Planview, implemented for life sciences performance at scale

5 Best Project Portfolio Management (PPM) tools to look out for in 2026

Project Portfolio Management (PPM) software use cases have evolved in 2026, from a reporting layer to an operating engine that aligns strategy, investments, capacity and operations. Nowadays, teams need advanced PPM tools that automate manual tasks, help make confident go/no-go decisions – and much more. In this blog, we’ll break down five PPM tools to watch in 2026 and describe what makes each one a strong fit for modern-day life sciences portfolios.What is Project Portfolio Management?Project Portfolio Management (PPM) is a structured roadmap for organizations to select, invest on and steer forward a strategic mix of projects to achieve their core business goals.Unlike project management (which focuses on one project), PPM takes all initiatives into consideration to answer big-picture questions, such as: Which projects should we start, pause, or stop for utmost value realization? Do we have the resource capacity to deliver without fail? What are our precautionary measures if priorities shift or timelines are missed?Learn more about how PPM tools promote better collaboration: click here What are the key PPM goals to look forward in 2026?SPM/PPM synchronizationThe priority is shifting towards connecting strategy to delivery in one decision loop. That means aligning Strategic Portfolio Management with PPM. The goal: stronger strategic alignment, accelerated trade-offs and higher visibility from strategic themes down to milestones and outcomes.AI enablement approachAdoption of AI is growing to reduce manual work and accelerate portfolio decision-making. The most valuable use cases are auto-classifying work, flagging risk early, predicting resource overload etc.The goal: adopting an AI-enabled ecosystem that improves planning, prioritization and portfolio performance.Growing need for defined processes Lastly, strong PPM outcomes will depend on clearly defined ways of working. This includes standardizing how demand is captured, priorities are set, resources are assigned and changes are approved. Alongside, data governance becomes non-negotiable with clear ownership, audit trails, and quality checks. The goal: converting the PPM tools ecosystem into a trusted source of truth for ultimate value realization.5 best Project Portfolio Management tools to achieve your goalsIn 2026, the “best” tool is the one that fits your portfolio maturity, governance and operations model. Here’s a breakdown of the five best options recommended by our PPM experts:1. SmartsheetTo start our list of project portfolio management tools, we take Smartsheet, a flexible work management platform that many PMOs configure for PPM. It’s best known for its spreadsheet-style interface, real-time dashboards, and workflow automation. It also scales portfolio execution using add-ons like Control Centre for standardization and roll-up reporting.Why choose Smartsheet – in a nutshellEasy adoption for new users due to the familiar grid viewStrong dashboards with automation feature for status reportingGood standardization at scale with templates/control featuresDisadvantages of the platform: Not ideal for high-complexity PPM use cases, compared to othersCan become complex to govern at enterprise scale2. PlanviewPlanview is an advanced PPM solution built for connecting portfolios, programs, resources, and financials to business outcomes, built for PMOs managing large portfolios. We recommend Planview due to its strong emphasis on balancing capacity with demand, portfolio visibility, and real-time tracking. Why choose Planview – in a nutshellPortfolio visualization and resource allocation for cross-team delivery planningAI-enabled capabilities to support portfolio strategy and executionSupports forecasting and what-if scenarios to guide resourcing decisionsDisadvantages of the platform: Budget/cost management can feel limited, compared to some alternativesCapacity planning can be hard to master; UI usability can be improved3. OnePlanOnePlan is a Project Portfolio Management (PPM) software designed to connect strategy to execution, with built-in focus on portfolio planning, resource capacity, and financial visibility. It’s a strong fit for organizations standardizing on the Microsoft ecosystem (Project, Teams, Power BI, Azure DevOps), and it’s often evaluated as a path forward as Project Online retires on September 30, 2026.Why choose OnePlan – in a nutshellStrong Microsoft alignment and integrations (good for Project Online migrations) Clear portfolio, resource and financial planning in one platform Pre-built Power BI reporting helps teams attain higher value realizationDisadvantages of the platform: Pricing is not fully transparent; typically, volume-based and sales-led Licensing/permissions can be complex across roles4. PlaniswarePlanisware (Orchestra/Enterprise version) is an end-to-end PPM platform built for complex, regulated portfolios, mostly used among medium to large pharmaceutical and medical devices leaders. It supports the full flow from idea intake and prioritization to scenario planning, capacity planning, and financial control.Why choose Planisware – in a nutshellStrong portfolio management for prioritization against strategic goalsPlanisware Orchestra emphasizes real-time visibility and standardized best practicesDeep financial and resource capacity management for large-scale projectsDisadvantages of the platform: Higher cost is a common concern, especially for smaller teamsSteeper learning curve due to depth of configuration and controls5. JiraLast on our list of best PPM software is Jira. Primarily considered an issue-tracking and agile delivery tool, but