Comparing MS Project Installed and MS Project Online for Software Development Project Management

Installed software refers to self-contained systems that can be placed and run on specific hardware. In contrast, online software is accessed through a web browser, it runs on remote servers maintained by the service providers. Both solutions are widely used in many spheres, including IT project management.

Microsoft Project users also have a chance to choose an installed or online MS Project solution for software development project management. Both tools have their distinct features, benefits, and limitations, and the choice can be crucial for the project outcomes.

Let’s explore the key aspects of each version of this Microsoft product to make an informed decision that will best suit your business needs.

What is Microsoft Project installed?

MS Project installed (also known as the desktop version) is a software application that users download and install on their computers. It offers robust project management capabilities and is part of the Microsoft Office suite, providing comprehensive tools for planning, executing, and monitoring projects.

What is Microsoft Project online?

MS Project online is a cloud-based project management solution that allows you to access project data from anywhere with an internet connection. This tool integrates with Microsoft 365, providing a collaborative environment for managing projects in real time.

Both PM solutions are pretty popular and seem to be growing in demand year after year. It becomes clear because the overall project management software market is expected to grow at 10.67% by 2025.

How to choose between MS Project installed and MS Project online for software development project management?

Different companies choose different versions of this tool, depending on many factors.

For example, a small startup in the field of software development project management may use the web version of the Microsoft product, while a large network company in the retail sector relies on the online version.

To understand which of these tools is best for your needs, it's worth considering what they have in common and how they differ.

Let's delve into these details and make a brief MS Project web vs. online MS Project comparison analysis.

Common features of the desktop and online versions of MS Project

In general, MS Project installed has a more flexible and modern architecture, with a focus on agility and adaptability. The online version of the tool has a more traditional architecture, with a focus on hierarchical PM.

However, they both have common features. Here they are:

• Task management. Both versions offer detailed task management functionality that allows creating, assigning, and tracking tasks with ease. It’s possible to set dependencies, project milestones, and deadlines. It ensures that all aspects of a project are accounted for and progress is tracked accurately.
• Planning based on a Gantt chart. A Gantt chart is a core PM feature in both versions. It provides a visual representation of a project timeline. This diagram helps project managers track progress, identify potential bottlenecks, and adjust schedules as needed to keep a project on track.
• Resource management. MS Project installed and online provide tools to allocate and manage resources efficiently. You can assign assets to tasks, monitor their workload, and optimize resource utilization to avoid over-allocation and ensure balanced workloads.
• Reporting and analytics. Both versions include robust reporting tools that generate various reports and dashboards. These tools provide insights into project performance, resource utilization, and task completion that help PMs make data-driven decisions.
• Integration with Microsoft ecosystem. Integration with other Microsoft tools, such as Excel, Word, and SharePoint, is also a common feature. This integration allows for seamless data exchange and enhanced collaboration across the organization.

What about the obvious cons of both versions?

Let’s figure them out.

Limitations and drawbacks of MS Project installed and MS Project online

There is no tool without weak sides or drawbacks. Below is a set of the most common limitations of MS Project installed.

• Accessibility. The installed version of Microsoft Project is tied to a computer it is installed on. It surely limits its accessibility. Remote access requires additional setup, such as VPN connections or remote desktop software.
• Collaboration. While it supports team collaboration, it is not as seamless as the online version. Sharing files and updates requires manual syncing or file sharing, which can be cumbersome.
• Updates and maintenance. Users are responsible for installing updates and maintaining the software, which can be time-consuming and require technical knowledge.
• Reporting issues. This version has no reporting on custom task-level fields.

Now let’s briefly explore the core limitations and possible disadvantages of the online version of Microsoft Project.

• Feature limitations. Some advanced features available in the desktop version may be limited or unavailable in the online version, depending on the subscription plan.
• Internet dependency. As a cloud-based tool, it requires a reliable internet connection. Any disruption in connectivity can hinder access to project data and impede progress.
• Subscription costs. MS Project online operates on a subscription-based model, which can be more expensive over time compared to a one-time purchase of the installed version.
• Inconvenience for complex projects. Projects with many tasks, events, and resources, can take longer to load, save, and publish.
• Limited third-party integration. Integration options in this version look limited in comparison with MS Project for the web.

Try and test the installed and online MS Project versions and define your absolute favorite

Your choice between MS Project online and MS Project installed for software development project management depends on the overall business needs and the size and working environments of your team.

The desktop version of the Microsoft solution looks ideal for teams that require advanced features, have technical maintenance support, and prefer a one-time purchase cost. It is best suited for environments where accessibility from a single location is sufficient, and extensive offline work is common.

On the other hand, MS Project online is perfect for teams that prioritize accessibility, real-time collaboration, and integration with other cloud-based tools. It is particularly beneficial for geographically dispersed teams that need constant access to project data and seamless communication.

Try them both and choose the one and only solution for your winning project results.