Reporting in Project Insight

Project Insight provides reporting across projects, resources, capacity, time, expenses, approvals, project requests, issues, files, contacts, companies, and more. Reports can be used to gain visibility into project delivery, resource utilization, financial performance, governance processes, and organizational work.

Reports "Home" is your central hub for all analytics in Project Insight.
It provides one location to run, save, and share reports across projects, tasks, resources, budgets, and time—turning raw data into actionable insight for project managers and executives.

VIDEO: Using the Reports Home

How to

1. From the Home screen, click the Reports tile or open Reports › Report Home.

2. Browse report groups such as Projects, Tasks, Resources, Financials, or Custom Reports.

3. Select a report type—for example, Project Report or Task Report.

4. Adjust filters using the Filter icon (top right) to narrow by status, date range, portfolio, or assignee.

5. Click Run Report to view results.

6. Use the gear icon › Save Layout to preserve your column selections and filter setup.

Best practices

• Begin with built-in reports, then copy and customize them for your team.

• Save common filters (e.g., Active Projects Only) to reduce setup time.

• Encourage teams to bookmark frequently used reports for faster access.

• Use the Share Report option to publish consistent dashboards across departments.

How to Get Meaningful Insights From Your Reports

Start With the Question You Need Answered

Before creating reports, consider the questions your organization is trying to answer.

For example:

• How many projects do we have?
• What is the health of our projects?
• How many projects are green, yellow, or red?
• Are projects tracking on schedule?
• What costs are associated with our projects?
• How much labor has been planned or completed?
• Do we have enough capacity to take on additional work?
• How are projects distributed across departments?
• How are our portfolios and programs performing?
• How are actual results comparing to the original plan?

These questions help define what information needs to be tracked.

Work Backward From the Desired Report

Once you know the questions you want answered, determine what data must be captured to support those reports.

If the data is not being captured consistently, meaningful reporting becomes difficult.

For example:

• Capacity reporting requires labor and assignment information.
• Portfolio reporting requires projects to be assigned to portfolios.
• Program reporting requires projects to be assigned to programs.
• Project health reporting requires project health evaluations to be maintained.
• Financial reporting requires labor, expenses, budgets, and actual costs to be tracked.

The best reports are not created by starting with a report. They are created by first understanding the question you need answered and then ensuring the right data is being captured throughout the project lifecycle.

What Can You Report On in Project Insight?

Project Insight includes reports across the entire work lifecycle, from project requests and approvals through project execution, resource management, financial tracking, and organizational visibility.

Main Things You Can Report On in Project Insight

Common Reporting Categories

Organizations often want visibility into several different areas of project work.

Project Reporting

Project Reports help you analyze projects by status, department, company, project manager, and other project attributes. You can identify active and inactive projects, evaluate project health, compare project performance across departments, and roll project information into portfolio and program views.

Common reporting uses:

• Active projects by status
• Projects by department
• Projects by company
• Projects by project manager
• Projects assigned to a specific user
• Portfolio and program performance
• Project health and schedule visibility

Task & Work Reporting

Task and work reports help teams understand what work is assigned, what work is overdue, what work is scheduled, and how work is progressing across projects.

Common reporting uses:

• Tasks assigned to individuals
• Tasks assigned to departments
• Upcoming work and deadlines
• Task calendars
• Open issues and blockers
• Open To-Dos and action items
• Work status and completion trends

Capacity and Resource Reporting

Resource and capacity reports help organizations understand workload, utilization, availability, and future staffing needs. Reports can be filtered by department, project manager, resource type, project, or individual resource.

Common reporting uses:

• Resource utilization
• Resource availability
• Resource allocation by project
• Department workload
• Capacity forecasting
• Overallocated resources
• Future staffing requirements

Financial Reporting

Financial reports provide visibility into labor, expenses, approvals, reimbursements, and project-related financial performance.

Common reporting uses:

• Labor hours by project
• Billable and non-billable time
• Submitted and unsubmitted timesheets
• Approved and pending timesheets
• Project expenses
• Reimbursable expenses
• Expenses awaiting approval
• Costs awaiting invoicing

Portfolio and Program Reporting

Portfolio and program reporting helps leaders understand how projects roll up into larger strategic initiatives.

Common reporting uses:

• Portfolio performance
• Program performance
• Cross-project visibility
• Project dependencies
• Milestone tracking across projects
• Organizational project timelines
• Strategic prioritization

Governance & Intake Reporting

Governance reports help organizations evaluate incoming work, approvals, prioritization, and decision-making processes.

Common reporting uses:

• Project requests awaiting review
• Requests by department
• Approval bottlenecks
• Approval aging
• Open approvals
• Decision workflow visibility
• Project prioritization support

Collaboration & Knowledge Reporting

Collaboration reports provide visibility into communication, documentation, and project-related information.

