As a project manager, you’re faced with a critical decision: which project management tool best suits your needs? Are you currently using Microsoft Project Desktop, but you are unsure whether to dive into the cloud-based world of Microsoft Project Online (Project Web App) or explore the simplicity of Microsoft Project for the Web(New Planner)?
We receive usually a clear requirement: the need for a centralized view for the projects and seamless Microsoft Teams integration to streamline collaboration.
Let’s break down the options and guide you toward the right choice:
1. Microsoft Project Desktop
Overview
- Advanced Capabilities: Project Desktop offers robust scheduling, resource management, and reporting.
- Offline Access: Works offline without relying on cloud services.
- Integration with Project Online and Teams: Use Project Desktop alongside Project Online and Teams. (YOu can embed the project online link inside a Teams Channel)
Considerations
- Standalone: Project Desktop doesn’t provide centralized views or cloud-based collaboration.
- Learning Curve: May require training for new users.
2. Microsoft Project Online (Project Web App)
Overview
- Cloud-Based: Project Online operates in the cloud, allowing access from anywhere.
- Comprehensive View: Provides a centralized platform for managing projects, resources, and portfolios.
- Resource Management: Manage resource allocation, workload, and assignments across multiple projects.
- Integration with Microsoft Teams: Seamlessly collaborate with your team within Teams.
Considerations
- Complexity: Setting up Project Online involves configuration and administration.
- Portfolio Management: Evaluate project portfolios and prioritize initiatives.
3. Microsoft Project for the Web
Overview
- Web-Based: Project for the Web is part of the Microsoft 365 suite and offers a simple interface.
- Task Management: Create tasks, assign resources, and track progress.
- Integration with Microsoft Teams: Collaborate within Teams and add ressources from Team groups.
- Basic Reporting: Provides basic charts and visualizations.
Considerations
- Simplicity: Project for the Web is straightforward but lacks advanced features.
- Customization: Limited customization options compared to Project Online.
- No Portfolio Management: It doesn’t handle complex portfolio scenarios.
- You can upgrade features with the use of Project accelerator, based on Power Apps and Power BI.
4. Introducing the Project Accelerator for Project for the Web
For those leaning toward Project for the Web, consider the Project Accelerator. It extends Project for the Web by providing customizations for specific scenarios such as proposals, programs, risks, issues, changes, and status tracking. Users can tailor their experience and adapt the tool to their unique needs.
The Project Accelerator for Project for the Web extends the capabilities of Project for the Web by providing customizations for specific scenarios such as proposals, programs, risks, issues, changes, and status tracking. It allows users to tailor their experience and adapt the tool to their unique needs123. Keep in mind that the Accelerator is built on Power Apps and can be easily customized to meet your requirements.
Remember, the right choice depends on your specific requirements, comfort with cloud services, and budget. Explore demos or trials to find the perfect fit for your project management journey! 🚀
See more about Project Online vs Project for the Web(New Planner) on Microsoft’s website:
Project for the web and Project Online
TableComparing Project Desktop-Project Online-Project for the Web(New Planner)
| Feature | Project Online (Project Web App) | Project for the Web | Project Desktop | Project Accelerator for Project for the Web |
|---|---|---|---|---|
| Deployment | Cloud-based | Web-based | Desktop application | Could based |
| Centralized View | ✔️ Provides comprehensive project view, allow access roles for PM, Team Mebers, PMO | Basic task management | Advanced capabilities | Customizations for scenarios (e.g., proposals, programs) |
| Resource Management | ✔️ Manages resource allocation | Basic task assignments | Full resource control | Manage ressource allocation |
| Portfolio Management | ✔️ Evaluates project portfolios | N/A | N/A | Evaluates project portfolios |
| Integration with Microsoft Teams | ✔️ Seamless collaboration | Integrates with Teams | Integrates with Teams | Seamless collaboration |
| Customizable Dashboards and Reports | ✔️ Create visual reports | Basic charts | Robust reporting | Create visual reports |
| Cost | Subscription-based | Part of Microsoft 365 | One-time purchase | P1 or P3 andPower Apps |
| Complexity | Requires configuration/administration | Simple interface | Learning curve | Requires configuration |
| Offline Access | N/A | Web-based | Works offline | N/A |
| Licensing | Requires Plan 3 license | Requires specific license | Requires separate license | Included with Project for the Web123 |
Here’s a brief explanation of the licensing details:
Microsoft Project subscriptions
Microsoft Project is available through three different subscriptions to best meet the needs of your organization. These subscriptions are Project Plan 1, Project Plan 3, and Project Plan 5. To compare features across subscriptions, see Feature availability across applications and subscriptions.Expand table
| Product | Plan 1 | Plan 3 | Plan 5 |
|---|---|---|---|
| Project for the web | x | x x | x x |
| Project Online | x | x x | x x x |
| Project Online desktop client | x | x |
In the table above, the number of checks (x) indicates the general level of capabilities provided by a plan. For example, for Project Online, Plan 5 provides more capabilities than Plan 3.
- Project Online (Project Web App): Requires a Plan 3 license, which is the same license used for Project Professional and Project Online. The Accelerator can be extended with a maximum of 5 additional tables (entities)2.
- Project for the Web: Can be made available to users through licenses such as Project Plan P1, Project Plan P3 (previously called Project Online Professional), and Project Plan P5 (previously called Project Online Premium)3.
- Project Accelerator for Project for the Web: Basic implementation, allows customizations for specific scenarios included with Project for the Web. For further customizations, a Power Apps licence is required. . Users can reuse Accelerator components in their own applications according to the terms of their Project plan and subscriptions1.
Recommendations
- If your need a centralized view, resource management, and portfolio management, we recommend Microsoft Project Online (Project Web App). It aligns well with the current usage of Project Desktop.
- If simplicity and basic task management suffice, Microsoft Project for the Web(the new Planner) is a lightweight option integrated easily with Teams.