Microsoft Project Online vs. Planview vs. Oneplan.ai: Selecting the Right PPM Tool for Enterprise Portfolio Management

Choosing the right Project Portfolio Management (PPM) tool can make or break your organisation's project success. With Australian businesses spending 25% of GDP on projects, the stakes are high. This article compares three leading PPM tools - Microsoft Project Online, Planview, and Oneplan.ai - focusing on their features, pricing, and suitability for Australian enterprises.
Key Takeaways:
- Microsoft Project Online: Best for organisations already using Microsoft products. Offers strong integration with Microsoft 365 but comes with a steep learning curve and higher costs.
- Planview: Ideal for large enterprises managing complex portfolios. Excels in resource planning and strategic alignment but may be costly and time-intensive to implement.
- Oneplan.ai: A modern, AI-powered solution that works seamlessly with Microsoft 365. Affordable and user-friendly, but less customisable in resource metrics.
Quick Comparison:
Criteria | Microsoft Project Online | Planview | Oneplan.ai |
---|---|---|---|
Key Features | Resource management, dashboards | Advanced portfolio tools | AI-driven planning |
Pricing (AUD) | AU$44.90–AU$82.30/month | Custom pricing | AU$7–AU$30/month |
Best For | Microsoft-centric organisations | Large-scale enterprises | Small to medium businesses |
Local Support | Available through Microsoft | Limited local presence | Supported via Microsoft |
Each tool has strengths and trade-offs. Your choice should align with your organisation's size, complexity, and budget. Read on for a detailed breakdown of features, pricing, and local considerations.
5 Top Project Portfolio Management (PPM) Tools Reviewed
Microsoft Project Online: Features and Business Use
Microsoft Project Online is a cloud-based solution designed for enterprise portfolio and project management (PPM). It allows organisations to plan, prioritise, and manage project investments from virtually anywhere, making it a popular choice for Australian businesses looking for comprehensive project oversight.
Main Features and Advantages
Microsoft Project Online offers a range of PPM features, including resource management, portfolio selection and optimisation, demand management, and enterprise resource management. These tools help project managers allocate resources effectively across multiple projects, optimise usage, and monitor availability in real-time.
One of its standout features is its seamless integration with other Microsoft 365 tools like SharePoint, OneDrive, and Teams. For Australian companies already using Microsoft products, this integration simplifies adoption and reduces the time needed for training.
The platform also provides custom dashboards and KPI reports. Its visual reporting tools turn complex project data into clear visuals, making it easier for executives to make informed decisions about their project portfolios.
Microsoft Project Online is versatile enough to handle projects of varying sizes and complexities, from small departmental tasks to large-scale enterprise initiatives. Features like Gantt charts, task linking, and critical path analysis support advanced project planning needs, making it a reliable choice for organisations with complex requirements.
Pricing and Local Considerations
Beyond its capabilities, Microsoft Project Online offers pricing and support tailored for Australian businesses. The Planner and Project Plan 3 is priced at AU$44.90 per user per month when billed annually, while the Planner and Project Plan 5 costs AU$82.30 per user per month on an annual plan. Prices exclude GST, which adds an additional 10%.
The Plan 5 tier includes all the features of Project Online Professional, along with advanced tools like portfolio selection, demand management, and ready-to-use portfolio reports. This makes it ideal for organisations needing a full suite of PPM tools.
Microsoft also provides local support, an important factor for Australian users. Phone support is available Monday to Friday, from 8 AM to 8 PM AEST. This ensures that technical issues can be resolved during standard business hours without relying on overseas teams.
Reliability is another key strength, with Microsoft offering a 99.9% uptime guarantee. Additionally, Australian businesses can access support from Microsoft’s global network of partners, including local experts who understand the unique needs of the region.
Challenges for Australian Businesses
Despite its advantages, Microsoft Project Online has some drawbacks that may affect its suitability for certain Australian organisations. Smaller teams or businesses new to PPM might find the platform overwhelming due to its extensive features, which are designed for professional project managers and large PMOs.
Cultural resistance and skills gaps are also challenges. A 2008 study of organisations in Australia and New Zealand found that while interest in PPM was growing, many faced barriers to implementation, including resistance to change and a lack of skills. Only 42% of organisations reported successful outcomes from their PPM initiatives.
Data fragmentation is another concern. Bill Allars, head of Portfolio Management and Service Delivery at AGL Energy, explained:
"If you're running ten projects that's maybe not so painful, but we could have up to 100 projects active at any point in time. Going through 100 projects, or 100 team sites, was difficult and time consuming."
For smaller businesses or those with straightforward project management needs, the platform’s enterprise focus may be overkill. Alternatives offering simpler task management might be more cost-effective.