many PMOs also le it as part of a broader PPM stack. For portfolio-level planning, organizations typically layer in Advanced Roadmaps (to plan work around multiple teams) and Jira Align (to connect strategy, roadmaps, and delivery at scale).Why choose Jira – in a nutshellStrong for execution tracking across teams and workflows Useful for cross-team planning with Advanced Roadmaps (Jira Premium/Enterprise) Can extend to portfolio/enterprise alignment with Jira AlignDisadvantages of the platform: Deeper portfolio needs may require add-ons and configurationScenario planning, portfolio financials, and capacity management are limited How to select the best PPM tool for your needs?PPM selection criteria should be driven by needs based on how you oversee governance, fund programs, manage capacity and make portfolio decisions. Here’s a checklist to consider while making the decision: Selection criteria for PPM softwareStrategic planning: supports both strategy and executionUser-friendly: intuitive UI with a short learning curveRight features: matched to your core business goals Scalable: handles growth in users, data, and portfolio complexityIntegrations: connects cleanly with your existing tools ecosystemCustomizable: adapts to your workflows without any frictionCost + ROI: evaluates total cost of ownership and expected value over timeVendor support: reliable help, services, and a clear release roadmap At i2e Consulting, we bring 15+ years of PPM expertise to tool selection and implementation. We don’t stop at recommending a platform; we build the structured processes that ensure portfolio success – offering you increased visibility, coordination, and oversight.Here’s how our experts do it:Align tool requirements to your portfolio goals and decision needsStandardize workflows and governance around all teamsSet strong data governance, so that the reporting is trustedBuild a practical roadmap for rollout and custom integrations (and more)Begin your PPM tool selection and implementation with a trusted partner – connect with our PPM consulting experts to find the right fit for your portfolio needs. Frequently Asked Questions .faq-wrapper { max-width: 850px; margin: 20px auto; font-family: 'Open Sans', sans-serif; } .faq-item { border-bottom: 1px solid #e0e0e0; padding: 10px 0; } .faq-item summary { font-family: 'Montserrat', sans-serif; font-size: 18px; font-weight: 600; cursor: pointer; list-style: none; position: relative; padding-right: 30px; } /* Remove default marker */ .faq-item summary::-webkit-details-marker { display: none; } /* Down arrow (closed state) */ .faq-item summary::after { content: "▼"; position: absolute; right: 0; top: 0; font-size: 16px; transition: transform 0.3s ease; } /* Up arrow (open state) */ .faq-item[open] summary::after { content: "▲"; } .faq-item p { margin-top: 12px; font-family: 'Open Sans', sans-serif; font-size: 17px; line-height: 1.7; color: #272727; } 1. Is a project management tool the same as a PPM tool? No, it’s not. Project management focuses on delivering one project well. PPM manages many projects together, prioritizing the right work, balancing funding and capacity, and supporting portfolio-level decisions. 2. What should life sciences teams prioritize when selecting a PPM tool for 2026? Look for strategic planning and execution alignment, strong capacity and scenario planning, audit-ready governance, and integrations with your existing systems. Remember, user adoption and data governance matter as much as features. 3. How long does it take to see value from adopting a new PPM solution? You can get early visibility within weeks if workflows and data standards are defined upfront. Full value is realized after processes are standardized, reporting stabilized and teams adopt new ways of working seamlessly.

Project Structures: Overview and establishing with Planview, Planisware, and Project Online

Project Structures: Overview and establishing with Planview, Planisware, and Project OnlineFrom a pharmaceutical R&D context, project structures can be seen as a reliable process to organize, track, and deliver the tasks while keeping the stakeholders informed. If you don’t have a well-planned project structure: Portfolio decisions usually suffer from low visibilityTeams start losing alignmentMissing critical deadlines become normal With a strong project structure, key decision-makers can: Have a clear view throughout the entire pipeline,Easily prioritize high-value portfolio assets Manage risks more efficiently Project portfolio management tools like Planisware, MS Project Online, and Planview help establish organized structures that accelerate pharma projects, ensure compliance and success. That said, let’s dive into what project structures mean in pharmaceutical context, and how these tools help establish them seamlessly. Types of project structures in pharmaceutical R&DSelecting the right structure is your first step to ensure on-time project delivery with the right resources, without bleeding budgets. Here are three types of project structures to consider: 1. Functional structure As the name suggests, functional structure involves grouping all teams as per specialized functions – be it clinical, manufacturing, regulatory etc. In this model, the departmental head usually manages the team members, while coordinating the projects within functional silos.Functional structures are best for:Small-scale pharma companiesLimited cross-functional project needsWhat to look out for?On the flipside, these models are also known to create communication gaps and slow down decision-making in accelerated R&D settings. 