Sensitive Data: Users of these software packages should ensure the software is approved for the type of sensitive data they wish to use. Check the safe computing website for more information about sensitive data types.
Software Services often receives requests for information about Project Management software in use at U-M. Here, we have compiled a list of software used in various capacities at the university. If you have a title that you are using and would like to add to the list for others to reference, please send an email to [email protected]
No Additional Cost Options
- TeamDynamix Project Portfolio Management (PPM)
- TeamDynamix (TDX) Project Portfolio Management (PPM) is a shared project management tool administered and supported by the ITS Project Management Office.
- Microsoft Office 365
- The university’s instance of Microsoft 365 includes a lightweight planning tool similar to products like Trello called Planner.
- GitHub
- GitHub enables lean and Agile project management from basic issue tracking to Scrum and Kanban-style project management. GitHub offers project planning as well.
Available for Purchase in the Software Store
- Lucidchart
- Lucidchart is an intuitive online diagramming platform that combines flowcharts, collaboration, and data visualization.
- There is a free Educational account for students and educators.
- Available to purchase on the ITS Software Store.
- Microsoft Project
- Microsoft Project is a project management software product, designed to assist a project manager in developing a schedule, assigning resources to tasks, tracking progress, managing the budget, and analyzing workloads.
- Only available to purchase at the ITS Software Store for Faculty & Staff on university machines
Project Management Software Buyer’s Guide (2026)
Navigating the landscape of project management tools at U-M can feel like a project in itself. Based on insights from your fellow Wolverines, procurement data, and industry data, this guide helps you choose the right platform for your unit’s specific needs, workflows, and technical capabilities.
U-M Procurement has negotiated and executed Master Service and Data Security agreements with the following suppliers.
Quick Comparison: Which Tool Fits Your Team?
| Feature | Asana | Monday.com | Smartsheet | Wrike |
|---|---|---|---|---|
| Best For | Cross-functional & Creative | Operations & Custom CRM | Finance, IT & Facilities | Complex, High-Volume Ops |
| Learning Curve | Low (Intuitive) | Medium (Flexible) | Medium (spreadsheet-like) | High (Enterprise-grade) |
| Standout Tech | Multi-homing tasks | No-code automations | Logic-based workflows | Robust request forms |
| Academic Pricing | 50% off the list Price. Reach out to the vendor through the Vendor Discovery Request on the Software Directory | Refer to the Pricing Sheet on the Software Directory | Reach out to the vendor through the Portal linked from the Software Directory | Reach out to the vendor contact found on the Software Directory |
Deeper Dives: The U-M Perspective
- Asana: Good at collaboration
- Overview: Good for teams that struggle with "email fatigue." It turns messy conversations into actionable tasks with clear owners.
- What U-M Users Love: The Multi-homing feature allows one task to live in multiple projects simultaneously without duplicating work. The AI Teammates feature is used for automating status reporting.
- Caveats: It can be too open. Local admins note that without a high-level admin account, tasks not shared correctly can cause data to "disappear" from leadership reports.
- U-M Availability: Available via unit-level purchase (Credit Card/Shortcode).
- Monday.com: Good with customizations
- Overview: A highly visual "Work OS." For building a custom system in a no-code environment.
- What U-M Users Love: Replacing spreadsheets. One unit replaced 500+ disconnected spreadsheets with Monday. Users praise the Visual Dashboards that provide real-time visibility into program performance.
- Caveats: Starting with the correct setup is critical. It’s easy to start, but U-M "super users" recommend having an internal champion to set the "foundational architecture" so the boards don't become messy over time.
- U-M Availability: Available for many units; check the U-M Software Directory for "No Cost" or "Shortcode" options.
- Smartsheet: Similar to using spreadsheets
- Overview: The gold standard for teams that live in Excel but need modern automation. It specializes in tracking large datasets, such as construction budgets and HR requests.
- What U-M Users Love: The Automated PDF Reports and Dynamic View (which allows you to hide sensitive data from certain users) are critical for departments handling private info or facilities management.
