OpenText Project and portfolio Management vs Smartsheet comparison

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Executive SummaryUpdated on Nov 4, 2024

OpenText Project and Portfolio Management and Smartsheet compete in the project management software category. Smartsheet appears to have the upper hand due to its flexibility and ease of use, ideal for project managers seeking integration capabilities.

Features: OpenText PPM provides robust project and resource management features with real-time visibility, what-if analysis, and seamless integration, making it a powerful tool for managing extensive portfolios. Smartsheet offers a flexible platform with advanced collaboration tools, customization options, and supports Gantt charts, automation, workflows, and dashboards, focusing on ease of use.

Room for Improvement: OpenText PPM requires enhancements in its chargeback mechanism, reporting, and user experience, with noted issues in background services and license management. Smartsheet needs to improve its security, real-time updates, formula intuitiveness, and has faced criticism on limited integrations and customization constraints.

Ease of Deployment and Customer Service: OpenText PPM is mainly on-premises with mixed technical support feedback, including slow resolutions. Smartsheet, being cloud-based, offers simpler deployment and is praised for its responsive customer service, though it faces challenges in resolving complex issues.

Pricing and ROI: OpenText PPM is considered costly, particularly for smaller organizations, despite being a viable option for large entities. Smartsheet offers competitive pricing with both free options and enterprise plans, providing better affordability and value compared to competitors.

To learn more, read our detailed OpenText Project and portfolio Management vs. Smartsheet Report (Updated: December 2024).

OpenText Project and portfolio Management vs. Smartsheet

December 2024

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Categories and Ranking

OpenText Project and portfo...

Ranking in Project Portfolio Management

9th

Average Rating

7.8

Reviews Sentiment

7.4

Number of Reviews

Ranking in other categories

No ranking in other categories

Smartsheet

Ranking in Project Portfolio Management

5th

Average Rating

8.0

Reviews Sentiment

7.2

Number of Reviews

Ranking in other categories

Project Management Software (5th)

Mindshare comparison

As of December 2024, in the Project Portfolio Management category, the mindshare of OpenText Project and portfolio Management is 2.1%, down from 2.6% compared to the previous year. The mindshare of Smartsheet is 8.1%, up from 7.1% compared to the previous year. It is calculated based on PeerSpot user engagement data.

Project Portfolio Management

Featured Reviews

Aphiwat Leetavorn.

CTO at Marco Technology

Useful for resource and financial management but needs to change Oracle database

The solution helps with tech management. It has a work plan similar to Microsoft Project for tracking progress anywhere. It can synchronize with Microsoft Projects for updating and rebooting tasks. They can also assign tasks to team members who can update progress using timesheets without a sheet. It includes a Project dashboard for managing multiple projects simultaneously and program management for overseeing groups of projects. It offers various data metrics. It has project entities for controlling risks, issues, and protections. It can calculate costs based on resource tasks and compare actual and planned costs. The tool has features for scenario comparison, allowing us to optimize scenarios based on various factors. Additionally, we can manually optimize by managing resource availability, creating staffing profiles, and making payments to optimize in any situation.

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Asma Ali

Project Manager at a government with 10,001+ employees

Easy to use, simple to set up, and great for non co-located environments

At one point we were trying to use it to organize a curriculum for students to just have the weekly stuff. We kind of ran into trouble doing this. It's not really designed for that. What we were trying to do is give them a real-time syllabus with pre-readings and activities and stuff embedded. It ended up getting really complicated. They also had access, and while there’s probably a way to not give them access, I didn’t know how to set that. I just wanted to let them download. It got complex. It wasn’t just people updating what they were working on. It was something else and it didn’t work. If there was some way to store more complex files in the system, or if there was a back-end structure where you could store files, that would be ideal. We use Box to store recordings, for example, of sessions and stuff. We’d like to store it in this solution. We already integrate Smartsheet into Teams for updates and stuff. That works well.

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Quotes from Members

We asked business professionals to review the solutions they use. Here are some excerpts of what they said:

Pros

"It is very important that the platform gives us a single place where we can measure progress toward goals, as we have weekly meetings with the CTO. We present these consolidated overviews and dashboards to him so that he has an overview of all the projects and can see the status of all the problems that we have and we are working on."

"The solution helps with tech management. It has a work plan similar to Microsoft Project for tracking progress anywhere. It can synchronize with Microsoft Projects for updating and rebooting tasks. They can also assign tasks to team members who can update progress using timesheets without a sheet."

"Scenario comparison is the feature most valuable to us and the reason why we decided to choose HPE PPM over other portfolio management products."

"I like the automated calculations, especially on the resource side. When project managers enter their resource requirements into their staffing profiles, they are automatically translated into labor forecast calculations. PPM automates a significant portion of the forecast calculations. Timesheets are also built-in. We automatically process time sheets and bill them accordingly."