Additionally, the platform requires significant training and support to implement successfully, especially for organisations without dedicated PMO teams. Rolling out the solution often involves pilot projects and gradual adoption of features, which can delay benefits and increase costs beyond the subscription fees.
Planview: Portfolio Management Features
Planview is a Strategic Portfolio Management (SPM) platform designed for large enterprises. With over 2.7 million users worldwide, including 45 of the Fortune 100 companies, it’s a major player in enterprise portfolio management. For Australian businesses managing complex project portfolios, Planview offers scalable solutions tailored to meet diverse local needs.
Main Features and Strengths
Planview’s standout feature is its ability to transform strategic plans into actionable projects. By linking investments, outcomes, and financials, it helps organisations align their efforts with strategic goals. This makes it a great fit for Australian companies handling multiple projects with varying priorities and resource demands.
The platform shines in portfolio analysis and strategic alignment, offering tools for Objectives & Key Results (OKRs), roadmapping, investment prioritisation, and financial planning. These features elevate organisations from simple project tracking to advanced portfolio optimisation. Australian businesses can also take advantage of tools like scenario modelling and AI-driven analysis to make smarter decisions.
Another area where Planview excels is resource management, providing tools for demand management, capacity planning, scenario planning, and programme management. It supports a variety of work approaches, blending traditional project methodologies with agile frameworks, all within a single platform.
Andreas Gabler, Platform Owner at Fonterra, highlights the platform’s value:
"Planview Portfolios is a process support tool. It helps to visualise facts and supports decision making."
Planview also offers advanced reporting and analytics, featuring customisable dashboards and portfolio visualisations. These tools give executives real-time insights, empowering them to make more informed decisions.
Integration and Customisation Options
Planview integrates seamlessly with other systems via Planview Hub, which includes no-code connectors for key development tools. This integration capability supports synchronisation, gateway connections, and enterprise data streams, ensuring smooth connectivity with existing systems.
Notable integrations include:
- Salesforce for managing customer journeys
- Microsoft Teams for collaborative project access
- Atlassian Jira for real-time issue tracking
In addition, Planview AdaptiveWork (previously Clarizen) enhances customisation through its integrations and add-ins marketplace. This flexibility allows Australian enterprises to tailor the platform to their specific industry needs and workflows. Beyond its customisation capabilities, Planview also offers competitive pricing and localised support for Australian users.
Pricing and Support in Australia
Planview’s pricing starts at AU$19/user/month for AgilePlace (Teams tier) and AU$29/user/month for Scaled Teams. AdaptiveWork is priced at AU$45 per user per month, while ProjectPlace costs AU$29 per user per month. Custom pricing options are available for enterprise-level needs.
Australian businesses benefit from local support options, a key advantage of Planview. With ProjectPlace, users gain access to comprehensive phone and email support in eight languages, ensuring that assistance is available during local business hours. This global support network is invaluable for businesses navigating digital transformation.
The platform’s impact is evident in success stories like Ricoh Australia, where PMO Manager Debbie Collins shared:
"We've cut through layers of complexity, and the immediate gain has been an increase in productivity around 40%."
However, it’s worth noting that implementing Planview requires a significant upfront effort. The initial setup process can be time-intensive. Despite this, the platform has garnered positive feedback, with Planview AdaptiveWork earning a 4.3/5 rating on Capterra from 175 reviews. Customers frequently praise its customer service and value for money, showcasing how effective portfolio management tools can drive measurable productivity improvements for Australian organisations.
Oneplan.ai: AI-Powered PPM for Modern Enterprises
Oneplan.ai represents the next step in portfolio management, designed to work seamlessly within the Microsoft ecosystem. As a trusted Microsoft Partner, this platform integrates artificial intelligence into enterprise planning workflows. By connecting directly with Microsoft 365, Oneplan.ai enhances existing systems, allowing organisations to maximise their current investments. This tight integration ensures smooth deployments while maintaining the enterprise-grade functionality of earlier tools.
Main Features and AI Tools
At the heart of Oneplan.ai is Sofia GPT, an AI assistant powered by Azure Open AI, which transforms how portfolio management is handled. Unlike traditional tools that depend heavily on manual input, Sofia GPT automates processes like strategic planning, portfolio optimisation, work management, and risk assessment.
Sofia GPT simplifies strategic planning by automating repetitive tasks and analysing data to propose practical objectives and key results (OKRs). For Australian enterprises, this means aligning strategic goals with available resources more efficiently. When it comes to portfolio optimisation, Sofia GPT doesn’t just generate reports - it evaluates project performance and offers actionable recommendations to improve outcomes. It can even suggest real-time adjustments to OKRs and resource allocations, empowering Project Management Offices (PMOs) to make smarter, data-driven decisions.
