Detailed Review of Projecleo Salesforce Project Management App

Projecleo robot projects constellation Leo

Projecleo is reviewed against 250+ project management software requirements on a downloadable spreadsheet. Projecleo is scored overall for each of the ten project management processes. This post provides a summary of the key strengths and weaknesses for each of the processes.

Projecleo Summary Findings

Projecleo is a very simple Salesforce-native professional services automation (PSA) tool. The target market would be a Salesforce company looking for a inexpensive tool and that can run their projects simply using a checklist of tasks without any scheduling. Projecleo captures hours and hourly rates, so it captures the base data needed to create an invoice, but it doesn’t have any functionality to create or track invoices. It is severely lacking the cost and resource management functionality found with most PSA tools.

Projecleo is also intended for internal projects that aren’t billed. So it could also be used by company as an internal PMO tool. However, it lacks some key functionality around status reporting, program and release planning that most companies would want.

Unfortunately I couldn’t find any unique piece of functionality that would make Projecleo an ideal fit for a certain customer base. It has weaker versions of standard functionality found in the other PSA and PMO tools. Its only differentiator is its low price.

Total Score17%
Communications Management9%
Cost Management14%
Integration Management23%
Procurement Management0%
Quality Management17%
Resource Management12%
Risk Management0%
Schedule Management24%
Scope Management0%
Stakeholder Management8%

Download Projcleo Evaluation Spreadsheet

Click here to add the Projcleo Excel spreadsheet to your basket and continue reading. Visit the basket page to complete the download.

Projecleo Pricing

Projecleo is $7/user/month. This is the most inexpensive PSA tool I’ve found, except for the free Salesforce Labs apps.

Projecleo Scoring Methodology

I’ve been evaluating all of the Salesforce project management software and sharing the results to help others save time in making an informed decision. I started the evaluation as marketing research for the Salesforce project management app I built: Project Lifecycle Pro. I’m doing my best to give a unbiased review, but I’ve attached the detailed Excel spreadsheet which you can use to perform your own analysis. Here are detailed instructions on how to use the spreadsheet to weight requirements and compare multiple software packages side-by-side.

I structured the analysis around the Project Management Institute’s (PMI)© project management process. This is outlined in the PM Book of Knowledge (PMBOK)©. First, I listed the project management processes and then the activities within each process. Finally, I developed a list of requirements related to each of the activities. The list of requirements is based upon my thirty years of project management experience and experience evaluating project management tools for clients. When I come across novel functionality in the software I’m evaluating I add it to the requirements list. Of course, I’m sure I missed some requirements and welcome any suggestions.

I gave all processes and requirements equal weights, but you can adjust the scoring weights in the Excel spreadsheet to suit your needs. Each requirement was rated as either:

  • Yes – As Is – Meaning, the requirement is met with out-of-the-box functionality. This rating is awarded four points.
  • Yes – With Configuration – Meaning the requirement can be met with minimal configuration or no-code updates. Since, Salesforce is highly configurable I used this rating for simple things like changing picklist values, adding a field to an existing data object, creating a report, etc. This rating is awarded two points.
  • No – Not Available or Requires Customization – Meaning the requirement cannot be met without significant investment of time or money. I assigned this rating if custom coding would be required, or a new custom data object, or a new custom flow. This rating is awarded zero points.

Finally, the scoring spreadsheet totaled the ratings by process to show how the apps compare by process. Therefore, you can assess the apps based on which processes are the most important to you.

Here are some links to help you research the app, but be aware there is very little documentation for this app. The demos on the AppExchange don’t even show the app screens. The only way you can evaluate it is to load it into a sandbox environment:

Download Projcleo Evaluation Spreadsheet

Click here to download the Projecleo Excel spreadsheet.

Communications Management

No communications functionality other than use of Chatter.

Cost Management

Extremely limited cost management functionality. You can enter an hour budget for a project, create rate cards and track actual hours charged to the project.

Weakness: No Monetary Budget

You can’t create a budget by rolling up tasks and their costs. You can’t plan expenses or record actual expenses. There isn’t even a field to manually enter a dollar budget. You can only enter a total hour budget.

Weakness: Doesn’t Invoice Customers

You could calculate the amount to be billed from reported hours and rates, but it doesn’t capture expenses so those would have to recorded in another system. You would have to build reports to calculate the billable amounts.

Integration Management

The only integration management functionality it has is a dashboard which lists the project stages and and various metrics related to tasks. It doesn’t even have fields to report the project status (i.e. red, yellow or green).

Weakness: No Project Status

You could customize the project object so you could report project status (i.e. red, yellow, green) for scope, budget and schedule, but this is standard functionality which should have been included.

Weakness: No Project Security

Every user of the app has read/write access to every project. I couldn’t even find any permission sets so that access to hourly rates could be restricted.

Procurement Management

No procurement management functionality.

Quality Management

No quality management functionality.

Resource Management

There really isn’t any resource management functionality. You can create a list of project team members. However, you can’t allocate their time to the overall project. All you can do is assign them tasks with associated hours. There isn’t any way to plan resources by comparing resource needs against availability.

Risk Management

No risk management functionality.

Schedule Management

The only schedule management functionality is creating milestones and then associating stand-alone tasks with the milestones. While tasks have start and end dates, there isn’t any way to schedule them using dependencies.

You can also create task groupings of child tasks under a parent task. However, this doesn’t serve the need of a work breakdown structure because you can’t visualize the hierarchy. The parent and child tasks are listed on the same level as a static list.

Weakness: No Gantt Chart or Kanban Board

There isn’t a Gantt chart or a Kanban board. All you have is a list of tasks and milestones. The tasks aren’t even listed in chronological order.

Weakness: No Rollup of Tasks

There isn’t any rollup of either task hours or % complete to the project level. You’ll have to create reports to total the task hours and related costs for budgeting purposes. The project % complete calculation is based on the number of milestones completed regardless of the number of hours associated to a milestone. This makes is impossible to do CPI or EAC calculations.

Scope Management

No scope management functionality.

Stakeholder Management

No stakeholder management functionality.

In Conclusion

I just completed the review and I wasn’t able to list one strength for Projecleo. If you are trying to find an inexpensive PSA or PMO tool, I’d recommend one of the free Salesforce Lab tools:



Additional References

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