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Microsoft Project for the Web Solution Options

  • November 6, 2023

"The only man who behaved sensibly was my tailor: he took my measure anew every time he saw me, whilst all the rest went on with their old measurements and expected them to fit me." - George Bernard Shaw

After recent work engagements in Qatar and UAE, many customers / organizations still have this misconception that any project solution they choose will automatically fit their business needs. This is not true. In this article, we will explain the difference between out of the box and customized solutions, and why you need to tailor* your solution to your specific situation.

One of the project solutions that Microsoft offers is Project for the web, which is built on the Dataverse and integrates to the power platform. The solution has many scheduling features that are out of the box, meaning that they are available without any additional development. For example, you can use Critical Path, Assignment Views, Project Goals, and more to manage your web-based projects.

However, 'out of the box' does not mean that the solution will match your business requirements exactly. You still need to configure or customize the solution to suit your needs. Think of it like buying a suit or a dress. You can buy it off the rack, but it might not fit you perfectly. You need to take it to a tailor to make some adjustments or add some extras. This will cost you more money and time, but it will make the suit or dress fit you better.

The same applies to project solutions. You need to tailor them to your business needs, and this will require some effort and investment. You also need to keep in mind that your needs might change over time, and you might need to update your solution accordingly. That's why it's best to adopt a phased approach to deploying such solutions, so that you can adapt and improve them as you go.

Project for the web & Power Platform


Option 1: Project for the web – Out of the box (OOTB)

If you are a user of Project for the web, you might have received a Project Plan license from your IT team and been given access to the services. This means you can create and manage project schedules using the new web-based solution. However, you should know that Project for the web does not have the same enterprise features as Project Online or Project Server. It is like having a boat without an engine. You can paddle but it won't get you far. In this blog post, I will briefly explain what Project for the web can and cannot do, and how you can make an educated decision to adopt an Enterprise Solution.

Project for the web - Out of the box

You should be aware of some limitations and challenges before you start or consider using the Project for the web - OOTB option:

  • You need to choose the right license option for your needs. There are different plans and prices for Project for the web, depending on the features you want. You can compare them here: Compare Project Management Solutions and Costs | Microsoft Project
  • You need to understand that Project for the web does not have all the enterprise features that you may expect from a project management solution. For example, you cannot use timesheets, portfolio prioritization, resource management, and other advanced functions. You can only use basic scheduling and task assignments.
  • You need to realize that if you want to add more enterprise features to Project for the web, you will have to use Power Platform. This is a suite of tools that allows you to customize and extend Project for the web using low-code or no-code solutions. However, this will require additional time and effort from your side, and it may not be feasible or cost-effective for your organization.
  • You need to consider the adoption rate and success of Project for the web in your organization. If your users are used to more comprehensive project management solutions, they may not be satisfied with Project for the web - OOTB. They may find it too simple or too different from what they are familiar with. This may lead to low adoption and poor outcomes.

Project for the web - OOTB is not a magic bullet that will solve all your project management problems. It is a limited and basic solution that may not meet your expectations or requirements. You should be careful and realistic when you decide to use it.


Option 2: Project for the web – Accelerator

If you are looking for a quick and easy way to start using Project for the web, you might be tempted by the Accelerator solution that Microsoft offers for free. This is a pre-configured package that includes basic Project functionality and a set of Power BI dashboard reports. You can download it and deploy it in your own environment with minimal configuration. Sounds great, right? Well, not so fast.

If you are looking for a quick and easy way to start using Project for the web, you might be tempted by the Accelerator solution that Microsoft offers for free. This is a pre-configured package that includes basic Project functionality and a set of Power BI dashboard reports. You can download it and deploy it in your own environment with minimal configuration. Sounds great, right? Well, not so fast.

The Accelerator solution is not a full-fledged Enterprise Project Solution. It is a simplified version that only covers the most basic functionality. It is like a boat with a small engine. It might work for some simple scenarios, but it will not meet your needs if you want to do more complex or customized planning.

