Presumably, you are familiar with one or two of the following pain points, or you would not be reading this article about PMO / PPM tools:
- You lack an overview of the enterprise-wide project portfolio.
- Short-term and long-term resource utilization is often an enigma to you.
- Your tools are not integrated, which means you must enter data manually several times.
- You are sick of juggling Excel spreadsheets as well as spending a lot of time on manual reports.
- You are looking for a new, modern PPM tool / PMO tool for easier project, portfolio and resource management.
Here is what you can expect in the following chapters:
- Why use real PPM software tools?
- Results of the PMO / PPM Tools Survey 2024
- Concept for the optimal PMO / PPM software environment – The PPM Paradise
- The modules and benefits of the PPM Paradise
- PPM software tools recommended by TPG
- Conclusion – Optimal PMO / PPM tools
At the beginning of this article, you will learn about interesting results from a PMO Tools Survey (you can download the complete evaluation in German language as a PDF file).
Following this, you will learn what the optimum PMO / PPM software for multi-project, portfolio and resource management should be able to do (we call it The PPM Paradise).
Let us get started.
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Why Use Real PPM Software Tools?
The diverse PMO functions call for the right methods, processes and naturally also well-suited software tools. In most cases, Excel and Office tools are not suitable and quickly reach their limits.
Suitable PPM tools help all PMO members, decision-makers, project managers, team leaders, etc. do their work as efficiently as possible and with high quality. This kind of work simplifications for all roles can be achieved by:
- Automation
- Workflows
- System integration
- Good visualization of the right information
If everything fits together well, good PPM tools will help you accomplish the following benefits:
- You save time
- You gain more transparency
- You make better use of your resources
- You increase the acceptance of the PMO and motivation in general
- You improve the currency of your information
- You or your decision-makers are enabled to make informed decisions
- You become more successful at managing your projects and portfolios
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Results of the PMO / PPM Tools Survey 2024
In November 2024, TPG The Project Group conducted a survey about PMO / PPM software tools. The results are based on 183 valid responses. In the following chapters, you will find an assessment of the most important results. You can download the complete German-language evaluation document for free here.
Key Results of the Survey at a Glance
- Suitable tools bring satisfaction: The users’ level of satisfaction with their PPM tool environment depends on the quality and the use of the right tools. Users with integrated database-driven systems showed a significantly higher level of satisfaction than those working with isolated, manual solutions.
- Few “very satisfied” users worked with Excel: Excel often reaches its limits, especially in the multi-project environment. This leads to inefficiency, low transparency and increased effort. “Very satisfied” users rely on Excel much less and use specialized PMO / PPM tools instead.
- PMO has a positive impact: The survey results also suggest that a PMO has a positive impact on satisfaction with the tool environment. Companies that have a PMO use specialized tools more often and apply project management methods more consistently.
- Desired features in an “optimal PPM tool”: In response to the question about the optimal PPM tool landscape, the following wishes were right at the top of the list: improved system integration, efficient resource and capacity management, more transparency and clear dashboards. The desire for tool integration was named most often.
- Hopes for AI support: Users hope that future AI support in tools will enable easier resource management, automated error checks, planning support as well as improved reporting and dashboards.
In summary, the survey showed that companies relying on database-driven tools for project management and the support of a PMO achieve a higher level of satisfaction with their PMO / PPM tool environment.
To improve the environment for project, portfolio and resource management, companies should focus on the integration of systems, a centrally coordinated body such as a PMO, efficient resource management and the provision of transparent and clear information, e.g. via dashboards.
Satisfaction with the PMO / PPM tool environment
For the survey, we distinguished between tools for individual project management and tools for multi-project management. We also used three levels of satisfaction. The following graphics refer only to the tools for multi-project management.
- Only 12% (22 people) of the respondents are very satisfied with their tool environment and see no need for change.
- 48% (87 people) are satisfied but would want to make some changes.
- 39% are not satisfied with their tool environment in multi-project environment.
Tools Used by Methods in Project Management
The following charts show a direct comparison of tools for methods in multi-project management used by the “very satisfied”, the “satisfied” and the “not satisfied”.
A comparison of the three charts on the tool landscape in multi-project management reveals:
The blue bars (“not done at all”) tend to be longer for those “not satisfied” than for the “very satisfied”. Hence, they use fewer methods.
For all methods, the use of Excel is higher among those “not satisfied” than among the “satisfied” and significantly higher than among the “very satisfied”. In multi-project management, Excel often reaches its limits (the chapter on tools for individual project management arrived at the same result).
