EOT without approved Baseline

Managing Extension of Time (EOT) Without an Approved Baseline

Today’s topic addresses a common scenario in projects: submitting an extension of time (EOT) when the baseline schedule is not yet approved. Let’s delve into how to navigate this situation effectively.

today’s question is very nice and actually, we might face this scenario in our projects the question is my baseline is not yet approved and some delays happen to the project because of the client can I submit an extension of time without an approved baseline?

Understanding the Importance of Baseline Approval

First and foremost, it’s crucial to understand why your baseline schedule is not approved. The primary focus should be on expediting the approval process to establish a solid foundation for project planning and management.

Steps to Obtain Baseline Approval

1. Define Baseline Strategy: Study the project thoroughly and collaborate with the project team to establish a baseline strategy, including a Work Breakdown Structure (WBS).
2. Communicate with Stakeholders: Engage with both the project team and the client to ensure alignment on the proposed baseline strategy. Seek verbal or written approval for the WBS before proceeding further.
3. Act Promptly: In the face of complex project requirements, act swiftly to develop the baseline schedule using modern technological tools to expedite the process.

Submitting EOT Without an Approved Baseline

If you find yourself needing to submit an EOT without an approved baseline, consider the following steps:

1. Engage with the Client: Approach the client or consultant to discuss potential delays and explore avenues to approve the baseline promptly.
2. Ensure Transparency: Acknowledge any weaknesses in your position due to the absence of an approved baseline. Emphasize transparency and a collaborative approach to address project delays.
3. Submit Revised Baseline: If unable to secure baseline approval immediately, submit the latest version of the baseline schedule along with the EOT claim. This serves as a basis for negotiation and facilitates progress discussions.

I don’t know how to get my baseline approved! so let me quickly go through this topic and tell you what you need to do to get your baseline approved.

First of all, you need to know how to do the baseline. So you need to study the project very well, and then you need to sit with the project team and ask them about the overall strategy of how we can execute the project whether we are going to divide it into zones, areas, etc.

How we are going to deal with different activities and then you will have some kind of WBS work breakdown structure and this is the most likely will happen in your project.

Importance of Baseline Approval for EOT

In summary:

• Preferred Scenario: Aim to have the baseline approved before submitting any EOT claims to ensure a solid foundation for your request.
• Secondary Approach: If baseline approval is delayed, utilize the latest version of the baseline schedule for EOT submissions while actively pursuing approval.
• Maintain Transparency: Communicate the status of the baseline to stakeholders and prioritize efforts to obtain approval swiftly.

Now you need to take this WBS and go to your client or your consultant-client or consultant this is how I’m planning to do my schedule in terms of WBS do you have any issues with this one then you get maybe a verbal or written approval?

 Sometimes the client will ask you to submit the WBS first before submitting the baseline but the point is you need to communicate with the project stakeholders. So you as a planning engineer have your project team and you have your client you need to get both in the same picture.

Sometimes the project manager will insist on something that the client doesn’t approve of or doesn’t like, try to find a middle solution so the best scenario is your extension of time to get your baseline approved. 

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After you have approved WBS then you can go further and do your schedule, the second thing you need to consider, is you need to be very fast. I have too many activities I have to do cost loading resource loading, you need to be very fast.

The project is a mega project and I have too many activities and too many requirements for the schedule, you need to be very fast.

how to be very fast? use the recent technology!

We have something called power queries you can use to create your schedule, we have important exports, we have macros, and we have too many techniques that will help you to be very fast and very accurate in your work.

okay, what happened I don’t have an approved baseline what I will do?

if I were in your place the first thing I would do would go to my client, Mr client we have some problems in our schedule and we have some potential delays can we work out and approve our baseline?

By the way, your situation will be weak because the client might think oh now you know that there is a variation order coming or there is some suspension period or whatever so you will design your baseline to show the maximum delays and don’t blame anyone blame yourself only on this one because you don’t have your baseline approved at the first place.

So the first thing you need to do or the best scenario is to go to your client or consultant and try to get your baseline approved.

let’s say that you couldn’t succeed with this one, your project manager or your team is asking you to submit for us an extension of time as soon as possible with whatever you have. so let’s say you submitted version two or version three of your baseline schedule which is not yet approved, or maybe the consultant or the client didn’t reply so you submitted the baseline but you didn’t get an answer yet.

So in that case, you can base your extension of time on this version. The client might reply that your baseline is not yet approved so you cannot submit an extension of time then you have a stronger position to have some pressure on your client to get your baseline approved.

So to summarize what we talked about the best scenario is to have your baseline approved so you are now on the safe side you can submit whatever extension of time you want and you have a very solid base to work on it. okay, we couldn’t get our baseline approved, try to get it approved before you submit your EOT claim. 

If you can’t do this step then you have no choice but to submit the extension of time claim based on the latest version you have.

By the way, if you are reporting or you are sending reports based on some baseline let’s say you are sending updates weekly update based on some baseline you can use it because you can, later on, argue that okay I’m using this version of the baseline since 2, 3, 4 reports so this is the latest version of a baseline schedule I have.

Then the client might come back and tell you, oh but this is not approved tell him or her okay let’s fix it. What are your comments let’s make it final and get it approved.

Conclusion

While obtaining baseline approval is ideal, circumstances may necessitate the submission of an EOT without it. Prioritize communication, transparency, and prompt action to navigate this scenario effectively and ensure the successful management of project delays.

If you get your baseline approved, here is an EOT Course to get your EOT Approved

Do you want to learn more about Planning? Check our special courses: Planning and Scheduling Courses

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