Beyond strategy and optimisation, Sofia GPT enhances work management by creating and managing templates, assessing risks, and fine-tuning schedules. Its AI-driven features help teams anticipate potential challenges and address them before they disrupt timelines. Whether teams use agile, waterfall, or hybrid delivery models, Sofia GPT adapts to their needs.
Implementation and Setup Requirements
Oneplan.ai lives up to its promise of easy integration with Microsoft 365, making the setup process straightforward. Instead of replacing existing tools, it extends their functionality, reducing the complexity of implementation and easing user adoption.
The platform employs OneConnect, an integration hub that uses authentication keys to synchronise data seamlessly across Microsoft Project, Planner, Azure DevOps, Teams, and Power Apps. For organisations using custom-built solutions on Project Accelerator or Power Apps, Oneplan.ai enhances these setups with enterprise-ready planning modules.
Security is another key feature, with Enterprise Security Groups offering detailed control over user access and permissions. Administrators can customise these groups to restrict access to specific apps, features, or plans. Additionally, licence types can be tailored to match user roles, ensuring functionality aligns with individual responsibilities.
Local Pricing and Support
Oneplan.ai follows Microsoft’s partner pricing model, with costs based on user licences and feature tiers. While specific pricing in Australian dollars isn’t publicly listed, enterprises can access custom agreements through Microsoft’s partner network.
Built on Microsoft’s cloud infrastructure, Oneplan.ai complies with Australian privacy regulations and provides localised support via Microsoft’s established channels. Its integration with Microsoft Teams creates a familiar collaboration environment, helping teams already using Microsoft 365 adapt quickly.
The platform’s ability to connect with tools like Jira, Smartsheet, and Salesforce also ensures that Australian businesses can maintain their existing toolsets while gaining a unified view of their portfolios. This centralised visibility supports diverse project management approaches, making it a versatile solution for modern enterprises.
Side-by-Side Comparison: Finding the Best Match
When selecting the right PPM tool, it's crucial to weigh factors like functionality, cost, integration options, and local Australian support. The table below provides a quick snapshot of the main contenders, followed by a deeper dive into their strengths and limitations.
Comparison Table
Criteria | Microsoft Project Online | Planview | Oneplan.ai |
---|---|---|---|
Key Features | Project scheduling, resource management, portfolio dashboards | Strategic portfolio management, enterprise architecture visualisation | AI-powered planning and strategic alignment |
Primary Strengths | Tight integration with Microsoft tools, strong dependency management | Advanced portfolio management, used by 2.7 million users worldwide | User-friendly (8.2/10), excellent support ratings (8.4/10) |
Main Limitations | Complex interface, limited collaboration on Mac | Expensive for smaller teams, slower performance | Limited customisation in resource metrics |
Pricing (AUD) | Plan 1: AU$15.00/month, Plan 3: AU$44.90/month, Plan 5: AU$82.30/month | Custom pricing (contact required) | Free tier available, Basic: AU$7/month, Professional: AU$30/month |
Integration Scope | Microsoft Teams, Project Server, Planner, SharePoint | Jira, Azure DevOps, ServiceNow | Microsoft 365, Jira, Smartsheet, Salesforce, SAP, Workday |
Local Support | Available through Microsoft Australia channels | Limited local presence | Supported by Microsoft's partner network |
Scalability | Enterprise-ready with Plan 3 and 5 | Trusted by Fortune 100 companies | Cloud-based infrastructure via Microsoft |
User Ratings | G2: 4.0/5, Gartner: 4.3/5 | Gartner: 4.4/5 | G2: 4.4/5, Gartner: 4.0/5 |
Understanding the Results
Now let’s unpack the table and see how these tools align with different organisational needs.
Microsoft Project Online is an excellent choice for organisations already immersed in the Microsoft ecosystem. Its strong dependency management and integration with tools like Teams and SharePoint make it a natural fit for Microsoft-centric workflows. However, its complexity and higher costs - like the AU$44.90/month Plan 3 - may discourage smaller teams or those seeking simplicity.
Planview, on the other hand, shines when it comes to managing large-scale portfolios and visualising enterprise architecture. It’s trusted by major corporations, including Fortune 100 companies, which speaks to its scalability. That said, its custom pricing model and slower performance can be drawbacks, especially for teams that expect quick responses from their tools. Australian businesses should also factor in the limited local support and potentially higher costs when considering this option.
Oneplan.ai strikes a balance between functionality and affordability. With its AI-driven insights and high ratings in ease of use and support, it’s a solid choice for teams prioritising user experience. The availability of a free tier and a basic plan at just AU$7/month makes it accessible for smaller organisations or those wanting to test the waters before committing to a larger investment. Its broad integration range - spanning Microsoft 365, CRM tools, and popular project management platforms like Smartsheet - further enhances its appeal.
