5 Things to Know: A Checklist for Project Construction Baseline Schedules & Best Practices

Completing a project on time and managing risks are essential to a project’s success. That’s where a well-prepared project construction baseline schedule is absolutely necessary.

1. What is a project construction baseline schedule?
   1. The contractor’s planning timeline to complete the project in compliance with the contract documents at the time of bid.
2. Why is it important?
   1. Shows when the work occurs, the sequence of the work, and how long the activities will take to complete.
   2. Helps the contractor properly plan and execute the work cost-effectively.
   3. Helps manage project risks and get the project completed on time.
3. Who uses the schedule?
   1. The contractor, owner, and all other team members, such as subcontractors.
4. Who develops the schedule?
   1. The contractor makes the schedule according to construction planning, the contract specs, along with input from subcontractors who bid on the project. Additionally, the owner gives feedback and input, making it a collaborative effort. It may take several revisions to finally agree upon an approved baseline schedule.
5. What information is in the schedule?
   1. Adequate details to address the required construction effort. For example, each building component, or mechanical, electrical, or structural systems, should have its own series of work activities.
   2. Risks that may impact critical milestones and how those risks are modeled and addressed in the baseline schedule. For example, clearly indicate when owner-furnished equipment is needed at the jobsite. If the owner-furnished equipment is late, the risk is that the project may be delayed.
      

Important tips for owners & contractors when developing & approving a baseline schedule:

• Owners should provide clear scheduling requirements in the specifications. Contractor should provide adequate details in the schedule. Owners should then verify that the contractor’s schedule is in full compliance with the specifiations.
• The contractor should prepare a baseline schedule narrative that explains the planned work sequencing, work areas, schedule restrictions, and assumptions. For example, if different work calendars are used in the planning, the contractor should explain why those calendars are used. Details need to be provided in order for a reviewer to understand what assumptions were used to develop the schedule.
• Contractors should avoid using constraints and lags in the scheduling software. These scheduling techniques often hinder an analysis of the longest path (or critical path) of the work. The contractor should model activities with logic and durations that drive the milestones rather than using constraints.
• Both the owner and the contractor should agree what activities comprise the critical path. Later in the project, it is difficult to determine whether the critical path of the project is being delayed when there were flaws in the initial logic.

In conclusion, a properly prepared project baseline construction schedule provides an important tool in managing risks and achieving timely completion. Several key considerations during the development
and approval of the baseline schedule include:

• The baseline schedule is in compliance with the scheduling and work sequence specifications.
• It contains adequate details of the construction effort.
• The schedule addresses the risks perceived by both the owner and contractor.
• A detailed written narrative is provided explaining the assumptions and the basis for the schedule.
• It portrays the critical path without the use of lags or constraints.