How to choose the right MS Project version

While talking about Microsoft Project, we usually mean the project management app developed by Microsoft and many times overlook the fact that there are different versions. Each of these versions offers a different set of possibilities and may address some of the drawbacks that usually bother users.

Here, you get the full rundown on the key features, deployment options, and intended users of the currently available versions: Microsoft Project Standard 2021, Project Professional 2021, Project Server, and the cloud-based editions — Project Plan 1, Project Plan 3, and Project Plan 5.

If you’re still not convinced, explore the list of top Microsoft Project alternatives here.

On-premises versions

Project Standard 2021

Deployment: On-premise, which is ideally suited for individual users without reliance on cloud services.

Intended users: Individual project managers focusing on standalone projects that are looking for installable offline desktop project management software.

Possibilities

This version includes essential project management tools like:

• Task scheduling & management
• Gantt charts
• Cost management
• Reports

Project Standard 2021 lacks collaboration and advanced resource management features. Thus, it’s more suitable for single users managing straightforward projects without the need for collaborative work.

Check here for a detailed overview of all the features.

Project Professional 2021

Deployment: On-premise, with options for syncing with Project Online and Server for enhanced collaboration.

Intended users: Project managers and teams requiring more sophisticated project management capabilities.

Possibilities

This version is built on Standard, but additionally counts with resource management and team collaboration options. It’s suitable for managing more complex projects and teams, offering a balance between Standard’s simplicity and Server’s enterprise-level features.

• All features of Project Standard
• Resource management
• Time-tracking tools
• Team collaboration tools
• Possibility to synchronize with Project Online and Project Server

Project Professional 2021 offers advanced features over Standard, including resource management and collaboration tools. It’s designed for project managers who need to collaborate with others and require a comprehensive set of tools.

Project Server

Deployment: More flexible, either on-premise, or via SharePoint. Allows for greater integration and customization.

Intended users: Large enterprises needing comprehensive project and portfolio management.

Possibilities

• Project portfolio management
• Advanced analytics and reporting
• Enterprise resource planning
• Resource management
• Issue and risk management
• Integration with SharePoint for collaborative activities

Project Server is an enterprise solution that extends Project Professional’s capabilities with advanced project and portfolio management tools. It’s ideal for organizations needing robust project management across multiple projects and teams.

Cloud-based versions

All of the cloud-based solutions require access to the internet. This may benefit a lot of users as it promotes ease of access and allows for integration with other Microsoft 365 tools.

Project Plan 1

Intended users: For basic project management needs.

Possibilities

• Project planning and scheduling
• Grid, board, and timeline view
• Collaboration through Microsoft Teams
• Coauthoring
• Reporting
• Time management
• Integration with Office 365 suite

Project Plan 1 is a cloud-based solution designed for individuals or teams that require basic project management capabilities and high collaboration levels.

Project Plan 3

Intended users: For advanced project managers.

Possibilities

• All features of Project Plan 1
• Roadmap for cross-project visibility
• Advanced analytics and reporting
• Possibility to install desktop app on up to 5 computers

Project Plan 3 offers more advanced project management and reporting features, suitable for project managers needing detailed insights into project performance and resource allocation.

Project Plan 5

Intended users: Project management offices, advanced project and portfolio management

Possibilities

This version includes everything from Plan 3 plus advanced portfolio management features such as demand management, portfolio selection, and optimization capabilities. Plan 5 also supports enterprise resource planning (ERP) management.

This will help with a more detailed analysis and optimization of project resources. Additionally, Plan 5 users have access to advanced scheduling and analysis tools, customizable views, and built-in roadmaps for a comprehensive overview of projects, programs, and portfolio

Therefore, Project Plan 5 is the most comprehensive cloud-based version, providing full capabilities for managing projects, portfolios, and resources at an enterprise level.

What to consider while choosing the right version?

The decision between choosing a cloud-based Microsoft Project or an on-premise version depends on various factors.

1. If you require flexibility in scaling resources up or down based on project demands, a cloud-based solution might be preferable due to its scalability.

2. Cloud-based solutions offer greater accessibility since users can access the project management tools from anywhere with an internet connection. On-premise solutions seem a bit outdated nowaday as they are limited to access within the company’s network only.

3. Cloud-based solutions often involve subscription-based pricing models, which can be more cost-effective for smaller teams or organizations that prefer operational expenses over capital expenses. On-premise solutions typically involve upfront costs for licenses, hardware, and maintenance.

4. On-premise solutions may offer more control over data security and compliance. This can be critical for organizations with strict regulatory requirements or concerns about data privacy.

5. Both cloud-based and on-premise solutions may offer integration options, but the ease and extent of integration can vary. No need to say, online versions are usually easier for integrations.

6. On-premise solutions may offer more opportunities for customization to tailor the app to specific business needs. Cloud-based solutions may have limitations in this regard.

7. Finally, cloud-based solutions typically handle maintenance and updates automatically. On-premise solutions require more involvement in managing updates and maintaining the infrastructure.

Conclusion

The spectrum of Microsoft Project versions from Standard 2021 to Project Plan 5 caters to a wide range of project management needs. On-premise versions like Project Standard and Professional 2021 are suitable for those preferring localized control without the need for extensive collaboration tools.

In contrast, cloud-based versions, from Project Plan 1 to Plan 5, offer scalable solutions that facilitate collaboration and access from anywhere, aligning with the needs of modern, dynamic project environments. The choice among these versions should be based on the specific project management requirements, including the size of the team, the complexity of projects, and the need for collaboration and resource management.