Each tool has its strengths, but the best choice depends on your organisation’s priorities. Microsoft Project Online offers reliable local support and robust enterprise features. Planview caters to large-scale implementations with advanced oversight capabilities, while Oneplan.ai provides an accessible, user-friendly option with cutting-edge AI features.
Final Thoughts: Picking the Right PPM Tool for Australian Enterprises
Selecting a PPM tool goes beyond ticking off features or comparing price tags - it’s about ensuring the tool aligns with your organisation's strategic goals and day-to-day operational needs. For instance, 90% of users recommend Planview Portfolios, while 87% endorse Microsoft Project Server for their project management needs.
For organisations already invested in the Microsoft ecosystem, Microsoft Project Online remains a solid option. It’s widely recognised for its scheduling capabilities, even though its popularity has waned in recent years. However, Australian businesses should be aware of the financial commitment involved, with annual costs ranging between AU$120,000 and AU$150,000 for some enterprises.
Meanwhile, Planview has seen a slight uptick in user interest. Known for excelling in strategic alignment and resource planning, it’s a powerful enterprise-grade option. That said, its licensing fees can run into the hundreds of thousands of dollars annually. For many organisations, this expense is justified by improved resource management and better alignment with long-term goals.
For a more budget-friendly and modern alternative, Oneplan.ai offers an AI-powered solution starting at just AU$7 per month. It has earned accolades as a Microsoft Partner of the Year for five consecutive years and has been recognised as a "Strong Performer" in Forrester's Strategic Portfolio Management Tools report.
Australian businesses should also weigh the importance of local compliance and consider adopting cloud-based solutions for greater flexibility and scalability. These factors are critical when navigating the complexities of implementing enterprise-grade PPM tools.
Implementing a PPM solution is no small feat. Organisations with mature PPM practices report completing 35% more programs and significantly reducing cost overruns. However, achieving these results requires more than just the right tool - it demands executive support, effective change management, and a phased rollout strategy. Skilled professionals play a pivotal role here, ensuring smooth implementation and alignment with strategic goals.
To bridge the gap between tool selection and execution, platforms like Talentblocks can connect organisations with experienced freelancers specialising in solution architecture, data engineering, and business analysis. These professionals bring the expertise needed to turn a chosen PPM tool into a fully functional and effective solution.
Ultimately, the best PPM tool is one that supports both strategic alignment and agile execution. Whether you choose Microsoft’s integrated ecosystem, Planview’s enterprise-grade capabilities, or Oneplan.ai’s AI-driven insights, the key to success lies in careful planning, thoughtful implementation, and skilled execution.
FAQs
How can I choose the best PPM tool for my organisation's unique needs and budget?
Choosing the right PPM tool for your organisation begins with understanding your specific needs. Whether it's resource allocation, project tracking, or scalability, pinpointing what matters most to your team is essential. From there, assess how each tool aligns with your overall strategy and whether it can support the growth you're aiming for.
Key considerations include how well the tool integrates with your existing systems, how intuitive it is to use, and whether it fits comfortably within your budget. Features like advanced reporting, team collaboration tools, or portfolio forecasting can be particularly valuable, depending on your priorities. Bringing key stakeholders into the selection process can also help ensure the tool meets both day-to-day operational demands and broader strategic goals.
By zeroing in on these factors, you’ll be in a strong position to choose a PPM tool that not only solves your current challenges but also helps drive future success.
What challenges might Australian businesses face when adopting a PPM tool like Microsoft Project Online or Planview, and what should they consider?
Australian businesses often face hurdles like ensuring data security and compliance with local regulations, particularly when working with cloud-based PPM tools. For larger enterprises, integrating these tools into existing workflows and aligning them with strategic objectives can add another layer of complexity.
When choosing a PPM tool, it's crucial to prioritise features that are easy to use, support flexible resource management, and meet governance standards. Equally important is investing in thorough training and effective change management to ensure a seamless rollout and make the most of the tool's capabilities. Customising the solution to fit Australia's specific business landscape and regulatory requirements is key to achieving the desired outcomes.
How does Oneplan.ai's integration with Microsoft 365 and other tools benefit enterprise portfolio management?
Oneplan.ai’s integration with Microsoft 365 takes enterprise portfolio management to the next level by connecting effortlessly with tools like Microsoft Planner, Teams, Azure DevOps, and Dynamics 365. This connection simplifies workflows, boosts teamwork, and ensures real-time updates across all projects.
With these integrations, organisations gain access to AI-driven prioritisation, strategic resource planning, and a consolidated view of work. This allows teams to make smarter decisions and align their projects seamlessly with overarching business objectives.