Project Reporting

Project reporting provides insights into project health, performance, and financials through dashboards, charts, and custom reports. This guide covers all reporting capabilities.

Overview

Project reporting enables you to:

• View Gantt charts and timelines
• Generate project status reports
• Analyze KPIs and metrics
• Create custom reports
• Export data for analysis
• Share reports with stakeholders

Accessing Reports

Navigate to Projects → Reports or Projects → [Project] → Reports.

Understanding Project Reports

Report Categories

Category	Description	Examples
Status	Current state	Progress, milestones
Financial	Money metrics	Budget, revenue, cost
Resource	People data	Utilization, allocation
Time	Hours tracking	Logged, billable, trends
Schedule	Timeline view	Gantt, calendar
Custom	User-defined	Any combination

Standard Reports

Report	Purpose
Project Status	Overall health snapshot
Budget vs Actual	Financial comparison
Resource Utilization	Team usage
Timesheet Summary	Hours logged
Milestone Status	Deliverable tracking
Risk Register	Risk overview

Gantt Charts

Understanding Gantt

Visual timeline showing:

• Task bars by duration
• Dependencies (arrows)
• Milestones (diamonds)
• Progress (fill %)
• Critical path (highlighted)

Gantt View Example

Jan          Feb          Mar          Apr
│────────────│────────────│────────────│
▓▓▓▓▓▓▓▓▓▓▓ Planning
        ◆ Design Review
        ▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓▓ Development
                    ◆ Alpha Release
                    ▓▓▓▓▓▓▓▓▓▓ Testing
                              ◆ Launch

▓ = Task duration
◆ = Milestone

How-To Guides

How to Use Gantt Charts

Accessing Gantt View

1. Go to Projects → [Project] → Gantt
2. View project timeline
3. Zoom in/out for detail
4. Scroll horizontally for time

Gantt Features

Feature	Description
Zoom	Day/week/month/quarter
Filter	By assignee, status, etc.
Expand/Collapse	Show/hide subtasks
Dependencies	View relationships
Critical Path	Highlight delays
Baseline	Compare to original

Editing in Gantt

Interactive changes:

• Drag task to move dates
• Drag edges to resize
• Drag to create dependencies
• Click to edit details

How to Generate Project Reports

Status Report

1. Go to Projects → Reports → Status
2. Select project(s)
3. Choose report period
4. Generate report

Report includes:

• Executive summary
• Progress metrics
• Milestone status
• Issues and risks
• Upcoming work
• Resource status

Financial Report

1. Go to Projects → Reports → Financial
2. Select project(s)
3. Choose date range
4. Select metrics:
   • Budget utilization
   • Revenue recognized
   • Cost breakdown
   • Margin analysis
5. Generate report

Custom Report

1. Go to Projects → Reports → Custom
2. Click New Report
3. Configure:
   • Data source (projects, tasks, time)
   • Columns to include
   • Filters to apply
   • Grouping and sorting
4. Preview report
5. Save for reuse

How to Track Project KPIs

Key Performance Indicators

KPI	Formula	Target
On-Time Delivery	Delivered on time / Total	>90%
Budget Variance	(Budget - Actual) / Budget	<10%
Utilization	Billable / Available	>75%
Margin	(Revenue - Cost) / Revenue	>25%
Customer Satisfaction	Survey score	>4.0/5.0

KPI Dashboard

Configure dashboard:

1. Go to Projects → Dashboard
2. Add KPI widgets
3. Set targets
4. Configure alerts
5. View real-time metrics

How to Create Custom Reports

Report Builder

1. Select Data Source

   • Projects
   • Tasks
   • Time entries
   • Expenses
   • Resources

2. Choose Columns

   • Drag fields to report
   • Standard fields
   • Calculated fields
   • Custom fields

