MS Project baselines....

Let us talk about the incredible features within MS Project and how they transform the optics. If you're accountable for a budget, you must use baselines.

Projects are distinct from routine operations or ongoing activities, as they have a clear beginning and end.?

Here are some key defining characteristics of a project:

1. Temporary Nature:?Projects have a definite start and end date. They are not ongoing, perpetual activities, and once the project's objective is achieved, it is considered complete.
2. Unique Outcome:?Each project aims to deliver a distinct outcome, product, service, or result that is different from the usual operations. This outcome could be a physical product, a service, a piece of software, or any other tangible or intangible deliverable.
3. Specific Goal or Objective:?Projects are initiated to accomplish a specific goal, solve a problem, or meet a particular need. The objective defines what the project aims to achieve and provides a clear direction for the project team.
4. Scope:?The scope of a project outlines the boundaries and extent of the work to be done. It defines what is included and what is excluded from the project. Managing scope effectively is crucial for project success.
5. Constraints:?Projects are executed within limitations, such as time, budget, resources, and sometimes regulatory or legal constraints. These constraints help define the boundaries within which the project must be completed.
6. Cross-Functional Teams:?Projects often require collaboration across various disciplines and functions. Project teams are typically composed of individuals with different skills and expertise who work together to achieve the project's goals.
7. Risk and Uncertainty:?Projects inherently involve uncertainty and risk. Project managers and teams must identify potential risks, plan for contingencies, and manage unexpected challenges as they arise.
8. Progressive Elaboration:?Projects often evolve as they progress. Initially, there might be a high-level understanding of the project, but as work commences, details become more apparent, and plans are refined through progressive elaboration.
9. Project Management:?Effective project management involves planning, organising, executing,?monitoring, and controlling the project's activities to ensure it stays on track and meets its objectives within the defined constraints.
10. Stakeholders:?Projects involve various stakeholders who are interested in or are impacted by the project's outcome. Stakeholder management is essential for ensuring that their needs and expectations are considered.
11. Documentation:?Projects require documentation to track progress, decisions, changes, and lessons learned. Documentation helps in maintaining transparency, communication, and accountability.
12. Closure:?At the end of the project, there is a formal closure process that includes evaluating the project's success, delivering the final product or outcome, conducting post-project reviews, and transitioning any ongoing responsibilities.

Projects are integral to various fields, including business, construction, technology (where?agile?and?scrum?originated), research, and more. Project management principles provide a structured approach to planning, executing, and closing projects to achieve their intended outcomes successfully.

Now we clearly understand what a Project* is and how each part plays a part in its success.

In any Project, you must track and measure the performance. If you're the scheduler, you should monitor the scheduled performance. Especially if you're preparing shutdown or anything with assets, you're working with CMMS systems as they're accounting software. e.g. SAP, Pronto, Oracale etc. "I will show up in the book value, budgets and KPIs." It's not only good practice; It's how business works. "I didn't make the rules in accounting; however, if there are millions to be saved, monitor your processes and align them to the OKRs (Objective key results). Oh, and there is always money to be saved and found. "I am a Sherlock saver; you can always follow the trail.

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You may have heard the term "Business improvement." This is what a good specialist should also look at.?

Now, I've had to draw a line in the sand and pick a stat point as multiple calibre levels are reading here. However, it will be an excellent refresher for some heavy hitters. (You know, the ones with a fancy swivel chair and an actual mouse pad.)

Enough chin swinging; let us crack on.

In project management, a baseline is a snapshot of your project's initial plan.?

It includes the original scope, schedule, and cost estimates. Baselines serve as a benchmark against which you can track and measure the project's progress and performance.?

They provide a reference point to compare how the project is actually progressing, helping you identify any deviations or delays from the initial plan. Baselines are crucial for assessing the project's health, making informed decisions, and managing changes effectively.

Baselines in project management play a vital role in several aspects:

1. Performance Measurement: Baselines act as a yardstick to measure how the project is progressing. By comparing the actual progress against the baseline, you can assess if the project is ahead, on track, or falling behind schedule. This helps in identifying potential issues early and taking corrective actions.

2. Change Management: As the project unfolds, changes are inevitable. Baselines provide a reference point to evaluate the impact of proposed changes on scope, schedule, and cost.?

This enables better decision-making by understanding how changes might affect the project's overall objectives.

3. Variance Analysis: Comparing actual performance with baseline data allows you to calculate variances. Positive variances indicate areas where the project is performing better than planned, while negative variances highlight areas of concern that need attention.

4. Forecasting: Baselines assist in forecasting the future trajectory of the project based on historical data.?

This helps in predicting potential outcomes and adjusting plans accordingly.

5. Accountability and Communication: "Better meeting outcomes, aligned with OKRs" Baselines set clear expectations for project stakeholders.?

They provide a common reference point for discussions and communication among team members, clients, and other stakeholders. This transparency enhances accountability and reduces misunderstandings.

6. Project Control: Baselines act as a control mechanism, enabling project managers to monitor deviations from the original plan.?

