terms found in the workbook
  • Description of project types
  • Project manager trainings
  • Project accountant trainings


UPDATE as of 5/2/22: Toole Design has shifted to VantagePoint for their accounting, CRM, timesheet and project management software.  As VantagePoint systems are built out and replaced the function of the Project Workbooks will be phased out.  Estimated sundown of workbooks by end of 2022.