3. Apply Filters

   • Date range
   • Project status
   • Team members
   • Categories

4. Set Grouping

   • Group by project
   • Group by period
   • Group by person
   • Subtotals

5. Format Output

   • Table view
   • Chart type
   • Summary/detail
   • Export format

Calculated Fields

Create custom calculations:

Profit Margin = (Revenue - Cost) / Revenue * 100
Burn Rate = Total Spent / Elapsed Days
Days to Complete = Remaining Work / Daily Capacity

How to Export Project Data

Export Options

Format	Use Case
PDF	Formatted reports
Excel	Data analysis
CSV	Raw data
Project (XML)	MS Project import

Exporting Data

1. Generate report
2. Click Export
3. Select format
4. Configure options
5. Download file

Scheduled Exports

Automate exports:

1. Create report
2. Click Schedule
3. Set frequency
4. Choose recipients
5. Enable schedule

How to Share Reports

Sharing Options

Method	Audience
Email	Direct send
Dashboard	Team access
Link	External view
PDF	Offline viewing

Report Permissions

Control access:

• View only
• Edit report
• Share with others
• Export data

How to Analyze Resource Utilization

Utilization Report

View team utilization:

Resource Utilization - January 2026
┌──────────────┬─────────┬──────────┬─────────┬─────────┐
│ Team Member  │ Capacity│ Allocated│ Logged  │ Util %  │
├──────────────┼─────────┼──────────┼─────────┼─────────┤
│ John Smith   │ 160 hrs │ 150 hrs  │ 145 hrs │ 91%     │
│ Jane Doe     │ 160 hrs │ 140 hrs  │ 138 hrs │ 86%     │
│ Bob Wilson   │ 160 hrs │ 120 hrs  │ 115 hrs │ 72%     │
├──────────────┼─────────┼──────────┼─────────┼─────────┤
│ Total        │ 480 hrs │ 410 hrs  │ 398 hrs │ 83%     │
└──────────────┴─────────┴──────────┴─────────┴─────────┘

Utilization Metrics

Metric	Description
Capacity	Available hours
Allocated	Assigned hours
Logged	Actual hours
Billable	Chargeable hours
Utilization	Logged / Capacity
Billable Ratio	Billable / Logged

Advanced Features

Executive Dashboard

High-level overview:

• Portfolio health
• Revenue metrics
• Resource overview
• Risk summary

Trend Analysis

Track over time:

• Progress trends
• Cost trends
• Utilization trends
• Forecast projections

Benchmark Comparison

Compare projects:

• Similar project types
• Historical performance
• Industry standards
• Team comparison

What-If Analysis

Scenario planning:

• Resource changes
• Timeline impacts
• Budget scenarios
• Risk modeling

Best Practices

📊 Reporting

• Regular frequency
• Consistent metrics
• Actionable insights
• Clear visualization

📈 Analysis

• Look for trends
• Identify outliers
• Root cause analysis
• Predictive insights

📋 Distribution

• Right audience
• Appropriate detail
• Timely delivery
• Follow-up actions

🎯 Focus

• Key metrics only
• Avoid data overload
• Highlight exceptions
• Drive decisions

Configuration

Report Settings

Navigate to Settings → Projects → Reports:

• Default Reports - Standard set
• Permissions - Access control
• Branding - Logo, colors
• Scheduling - Delivery times

Dashboard Settings

• Layout - Widget arrangement
• Refresh - Update frequency
• Alerts - Threshold notifications
• Sharing - Default visibility

Export Settings

• Formats - Available types
• Templates - Export templates
• Automation - Scheduled exports

Troubleshooting

Common Issues

Report not loading

• Check data exists
• Verify permissions
• Review filters
• Clear cache

Data incorrect

• Verify date range
• Check filters
• Review calculations
• Audit source data

Chart not displaying

• Check browser support
• Verify data format
• Review chart type
• Clear and refresh

Export failing

• Check file size
• Verify format support
• Review permissions
• Try smaller dataset

Related Documentation

Explore other project features:

• Project Management
• Task Management
• Project Budgets