Common reporting uses:

• Comments by project
• User mentions
• Collaboration activity
• Attached files and documents
• File ownership
• Document updates
• Version-controlled files

Company & Contact Reporting

Company and contact reports help organizations understand customer, vendor, stakeholder, and organizational relationships.

Common reporting uses:

• Contacts by company
• Active and inactive contacts
• Companies associated with projects
• Customer relationship visibility
• Stakeholder reporting

Executive Reporting

Executive reporting should help leaders see what needs attention, where decisions are required, and whether project work is still aligned with business priorities.

Executives usually do not need every project detail. They need reports that answer questions like:

• Which projects are at risk?
• Which commitments are likely to slip?
• Where are we over capacity?
• Are we spending time and money on the right work?
• What decisions need leadership attention?
• Are projects tracking against the original plan?

To support executive reporting, teams need to consistently track the data behind those answers, including project health, status updates, dates, labor, costs, capacity, portfolios, programs, sponsors, and planned versus actual values.

Grouping and Portfolio/Program Roll Up Reports

Purpose

Grouping reports lets you organize and summarize report results at a higher level. This is useful when you want to review related projects, tasks, financials, or resource information together instead of looking at each item individually.

For example, a project report can be grouped by Portfolio, Program, department, project manager, company, or another available field. Grouping by Portfolio or Program gives leaders a consolidated view of how multiple projects support larger business goals.

How To

1. Open a Project Report, Task Report, or another report that supports grouping.
2. In the report toolbar, select Group By.
3. Choose the field you want to group by, such as Portfolio, Program, project manager, department, company, or status.
4. Add summary fields such as % Complete, Budget, Actual Cost, Work Hours, or Start and End Dates when available.
5. Expand or collapse grouped sections to review the level of detail needed.
6. Select Save Layout if you want to reuse the grouped view in the future.

Example

A PMO leader may group a project report by Portfolio to see all projects connected to each strategic initiative. Within each portfolio, they can review project status, percent complete, budget, schedule dates, and other key information.

A department leader may group a task report by Program to see how work is progressing across related projects.

Best Practices

• Use grouped reports when you need a summary view across multiple projects or teams.
• Group by Portfolio or Program when reporting on strategic progress.
• Group by department, project manager, or company when reviewing ownership and accountability.
• Save commonly used grouped layouts so teams can return to the same view.
• Use exports when sharing grouped report results with leadership.
• Review the source data if grouped totals or summaries do not look correct.

Project Health Requires Human Judgment

Project Insight includes health indicators that can help identify project conditions and trends.

However, project health should not rely entirely on automated calculations. In many cases, project managers should review available indicators and make a judgment call regarding the overall health of a project.

Charting and Graphing Report Data

Purpose

Charting report data lets you turn report results into visual summaries. This is useful when you want to quickly identify trends, compare values, review totals, or present report data in a more visual format.

Charts can help users understand project performance, resource capacity, financial information, task progress, or other report results without reviewing every row in the report table.

How to chart and graph data in Project Insight

1. Open the report you want to chart.
2. Select Filter.
3. Select Charting.
4. Add up to four charts for the report.
5. Choose the chart type you want to use, such as Area, Bar, Column, Donut, Line, Pie, or Scatter.
6. Select the data points you want included in the chart.
7. Choose whether the data should be aggregated.
8. Use multi chart options when you want to combine chart types, such as showing a line chart and bar chart in the same graph.
9. Select the option to include table results if you want the raw report data to display below the chart.
10. Save the report layout if you want to reuse the chart settings in the future.

Example

A project manager may create a column chart to compare actual hours by project. A resource manager may use a bar chart to review workload by department. A PMO leader may use a line chart to show project progress over time and combine it with a bar chart to compare budget or work totals.

Chart Types

Best Practices

• Start with the question you want the chart to answer.
• Use simple chart types for leadership reporting.
• Use aggregation when you want to summarize values instead of showing each individual row.
• Use multi chart options when comparing related data points in the same visual.
• Include table results when users need to see the raw data behind the chart.
• Avoid adding too many charts to one report unless each chart answers a different question.
• Save commonly used chart layouts so teams can return to the same view.

Adding Reports to Dashboards

Purpose

Dashboards let you display important reports together on one screen. This is useful when users need a quick view of project status, workload, financials, approvals, requests, or other key information without opening each report separately.

After the Personal Dashboard Add On is enabled, users can choose the dashboard layout and select the reports they want to display. Dashboards can also be shared with others so teams and leaders can review the same information in one place.

How To Add Reports to Dashboards in Project Insight

1. Enable the Personal Dashboard Add On.
2. Open your personal dashboard.
3. Choose the dashboard layout you want to use.
4. Add the desired reports to the dashboard.
5. Arrange the reports in the preferred order.
6. Save the dashboard.
7. Share the dashboard with other users when you want them to view the same report set.