2. Projectized structure In this model, the project manager has 100% authority over the research team and key resources, unlike the former. The PMOs assign their teams to specific projects, often outside their everyday functional roles.Projectized structures are best for:Large-scale pharmaceutical project management needstime-sensitive, high-priority, high flexibility research initiatives What to look out for?Unfortunately, this model can also cause resource duplication and higher costs, particularly when multiple projects are running at the same time. 3. Matrix structure (Best suited for Pharma)Last, but most importantly, the matrix structure brings the best of both functional and projectized structures under one umbrella. Here, teams report to both functional and project managers. This way, resources can be shared across different projects without compromising on functional supervision.Matrix structures are best for:Mid-to-large organizations juggling between numerous programsHigh operational continuity & innovation-led settingsWhat to look out for?Despite being the most common project structure in pharma R&D, it calls for strong communication and higher role clarity, to avoid conflicts or confusion. How to establish Pharma-specific structures using Planisware, Project Online and Planview?Designing and implementing project structures that suit the complex requirements of pharmaceutical R&D become easier with PPM tools. Users can configure project hierarchies, governance models, allocate resources efficiently and support decision-making at every phase. Here are your options and steps to do it:Tool #1: PlanviewFirst on our list, Planview is a major contender in terms of portfolio management and resource optimization. With a little upfront tailoring, its project templates can align well with pharma workflows.How to set up a project structure in Planview?Configure project types: label templates (for example, “Phase I asset”, “Platform”)Define swimlanes as per function (clinical, regulatory, manufacturing)Set up a clear stage-gate workflow in roadmap view with well-defined gatesAttach gate checklists and deliverables to each stageEnable demand/capacity views for cross-functional resource alignment Tool #2: PlaniswareThe Planisware project management tool is purpose-built for life sciences projects, and mirrors pharma R&D workflows like none other in this list. For example, it embeds stage gate logic at every level. The platform natively supports clinical/CMC deliverables, molecule hierarchies, as well as regulatory milestones. Here, teams can easily set up projects that map exactly to asset phases, while having total control over gates and finances.How to set up a project structure in Planisware?Create a project template with WBS (discovery, preclinical, phase 1/2/3)Embed gates after every single phase, linking back to the decision criteria and business case scorecardsAdd key deliverables (for example: IND, CMC dossiers, clinical trial authorizations)Link back the financial/resource modules to WBS for seamless budget/version trackingRoll up to portfolio to maintain proper visibility across molecules and indications Tool #3: Project OnlineLastly, Project Online is a great choice for schedule-level planning; it’s not entirely built around pharmaceutical project management structures in focus. Here, teams need to build everything from ground up. The good part, however? Integrating with Power BI, Teams, and Power Automate.How to set up a project structure in Project Online?Start by designing your custom project template Define tasks for regulatory deliverables and project milestonesTrigger notifications at gate milestones by integrating Power Automate Integrate Power BI to access customized dashboards aligned to R&D phases’ progressManage resources via PWA to assign functional roles How to choose the right tool for your project structure needs?More than chasing latest features, choose project portfolio management tools that fit your team’s needs the best. This means judging the tool by how well it aligns with your project structure, people, and strategic goals. Choose Planisware if you would:Manage a mid-to-large pharma/biotech firm with a complex R&D asset portfolioRequire built-in stage-gate models, modifiable for drug development lifecyclesNeed strong portfolio governance & what-if scenario planning at scaleUse Project Online if you would:Require a quick, at-budget tool for basic-level project scheduling/ trackingFocus on daily task management, instead of strong portfolio governanceNeed hassle-free, end-to-end automation integration (Teams, Power BI, Outlook) Go for Planview if you would:Be transitioning from project-level to portfolio-level strategy while scaling upWant to have strong resource demand vs. capacity modelling Need visualized roadmaps, high financial visibility, cross-functional planning etc. Key takeaways at a glanceProject structure informs smart portfolio decisions, points out risks early and surfaces resource conflicts Matrix project structure is the best-suited for pharma/biotech teams, as it comes with a mix of agility, governance, and resource efficiencyMore features don’t ensure success; choose your tool that best fits your team’s maturity level, complexity of portfolio assets, and other key indicators.Planisware project management tool is best for enterprise players with deep pipelines; Project Online suits mid-sized teams focused on scheduling; Planview is the go-to option for strategy-driven PMOsNeed help getting started? Let’s talk about how we can help. i2e Consulting brings 15+ years of PPM expertise. We’ve partnered with leading pharma organizations to establish fit-for-purpose project structures that drive clarity, speed, and smarter portfolio decisions. Connect with us – let’s build a project structure that accelerates your portfolio growth.