This empowers them to make informed decisions and adjustments to keep the project on track.

7. Lessons Learned: (From the beginning, you can use 20 baselines)

Baselines capture the initial assumptions and plans.?

After the project is completed, comparing the final outcome with the baseline can provide valuable insights for future projects, aiding in continuous improvement.

Baselines provide a historical record of the project's planned state, allowing you to track progress, manage changes, and ensure the project's success.

?Types of Baselines:

Scope Baseline: This includes the project's scope statement, work breakdown structure (WBS), and project requirements.?

It outlines what's included and not included in the project.

Schedule Baseline:?This comprises the project schedule, including start and finish dates for tasks, milestones, and overall project duration.

Cost Baseline:?It encompasses the budgeted cost estimates for different project elements, activities, and resources.

2. Establishing Baselines:

Baselines are set at the beginning of a project, capturing the original plans and expectations.

They require approval from stakeholders to ensure everyone agrees on the project's initial scope, schedule, and budget.

3. Baseline vs. Actual Comparison: "This is great for meetings."?

Regularly compare actual project performance with baseline data to identify any discrepancies.

Variances can be calculated for scope (scope variance), schedule (schedule variance), and cost (cost variance).

?Variances can be positive (under budget, ahead of schedule) or negative (over budget, behind schedule).

4. Change Control:

When changes occur, evaluate their impact on the baseline.

A formal change control process helps assess whether changes align with project objectives and whether they should be approved and implemented.

5. Performance Reporting: "Avalabile is the report tab in Project., no need for add-ons."

Baselines provide a foundation for progress reports and performance metrics. Reports show how the project is tracking against the initial plans, highlighting areas of concern and success.

6. Forecasting and Trend Analysis:

Baseline data can be used to project future performance trends, enabling better decision-making and resource allocation.

7. Rebaselining:

In cases where significant changes occur, a project might need to be rebaselined to reflect the new reality. Rebaselining should be done carefully, considering the impact on stakeholders, schedules, and budgets.

8. Lessons Learned and Auditing:

After project completion, comparing actual outcomes with baselines helps identify lessons learned and areas for improvement.

Baselines also serve as a basis for project audits to ensure compliance with original plans.

Remember that baselines are foundational to effective project management. They provide a historical record, guide decision-making, and facilitate communication among team members and stakeholders.?

Project managers/ can navigate challenges and steer projects toward successful outcomes by keeping a close eye on the relationship between baseline and actual performance.

They enable project managers/schedulers to assess performance, manage changes, and communicate with stakeholders.

Project managers can proactively address challenges and ensure successful project outcomes by maintaining alignment between actual progress and baseline data.

1. Integrated Baseline:?If you run a budget, this is your big ticket item."

An integrated baseline combines scope, schedule, and cost baselines to view the project's planned performance comprehensively.

It ensures that changes in one aspect are reflected in the others, maintaining consistency.

2. EVM (Earned Value Management):?This is a great tool when working with vendor capacity resources."

EVM is a powerful technique that uses baselines to measure project performance.

It assesses the value of work performed against the value planned, helping to gauge if the project is on track, ahead, or behind schedule.

3. Baseline Adjustments:

Over the project's life cycle, minor adjustments to baselines might be necessary due to unforeseen circumstances or minor scope changes.

Major changes, however, should undergo thorough impact analysis and stakeholder approval.

4. Baseline as a Reference:

Baselines act as a reference point for project managers and stakeholders, aiding in decision-making. They help in determining if proposed changes align with the project's original goals.

5. Revising Baselines:

In dynamic environments, original baselines might become outdated due to shifting priorities or unforeseen challenges.

Regularly reviewing and updating baselines can align the project with current realities.

6. Baseline Tracking Tools:

Project management software (e.g., Microsoft Project) helps create, manage, and track baselines.

These tools allow for real-time monitoring of actual progress against baseline data.

7. Communication Tool:

Baselines are a precise communication tool for stakeholders, providing a snapshot of what was agreed upon at the project's outset.

8. Risk Management:

Baselines serve as a basis for risk assessment and management.

Potential risks can be identified and mitigated by comparing current project performance to baselines.

9. Documentation and Legal Purposes:

Baselines serve as documented evidence of the initial project plan, which can be important for legal purposes or disputes.

10. Project Closure:

During project closure, baselines provide a basis for evaluating the project's overall success and lessons learned.

In summary, baselines form the cornerstone of effective project management.?

These tools are standard within MS projects; you don't need add-on software. You need to use the tools for project management effectively.?

Project managers/ can navigate challenges and steer projects toward successful outcomes by keeping a close eye on the relationship between baseline and actual performance.

They enable project managers/schedulers to assess performance, manage changes, and communicate with stakeholders.

Project managers can proactively address challenges and ensure successful project outcomes by maintaining alignment between actual progress and baseline data.

" If you don't track it, it's not a schedule. It's a project perception. Working with the brass tacks (the facts) is vital regarding KPIs and OKRs.?