"The data provided by PPM is trusted and is available almost immediately; without trusted data there is very less scope of any tool to be successful."

"There are so many different pieces of functionality, and we use almost every single piece from deployment to demand, project, resource, and time management."

"Resource management: The resource management module is very complete and covers most of the time all needs of customers."

"The availability of multiple integrated modules is a vital aspect"

More OpenText Project and portfolio Management pros

"Smartsheet is easy to use."

"Granting access to Smartsheet is much simpler. Anyone can access it with just a link and password. Smartsheet also offers intelligent forms, allowing us to collect project proposals easily. Before our first meeting, I can review initial project ideas submitted through these forms. Additionally, attaching files is straightforward - no need to navigate through menus. The search function is also nice."

"It's stable and simple to use."

"The fact that you can have different access groups is definitely a pro for Smartsheet. It also has the ability to integrate with a lot of tools."

"The dashboard and the layouts are quite good."

"For doing project plans what was really valuable is the ability to do a predecessor."

"The tool creates shareable dashboards. These dashboards allow us to display project deliverables' status, their position in the queue, expected delivery timelines, and more. The best part is that these dashboards can be shared with our clients without a license."

"The management aspect is the most valuable. You can also prioritize tasks and then view tasks by priorities as passports."

More Smartsheet pros

Cons

"We constantly put in requests for some of the things we need. One of those is being able to export just our standard request type to PDF."

"I would also like to see improvement in PPM's reporting and alerts. PPM has reporting capabilities, including HTML reports and portlets. But a majority of clients will build their own reporting platforms, or they will use external reporting platforms like Tableau and QlikView."

"We had a couple of issues with stability or performance degradation about a year ago, around the time of the initial rollout. Since then, we've only had two unexpected outages that were quickly resolved."

"Portfolio scenarios: This is a very powerful feature. However, it’s limited to analyses."

"I was not involved in the initial setup. I know that the project involved a lot of consulting that took a long time."

"The user experience of the product needs to be improved"

"Micro Focus PPM should be less dependent on coding. It could also benefit from some updates to the software architecture. These have been on the roadmap for years now, but they haven't been released."

"There are some limitations when it comes to attaching receipts. For example, if we are going to buy some non-labor-related assets such as hardware, we are not able to attach the receipts in the Financial Management module in version 9.41."

More OpenText Project and portfolio Management cons

"They should improve the solution's integration with API."

"I would like if Smartsheet allowed more formulas in its sheets. I don't think working with formulas is as intuitive as it is in Excel. I use Vlookups and index matches in some of my sheets, and I had to find an outside consultant to help me build out those formulas."

"Smartsheet is a cloud-based tool similar to Google Sheets in that multiple stakeholders can work on a document simultaneously. However, unlike Google Sheets, which saves changes in real time, Smartsheet requires users to manually save their changes."

"Smartsheet should continue to expand the spreadsheet-type functionality because it's limited currently. Most business users are familiar with Excel and Office, so Smartsheet should adopt a similar way of navigating the program."

"Smartsheet needs to improve the user interface."

"Maybe the solution could be a little bit more flexible."

"You were forced to create a new tab rather than add another sheet."

"Lacks the ability to edit attachments within the solution."

More Smartsheet cons

Pricing and Cost Advice

"We have an annual license, and it is fairly priced in comparison to that of other solutions."

"There is an additional cost for product support"

"HPE PPM SaaS model is comprehensive, however, the base fee component has customer resistance to its recurring setup,"

"Now, we also received an increase in the support license prices, without any advanced notice. At this point, switching to unify all our licensing under HPE and customer support has been poor."

"It is SaaS without a base fee."

"Support and license management are two hurdles for us. Every time we purchase new licenses, it has taken us half a year to implement those."

"A large organization will find Micro Focus PPM affordable, but it may be a bit costly for a small or medium-sized company. The license is based on the number of users."

"There would be more extensive usage if the solution were cheaper. It's really expensive right now, and that's why we provide a few licenses for admins. The rest of them are just users without admin privileges."

"For a normal license, like the one I had: I had my own Smartsheet because I wanted to play with it and I didn't want to mess with what I was doing in Verizon, so I paid $200 monthly, and it gave me all the same functionalities, so I could do whatever I wanted for $200. The problem is if you have anyone else working on it or deploying on it, it's $200 a month for every single person who's deployed on it, that's working on it as an owner or an administrator, so owners and administrators are the only ones who can change, edit, and add data to worksheets and columns. Depending on the size of your organization, Smartsheet can be costly. As for implementing its Control Center, Smartsheet forces you to have three people come in: it's a minimum of three people from Smartsheet for three months who will provide you the solutions for the Control Center side, and that's $150 an hour, so it can become very expensive. For my company, not having the Control Center would save on the setup fees and then the $20,000 a year, because the Control Center of Smartsheet is a yearly subscription of $20,000."

