Project Insight allows teams to display multiple projects together in a cross-project Gantt chart. Executives, portfolio managers, and project leaders can use this report to review project schedules, progress, and milestones across a selected group of projects.
Best for: Executives, portfolio managers, PMO leaders, and project managers who need a visual timeline of multiple projects within a portfolio.
What is a cross-project Gantt chart?
A cross-project Gantt chart combines the schedules of multiple projects into one timeline-based report.
Unlike a project-level Gantt chart, which displays the tasks and milestones within one project, the cross-project Gantt chart helps users review several project plans together. This can make it easier to understand portfolio timing, compare project progress, identify overlapping schedules, and see upcoming milestones.
Project Insight does this by using the project information that is already maintained in the system and displaying the selected projects in a shared Gantt chart.
How do I create a cross-project Gantt chart in Project Insight?
1. Open the Cross-Project Gantt report
Navigate to Reports.
Select the Create Cross Project Gantt report card.
2. Select the projects to include
Use the Display & Filtering Options to narrow the report to the projects you want to review.
The filtering options determine which projects appear in the cross-project Gantt chart. Apply the criteria that match the portfolio, project group, or set of initiatives you want to display.
3. Choose the report date range
Open the Date Range Type drop-down menu.
Choose whether you want to:
- Enter specific dates.
- Include all dates that match the selected filtering criteria.
Selecting the appropriate date range helps keep the chart focused on the period you need to evaluate.
4. Run the report
Select Run Report.
Project Insight generates a combined Gantt chart using the projects, filtering criteria, and date range you selected.
How does the cross-project Gantt chart show project progress?
Each project appears as a colored bar across the shared timeline. A darker line within the bar shows the project’s forward progress, helping users compare completed progress with the project’s overall scheduled duration.
Milestones appear as diamond-shaped markers along the project plan. These markers help executives, portfolio managers, and project leaders identify important dates and events across multiple projects.
In short: The colored bars show project timelines, the darker lines show forward progress, and the diamond-shaped markers show milestones.
How do I change the scale of the cross-project Gantt chart?
Open Filter to display the Filters & Settings window.
Use the Scale drop-down to choose how the Gantt chart timeline is displayed. In the example shown, the chart is displayed by month.
After selecting the scale, click Run Report to refresh the chart.
You should also revise the date-range section slightly:
How do I change the date range of the cross-project Gantt chart?
Open Filter to display the Filters & Settings window.
Use the Project Dates drop-down to select the date criteria for the projects included in the report. You can also select Limit Gantt Chart Display to Specified Dates when you want the visible timeline restricted to a particular date range.
Click Run Report to apply the updated settings.
How do I save and share a cross-project Gantt report?
After running the report, select the Save Report icon at the bottom of the report display.
You can save the report and share it with any Project Insight user.
Saving the report helps teams return to the same portfolio view without rebuilding the filtering and display options each time.
What should I check if the report does not show the expected projects?
Review the following settings:
- Confirm that the Display & Filtering Options include the desired projects.
- Check that the selected date range overlaps the schedules of the projects you expect to see.
- If specific dates are selected, confirm that the projects have scheduled activity during that period.
- Run the report again after changing the filtering or display options.
What are common mistakes when creating a cross-project Gantt chart?
Selecting a date range that excludes project activity
A project may not appear as expected when its scheduled dates fall outside the report’s selected date range. Expand the date range or select all matching dates when you need a broader portfolio view.
Using filters that are too narrow
Filtering criteria may exclude projects from the report. Review the Display & Filtering Options and confirm that they match the portfolio or project group you intend to display.
Changing the options without rerunning the report
After changing the scale, date range, or project filters, select Run Report to refresh the Gantt chart.
Forgetting to save a reusable report
If the same cross-project view will be used again, save the report so it can be reopened and shared with other Project Insight users.
Why use a cross-project Gantt chart?
A cross-project Gantt chart helps leaders move from reviewing projects individually to understanding how multiple project schedules fit together.
It can support:
- Executive portfolio reviews.
- Visibility into project progress.
- Comparison of project timelines.
- Identification of overlapping schedules.
- Review of milestones across multiple projects.
- Shared portfolio reporting within Project Insight.
Project Insight does this by bringing selected project schedules into one visual report instead of requiring users to open and compare each project separately.
Related questions
Can Project Insight display multiple projects in one Gantt chart?
Yes. The Cross-Project Gantt report displays selected projects together in one timeline-based Gantt chart.
Can I filter which projects appear in the cross-project Gantt chart?
Yes. Use the Display & Filtering Options to narrow the report to the desired projects.
Can I display milestones in the cross-project Gantt chart?
Yes. Milestones can be displayed along the project plans within the report.
How is progress shown in the cross-project Gantt chart?
Forward progress is represented by a black line inside the blue project bar.
Can I change the time scale of the Gantt chart?
Yes. Open the Display and Filtering Options and select the scale you want to use.
Can I use a specific date range?
Yes. The Date Range Type option allows you to enter specific dates or include all dates that match the filtering criteria.
Can I save and share the report?
Yes. Use the Save Report icon at the bottom of the report to save it and share it with other Project Insight users.
Comments
0 comments
Please sign in to leave a comment.