Drawing set · Monday.com Pro · Proposed design

Operationssystem blueprint

PDHengineer's SOW, mapped into a working Monday.com system: the boards, how they connect, every automation, and the exact rules for the NY, IN and FL renewals. Built for the Pro plan you already run. Where Pro can't do something reliably, the drawing says so.

scope at a glance
11
boards in 3 workspaces, incl. your 4 existing workflows
1
operations dashboard for the BOC and management
0
features that need Enterprise
≤2
small Make scenarios, only where Pro falls short
Client
PDHengineer
Attn
Ken Hudspeth
Drawn by
Karan
Date
2026-10-10
Plan
Monday.com Pro
Rev
A · issued for review
Sheets
  1. The end stateS-01
  2. System architectureS-02
  3. Renewal engineS-03
  4. Automation detailsS-04
  5. Marketing templatesS-05
  6. Pro vs integrationS-06
  7. Plan and inputsS-07
S-01 · THE END STATE

One dashboard. Nothing missed.

At handover, your Business Operations Coordinator opens one dashboard and can answer the four questions management actually asks. Every course, renewal and campaign feeds it, and nobody types the same thing twice.

Q1

What is late, across every workflow?

Q2

What is stuck, and who is it waiting on?

Q3

Which external deadlines land in the next 30 / 60 / 90 days?

Q4

How long do courses really take, stage by stage?

Proposed · Company Operations DashboardSample data, layout only
Company Operations Dashboard · reads 9 boards
Late, past internal target
4
Stuck or waiting
3
External deadlines, 30 days
6
Renewals opening, 90 days
2
Average cycle time by workflow
Course Submittal
Webinar Submittal
SCORM Conversion
PDF Revision

Fills with real values once Start and Completion dates are captured.

Needs management attention
SCORM · course A: PDF revision neededstuck 6d
FL state board renewal · client Bopens in 12d
Application · client C · day-42 follow-updue today
Domain registration · internal target passedext. in 9d
S-02 · SYSTEM ARCHITECTURE

Three workspaces, eleven boards

Your four Course Production workflows stay exactly as they are. A new Course Portfolio board holds one record per course and reads its stage and dates from those boards through connections and mirror columns. Everything that needs attention flows down to the dashboard.

WS-1 · COURSE PRODUCTION WS-2 · COMPLIANCE & RENEWALS WS-3 · MARKETING CourseSubmittal WebinarSubmittal SCORMConversion PDF CourseRevision COURSE PORTFOLIO1 item per course · mirrors stage + dates AUTO-CREATE ↑ CONNECT + MIRROR existing workflows, + Start / Completion dates B2B Contract Renewalsrenewal date per contract, never hard-coded State Board Applications5 states per client · 21 / 42 / 60-day follow-ups State Board RenewalsNY 3-yr · IN annual · FL 2-yr, odd years Misc Renewalstax · insurance · domains · own cycle APPROVED NY/FL/IN every item: External deadline + Internal target Promotional Email Campaigns1 template · task dates hang offthe Scheduled Email Send Date Blog Publishing3 templates · task dates hang offthe Publish Date TEMPLATE LIBRARYEmail campaignFriday Failures / Tuesday Tidbits / RiddleEthical Dilemma · Pop Quiz COMPANY OPERATIONS DASHBOARD late · stuck · external deadlines 30/60/90 · cycle time · needs attention READS 9 BOARDS · PRO DASHBOARDS CONNECT UP TO 20
Connect boards + mirrorAutomation creates and links an itemFeeds the dashboard
Proposed · Course Portfolio boardSample rows
CourseWorkflowStage (mirror)StartTarget completionCompletedCycle timeVariance
In production
Course A · Stormwater designCourse SubmittalSME reviewSep 14Oct 30runningn/a
Course B · Arc flash basicsSCORM ConversionPDF revision neededSep 02Oct 09runningn/a
Webinar C · Ethics for PEsWebinar SubmittalScheduledSep 21Nov 12runningn/a
Completed
Course D · Retaining wallsCourse SubmittalPublishedAug 04Sep 15Sep 1946 d+4 d
S-03 · RENEWAL ENGINE

