Project and Portfolio Management Solution

Disclaimer: This RFI is issued solely for market research and information-gathering purposes. It does not constitute a solicitation for proposals, bids, or quotes, nor does it commit UNGSC to pay for any costs incurred in responding. Responses will not be evaluated for selection or award, and no contractual obligations will arise from this RFI. Information provided will help UNGSC understand available PPM solutions in the market and contribute to developing a scope of requirements for a potential future Request for Proposal (RFP). All responses will be treated as confidential where indicated by respondents. Background Microsoft has formally announced the retirement of the Microsoft PPM (Project Online) platform effective September 2026. As a result, the United Nations Global Service Centre (UNGSC) is exploring options to transition to a new Project and Portfolio Management (PPM) solution that will support mission-critical project governance and delivery processes beyond this end-of-life date. The deprecation of Microsoft PPM presents both a risk in terms of sustaining existing operations and data continuity, and an opportunity to explore modern, flexible, and configurable PPM platforms that may align with UNGSC’s evolving needs, governance requirements, and organizational structures. UNGSC is issuing this RFI to gather information on alternative PPM solutions available in the market that could potentially replace the existing Microsoft PPM platform. The focus is on solutions offering comprehensive planning, scheduling, collaboration, reporting, and governance capabilities, with an emphasis on configurability and extensibility to address diverse organizational contexts. Interested suppliers are invited to provide detailed information on their PPM solution’s features, architecture, security, integration capabilities, implementation approach, licensing model, and support services. This information will inform UNGSC's understanding of commercial options and support the development of requirements for future procurement activities. Business Justification & Objectives The primary objective of this RFI is to collect market insights on PPM solutions that could enable consistent, efficient, and transparent project management practices aligned with UNGSC’s operational models. Key areas of interest include a. Increased Flexibility and Customization Solutions that support configurable workflows, project types, templates, custom fields, and role-based access controls to accommodate different business units and governance needs. b. Improved User Experience and Collaboration Intuitive interfaces to facilitate adoption across project roles, including project managers, team members, leadership, and external partners. c. Enhanced Reporting and Analytics Capabilities for real-time portfolio insights, data connectivity with tools like Power BI, and flexible dashboards to support decision-making. d. Strong Integration Capabilities Seamless integration with UNGSC’s existing systems, such as Microsoft 365, SAP (Umoja), Azure DevOps, and other operational platforms. e. Support for Governance and Compliance Features to reinforce governance through configurable workflows, approval processes, standardized documentation, and audit-ready data management. f. Future Scalability Solutions capable of scaling across missions, departments, and emerging service delivery requirements. Information Requested Suppliers are encouraged to address the following dimensions in their responses, providing examples, documentation, or references where possible. Responses should focus on how their solution meets or approaches these areas, including any relevant case studies from similar organizations. A. Functional Fit • Core project planning, scheduling, resource management, and financial tracking. • Portfolio management capabilities, reporting dashboards, and analytics. • Collaboration features including documents, risks, issues, and workflows. • Support for custom fields, templates, and governance models. B. Technical & Integration Capabilities • Architecture and deployment model (cloud, hybrid, on-premises). • Integration with Microsoft 365, SAP/Umoja, Azure DevOps, and Power Platform. • API availability and extensibility. C. Usability & Adoption • Quality of UX/UI. • Accessibility. • Multi-device support. • Learning curve and training materials. D. Security & Compliance • Role-based access control (RBAC). • Data residency and segregation. • Support for external (B2B) access. • Alignment with UN security policies and standards. E. Implementation & Support • Implementation methodology and timeline. • Migration capabilities. • Vendor support model and SLA options. • Availability of local/global support resources. F. Cost & Licensing • Licensing structure. • Total cost of ownership (TCO). • Flexibility in scaling licenses and modules. For additional context, Please see Annex A – Checklist on Requested Information which outlines specific features of interest, categorized by priority level (Mandatory, Highly Desirable and Desirable). These priorities reflect UNGSC's informational preferences and are provided to guide responses; they do not represent evaluation criteria. Your response should also incorporate duly filled Annex A. Response Instructions • Format: Submit responses in PDF format, not exceeding 20 pages (excluding appendices). Use the dimensions (A-F) as section headings for clarity. • Content: Include your company's overview, solution summary, and responses to the requested dimensions. Mark any proprietary information as confidential. • Annex A: Include duly filled Annex A, marking all Category items with Yes/No and providing references to support each criteria either as URL or referencing the document included in your response. • Submission: Email responses to unlb-procurement@un.org by January 15, 2026. Late submissions may not be considered. UNGSC appreciates your participation and looks forward to learning about innovative PPM solutions in the market. This RFI supports UNGSC's efforts to ensure continuity and modernization in project management without any immediate procurement intent.