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 there are some delays that happen to the project because of the client can I submit an extension of time without an approved baseline?
Okay so in order to answer this question I would like to start from the beginning, first of all why your baseline is not approved? before answering the question of how we can submit an extension of time without an approved baseline I would like to stress the point that the first thing you need to do and you need to focus on it is to get your baseline approved as soon as possible.
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.
Now you need to take this WBS and go to your client or your consultant Mr client or Mr 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 in your extension of time to get your baseline approved. 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 export, 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 will do will 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 back so you submitted the baseline but you didn’t get an answer yet.
So that 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 in order 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 couldn’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?
so the extension of time will be perfect if your baseline is approved without any major comments. if you have an extension of time or a potential delay and yet your baseline is not approved try as soon as possible to make it approve or to get the approval. if you cannot do this one because maybe you send your baseline for approval and you didn’t get a reply yet, then you can use whatever baseline you are using for the reports.
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