- Caveats: It feels like a tool for "power users." Some U-M staff feel it lacks the "chat-like" friendliness of Asana and can be difficult to format aesthetically.
- U-M Availability: Widely used in Michigan Medicine and Engineering.
- Wrike: Enterprise-level functionality
- Overview: Built for high-volume environments (like Ross School of Business) that manage hundreds of multimedia projects annually.
- What U-M Users Love: Request Forms. They aren't just intake forms; they can trigger entire project blueprints, assign team members, and set deadlines automatically upon submission.
- Caveats: It’s "dense." The interface can feel heavy, and it requires a significant time investment to master. The mobile app is great for check-ins, but it isn't as powerful as the desktop version.
- U-M Availability: Purchase via Shortcode.
2026 Project Management Tool Comparison by Functional Requirement
The following table presents composite ratings on a 1–5 scale (5 = Excellent, 1 = Poor), derived by averaging independent assessments from multiple AI models (ChatGPT, Gemini, Claude, and Llama). Each model was prompted with identical evaluation criteria to ensure consistency across assessments.
| Requirement | Asana | Monday.com | Smartsheet | Wrike |
|---|---|---|---|---|
| Task Management | 4.75 | 4.75 | 4.00 | 4.50 |
| Project Management | 4.00 | 3.50 | 5.00 | 5.00 |
| Reporting & Dashboards | 3.50 | 4.00 | 5.00 | 4.75 |
| Portfolio Management | 3.75 | 4.00 | 4.50 | 5.00 |
| Collaboration & Communication | 4.75 | 4.25 | 3.25 | 4.25 |
| Mobile & Integrations | 4.75 | 4.25 | 3.75 | 4.25 |
| Scalability & Risk Mgmt | 3.75 | 4.00 | 4.75 | 5.00 |
| Security & Compliance | 4.00 | 4.00 | 5.00 | 4.75 |
| Usability & Support | 4.75 | 5.00 | 3.00 | 3.25 |
| Accessibility* | Under review | Under review | Under review | Under review |
| Average | 4.22 | 4.19 | 4.25 | 4.53 |
| Total | 38.00 | 37.75 | 38.25 | 40.75 |
*Accessibility ratings are being determined by the ITS Digital Accessibility team, which is conducting an independent review of each tool against established accessibility standards.
Pricing & License Comparison (2026)
| Tool | Free Tier | Entry Level | Mid-Tier / Business | Enterprise (Custom) |
|---|---|---|---|---|
| Asana | Up to 2 users | Starter: $10.99/user/mo | Advanced: $24.99/user/mo | Custom (~$35+/user/mo) |
| Monday | Up to 2 users | Basic: $9/user/mo* | Pro: $30/user/mo* | Custom (Quotes required) |
| Wrike | Unlimited users | Team: $10/user/mo | Business: $25/user/mo | Custom (Apex/Pinnacle) |
| Smartsheet | Trial Only** | Pro: $9/user/mo | Business: $19/user/mo | Custom (Quotes required) |
*Monday.com typically requires a 3-user minimum.
**Smartsheet discontinued its permanent free plan in 2025; it now offers a 30-day trial.
Final Verdict
- Consider Asana if... your primary goal is increasing transparency and accountability across a creative or administrative team.
- Consider Monday.com if... you are consolidating multiple tools (CRM, Task Tracking, Brainstorming) into a single visual ecosystem.
- Consider Smartsheet if... you are managing complex, data-heavy projects with rigid approval workflows (e.g., budgets, facilities, HR).
- Consider Wrike if... you are an enterprise-level department with high-volume, repeatable workflows that need deep customization.
Peer Tip: Before buying, run a "Pilot Group" with one technical and one non-technical team. A tool that works for your developers might not be a good fit for your communications/marketing team.
Still Can't Find What You're Looking For?
- For IT providers across U-M, consider joining the Project and Program Management Michigan IT Community of Practice.
- For more info or to send feedback about this guide, reach out to the ITS Software Services team at [email protected].