Choosing the right version of Microsoft Project is important but it can be challenging. Before we can decide on what version we need, we should first assess our business needs, look at and compare features and pricing, and then move on to choosing the version that will work best for your team.

Microsoft Project has evolved greatly over time but for the purpose of this blog, we’ll focus on the latest versions. Widely known versions are; Microsoft Project for the web, Microsoft Project Online, and Microsoft Project Server. There are a number of things to consider when trying to decide which version would work best.

Microsoft offers a few plan options for cloud-based solutions as well as for On-premises solutions for Project Standard 2021 and Project Professional 2021 for a one-time fee. All of these platforms offer great capabilities and functions. However when choosing one over the other it’s important to consider and discuss each platform individually, and look at a side-by-side comparison of solutions and costs.

Project for the web

Project for the web is the most recent cloud-based version that includes strong capabilities for project Management as well as team users managing work large or small. Furthermore, it allows us to work in a grid (list) board as well as timeline (Gantt) view.

Project for the web Plans

Project for the web can be purchased through plan 1, plan 3, and plan 5 which are billed on monthly basis. Each of these plans focus on specific capabilities and also share a lot of the same capabilities looking from the higher plan down. It is important to note that Project for the web is part of the Microsoft Project product family including Project Online Desktop Client, Project Online, Project Server, and Project Desktop.

Project for the web Capabilities

• Project Home – this feature provides a high-level overview of the project roadmaps that require the most focus. Another great feature is the ability to select project favorites so they can be easily accessed later.
• Roadmap – this is a great feature that allows you to view projects and focus on business forecasting goals. Additionally, users can connect to projects across the organization and use tools that fit their needs best. Sort projects and highlight the most important work for each user individually.
• A simplified yet functional project management experience – the new look and feel of Project for the Web makes it easy for users to; create new projects, assign tasks, set deadlines, track progress, and more.

Common questions asked when making a decision which Project version fits best for my business needs:

• Can I use Project for the web and Project Online side-by-side?
  • Yes, in most cases it is a best practice. We recommend continuing to manage existing projects until they are completed. Then create new projects in the Project for the web as it meets your business needs.
• Can I migrate from Project Online to Project for the web?
  • Microsoft is working on native migration tools that will help this process go smoothly.
• Is Project Online going to retire any time soon?
  • We encourage you to continue using Project Online until your business is ready to move to Project for the web.
• Power BI reports usage with Project for the web and Project Online.
  • Project for the web works great with Power BI and/or Power Automate.

Project Online

A separate service that offers portfolio and project management features online. Project Web App is also known as PWA. Project Online is built on Microsoft SharePoint. Microsoft does not plan to discontinue Project Online subscriptions any time soon. In fact, Microsoft is providing ongoing security updates as well as resources on how to transition to Project for the Web once business needs and timing are right.

Lastly, an important note to remember, Microsoft Project Online is not a web-based version of Project Professional. The main difference between Project Professional and Project Online desktop client is that Kanban boards are part of Project Online desktop client.

Project Online Plans

Project Online can be purchased through monthly billing plans; Plan 1, 3, and 5.

• Plan 5; includes all options that Plan 3 includes plus three additional functionalities; Demand Management, Enterprise resource management, and portfolio analysis and optimization.
• Plan 3; includes the following functionalities; planning, status tracking, scheduling, and costing. Collaborate with users from anywhere. Assign resources with resource management. Each license offers up to 5 concurrent installations of the Project Online desktop app. Furthermore, this version allows you to connect to either Project Online or Microsoft Project Server.
• Plan 1; allows you to start quickly and control projects. Offers easy planning and status tracking. Collaborate with users from anywhere.

Project Online Capabilities

• Project Client – allows to connect to PWA and to save and publish projects. Publishing project allows us to keep the latest project on the client but also keep the Project on the web project updated as well.
• Project Intake – inside this feature, you’ll discover different options such as; application development, Agile, Enforcement, Infrastructure, New Product Development, SharePoint Task Lists, Enterprise Project, Program, Facilities Management, and New Construction.

Microsoft Project Server

A flexible on-premise solution. This powerful platform offers so many capabilities; utilize smart solutions, manage resources effectively, collaborate quickly, communicate instantly, simplify IT, take action, increase agility, and more.

Project Server Plans

Microsoft project solutions for on-premises are available through Microsoft Volume Licensing. Project Server 2019 is licensed using a server/CAL (client access license) model. Microsoft Project and portfolio management solutions require a Project Server 2019 license for each running instance of the software, and CALs are required for each person or device accessing a Project Server.

Project Server Capabilities

• Management across tasks; flexibility and visibility allow for efficient and successful project management.
• Demand Management; apply governance and streamline projects.
• Time and task management; use efficient and centralized method to report time and task management.
• Schedule Management; efficiently deliver successful projects on time while tracking progress and managing change.
• Resource Management; deliver successful results by managing surplus and deficits across the board.
• Advanced portfolio management.

As we can see choosing the right version of Microsoft Project in most cases is a learning experience. Most importantly we want you to be successful in managing your projects by utilizing best practices along with the right version of Microsoft Project.

If you’re feeling overwhelmed, you are not alone. Hundreds of organizations have come to Advisicon to discover which version of Project is right for their unique needs. We would be thrilled to help you do the same.

Additional resources:

Project Online vs Project for the web

Making the Move from Project Server to Project Online

What is Project for the web

Power BI Reports Available with Project Online