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Project Portfolio Management Software

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Kantata logo

Purpose-built to power professional services orgs.

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Kantata is purpose-built technology for agencies and professionals services organizations with 50 to 5000+ employees. Automate resource management and project management best practices for creative and professional service providers.

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Runn logo

Real-time resource management for growing businesses

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Runn is a real-time resource management platform with integrated time tracking and powerful forecasting capabilities. By providing visibility of project plans, people’s time and business health, Runn streamlines teams and keeps them on the same page.

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Jira logo

Project & Issue Tracking Software - See why we're #1!

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Portfolio for Jira provides a single, accurate view for planning and managing initiatives across multiple teams and projects - any team, any size. Get started!

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Scoro logo

Successful projects from quote to cash.

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Scoro is work management software built specifically for service businesses who are tired of disjointed systems, unpredictable workloads, and shrinking margins.

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Moovila logo

Yes, it's on time - when you use Moovila.

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Proactively fix projects and keep your entire portfolio in the green with Moovila, the world's most advanced work management platform.

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Asana logo

The work management platform to organize work across teams.

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Asana is a project portfolio management tool where you can connect all your work in one place and bring teams together, anywhere. From lists to boards, to calendars and gantt charts, organize work your way. Join millions of teams across 190 countries who use Asana to get more done.

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monday.com logo

Project Management Made Easy

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monday.com, a Project Portfolio Management software, makes an ideal solution for project portfolio management with the ability to centralize your project portfolios. Easily visualize performance with multiple data views to determine the optimal project prioritization and sequencing to maximize ROI.

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Acuity PPM logo

Lightweight project portfolio management (PPM) software

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Acuity PPM is a cloud-based portfolio management solutions designed to help senior leaders manage their strategic investments. Acuity PPM helps you manage work intake, plan resources, prioritize projects, and track project performance through actionable analytics.

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Zoho Projects logo

Project Management, Collaboration and Bug Tracking

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Zoho Projects is a versatile project portfolio management tool that helps organizations manage multiple projects successfully.

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Birdview PSA logo

Birdview - a single source of truth for your team!

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Birdview adapts to business growth with comprehensive project oversight. Efficiently manage multiple projects, balance team workloads, and control budgets. Benefit from strong security and supportive service. Gain crucial insights for project and financial success through robust analytics.

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Planisware Orchestra logo

Scalable project portfolio management software

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Planisware Orchestra is a project portfolio management solution which grants private & public sectors real-time visibility into the entire project portfolio lifecycle

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Triskell PPM logo

Flexible SaaS Project Portfolio Management Software

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PPM software to support company strategy, combining top-down and bottom-up approaches to maximize visibility and ROI

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WorkOtter logo

#1 Rated SaaS Project, Resource, & Portfolio Management PPM

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"#1 PPM for PMOs Looking for Simple Project & Resource Management" Gartner 2023. WorkOtter is an Easy SaaS resource, project and portfolio management (PPM) ideal for IT, New Product Development, and Engineering PMOs with Magic Dashboards and integrations into tools you love.

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BigTime logo

We move your business forward.

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BigTime helps firms reduce operational costs, align talent to projects, accelerate payments and enable quicker decision-making. With 2,800+ customers and 20+ years of experience, BigTime gets you up and running quickly, with flexibility and agility enabling you to solve today’s challenges and scale.

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Sciforma logo

Project and Portfolio Management Software

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Sciforma PPM's robust and easy-to-use platform supports PMOs with these very critical PPM capabilities: idea & demand, portfolio & program, planning, work and collaboration, resources, and time tracking. Flexible and functionally scalable, it accomodates various PMO maturity levels.

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Rocketlane logo

A client-centric onboarding & modern PSA tool

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Rocketlane is a purpose-built customer onboarding and modern PSA tool that helps you deliver delightful customer projects and manage associated financials comprehensively.

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Ganttic logo

Fully customizable project resource planning software

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Ganttic is a visual project resource planner and portfolio management tool. A “happy medium” between spreadsheets and ERP, with a full suite of resource management features. Ganttic helps managers plan out and prioritize the best organizational strategy for their global portfolios.

