How to Create a Schedule Baseline

A schedule baseline is the original version of the project schedule that has been reviewed and approved by relevant stakeholders, including the project manager, team members, and key decision-makers, and can be changed only through a formal change management process documented in a project management plan. A schedule baseline is used as a basis for comparison to actual project results, and includes baseline start dates and baseline finish dates for each task in a schedule.

You draft the schedule baseline based on the information from a project charter, schedule management plan, team charter (team assignments), scope baseline, and input from subject matter experts. Next, you collect input from the project team and client stakeholders at the kickoff meetings and requirements meetings. Shortly after the kickoff meetings and requirements meetings, you finalize the schedule baseline (and calendar and task boards, if applicable) based on the project team and client stakeholder's input.

Access our Schedule Baseline Template (includes examples)!

Steps for How to Create a Schedule Baseline

Keep reading to learn how to create a schedule baseline:

• Work Breakdown Dictionary (WBD)
• Sequence and Estimate Tasks
• Schedule Baseline
• Project Calendar and Task Board

Work Breakdown Dictionary

The first step to create a schedule baseline is to create a work breakdown dictionary (WBD). A WBD supports the work breakdown structure (WBS) and includes the description and assumptions for each deliverable, task, and sub-task. A WBD provides the project team with the HOW for project work. During the planning phase, you review the WBS, and then document the description and assumptions for each deliverable, task, and sub-task in a document, spreadsheet, or project management software such as Microsoft Project, Smartsheet, Asana, Wrike, etc.

Ask the project team these questions to create a work breakdown dictionary:

• What is the definition or description for each task or sub-task?
• Who is responsible for each task? Will they be dedicated full-time or part-time?
• What other resources do we need for each task (e.g., personnel, equipment, materials)?
• What assumptions and constraints do we have for each task?
• What risks are associated with each task and how can we mitigate them?

Sequence and Estimate Tasks

Next, you determine the sequence and estimate durations for each task. The sequence tells the project team the order in which they should complete the tasks, while the estimate durations tell the project team how long it should take them to complete each task.

During the planning phase, you review the tasks and assumptions from the WBD and then sequences each task in a spreadsheet using a network diagram or project management software such as Microsoft Project, Smartsheet, Asana, Wrike, etc. To estimate the durations for each task, you can use historical data from earlier projects, or collect input from subject matter experts.

Ask the project team these questions to confirm the sequence for tasks:

• Which tasks do we need to complete before other tasks can start?
• What are the dependencies between each task?
• Are there any tasks that we can work on in parallel to save time?
• Are there any critical paths in the project that we must carefully manage to avoid delays?

Ask the project team these questions to confirm the estimates for each task:

• What tools or methodologies should we use to estimate task durations (e.g., expert judgment, analogous estimating, parametric estimating)?
• Have similar tasks been executed in earlier projects, and can we that historical data to estimate durations?
• What are the expected durations for each task? How long will it take us to complete each task?
• How will we mitigate uncertainties or risks in task durations estimates?

Schedule Baseline

Finally, you create the schedule baseline. During the planning phase, you use the WBS, WBS dictionary, and sequenced and estimated tasks to finalize the schedule baseline by assigning resources to each task, determining the critical path in the schedule, and performing risk analysis to evaluate the probability and impact of risks and identify potential mitigation strategies (e.g., add additional lead or lag durations to non-critical tasks to balance resource usage or manage uncertainties or delays).

After you create the schedule baseline, you present the schedule baseline to all relevant stakeholders, including team members and key decision-makers to obtain their approval and buy-in and ensure everyone involved is on the same page about how the work is being delivered.

Ask the project team these questions to create the schedule baseline:

• Have we included all the deliverables and tasks in the schedule baseline?
• Are the estimate durations for each task realistic and achievable based on available resources?
• Have we identified and considered all task dependencies and constraints?
• Have we considered all holidays, vacations, or potential resource unavailability?
• Did we include proper lead or lag time to handle uncertainties and risks?
• Has the project team and relevant stakeholders reviewed and validated the schedule baseline for accuracy?

Project Calendar and Task Board

Now that the schedule baseline is created, the project team may want to create a project calendar or task board view of the schedule. Some folks appreciate a calendar view or a task board view of their tasks, rather than a list or timeline view of their tasks. Note that most project management software includes the ability to view the tasks in list, timeline, calendar, or board view.

What's Next?

After you create the schedule baseline, you are ready to create the rest of the planning documents and execute on the work for your project.

Check out How to Plan Your Project for more information on the next steps to plan a project.

Check out How to Control Your Project’s Schedule (coming soon) for more information on how to manage your project’s schedule.