Webinar Recap: Project Online Retirement - Your Guide to a Smooth Transition

The retirement of Microsoft Project Online has left many organizations seeking solutions to ensure a smooth transition. If you're navigating this change, you're not alone. This blog delves into the key takeaways from our recent webinar, "Project Online Retirement: Your Guide to a Smooth Transition," hosted by Gaurav Wason and Jenn Penn, who guided the participants through everything they need to know about migrating from Project Online to the solution that best fits their organization's needs.

Meet our Hosts: Gaurav Wason & Jenn Penn

Gaurav Wason, a solution specialist at Project Made Easy, brings over 25 years of experience in project management. He has migrated over 50 clients from Project Server to Project Online and now helps companies transition from Project Online to newer, more efficient solutions. His practical knowledge and hands-on approach make him an invaluable guide through this complex process.  

Jenn Penn, a Senior Project Delivery Manager at Project Made Easy, has over 10 years of experience in implementing IT and project management process improvements, organizational change, and providing guidance and training across multiple roles within organizations. She also has several years of experience as a Scrum Master, where she has coached and guided agile software development teams and product owners.

Why Project Online Retirement Matters 

In September 2025, Microsoft officially announced the retirement of Project Online, and many organizations have already started planning their transition. If you’re using Project Online, it’s crucial to plan ahead to avoid any disruptions. Microsoft is shifting its focus toward more cloud-based solutions, integrating AI and automation into project management systems like Microsoft Planner. This transition offers a chance to streamline your processes and enhance productivity with newer, more advanced tools. 

Key Considerations for a Smooth Transition 

1. Assess Your Current Setup

   Before making any changes, it’s vital to understand your existing Project Online environment. What customizations have you implemented? What features and integrations are critical for your organization’s success? Whether you're using custom fields, resources, or SharePoint for risk management, mapping out your current setup will help ensure you retain key functionalities after migration.

2. Choosing the Right Solution

   Microsoft's shift to AI and cloud-based systems means you have several options for replacing Project Online: 

   
   

   Fluid PPM: A robust solution that integrates seamlessly with Power Apps and offers portfolio management, resource allocation, and financial tracking.

   OnePlan: A powerful SaaS solution that combines the best of Project Online with enhanced AI capabilities for modern project management. 

   Project Server Subscription: For organizations that prefer staying with a legacy system, this option provides similar features to Project Online but hosted on a virtual machine with SQL Server.  

   
   

   Each solution has its pros and cons, and our team can help you evaluate which one aligns best with your business needs. 

3. Data Migration Strategy 

   One of the most critical aspects of this transition is data migration. Migrating project schedules, metadata, security, and customizations requires careful planning. It's also an opportunity for a clean-up. Removing outdated or unused data will not only streamline the process but also ensure that you’re working with the most relevant and up-to-date information in your new system. 

4. Mitigating Risks

   Migrating projects can be challenging and risky. From large data transfers to potential system downtimes, there's a lot that could go wrong. That’s why a solid risk management plan is essential. Gaurav recommends migrating inactive projects first and ensuring both Project Online and your new system run in parallel during the transition. This allows for validation and comparison before fully committing to the new platform. 

Transition Timelines and Best Practices

Key Milestones: 

• September 2025: Microsoft announced the official retirement of Project Online. Project Made Easy began helping customers devise a clear migration strategy.

• March 2026: New instances of Project Online will no longer be created. If you’re still setting up new instances, make sure you’re on track with your migration plan. 

• September 2026: After this date, access to Project Online will be fully discontinued. Your data will still be retrievable, but you won’t be able to access it through the Project Online platform itself.  

Gaurav recommends starting the transition process early, ideally by March 2026, and completing the migration well before the final retirement date in 2026. This gives your organization plenty of time for user training, data validation, and post-migration support. 

Key Features to Look for in a New PPM System 

When selecting a new project management system, it's essential to ensure that it offers: 

• Centralized Data: One source of truth for all project data. 

• Collaboration: Integration with tools like SharePoint and Teams to ensure seamless team communication. 

• Mobile Access: A mobile-friendly solution that allows you to manage projects on the go. 

• AI Capabilities: Leverage AI for smarter decision-making and streamlined project management. 

Whether you’re moving to Fluid PPM, OnePlan, or Project Server Subscription, look for these features to ensure a successful transition. 

Why Fluid PPM and OnePlan Are Strong Alternatives 

Both Fluid PPM and OnePlan are designed to meet the growing needs of modern project management: 

• Fluid PPM: A flexible solution that integrates seamlessly with Power Apps and is ideal for organizations looking for a cloud-based system with AI capabilities. It allows for easy customization and is a great choice for those already embedded in the Microsoft ecosystem. 

• OnePlan: Gaurav termed it as “Project Online on steroids.” OnePlan provides an all-in-one solution for advanced project portfolio management, resource allocation, and financials. Its powerful AI features make it a top contender for organizations looking for a modern, SaaS-based solution. 

The Migration Process: A Step-by-Step Approach

Project Made Easy follows a structured approach to ensure a smooth transition. This includes:  

1. Planning: We collaborate with you to assess your needs and develop a tailored migration plan. 

2. Setup and Configuration: We configure the new system to match your current environment, including custom fields, reports, and workflows. 

3. Data Migration: We can migrate your project data into the new solution (FluidPPM, OnePlan, Project Server Subscription).

4. Testing and Validation: We run multiple test migrations to ensure everything works smoothly before the final migration. 

5. Training and Support: We offer training sessions and ongoing support to ensure your team is comfortable with the new system. 

By taking a methodical approach, we ensure that your organization experiences minimal disruption during the transition. 

Conclusion

The retirement of Project Online marks the end of an era, but it also opens up new opportunities for improved project management. With the right strategy, tools, and support, migrating from Project Online can be a smooth and successful process. Whether you choose Fluid PPM, OnePlan, or Project Server Subscription, Project Made Easy is here to guide you through every step of the migration journey. 

Let’s Connect

If you missed the webinar or have more questions about Project Online retirement and your migration options, don’t hesitate to reach out. We offer a free migration assessment to help you understand the best path forward.  

Feel free to reach out to us for more information or to schedule a demo. We’re here to help!