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:
Here is what you can expect in the following chapters:
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 PPRM Paradise).
Let us get started.
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:
If everything fits together well, good PPM tools will help you accomplish the following benefits:
Check out the method of ROI calculation for PPM tools.
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.
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.
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.
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?
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 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).
Reading tip: Capacity planning tools: enterprise comparison and selection guide
We have named our concept for the optimal environment for enterprise-wide project, program, portfolio and resource management The PPRM Paradise. In their interaction, these PMO tools are of course customized to your individual requirements. Of course there are many other PPM project tools that you can use.
The PPRM 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 PPRM 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.
Below, you will find the individual modules of the overview graphic presented with their respective benefits.
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Reading tip: Implementing idea management – Benefits and success factors
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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 Server.
Also check out our Microsoft project management tool overview.
| 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 |
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 (PPRM) 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 PPRM 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.
Our final tip: Sign up for our bi-weekly blog newsletter with information on more practical articles, eBooks, etc. to improve your project management maturity level.
Do you have any questions? We look forward to hearing from you via the contact form or another channel.