"There's a license for Smartsheet, and the enterprise plan comes down to about $750. My company also pays an extra $60 monthly apart from the standard licensing fee."

"The solution is too expensive."

"Its licensing is on a yearly basis. I was responsible for negotiating the price with the Smartsheet team, but I don't remember what the price was. Its standard license probably was around 5,000 to 6,000 a year. The enterprise version is significantly more expensive."

"There's a trial version and a free version. Each license costs a decent amount, $25 per month or something."

"The solution is expensive."

"Smartsheet can be low-priced, with personal subscriptions around eight dollars a month, but I imagine it gets pricier for enterprise systems. Microsoft Project can be more expensive."

More Smartsheet pricing and cost advice

See which vendors are best for you

Use our free recommendation engine to learn which Project Portfolio Management solutions are best for your needs.

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Top Industries

By visitors reading reviews

Computer Software Company

36%

Financial Services Firm

14%

Government

10%

Manufacturing Company

Educational Organization

43%

Manufacturing Company

Healthcare Company

Government

Company Size

By reviewers

Large Enterprise

Midsize Enterprise

Small Business

Questions from the Community

Any experience with Strategic Project Portfolio Management Solutions?

Hi, @Cheryl Joseph Micro Focus Project and Portfolio Management solution could be a good candidate, see my review on this product, or if you may need more information to drop me a message. You can...

What do you like most about Micro Focus Project and Portfolio Management (PPM)?

Micro Focus PPM is flexible and easy to use. It's simple to customize and configure workflows.

What is your experience regarding pricing and costs for Micro Focus Project and Portfolio Management (PPM)?

A yearly subscription needs to be procured for the SaaS version of the product, and the on-prem version is available through perpetual licensing. There is an additional cost for product support, wh...

Has anyone moved from Microsoft Project to Smartsheet? How has your experience been with Smartsheet?

Hi @Eire Zimmermann, I helped an organization evaluate both MS-Project and Smartsheet when they were conducting their PM tool RFP. The short of it is this, MS Project is not caught up with the mo...

What do you like most about Smartsheet?

The tool creates shareable dashboards. These dashboards allow us to display project deliverables' status, their position in the queue, expected delivery timelines, and more. The best part is that t...

What is your experience regarding pricing and costs for Smartsheet?

The pricing is great and reasonable enough that I maintained my copy and bought it for my team independently.

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Product Reports

OpenText Project and portfolio Management

December 2024

OpenText Project and portfolio Management report

Download OpenText Project and portfolio Management product report

Download Smartsheet product report

November 2024

Also Known As

Micro Focus Project and Portfolio Management (PPM), HPE Project and Portfolio Management, HPE PPM

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OpenText

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Overview

OpenText Project and Portfolio Management (PPM) combines workflows and data to align investments with strategy. Top-down and bottom-up analytics power this strategic portfolio and project management tool.

Smartsheet is a dynamic platform with features like real-time data sharing, Gantt charts, and integration with Jira and Microsoft Teams, offering valuable tools for efficient task management.

Smartsheet combines Excel-like functionality with cloud accessibility, making it efficient for tracking, reporting, and workflow management. Users benefit from its scalability and robust security, making it ideal for enterprise-level projects. However, improvements in data visibility, real-time collaboration, and user-friendliness can enhance its utility. Customizable dashboards, project management features, and seamless integrations offer great flexibility, though there is a demand for better automation, API enhancements, and new templates.

What are Smartsheet's most important features?

Real-time Data Sharing: Facilitates seamless collaboration between users.
Project Management Tools: Includes Gantt charts and task prioritization for efficient project tracking.
Integration: Works with major platforms like Jira and Microsoft Teams for comprehensive data flow.
Automation Capabilities: Reduces manual work with robust automation functionalities.
Customizable Dashboards: Allows users to tailor dashboards to meet specific needs.

What benefits or ROI should users look for in reviews?

Efficiency: Streamlines workflows with tools that enhance project tracking and collaboration.
Scalability: Supports growing enterprise demands with its scalable architecture.
Security: Provides robust, secure environments for data management.
Adaptability: Offers flexibility to customize workflows for improved resource management.

Smartsheet is utilized by organizations in industries like engineering, education, and IT for project management, task tracking, and data integration. It enables planning, scheduling, and team collaboration, facilitating dashboard creation and automation of processes. Its flexibility in customizing workflows is appealing to those managing projects and programs.

Sample Customers

Bank Simpanan Nasional, Smart Communications, Aareon AG

Sony Music, ESPN, Hilton, Unisource, Colliers, Extreme Networks, Groupon, Netflix