Maintaining a Baseline Schedule: Best Practices Checklist
1. Establishing the Baseline Schedule:
- Set the baseline schedule promptly after the program begins.
- Ensure it is the basis for measuring performance.
- Represent the original configuration of the program plan.
- Obtain consensus from all stakeholders regarding the sequence of events, resource assignments, and key deliverable dates.
- Use the baseline schedule to track variances from the current schedule.
2. As-Built Schedule Archiving:
- Plan to archive the as-built version of the schedule upon project completion.
- Compare the as-built schedule to the original baseline for lessons learned.
- Use the as-built schedule as an input for future project estimates.
- Create and validate fragnets (fragmentary networks) where applicable.
3. Creating the Schedule Basis Document:
- Organizational Definition: Define the Integrated Master Schedule (IMS) organization.
- Network Logic: Describe the network's logic.
- Resource Management: Outline the basic approach to resource management.
- Parameter Basis: Provide a basis for all date calculation parameters.
- Project Overview: Describe the general project approach.
- Schedule File Usage: Define how to use the schedule file.
- Unique Features: Highlight the schedule's unique features.
- Change Management: Describe the schedule change management process.
- Glossary: Include a dictionary of acronyms and custom fields.
- Assumptions and Ground Rules: Provide justification for calendars, lags, date constraints, long activity durations, and working times.
- Resource Assignments: Detail resource assignments within the schedule.
- Critical Risks and Contingency: Prioritize critical risks and describe schedule contingency.
- Critical Paths and Float: Discuss the derivation of critical paths, longest path, and total float.
- Living Document: Ensure it is a living document reflecting updates to the baseline schedule.
4. Change Control Process:
- Review and approve changes to the baseline schedule according to the change control process.
5. Reporting Schedule Variances:
- Report schedule variances exceeding predetermined thresholds to management.
- Include the cause of variances and any corrective actions in the reports.
6. Investigating Negative Variances:
- Investigate negative schedule variances to determine if they affect the critical path.
7. Schedule Performance Analysis:
- Analyze schedule measures, such as the number of activities that have started or finished early, on time, or later than planned.
- Conduct trend analysis regularly to examine measures such as decreasing float and erosion of schedule contingency.
8. Schedule Recovery and Acceleration:
- Focus any schedule recovery or acceleration techniques on critical activities.
This checklist ensures a structured approach to maintaining and utilizing a baseline schedule, promoting effective project management and continuous improvement through lessons learned and rigorous analysis.
9. Regular Schedule Reviews:
- Conduct regular schedule reviews to ensure the project is on track.
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- Update the schedule based on the latest information and progress reports.
- Communicate any changes or updates to all stakeholders promptly.
10. Baseline Schedule Updates:
- Update the baseline schedule only when significant changes occur that impact the project’s scope, timeline, or resources.
- Ensure all changes to the baseline schedule are documented and justified.
- Obtain approval for baseline schedule updates through the formal change control process.
11. Schedule Risk Analysis:
- Perform regular schedule risk analysis to identify potential risks that may impact the project timeline.
- Prioritize and document critical risks in the schedule basis document.
- Develop and implement mitigation strategies for identified risks.
- Include contingency plans for high-priority risks to minimize impact on the schedule.
12. Schedule Contingency Planning:
- Allocate schedule contingency time to account for potential delays or unforeseen issues.
- Monitor the use of schedule contingency and adjust as necessary based on project progress and risk analysis.
13. Resource Allocation and Optimization:
- Ensure resources are allocated efficiently to critical path activities.
- Monitor resource utilization to avoid overallocation or underutilization.
- Adjust resource assignments as needed to maintain schedule integrity.
14. Resource Constraints Management:
- Identify and document any resource constraints that may impact the schedule.
- Develop strategies to mitigate the effects of resource constraints on the project timeline.
15. Stakeholder Communication:
- Maintain clear and consistent communication with all stakeholders regarding schedule status, changes, and risks.
- Provide regular updates on schedule performance, including any variances and corrective actions.
16. Documentation and Record Keeping:
- Keep comprehensive records of all schedule-related documents, including the baseline schedule, updates, change requests, and approval records.
- Archive completed schedules and related documentation for future reference and lessons learned analysis.
17. Performance Metrics:
- Define and track key performance metrics related to schedule adherence, such as on-time completion rates, variance analysis, and float trends.
- Use performance metrics to assess project progress and identify areas for improvement.
18. Regular Reporting:
- Generate regular schedule performance reports for management and stakeholders.
- Include key metrics, variance analysis, risk status, and any corrective actions in the reports.
19. Lessons Learned:
- Conduct a post-project review to analyze schedule performance and identify lessons learned.
- Document lessons learned and integrate them into future project planning and scheduling processes.
20. Process Improvement:
- Continuously improve scheduling processes based on feedback and lessons learned.
- Implement best practices and industry standards to enhance schedule management and project delivery.
By adhering to these best practices, project managers can maintain an effective baseline schedule that serves as a reliable tool for tracking progress, managing risks, and ensuring project success. Regular updates, thorough documentation, and clear communication are key to keeping the project on track and achieving its objectives.