We have seen many customers who choose the Accelerator solution because they think it is enough for them, only to realize later that they need more features and flexibility. They then come back to us asking for additional scope and customization, which is not possible within the Accelerator solution. They end up wasting time and money on something that does not suit their needs.

That is why we always recommend our customers to do a thorough requirements analysis before deciding on a Project solution. We help them understand the pros and cons of each option and guide them to choose the one that best fits their goals and budget.


Project for the web - Accelerator

TAKE NOTE: Microsoft supports the deployment and use of Accelerator but does not support any customizations added on top of Accelerator: Deploy the Project Management Office Accelerator - Project for the web | Microsoft Learn

Project for the web - Accelerator: Support & Troubleshooting

A recommended way to customize the Accelerator is to develop a managed solution to layer over the Accelerator as suggested here: Customize the Project Management Office Accelerator - Project for the web | Microsoft Learn. This way, you can keep the Project Accelerator as it is and only modify the solution layer according to your business needs and import it back as a solution.

Project for the web - Accelerator: Managed Solution Layer

You can use this solution layer to add features such as timesheet, strategy management and integration (JIRA / Azure DevOps), for example.

However, this will require additional time, effort and budget to fit your organization's requirements.

You will also need Power Platform licenses besides the Project and Power BI licenses mentioned earlier.


Option 3: Project for the web – Partner Based Solutions

Project for the web is Microsoft's latest offering for project management, with new scheduling features being added regularly as part of the roadmap. To help customers get the most out of this solution, Microsoft partners have used Low-Code No-Code technology to create pre-built Enterprise features that are ready to use. These partner solutions are designed to meet most of the organization needs and can be customized further involving less effort and time. This can be the most conducive option for organizations investing in an enterprise project solution.

If you need a feature that is not available, we will either tell you when it will be added to the partner solution roadmap, advise you on how to configure it yourself or have it custom built.


Project Power Platform - Partner Solution

Many partners have developed their own IP, resulting in different features and functionality for each solution. Likewise, the partner pricing model and the Microsoft Licenses vary from partner to partner.

In a recent engagement, the customer commented, "It's amazing that the partner solution deployment option took only 6 weeks from initiation to go-live, while the initial procurement process and solution evaluation took more than a year."

If you are looking for a way to improve your project management capabilities, you might want to consider a partner solution that leverages Microsoft Project & Power Platform. A partner solution is a pre-built and ready-to-use solution that integrates with Project and other Microsoft products, such as Power Platform and Power BI. Here are some of the benefits of choosing a partner solution over the Project for the web - OOTB or custom-built one:

  • You can deploy the solution in a matter of weeks, not months or years. A partner solution has already been tested and validated, so you don't have to spend time on design, development, testing, and debugging. You can focus on your business needs and goals instead of technical details.
  • You can get started with the solution right away, without extensive training or configuration. A partner solution is designed to meet the common needs and challenges of project management, so you don't have to spend hours tweaking settings or learning new features. You can also benefit from the best practices and expertise of the partner who developed the solution.
  • You can scale up the solution easily, as your business grows or changes. A partner solution is flexible and adaptable, so you can extend it to other business units or scenarios without much hassle. You can also take advantage of the new enhancements and features that are regularly added to the partner solution roadmap, keeping your solution up-to-date and competitive.
  • You can save money and resources, as you don't have to invest in expensive development or maintenance. A partner solution is more cost-efficient than a custom-built one, as you only pay for what you use and need. You also get access to customized training and support from the partner, as well as integration with other line of business applications using Power Platform Premium Connectors.

*One way to think about the project partner is as a tailor who can customize the solution to fit your business needs. They will articulate your requirements and adjust the solution accordingly as all organization needs differ. This way, you can get the most out of the solution and achieve your goals. Partners, just like your tailor would become your trusted advisor.

Quote by George Bernard Shaw

Assimil8 IT is hosting a live webinar soon where we will dive deeper into this topic and answer your questions. You can sign up for the webinar here. In the meantime, if you need any assistance or have any queries, feel free to contact us at info@assimil8it.com. We are always ready to assist you.

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