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SpiraPlan logo

Enterprise Agile Program Management

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SpiraPlan is an integrated platform for managing each stage of every IT product and program. This Enterprise Agile Program Management system helps manage your programs, projects, and portfolios, as well as requirements, releases, iterations, tasks, risks, documents, and bugs/issues.

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Trello logo

Visual collaboration tool for shared project perspectives

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From sales and marketing to HR and operations, teams can design and customize Trello to fit their unique needs and work styles. And with over 100+ integrations with other key tools like Google Drive, Slack, Jira and more, Trello is a breathing project hub of cross-team collaboration.

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ClickUp logo

Project management, task tracking, & professional goal tools

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Monitor all of your initiatives in one place. Portfolios is the mission control for everything you need to track in your business in ClickUp, from strategy to execution. Observe progress as it happens, set your business strategy, and keep everyone on the same page.

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Smartsheet logo

An online work execution platform for any size organization.

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Smartsheet, an online work execution platform, empowers organizations to plan, track, automate, and report on work. Over 80,000 brands rely on Smartsheet for project and work management because of its easy-to-use interface, real-time gantt charts and dashboards, and work automation features.

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Airtable logo

Cloud-based organization & collaboration tool

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Airtable is a mobile friendly organization & collaboration platform designed to provide any sized team with the tools to create easy-to-use & flexible workflows

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Miro logo

Miro is a visual workspace for innovation

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Miro is #1 collaborative whiteboard platform, trusted by over 13M users worldwide. Miro allows you to get a complete project intake process from project idea to active project. Visualize and prioritize projects and limit work in progress to only the highest priorities that will bring the most impact

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Wrike logo

Manage your projects from start to finish with Wrike

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Simplify decisions with project portfolio management from Wrike. Assess at-risk projects, use powerful resource management, and gain project insights with customizable reports. Use automation to maximize your return and build your best portfolio yet.

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Float logo

Resource planning for agencies, studios and firms.

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The leading team scheduling app for agencies, studios and firms. Since 2012, Float has been helping the world's top brands, including RGA, Vice and Buzzfeed, forecast their time. With a beautifully simple design, drag-and-drop interface and lightning-fast technology, Float makes scheduling simple.

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Here's what we'll cover:

Buyers Guide

Project Portfolio Management

Project portfolio management (PPM) software helps businesses identify the projects that are most likely to achieve desired business outcomes. These solutions come with functionalities such as project portfolio management, resource management and risk analysis.

In this buyers guide, we will help small-business buyers understand the core features of a project portfolio management solution, typically considered an enterprise-grade tool, and other top considerations to keep in mind when evaluating the software.

Here's what we'll cover:

What is project portfolio management software?

Project portfolio management (PPM) software improves an organization's visibility into project performance and resource utilization. These solutions offers detailed project analysis and reporting, which help managers identify high-value projects and potential risks that can prevent a project from meeting business objectives.

Types of project portfolio management software

PPM solutions are designed for businesses managing multiple projects, at a time, with a large workforce that is distributed across different locations. These solutions focus on helping businesses effectively manage resources and prioritize projects.

Small businesses should carefully analyze their need for a PPM solution. Start by understanding the two types of PPM software categories mentioned below:

  • Full-suite PPM software: These are advanced tools that help businesses manage an exhaustive portfolio of projects and offer detailed reporting plus collaboration features. These tools help teams identify project bottlenecks, analyze resource utilization, communicate with project stakeholders, schedule project tasks and track project budgets.

  • Specialized PPM software: These tools are like slimmed-down versions of full-suite solutions. They offer specialized functionalities that help project managers improve specific aspects of project portfolio management such as reporting or collaboration. Conversely, these solutions can offer industry-specific functionalities, such as templatized project dashboards for tracking IT portfolio projects.

Key question to ask your vendor before you buy: Is your PPM solution a full-suite solution serving to diverse project portfolio management needs or does it focus on improving certain aspects such as reporting or team collaboration?

Deployment options for project portfolio management software

PPM tools can be deployed in three different ways: on-premises, cloud-based or hosted. Small businesses need to analyze present needs and future requirements when deciding on the right software deployment.