Central database tools such as Microsoft Project Server, Jira and Confluence are much more commonly used among the “very satisfied” and the “satisfied” than among those “not satisfied”.
SharePoint and Power Platform are named more often among the “satisfied” than among those “not satisfied” and interestingly also the “very satisfied”. Due to the low number of “very satisfied” respondents, the data may not be representative enough. We would have expected a higher share of SharePoint here, like for EPM.
The share of MS Project is highest among the “very satisfied”.
It is also striking that the “very satisfied” use more other tools than the “satisfied” and even significantly more than those “not satisfied”. One reason for this could be that 81% of the “very satisfied” have a PMO selecting tools suited to their particular company. Those individual tools are not on our list. Among those “not satisfied” only 61% have a PMO whereas the figure is 80% of the “satisfied”.
Another interesting read: What are typical PMO functions?
Desired Changes for the Optimal PMO / PPM Tool Environment
The question “what should an optimal PMO tool environment be able to do in your opinion?” was answered in great detail. The most important results were:
- The desire for system integration is at the very top of the list.
- The wish for functions supporting good resource and capacity management was stated almost as frequently.
- Likewise, increased transparency, a general overview and support for reporting and dashboards are requested very often.
The survey results contain a lot of further information and graphics regarding the different areas in which PPM tools are used. Below, you can download the full document for free (only available in German language).
Concept for the Optimal PMO / PPM Software Environment (The PPM Paradise)
We have named our concept for the optimal environment for enterprise-wide project, program, portfolio and resource management The PPM Paradise. In their interaction, these PMO tools are of course customized to your individual requirements.
The PPM Paradise will help you or your decision-makers make informed decisions quickly in your complex multi-project environment. Alongside the right tools, the right processes and methods are essential.
In the PPM Paradise all roles involved have peace of mind, knowing they have full control over their project environment: PMO, decision-makers, team leaders, project managers, project team members and controllers.
The Advantages and Benefits of the PPM Paradise
Below, you will find the individual modules of the overview graphic presented with their respective benefits.
Module 1: Complete Overview of Your Project Portfolio
Your benefits from this component
- Insight into the “health” of the portfolio
- Which projects are in the pipeline?
- What risks are there?
- What is each individual’s workload?
- How is the overall budget doing?
- Is the strategic contribution clear?
- What decisions need to be made?
Module 2: Central Project List
Your benefits from this component
- Data will be in the database rather than in files
- Only one correct latest version
- Evolution-over-time perspective for data
- Individual assignment of permissions
- Basis for integration with different systems
Modul 3: Standardized Project Initiation
Your benefits from this component
- Central recording of ideas and project requests
- Methodical approach with processes and workflows
- Permissions and criteria for approval steps
- Ensuring the planning quality of new projects
Reading tip: Implementing idea management – Benefits and success factors
Module 4: Realistic Scenario Planning
Your benefits from this component
- Scenarios for the timing of projects
- Consideration of the priorities
- Discernible resource demand for running and new projects
- Actual availability of resources becomes visible
- Variation of capacity of resources and skills is made possible
Module 5: Professional Project Control
Your benefits from this component
- All documents in one place
- Order, addenda
- Stakeholder and risk management
- Schedule, cost plan, resource plan
- Status reports
Module 6: Control of Programs
Your benefits from this component
- Cross-project dependencies
- Combining important milestones in an overview
- Schedule specifications from a master plan
- External “soft dependencies” for display in one’s own schedule
- External “direct dependencies” to link with one’s own tasks
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Module 7: Team Management
Your benefits from this component
- Involvement of team leaders in the planning process
- Complete planning for all team members
- Planning for absences
- Recording all activities including operations
- Request and commitment of individuals
Module 8: Work Management
Your benefits from this component
- Involvement of all individuals in the planning process
- Detailed planning by all team members
- Estimation by the team members themselves
- Status reporting for the individual tasks
Module 9: Time Tracking
Your benefits from this component
- Central setting of the elements from project planning
- Process for reminders
- Detailed recording and correct assignment
- Transfer to other systems
Module 10: Connection to Controlling
Your benefits from this component
- Central specifications for cost structures
- Transfer of forecast from the projects to controlling
- Transfer of actual hours from the projects to controlling
- Transfer of actual cost from the purchasing department to the project managers (i.e. to the PM system)
Module 11: Integration of IT Systems
Your benefits from this component
- Each role works with the tool that is optimal for them
- Latest data from other systems available everywhere
- No errors due to manual transfer of data
- Higher data quality
- Greater efficiency in the day-to-day work in the project environment
PMO Software Tools Recommended by TPG
The range of software tools for project management tasks is immense. Many of them are even specialized to the needs of individual industries. At this point, we cannot provide a complete market overview.
