Task reports with summary task data in Project Insight should be run using the Show only top-level summary tasks and tasks option when users need accurate bottom-line totals. This option helps ensure that report totals calculate correctly because top-level summary task data already includes the child tasks beneath it, while top-level tasks without summary tasks are also included.
This is especially important for teams using project work breakdown structures, summary tasks, milestones, and cross-project task reporting.
Best For
This article is best for project managers, PMO leaders, report builders, and Project Insight administrators who need accurate task report totals across projects.
It is especially helpful for teams that use summary tasks, child tasks, milestones, or work breakdown structures and need to avoid double-counting task data in reports.
What Are Summary Tasks in Project Insight?
A summary task is a task that groups other tasks beneath it. The tasks underneath the summary task are often called child tasks.
Summary tasks are commonly used in a project work breakdown structure, or WBS. A work breakdown structure organizes project work into larger sections and smaller tasks so teams can plan and report on work more clearly.
In Project Insight reporting, summary tasks need to be handled carefully because a summary task can already include data from the child tasks beneath it.
In short, summary tasks are useful for organizing work, but they can affect report totals if the report is not configured correctly.
How Should I Run Task Reports With Summary Task Data in Project Insight?
When reporting on summary task data, use the option:
Show only top-level summary tasks and tasks
This option should be used so the bottom-line totals in the report calculate correctly.
Project Insight does this by including top-level summary task data that already contains the values from the child tasks beneath it. It also includes top-level tasks that do not belong under summary tasks.
This prevents the report from adding both the summary task and all of its child tasks in a way that could make totals inaccurate.
Why Does the “Show Only Top-Level Summary Tasks and Tasks” Option Matter?
The option matters because summary tasks are inclusive of their child tasks.
If a report includes both summary tasks and the child tasks underneath them, the same work can be represented more than once in the report structure. Using the top-level summary task option helps keep the report’s bottom-line totals accurate.
For example, if a summary task includes multiple child tasks, the summary task total may already reflect the data from those child tasks. Reporting on both the summary task and each child task can create confusion when reviewing totals.
In short, this option helps Project Insight show accurate summary-level reporting data without over-representing child task values.
Can a Task Report List Every Task and Summary Task?
In most common project work breakdown structures, a task report using summary task data cannot list every task and every summary task while also preserving accurate bottom-line totals.
The only condition where all tasks would be individually listed is when the included projects do not have summary tasks.
This means users should not expect a summary task report to show every task at every level of the work breakdown structure. The report is designed to keep totals correct, not to display every nested task and summary task at once.
Should Milestones Be Summary Tasks in Project Insight?
No, milestones should generally not be summary tasks for cross-project milestone reporting.
A milestone report is a task report. Because of that, marking summary tasks as milestones can create reporting problems when teams need to report milestones across projects.
Summary tasks are allowed to be milestones for compatibility with other software applications, but this is not the typical recommendation for a work breakdown structure in Project Insight.
In short, summary tasks and milestones should usually be treated as different types of project planning items.
What Is the Difference Between a Summary Task and a Milestone?
A summary task groups related child tasks together. It is used to organize project work and may roll up information from the tasks below it.
A milestone represents an important point, event, or completion marker in the project. It is usually used to show that a key project stage or deliverable has been reached.
Project Insight supports reporting on task data, but teams should avoid using summary tasks as milestones when they need clean milestone reporting.
What Should I Do If the Completion of a Summary Task Represents a Milestone?
If the completion of a summary task represents a milestone, it is better to create a separate milestone task instead of turning the summary task into the milestone.
A recommended structure is:
- Keep the summary task as the organizing task.
- Create a separate milestone task.
- Make the milestone task a successor to the final tasks in the summary.
- Assign the milestone to the project manager if the project manager controls milestone completion.
- Let the project manager update the milestone to 100% complete when the milestone is actually reached.
Project Insight does this by allowing teams to keep summary tasks for organizing work and milestones for tracking major project completion points.
Why Should the Milestone Be Assigned to the Project Manager?
The milestone can be assigned to the project manager when the project manager controls whether the milestone is complete.
This helps prevent team members from accidentally marking the milestone complete before the full summary task work is finished. The project manager can control the final 100% completion update for the milestone task.
This creates cleaner milestone tracking and more reliable cross-project milestone reporting.
Common Mistakes to Check Before Running Summary Task Reports
Including Too Many Task Levels in the Report
If the report includes summary tasks and child tasks in a way that duplicates values, bottom-line totals may not reflect the correct amount.
Not Using the Top-Level Summary Task Option
For summary task reporting, use Show only top-level summary tasks and tasks when accurate bottom-line totals are needed.
Expecting the Report to Show Every Task and Summary Task
A summary task report is not always designed to list every task and every summary task in a typical work breakdown structure. It is designed to preserve accurate totals.
Marking Summary Tasks as Milestones
Summary tasks and milestones serve different purposes. Avoid making summary tasks milestones for cross-project milestone reporting.
Combining WBS Organization With Milestone Reporting
Use summary tasks to organize work. Use separate milestone tasks to track key completion points.
Why Does This Reporting Setup Matter?
Using the correct summary task reporting option helps teams improve the accuracy of task report totals.
Project Insight does this by using top-level summary task data and top-level task data to produce reporting totals that better reflect the actual project structure.
This helps project managers and PMO teams avoid reporting errors, reduce confusion in cross-project reports, and separate work organization from milestone tracking.
Related Questions
What Option Should I Use for Task Reports With Summary Task Data?
Use Show only top-level summary tasks and tasks when reporting on summary task data and when bottom-line totals need to calculate correctly.
Why Are My Task Report Totals Wrong?
Task report totals may be incorrect if the report includes summary tasks and child tasks in a way that causes values to be counted more than once. Check whether the report should use the top-level summary task option.
Can Summary Tasks Be Milestones in Project Insight?
Summary tasks can be milestones for compatibility with other software applications, but this is not recommended for typical Project Insight work breakdown structures or cross-project milestone reporting.
What Is the Best Way to Track a Milestone for a Summary Task?
Create a separate milestone task and make it a successor to the final tasks in the summary. Keep the summary task for organizing work and the milestone task for tracking completion.
Should Milestones Be Assigned to Project Managers?
They can be assigned to the project manager when the project manager controls milestone completion. This helps keep milestone reporting accurate.
Where Can I Get Help With Task Reports in Project Insight?
For additional help with Project Insight task reports, visit Project Insight Support at projectinsight.com/support.
Comments
0 comments
Please sign in to leave a comment.