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Hailed as one of the leading project management tools of the 21st century, Microsoft Project Online looks set for a much different future. One that many users fear doesn’t meet their needs anymore.
Yet, as the project management software space grows ever more competitive, change is necessary, innovation is key, and Microsoft must pivot if they are to stay ahead of the curve. Something they’ve known all too well for many years.
Now, this is a conversation with a lot of questions, a lot of answers, and a lot of misconceptions. The biggest? Whether or not Microsoft will completely pull the plug on Project Online? The truth? No, they will not be shut things down just yet!
Since 2019, Microsoft has revealed its plans for Microsoft Project Online, discussing its future and unveiling a new direction that will impact millions of users.
In their own words, Microsoft said, “We will continue to provide key performance and security improvements for Project Online,” before also stating, “There is no date to limit the functionality of Project Online at this time, but we encourage customers to plan their transition as soon as possible.”
This single-handedly clears up a lot of confusion for project managers everywhere! To give you a much better grasp of things, we’re going to show you how best to navigate the coming months, including Microsoft’s vision, what users should do next, key Microsoft Project Online alternatives, and more!
Why is Microsoft Retiring Project Online?
Although Microsoft isn’t strictly retiring Project Online, they are retiring their investment in future feature improvements and updates. Several underlying SharePoint-based components that Project Online rely on are being dismantled.
Microsoft has announced the retirement of SharePoint Add-ins, and while still available, must be built via the SharePoint Framework. This somewhat impacts the extensibility of Project Online through custom integrations. Additionally, the Azure Access Control Services used for PWA remote events will be deprecated. Finally, Microsoft are also retiring their SharePoint 2013 Workflows, removing key project life cycle capabilities many users rely on.
Ultimately, however, their decision spans several reasons, from outdated technology to an evolving vision. Let’s take a look at these in a little more detail, shall we?
Outdated Technology and Limitation ⚙️
First and foremost, the technology behind Microsoft Project Online is outdated, with limitations that prevent teams from managing projects the way they need. With Project Online originally built on SharePoint and on an older architecture, its integration across the Microsoft ecosystem isn’t so fluid.
As PMOs rapidly evolve, taking on more spinning plates, their demand for seamless integration and collaborative tools also increases. Project Online has not answered these needs, resulting in many leaving the platform behind.
An Evolving Vision 🔮
It’s no secret that Microsoft is also moving toward a more modular, flexible project management experience. This is because many rival tools now focus on low-code customization, real-time collaboration, and easy-to-scale environments.
Instead of replacing Project Online with a single product, Microsoft are developing a stack of products that meet the complexity, maturity, and ways of managing projects that professionals need today.
From building detailed dashboards with Power Apps to automating task assignments with Power Automate and using Power BI for in-depth reporting. While ‘Planner Premium’ is Microsoft’s modern, cloud-based solution, their vision is a holistic toolkit.
Meet the Maturity of Other Tools 🚀
Staying on the topic of the wider Microsoft ecosystem, many tools have evolved, such as Project for the Web and Planner Premium. But also, that of other solutions like edison365, ClickUp, Monday, and so on.
If Microsoft want to continue to compete in a continuously changing space, they must adopt the mindset that many other tools have on maturity and improvement.
Organizations can enjoy a tailored project management experience that matches their methodologies and structure; that is, enterprise-ready or can be leveraged by small PMO operations. This is where the flexibility and power of alternatives really stands out.
Microsoft’s Vision for the Future of Project Management
As we’ve touched on already, Microsoft’s vision for the future of project management focuses on introducing more of a toolkit for project managers to tailor their experience, instead of a single solution.
With the steady end-of-life of Project Online, it’s become apparent that Microsoft isn’t so focused on a single enterprise-grade PPM solution. Its repositioning of its tools appears to compete with the likes of ClickUp and Monday.
From task-tracking to strategic portfolio management, the rise of Project for the Web, Power Automate, Power BI, and other tools means organizations can build the solution that’s right for them.
However, project managers must acknowledge that Planner Premium is not a full solution, and despite seeing some improvements in recent years, it still lacks the end-to-end control and depth required for enterprise PMOs.
It’s only when combining with third-party applications through Power Platform that it can extend its offering for an enhanced project management experience. In simpler terms, Microsoft appears to be evolving its tools more holistically.
Planner Premium (Formerly Project for the Web)
Planner Premium is all the talk for Microsoft Project Online users. As a successor and by leading the future of the brand’s project management tools, it offers timeline-based planning, basic resource management functions, and more.
What you Should Know:
- Interactive Gantt views
- Easy Microsoft Teams integration
- Built on Dataverse
- Includes task boards and dependencies
Power Platform and Power Apps
In a nutshell, Power Platform and Power Apps offer a no-code/low-code suite that empowers organizations to build a custom Project Management solution or extend the capability of a tool such as Planner Premium. One that aligns with how they work with great configuration and customization.