As Microsoft Gold Certified Partner and Planisware implementation partner, we will therefore limit ourselves to software based on Microsoft technology in the following overview and tool recommendation. In addition, we list our own TPG Tools offering modern alternatives to proven Microsoft solutions such as Project Online and Project Server.
| Area of activity | Tool recommendation | What you should look out for |
| Project List |
|
Central data storage with permissions and a basis for multi-project reports (not Excel!) |
| Multi-Project Reports |
|
Reports build on the central data storage of the PPM solution, they should provide an evolution-over-time perspective |
| Idea Pipeline |
|
It should include workflows with approval processes |
| Project Proposals / Orders |
|
Flexible forms and approval status |
| Change Requests |
|
Flexible forms and approval status |
| Issue Management |
|
Flexible list for joint editing |
| Risk Management |
|
Flexible list for joint editing |
| Project Status Reports |
|
Combination of database query, various lists and the possibility of manual entry for traffic lights and text |
| Stakeholder Analysis |
|
Flexible list for joint editing |
| Scheduling |
|
Central data storage, structuring of work packages and task relationships, critical path, etc. |
| Resource Planning for Projects |
|
Central resource pool from the PPM tool, rough resource planning detached from detailed scheduling |
| Resource Planning for Teams | Complete planning, also of non-project related activities and absences, by the team leaders; interaction of project manager and team leader; Excel is only suited for getting started and in small teams | |
| Capacity Planning for Portfolio | Scenarios according to the priorities, based on resource management of projects and teams | |
| Cost Planning |
|
Time-phased planning, multi-currency capability, differentiation of cost types |
| Time Tracking |
|
Several entries can be booked to one task per day and with a comment each |
| PM Manual |
|
Web-based documentation, easy versioning |
| PM Knowledge Exchange |
|
Web-based, powerful search function, wiki, blog |
Conclusion: Optimal PMO / PPM Tools
From the survey results regarding PMO tools, you have learned that companies that do not work with database-supported tools for project, portfolio and resource management (PPM) tend to be rather dissatisfied with their PPM / PMO tool environment.
In the PPM environment, Excel is still a tool often used on its own. However, it causes many users significant “pain” which is why they want to get away from it. On the other hand, more than half the respondents desire integrated, database-supported PPM solutions.
Next, you have learned about the concept of an integrated environment for enterprise-wide database-supported PPM, namely The PPM Paradise. It provides important benefits for users: everyone is working with the tools that are optimal for their work thereby increasing efficiency and data quality; moreover, the basis for decision-making is improved.
For many years, the goal of our PPM solutions has been as follows: all roles involved have peace of mind, knowing they have full control over their project environment: PMO, decision-makers, team leaders, project managers, project team members and controllers. In this way, your projects will become more successful in the future, and your investment will pay off. Interested in learning the details? Contact us now.
Our final tips
Get to know the individually adaptable “PPM Paradise” – the optimal environment for your enterprise-wide project, program, portfolio and resource management. Download the eBook now (just click, no form).
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Johann Strasser
Managing Partner at TPG
The certified engineer, has been a managing partner at TPG The Project Group since 2001. After many years as a development engineer in the automotive and energy sectors, Johann Strasser spent a decade as an independent trainer and consultant in the field of project management. During his tenure, he also served as project manager for software projects in the construction industry and provided scheduling and cost management support for large-scale construction projects. At TPG, he applies his expertise in product development and consulting services for international clients. His special focus is on PMO, project portfolios, hybrid project management, and resource management. For many years now, he has shared his knowledge through presentations, seminars, articles, and webinars.
Read more about Johann Strasser on LinkedIn.
Achim Schmidt-Sibeth
Senior Marketing Manager
After earning his engineering degree in environmental technology, he gained many years of experience in project management through his work at an engineering office, an equipment manufacturer, and a multimedia agency. Achim Schmidt-Sibeth and his team have been responsible for marketing and communication at TPG The Project Group for many years now.
Read more about Achim Schmidt-Sibeth on LinkedIn.
2 Comments
I am a practicing project/program manager working in the PMO and I am interested in this article (PMO Tools for Successful Multi-Project Management) and would like to be emailed the complete guide for my use.
If you are referring to the detailed document about the PMO Tools survey, which is in German language, you can download it either by following the link in the introduction or in this chapter. The link takes you to the place in the German article in which you can download the PDF file. Simply click on “Kostenloser Download (PDF): Ergebnisse der Umfrage zu PMO Tools (Stand 2022)” and enter your email address. You will receive the download link by email immediately.