Let's look more closely at the three types of PPM deployment options:

Cloud-based

  • Vendors hosts the software in their servers

  • Software pricing follows a subscription-based, pay-as-you-go model

  • Software feature upgrades, data storage, security and maintenance are handled by the vendors

On-premise

  • You host the software in your organization's servers

  • Software pricing is a one time, typically large, license fee

  • Software maintenance, data backup and feature enhancements are your responsibility

Hosted

  • You pay a monthly fee to the vendor, or third-party vendor, who takes care of software hosting.

  • Software pricing is a per-user, license fee

  • Software feature customization is your responsibility, while vendor takes care of storage and upkeep

Key questions to ask your vendor before you buy: What are the different software deployments you offer and how are they priced?

Project portfolio management software features

PPM solutions offer a wide-range of features that go beyond the scope of traditional project management solutions. Along with planning projects or tracking tasks to completion, these solutions also allow businesses to analyze the impact of projects, build workflows based on a prioritized-list of projects, effectively handle employee workloads and boost team collaboration.

To help you understand the common features of a PPM solution, we have created a quick list of their core functionality:

Portfolio management: Allows you to categorize and prioritize projects based on parameters such as project objectives, constraints, departments, budget and so on.

Portfolio management in Planview

Portfolio management in Planview (Source)

Risk management: Create risk management plans and approval workflows to capture issues in existing projects or manage demands for new projects. Estimate how real-time issues and new demands will affect project outcomes. Identifying project risks in KeyedIn Projects

Resource Management: Optimize project staffing by analyzing employee skill sets and capacity. Plan and schedule resources by identifying high-priority projects.

Resource management in Sciforma

Resource management in Sciforma

Project management: Create project schedules and track completion of tasks or time employees spend on specific tasks and projects.

Project management dashboard in Workfront

Project management dashboard in Workfront

Collaboration: Centralize team communication by allowing team members to connect with each other, and share project documents, via online workspaces.

Social collaboration dashboard in Clarizen

Project collaboration dashboard in Clarizen

Reporting: View and analyze reports, such as project budgets, project timelines and project KPI achievement rates on visual dashboards. Export this data for further analysis.

Reporting in Genius Project

Viewing reports in Genius Project

Besides the common features listed above, small businesses should also evaluate ancillary features such as:

  • User Management:

     

    Offers simple processes to add new users to the system or remove existing ones. Follows this up with seamless integration with your existing tools such as, so that you can directly import employee data without any manual work.

  • Usability:

     

    Provides mobile applications for easy access and offers intuitive interfaces, such as a What-You-See-Is-What-You-Get (WYSIWYG) editor and drag-and-drop dashboard for planning projects or organizing tasks.

Key question to ask your vendor before you buy: What are the key features of your solution and what's the typical training time required for novice users to get familiar with the tool?

Important project portfolio management software integrations

PPM solutions can integrate with many tools such as enterprise resource management software (ERP) and enterprise content management systems (CMS).

However, small businesses typically use simple tools, such as document management systems instead of a CMS. Keeping such use cases of small businesses in mind, we have listed below two important integrations to check for in a PPM solution.

Document management systems (DMS) improve team collaboration, helping project members centrally access organizational information. The integration allows teams to access product roadmaps, process manuals, checklists and other project-related documents, stored in the CMS, from within the PPM solution.

IT service management (ITSM) software helps business create task workflows to manage new demands and issues that arise when executing projects. The integration helps teams or customers (in the case of client-based projects) to raise a ticket, using the PPM solution, and track its status.

Key question to ask your vendor before you buy: What are the third-party integrations that your tool offers currently and how do you plan to grow this number in the next 1 to 2 years?

The digital transformation wave has changed how business practice project and portfolio management. Below are three such technological trends that can help small businesses transform their PPM processes.

Key question to ask your vendor before you buy: How will your software help my organization in digitally transforming my project and portfolio project management processes?


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Note: The applications selected in this article are examples to show a feature in context and are not intended as endorsements or recommendations. They have been obtained from sources believed to be reliable at the time of publication.