Client Overview
- Client: [Redacted/Confidential]
- Location: [Optional, based on your input]
- Tech Stack: Office 365, SharePoint
- Tools Replaced: PlanView AgilePlace & PPM Pro
Our client, an enterprise-level organization, was subscribed to PlanView's project management tools AgilePlace (for Agile teams) and PPM Pro (for Waterfall methodology). Both platforms offered rich project management capabilities but incurred high per-user subscription costs. Given the client's existing investment in Office 365 and SharePoint, they approached us with a question: Can we do this in SharePoint instead?
The Challenges
To address the challenges, we implemented a solution using Microsoft Power Apps, which helped the company transition from manual tracking to a fully digitalized and automated process:
- Redundant Investment: The client was paying for two PlanView modules while already using SharePoint across teams.
- User Adoption: Teams were managing projects in separate tools, leading to scattered processes and inefficiencies.
- Customization Limitations: While PlanView provided strong templates, customization for specific departmental workflows (e.g., stitching for Tailor, demo to rebuild for Civil, etc.) was limited.
- Cost Overhead: Licensing costs for PlanView were adding significant overhead year over year.
Our Objective
To replicate and replace the key functionalities of PlanView AgilePlace and PPM Pro using SharePoint, streamlining project management while significantly reducing costs.
Our Solution
Custom Project Management System in SharePoint
To Our team developed a custom SharePoint-based solution that mirrored the core functionalities of PlanView, with a focus on:
- Kanban-style boards with Swimlanes and Sub-swimlanes tailored to team-specific workflows
- Task tracking and visual board views, maintaining simplicity with a clean white-background UI
- Support for Agile and Waterfall methodologies, unified under one platform
- Interactive roadmaps to help teams visualize long-term plans
- Custom board creation capabilities per team/project
- Phase-wise rollout for better adoption and integration
TWhile the current rollout (Phase 1) focuses on replacing most core PlanView features, future phases will introduce:
- Additional features not currently available in PlanView
- Improved automation and reporting capabilities
Results & Business Impact
- Cost Savings: Client eliminated the need for PlanView subscriptions, saving a significant annual expense.
- Centralized Platform: All project data now lives within SharePoint, boosting productivity and simplifying access.
- Customization: Teams enjoy fully customizable workflows to suit their unique processes.
- Scalable Architecture: Built with future expansion in mind, Phase 2 is already in planning, with advanced features on the roadmap.
Visual Comparison
Custom Project Management System in SharePoint
Although direct access to PlanView was limited, visual references helped us map features one-to-one. Below is a high-level visual comparison:
|
Feature |
PlanView AgilePlace/PPM Pro |
SharePoint-Based Replacement |
|---|---|---|
|
Swimlane Boards |
✅ | ✅ |
|
Task Management |
✅ | ✅ |
|
Custom Workflow per Team |
❌ Limited | ✅ Fully Custom |
|
Interactive Roadmaps |
✅ | ✅ |
|
Phase-wise Feature Expansion |
❌ | ✅ |
|
Subscription Cost |
High | Included in Office 365 |
Looking Ahead
The success of this project has opened a new opportunity. We now aim to offer this SharePoint-based PlanView replacement to other enterprises that:
- Are already using Office 365
- Want to cut down on third-party project management tool expenses
- Need customized, scalable workflows under one platform
We believe this initiative will be a game-changer for businesses that don’t yet realize the power of SharePoint in handling their project management needs.
Success Stories
"By replacing PlanView with SharePoint, the enterprise client significantly reduced licensing costs while enhancing collaboration and project visibility. This strategic shift delivered streamlined operations and substantial long-term savings."
— IT Company
