Microsoft Project Online Retiring: Your Alternatives
Written by Martin Hulbert, Chief Technology Officer, Ignite Technology
Microsoft has announced that Project Online will retire on 30 September 2026, if you rely on Project Online, this is a pivotal moment. While the service will remain operational until the retirement date, the time to act is now.
This isn’t just a technical sunset, it’s a strategic opportunity to rethink how your organisation manages projects, portfolios, and resources.
The Clock is Ticking
Delaying migration from Microsoft Project Online comes with significant consequences that you cannot afford to ignore, with data loss being the most critical risk. After September 2026, all projects and associated data stored in Project Online will become inaccessible. Without a clear migration plan, you risk losing years of valuable project history, reporting, and documentation.
“After September 2026, all projects and associated data
stored in Project Online will become inaccessible.”
Another major concern is workflow disruption. If you rely on SharePoint 2013 workflows to automate processes within Project Online, these workflows will retire in April 2026, creating an earlier risk window where essential automations may fail. This could lead to operational inefficiencies and manual workarounds that slow down delivery.
“If you rely on SharePoint 2013 workflows to automate processes
within Project Online, these workflows will retire in April 2026.”
Finally, there is the issue of escalating costs. Each quarter of delay can increase migration costs by 15-20%. Rushed migrations often result in downtime, errors, and productivity losses, which can compound the financial impact. Planning early not only reduces costs but also ensures a smoother transition with minimal disruption.
What Should You Look for in a Replacement?
When evaluating alternatives, consider these five key pillars:
Scalability & Flexibility
- Can the solution handle both simple projects and complex, multi-year programmes?
Integration Capabilities
- Does it integrate seamlessly with your existing tools, CRM, ERP, collaboration platforms?
Advanced Features
- Look for resource management, financial planning, risk management, and real-time analytics.
Support for Multiple Methodologies
- Agile, Waterfall, or hybrid approaches should be supported without compromise.
AI & Automation
Modern solutions should offer predictive analytics, workflow automation, and intelligent reporting.
How Modern PPM Platforms Outperform Project Online
As Ignite Technology work with leading vendors in this space, we are aware that there’s no one-size-fits-all solution in the market. However, leading PPM platforms share common strengths that go far beyond Project Online’s limitations:
- Portfolio-Level Visibility: Unified dashboards for strategic alignment and investment tracking.
- Dynamic Resource Management: Optimise capacity and utilisation across teams.
- Financial Governance: Integrated cost management and ROI analysis.
- Real-Time Collaboration: Embedded communication tools and integrations with enterprise systems.
- AI-Driven Insights: Predict risks, automate reporting, and support data-driven decisions.
These capabilities can enable you to move from reactive project management to proactive portfolio leadership.
Migration Is More Than a Lift-and-Shift
Moving away from Microsoft Project Online is not a simple technical exercise; it’s a strategic transformation.
A successful migration requires more than transferring data, it involves redefining PMO processes, rebuilding dashboards and integrations, and ensuring that timesheets, security models, and workflows are properly adapted to the new environment.
“This is can be up to a 12 month journey, and
starting early gives you the time to plan thoroughly.”
Training your teams and running pilot programmes are essential steps to minimise disruption and build confidence in the new solution. For most organisations, this is can be up to a 12 month journey, and starting early gives you the time to plan thoroughly, mitigate risks, and align the transition with your broader business objectives
Your Next Steps
The retirement of Microsoft Project Online is more than a deadline, it’s a strategic inflection point. At Ignite Technology, we’ve guided organisations through complex PPM transformations for years.
Our expertise spans migration planning, process optimisation, and change management, ensuring that your transition is smooth, cost-effective, and aligned with your strategic objectives. We don’t just help you replace a system, we help you modernise your entire approach to portfolio and project management.
“Start by… engaging with a trusted advisor who can
help you design and deliver a future-proof solution.”
If you’re ready to take control of this change, start by auditing your current PMO processes, securing your data, and engaging with a trusted advisor who can help you design and deliver a future-proof solution. Ignite is uniquely positioned to support you every step of the way.
Let’s start the conversation today. Contact our team to explore your options and build a strategy that sets you up for long-term success.