What you Should Know:
- Workflow automation
- Custom PMO dashboards and reporting
- Ideal for connecting various project data
Planner and Teams
Planner is a visual task management tool that can help teams manage light projects. A great solution that integrates seamlessly with Microsoft Teams and can tackle ad-hoc projects, team-based initiatives, and daily work tracking.
What you Should Know:
- Not much training required
- Great solution for cross-functional collaboration
- Tasks are managed in the same place where teams communicate.
Dynamic 365 Project Ops
Dynamic 365 Project Ops is an advanced tool built for PSA (Professional Services Automation), combining project planning, billing, financials, and more. This is all available via Dynamics 365 Project Ops and best suits services-based organizations.
What you Should Know:
- Ideal for service-based businesses
- Streamlines sales (CRM), finance (ERP), and project delivery
- Suitable for larger, revenue-generating project environments
Pros and Cons Summary Table for Microsoft Users
| Tools | Best for | Pros | Cons |
|---|---|---|---|
| Planner Premium (Project for the Web) | Planner Premium is typical ideal for mid-sized, structured projects. | The key benefit of Planner Premium is its clean UI and scalability with Power Platform. | The main setback with Planner Premium is its lack of portfolio, financial, and resource management tools. |
| Power Platform & Power Apps | For enterprise needs and custom solutions, Power Platform and Power Apps are the right solution. | Power Platform and Power Apps are highly flexible and integrate well with other Microsoft tools. | Despite flexibility, these tools can require setup and configuration with licensing complexity. What’s more, the technical knowledge is needed to design, build, and maintain these. |
| Planner & Teams | For standard task management and collaboration with wider teams, Planner & Team work just fine. | Planner and Teams are both very easy to use and offer simple functions for light project needs. | Despite its ease of use, Planner and Teams really aren’t made to manage project, and are better suited to basic task management. |
| Dynamic 365 Project Ops | Ideal for services-based enterprises. | Brings all the moving parts of project work into one system. | Can be expensive and somewhat of an overkill for non service-based organizations. |
What Should Project Online Users Do Next? 🔎
With Microsoft Project Online’s end-of-life on the cards, project managers should begin to prepare for the future. But what does that preparation truly look like? This is much more than just swapping tools, it’s about aligning your employees, project management processes, and tools for long-term success.
Assess Your Current Project Management Needs
This is the best place to start! Take stock of how your team currently manages projects, the pros and cons, and the ins and outs. Here are some questions you should ask yourself:
- Who within my organization uses project management tools?
- How complex are our projects on a scale of 1 to 10?
- Which features do our projects rely on heavily?
Answering these questions will give a better grasp of your licensing needs, the specific tools you require, and the complexity of your projects.
Involve IT and PMO teams Every Step of the way
Both your IT and PMO teams play a pivotal role in the decision for new tools and technology to manage your projects. Together they can implement the right solution swiftly and efficiently.
By involving both departments early into the process, you can ensure your new solution is technically feasible, and that project data migration is carried out promptly.
Note: Migrating your project data from Microsoft Project Online to edison365 is super simple and requires minimal effort at all
What’s more, by including various technical teams and project leaders, you can align project governance, reporting, and workflows needs into one sophisticated solution.
Stay Updated on the Latest Microsoft Project Online News
While we’re here to give you the lowdown, things change all the time! The right transition is about staying in the know. This helps you avoid any unwanted surprises such as feature deprecation which may hinder your work in Project Online.
But staying in the loop also helps to understand how Microsoft’s latest products are progressing, and how you can transition to Project for the Web, Planner Premium etc. Ultimately, it serves your best interest to know what’s going on.
Note: edison365 customers are also regularly invited to roadmap sessions and can see what we have in store for our tools here!
Move Now? Move Later: What’s best?
To move – now – or not to move? That’s the big question! One that doesn’t have such a straightforward answer. It really depends on your current experience with Project Online. See, things aren’t coming to an end suddenly.
For most teams and organizations, time is on your side! However, with the gradual deprecation of Microsoft Project Online features, some teams may already feel the limitations negatively impacting them.
That’s not all. Many organizations have a lot of complex data that requires a lengthy migration process, and beginning the phase earlier might just make sense! In other cases, making a fresh start with a modern environment might be an appealing option before beginning any new major projects.
Now, what reasons should you choose to wait until later?
Firstly, Microsoft Project Online isn’t going anywhere. This means you can evaluate what tools or platforms will work best. Of course, your projects may rely on integrations and workflows that just don’t exist yet in new tools.
Long story short, jumping ship isn’t necessary right now. It’s important you take your projects seriously and find the right tools! Remember, whatever your decision, it’s important you look for a solution that allows for swift migration from Project Online!
Don’t rush into a decision, but also don’t leave it too late! Rushing could lead to expensive mishaps and wrong decisions. Staying could see the fall of promising projects left without new features and capabilities.
Bonus Tip: Try Before You Buy a New Solution
Our final piece of wisdom for a smooth transition is to ‘try before you buy’. What does this mean? Put simply, look for new tools and platforms that allow you (and your wider team) to try their features and functionality.
Never jump into a new tool without being given an in-depth demonstration and without trying first. That way, you know exactly what to expect and can plan accordingly, based on your new project management companion.