PPM tools and Power BI: Smarter time reporting for precise decisions

PPM tools and Power BI: Smarter time reporting for precise decisionsTime tracking in pharma PPM: A backgroundTime carding captures data that has several strategic and operational benefits. Data lying in the tool is of limited use, but if it can be extracted and visualized it provides crucial insights into resource allocation, capacity planning, compliance and audit readiness, project cost control are a few to name.In pharma PPM, time carding is typically done through structured systems integrated with project and resource management tools. Their goal is to capture time spent across drug development stages, from discovery to post-marketing. No matter how insightful the data is, it’s true value comes out when analyzed and visualized.In this blog we will elaborate how integrations and data visualizations can become a game changer in extracting insights from your time carding data.Time reporting in complex project portfoliosMany large pharma teams with multi-year R&D investments deployed project portfolio management tools that had out-of-the-box time tracking features enabling activity-based time entry directly tied to project phases and operational workflows.Some had built-in approval flows, role-based tracking mechanisms, and integration with cost control and forecasting modules. Other project portfolio management tools have configurable timesheets with mobile access, enabling users to log time across multiple projects and tasks seamlessly. But now time tracking is moving from an afterthought to a core function with better tool customization and data integration.Integrating your PPM tool with Power BI- unlocks a whole new level of functional ease and data visibility. And project teams are using it as a strategic lever to gather insight and vision. Here’s more.How can time tracking data be more visible with smarter reporting tools like Power BI?Power BI integration with PPM tools enables dynamic project time tracking, with data represented in interactive, real-time dataflows. These visuals help managers identify over and underutilized resources, improve forecasting accuracy, and quickly detect delays or scope mismatches.Image: Time carding reportingAutomated reporting saving time and presenting real-time reportsIf your time carding is exported to SharePoint and subsequently to Power BI it can directly connect and auto-refresh that data. This dynamic data integration helps feed data representation, thereby empowering decision-makers to take informed data–driven steps.With tools like Azure Data Factory, Power Query, or custom scripts, users extract and load data from PPM tools into Power BI. This automated data integration saves time in manually collating data and building dashboards. It also removed the dependencies of running reports at the stipulated time frame to access real-time data.Custom dashboards pull in real-time data, visualize effort distribution across portfolios, and even highlight resource bottlenecks. With proper Power BI expertise, organizations can build interactive and visually appealing dashboards suited for decision-making at all levels.Such precise, actionable dashboards that are not disconnected from real resource utilization help PMOs to draw meaningful insights about capacity, effort distribution, or project health.Other possibilities Integrating Power BI with PPM tools like Planisware PPM or Planview brings seamless data flow helping project managers gain real-time visibility into resource utilization, task progress, and effort distribution across activities, programs, and portfolios. Tools like Planisware’s BI Box enable time and resource data to be exported to external databases, which Power BI then visualizes through interactive charts, tables, and summaries.With Planisware PPM, organizations can align time tracking with cost centers and funding sources, making it possible to calculate cost-per-project or even cost-per-submission. When this is visualized through Power BI dashboards, leadership gains clear visibility into burn rates, delays, and productivity trends—leading to smarter investment and resourcing decisions.This integration also enhances project reporting by enabling predictive analytics and trend analysis, allowing leaders to forecast delays, identify resource bottlenecks, and optimize allocation decisions.Power BI’s filtering and drill-down capabilities allow teams to view effort and time spent in a business unit, vertical, or project, supporting strategic decision-making. Click to read "Use case for Planisware PPM and Power BI integration" Benefits of this integrated approachCentralized and auditable time tracking A unified system captures precise time entries across projects, ensuring compliance and traceability for regulatory audits.Granular visibility into resource effort Teams and managers gain detailed insights into individual and team-level contributions, improving transparency and performance tracking.Streamlined tracking for all resource types Both full-time and contract resources can log time efficiently, enabling consistent reporting across diverse workforce models.Proactive forecasting and planning Accurate time data supports better resource forecasting, helping managers plan proactively and adjust workloads in real time.Actionable reporting for leadership Integrated Power BI dashboards deliver intuitive, high-level reports, empowering leadership with clear, data-driven insights for decision-making.With all this, the pharma PPM teams stay up to date with data, remain compliant, manage costs better, optimize resources, and deliver faster, smarter decisions across the product lifecycle.Smarter time reporting: The Road AheadAs life sciences portfolios evolve, comprehensive project time visibility brings precision, perspective, and speed. Integrated PPM tools and project reporting tools like Power BI generate data for real-time, actionable insights. This helps in bringing efficiency into time reporting, reducing waste, and delays.At i2e, we specialize in tailoring scalable and smart project time reporting solutions integrated with Power BI for your nuanced pharma project needs. Help us build that custom time tracking solution for you – one that fits with your workflow and scales with your vision. Talk to our experts today. .casestudy-block{ height: 50px; } .casestudy-block h1{ margin-top: -15px; !important } .casestudy-block a{ text-decoration: none; !important } .casestudy-block span{ color: #fff; !important }