Example

A project manager may create a dashboard that includes active projects, overdue tasks, upcoming milestones, and open issues. A PMO leader may create a dashboard that includes portfolio health, resource capacity, budget status, and pending approvals.

Best Practices

• Use dashboards for information that needs to be reviewed often.
• Choose reports that answer related questions.
• Keep dashboard layouts simple so the most important information is easy to find.
• Share dashboards when multiple users need the same view.
• Update the reports behind the dashboard when reporting needs change.
• Avoid placing too many reports on one dashboard if it makes the page difficult to review.

Reporting Across Project, Program, Portfolio, and Admin Levels in Project Insight

Purpose 

Project Insight provides reporting and data visibility at multiple levels. In addition to the main reporting area, users can review and manage information directly from the Project, Program, Portfolio, and Admin areas. 

This allows teams to view the right level of detail based on their role. A project manager may need task, cost, and RAID item detail within a single project. A program or portfolio leader may need cross project visibility. An administrator may need visibility into users, companies, and system level information. 

Project Level Reporting 

 Projects include several native views that can be used for reporting and day to day management. 

The Project Overview provides a project on a page view. When enabled, it brings key project information together on one screen, such as tasks, status, financials, RAID items, files, comments, and other project related areas. 

The Project Status page displays selected project information. Tasks, RAID items, and other records can be flagged to display on the status page so users can control what is included in the project status view. 

Project views are also reportable. These may include: 

• Task List
• Gantt
• Risks
• Actions
• Issues
• Decisions
• Files
• Comments
• Financials
• Other enabled project items 

Using the Layout feature, users can choose which columns appear in these views. This allows teams to report on planned versus actual performance, effort, hours, labor costs, non labor costs, baseline values, SPI, CPI, and other project data. 

Project level reports can also be run from the main reporting area with the report filtered to a specific project. 

Program and Portfolio Level Reporting in Project Insight 

Program and Portfolio views provide similar reporting capabilities, but the data is filtered to the selected Program or Portfolio. 

This allows users to review related projects together without building a separate report from scratch. These views can include cross project information such as: 

• Cross project Gantt charts
• Project status boards
• Project lists
• Task lists
• Risks
• Actions
• Issues
• Decisions
• Other RAID items

Users can also manage tasks and RAID items directly from these views when permissions allow. 

The Layout feature is also available at the Program and Portfolio levels. This lets users define which columns and data points appear in each view, including overview tasks, RAID items, project fields, status information, cost fields, schedule information, and other selected data. 

Admin Level Reporting 

Admin level reporting is often used to review system, company, and user information. 

From Admin, users can open Companies to sort, filter, and review the organizations they are working with or working for. This can be useful for customer, vendor, department, or stakeholder reporting. 

Users can also be reviewed from the User List. Using the advanced options on the User List, administrators can display users in a list format similar to other reporting views. This allows admins to sort, filter, and review user related information such as status, role, company, permissions, and other available user fields. 

Example 

A project manager may use the Project Overview to review a single project’s tasks, issues, risks, budget, and status. A portfolio leader may use a Portfolio view to review all related projects, compare status, and monitor cross project milestones. An administrator may use the Company or User List to review customer organizations, vendors, active users, or permission related information. 

Best Practices

• Use Project level views when managing one project in detail.
• Use Program and Portfolio views when reviewing related projects together.
• Use Layouts to show the columns and data points that matter most.
• Flag key items to display on Project Status when they should be included in status reporting.
• Use cross project views for leadership visibility across schedules, tasks, and RAID items.
• Use Admin views when reporting on companies, users, and system level information.
• Save commonly used layouts so users can return to the same view consistently.

Cross-Project Reports and Capacity Insights

Purpose
Cross-project reports show performance, workload, and capacity across all active initiatives.
They provide the bridge between team-level task execution and enterprise-level decision making.

How to

• Go to Reports Home › Projects or Reports Home › Resources.

• Select a Cross-Project Report template, or create a new one.

• Include columns for Project Name, Program, Portfolio, Owner, Start/End Dates, and % Complete.

• Filter for Active and Inactive Projects to view everything currently underway.

• Apply Group By › Portfolio or Program to analyze workload distribution.

• Add Summarize › Resource Hours Allocated vs. Capacity to reveal under- or over-utilization.

• Click Run, then Save Layout for reuse.

Best practices

• Use this report to monitor delivery across departments in real time.

• Combine with the Capacity Forecasting feature for predictive resource planning.

• Highlight key metrics like over-allocation or schedule variance in executive meetings.

• Share saved cross-project reports as read-only dashboards for leadership visibility.

Related Reporting Tutorials

• Getting Meaningful Data from Your Reports
• Getting Started with Reporting
• Saving Reports 
• Sharing Reports
• How to Create Charts and Graphs 
• Building Executive Reports
• Creating Custom Reports
• Deleting and Managing Saved Reports
• Changing Layout Columns and Filters
• How to Build a Dashboard in Project Insight