Here at edison365, we offer free trials to give you the ultimate edison365 experience. It means you understand how our tools work and how they benefit your projects before agreeing to anything!
Why Consider edison365 as a Project Online Alternative?
So, you’ve made the decision to move ahead with a smooth transition? You’re ready to research new tools and take your projects to new heights. The question is, where do you start, and what makes a great Project Online alternative?
Of course, this guide wouldn’t be complete without highlighting our tools and why many organizations use edison365! See, there are many features and reasons that make our platform a natural step in the right direction.
In this section, we’re going to briefly introduce you to several of the functionality backing projects around the world for some of the most exciting teams.
Customizable Templates
edison365 doesn’t just offer up an end-to-end environment where projects and portfolios can thrive. There’s much more to it! Through our configurable templates, users have access to a library of ready-to-go templates built for the way they work.
This gives organizations full control over the approvals and processes behind their projects, with ultimate flexibility. Say goodbye to restrictions and limitations found in other tools and create a blueprint for project success with templates!
Drag-and-drop Workflows
Our dedicated drag-and-drop designer makes workflows a breeze! Create sophisticated (or simple) approvals and review stages and determine the steps required to bring you closer to your goals.
With edison365, you can create multiple versions, set target durations to minimize delays, and assign accountability to reviewers. For a quickfire look at workflows, watch our edison365 expert Rob Toon walk us through workflows!
Detailed Resource Management
Project management tools need to do a lot more than task tracking! We know Gantt Charts are important, and dependencies need actioning, but edison365 wouldn’t be the end-to-end powerhouse for PPM if it wasn’t for sophisticated resource tools!
edison365 allows you to optimize your resources, managing all types of resources to ensure they’re in the right place at the right time. This helps to balance your workloads, carry out first-class collaboration, and move confidently!
edison365 vs Microsoft Project Online: The Key Details
Below is a very brief introduction to the key details you should know about edison365 and Microsoft Project Online when placed side-by-side. For a more detailed overview, head over to our comparison page!
| Capability | edison365 | Microsoft Project Online |
|---|---|---|
| Project Gantt Views | Yes | Yes |
| Multiple Gantt Chart Views Per Project | Yes | No |
| Portfolio Gantt View | Yes | Yes |
| Risk Management | Yes | Yes |
| Change Management | Yes | No |
| Business Case Management | Yes | No |
| Project Benefit Management | Yes | No |
As you can see from the short list above, edison365’s project capabilities extend beyond typical task tracking, considering the benefits and ROI of your project and portfolio, alongside business case and project justification, overall change management, and more.
Despite this, Microsoft Project Online isn’t a bad tool. Its project and task tracking features make it worthwhile as you navigate through projects. It’s only when creating a sophisticated environment for projects and opportunities to grow that you will begin to see the limitations of Microsoft Project Online’s tools.
This list hardly scratches the surface of what’s possible in edison365, so be sure to head over to our side-by-side comparison table for an extensive breakdown!
Frequently Asked Questions on Microsoft Project Online
We’ve finally reached the last section of our complete guide to the future of Microsoft Project Online. Hopefully, by now, you should have a better understanding of what to expect and how to move forward confidently for your projects!
Below are a series of common questions Microsoft Project Online users have. Our team has done their best to answer these in a way that supports you.
What should I consider when transitioning from Project Online?
As we’ve covered already, there are a variety of ways to best prepare your transition. Firstly, determine what exactly you need from a new tool, and what Microsoft Project may be missing currently for you. Involve your PMO and IT teams in the conversation and make the most of free trials from platform providers.
Most importantly, however, you need to truly understand what your project management needs look like. This will determine the depth and complexity of the tools you require. That’s your starting point!
Claim a free trial of edison365 here! 👀
What are the top alternatives to Microsoft Project Online?
The top alternatives to Microsoft Project Online depend on what you need specifically. That said, some of the biggest rivaling platforms include ClickUp, Monday.com, Smartsheet, edison365, and TeamGantt.
Choosing one of the above requires a lot of research, and you should assess each depending on your project and portfolio needs. Many of these offer much more than Microsoft Project Online and will take your projects much further.
Can I still use Project Online for a few more years?
Yes! The truth is that despite all the scrutiny around Microsoft Project Online, they aren’t completely shutting-down the product. The tools will gradually move into “maintenance mode”.
This means many users will begin to find the tool less and less productive for their projects, and Microsoft is okay with that. Their focus now lies in other tools such as Planner Premium (Projects for the Web).
Long story short, you will still be able to use Microsoft Project Online for the foreseeable future. That doesn’t mean Microsoft won’t pull the plug later down the line, however.
What’s the easiest way to get started with Planner Premium (Project for the Web)?
The best way to get started with Planner Premium is by signing in with your Microsoft account (you may need a particular license to get started). From there you can create new projects, assign tasks to members of your team, and more.
Planner Premium integrates easily with other Microsoft products, such as Teams, for swift, efficient collaboration on any new projects you start within the tool.