NY, IN and FL, computed exactly

Pro's built-in recurring automations repeat by day, week, month or year only. They cannot say "every 3 years" or "odd years only", so a recurring recipe would open work in the wrong years. Instead, every renewal carries one real Renewal Date. A date trigger opens the work at the right lead time, and completing the renewal rolls the date forward by that state's cycle. Try it.

State board
Client's NY renewal date
Renewal opens
Renewal date
Then rolls to
CycleOpensRenewal dateLead
Renewal windows, 2026 to 2032 · shaded = work open · mark = renewal date
Day counts. Date triggers count days, so "2 months" and "3 months" are set as 60 and 90 days (or 61 and 92 if you prefer). Every state rule gets a test item with known dates before go-live, because the "push date by months" action has had reported quirks in the community.
Nothing skips silently. If a renewal is never marked Renewed, its date never rolls forward, so it shows as overdue on the dashboard instead of slipping into the next cycle.
S-04 · AUTOMATION DETAILS

Every hard part, as a recipe

Written the way Monday.com automations read, so the BOC can find and maintain each one. One design rule runs through all of them: formula columns cannot trigger automations, so every trigger sits on a real date or status column.

Cycle-time reporting

Native
When Status changes to first active stage, set Start Date to today.
When Status changes to Complete, set Completion Date to today.
Cycle Time = DAYS({Completion Date}, {Start Date})
Variance = DAYS({Completion Date}, {Target Completion Date})

Added to all four production boards. Target Completion Date stays as the planned finish.

SCORM → PDF revision

Native
When Review Outcome changes to PDF revision needed, create an item in PDF Course Revision and connect boards, then set SCORM status to Waiting on PDF revision.

The new item takes the course name, ID and SME and links to the same Portfolio record. If your approved template carries subitems the recipe can't copy reliably, one Make scenario duplicates the template instead. Native first, Make only if needed.

Dependencies and date shifting

Confirm in discovery
Dependency column, flexible mode: move one step and the later steps shift with it. Strict mode: nothing starts before its predecessor ends.

This works on items. If your steps live as subitems or as status stages on one item, I promote the sequential steps to items or use date triggers instead. It depends on how the four workflows are built today, the first thing I review.

Portfolio without re-typing

Native
When an item is created in Course Submittal, create an item in Course Portfolio and connect boards.

Webinar, SCORM and PDF Revision items link to that record with one click. Mirror columns carry stage, dates and owner, so the portfolio is always current.

21 / 42 / 60-day follow-ups

Native
When Status changes to Submitted, set Submitted Date to today.
When Submitted Date arrives +21 / +42 / +60 days, and only if Status is still Submitted, notify the owner and flag the follow-up.

One template creates the five state applications for a client, one item per state. Approval for NY, FL or IN creates the linked renewal on S-03.

Contracts and misc renewals

Native
When Contractual Renewal Date arrives −120 / −90 / −30 days, create the touchpoint and notify the account owner.

Each contract keeps its own date and term from the contract, never a hard-coded year. Tax, insurance and domains use the same rolling pattern as S-03. On Pro, lead time is set per automation, so per-contract lead times use lead-time groups, or one Make step.

External vs internal deadlines

Native
Two date columns on every compliance item: External Deadline (the authority's or client's) and Internal Target (ours). Work runs on the internal one, risk views on the external one.
Buffer = DAYS({External Deadline}, {Internal Target})

Anything under 7 days of buffer is highlighted. Filling Internal Target automatically (External minus 14 days, say) needs one Make step; otherwise the BOC enters it.

Marketing anchored on send date

Make recommended
When Scheduled Email Send Date is set or changed, write every task's due date as an offset from it.

