Re-baselining activities that are W.I.P.

[Rob Green]

I'm interested in the techniques other planners use when confronted with the task of re-baselining activities that are in-progress. Re-baselining may be the result of re-rating labour costs, scope variation or a major re-plan.

[harrywaldron]

The process of going back to the drawing board can occur for several reasons, as often business or project situations are dynamic in nature. Here are a few things I've used in my own experiences:

1. If you're using MS Project or other software, be sure to SAVE a "baseline" of the current plan for historical purposes, lessons learned review, for backup purposes, etc.

2. Devote quality time to replanning, rather than jumping into the execution phase. The period of planning shouldn't require a lot of time, but a good planning focal point can help in defining tasks and ensuring a more orderly approach in the execution phase.

3. Communicate to everyone (including executives and stakeholders) the new plan so that project principals aren't surprised later.

4. Encourage the team as they'll need it in making changes and adjustments to what they were doing. Sometimes, small things like a company sponsored luncheon, pizza party, etc., can help folks know they are appreciated and get them re-energized for the new tasks ahead.

5. Document the revised or new plan well and include it as part of the communication effort, including any new costs, delivery dates, scope changes, etc.

[Mark V. Smith]

I know of a PMO mgr who didn't include one dev group in discussions of schedule changes because the changes weren't in their area. They were working in relaxed but productive fashion when they independently discovered to their horror that they were suddenly the critical path and all eyes were on them. They weren't notified of the changes, they just found out on their own. Then a big communication mess ensued requiring group meetings to smooth the damage from perceived disrespect of the group, etc.

Communicate before,
Communicate during,
Communicate after.

Just like in speech class years ago:
Tell 'em what you're gonna tell 'em,
Then tell 'em,
Then tell 'em what you told 'em.

[Mark V. Smith]

I view a re-baseline as simply a document manifestation of decisions already made and approved through the change control process. Change control should already involve all the analysis, communication, and approval (did I mention communiction?) taking into account the trauma caused by the changes. The new baseline is a sort of version control on the affected plan that simply announces "This is the official version of the plan that reflects all the changes we previously discussed and agreed to." You might say it is another form of communication? I guess I kind of assume by default that a re-baseline will be on work in progress since it happens after the approved plan. It doesn't have to be I suppose.