Pro can count forward from a date but can't write "send date minus N days" into a date column. One Make scenario does it exactly. The native-only fallback is a dependency chain from the first task. See S-05.

S-05 · MARKETING TEMPLATES

Move the send date, the plan follows

One repeatable campaign template, anchored on the Scheduled Email Send Date. The offsets below are placeholders that we set to your real process in discovery. The three blog templates (Friday Failures / Tuesday Tidbits / Riddle, Ethical Dilemma, Pop Quiz) work the same way on Publish Date.

Scheduled Email Send Date
Change the date. Every task due date is recalculated, the way the Make scenario would write them into the board.
S-06 · PRO VS INTEGRATION

What runs natively, and what doesn't

You asked bidders to flag anything needing Enterprise, a paid tool or custom API work. Item by item:

CapabilityOn ProWhat it needsRecommendation
Start / Completion dates, cycle-time formulasYesNothing extraNative
SCORM → PDF revision, create and linkYesMake only if template subitems must be cloned exactlyNative first
Dependencies and date shiftingYes, on itemsRestructure if steps are subitemsNative, confirmed in discovery
Course Portfolio with connect + mirrorYesNothing extraNative
Dashboard across 9 boardsYesWithin Pro's limit (Monday's docs list 20 per dashboard)Native
NY / IN / FL renewal cyclesYesRolling-date pattern, not the recurring recipeNative
21 / 42 / 60-day follow-upsYesNothing extraNative
Configurable contract renewal datesYesNothing extraNative
Different lead time per contractPartlyLead-time groups, or MakeGroups first
Internal Target calculated from ExternalNoMake, one stepManual entry or Make
Task dates relative to Send / Publish DatePartlyMake, one scenarioMake
Alerts from a formula resultNoFormulas can't trigger automationsDesigned out: real date columns
Enterprise-only featuresNot needed for anything in this SOWStay on Pro

Make volume here is a handful of runs per campaign or renewal, so it should stay at Make's entry tier. No custom API work.

S-07 · PLAN AND INPUTS

Hours by phase

Each phase ends with something working in your account that the BOC can see and test. Build starts after you sign off the design in discovery.

01

Discovery and design sign-off

Walk the current boards with the BOC, confirm state rules and templates, lock the board and column design.

6hours
02

Course Production

Cycle-time columns on 4 boards, Course Portfolio, connect + mirror, SCORM → PDF revision, dependencies.

14hours
03

Compliance and Renewals

Contracts, applications with 21/42/60 follow-ups, NY / IN / FL renewal engine, misc renewals, external vs internal dates.

16hours
04

Marketing

Email campaign template on Send Date, three blog templates, date logic.

6hours
05

Operations dashboard

Late, stuck, external deadlines 30/60/90, cycle time, needs-attention list.

6hours
06

Testing, training, documentation

A test item for every rule, two training sessions, a written guide to every board and automation.

10hours
Σ

Total

Post-launch support billed hourly, only when used. Pricing by phase on request.

58hours

Needed from PDHengineer

  1. Monday.com access with rights to create boards and automations.
  2. The SOW attachments: current workflow templates and the approved PDF Course Revision template.
  3. A BOC contact for a 60-minute walkthrough and for training.
  4. Confirmation of each state rule per client, for example whose NY date anchors the 3-year cycle.
  5. The B2B contract list with renewal dates, and the misc renewals with their cycles.
  6. A yes or no on Make for the two optional scenarios.

Assumptions and suggested SOW changes

  • Your four Course Production workflows are kept; every change is additive.
  • Add a Course Portfolio board as the one summary record per course.
  • Use the rolling-date pattern for every recurring renewal.
  • Up to two Make scenarios, only where marked. No Enterprise, no custom API.
  • Permissions stay as they are today, plus a management view of the dashboard.
Happy to quote this by phase.
Drawn and built byKaranI build, test, train and document it myself.