Step 13 — Update the Schedule

Step 13 — Update the Schedule

Program updates are about the forecast, not the history. 

The program is a dynamic model and needs to accurately reflect the project’s progress and changing status. This is done by updating the status of the activities in the program at regular intervals. Frequency of updates will depend on the type of project and the project’s phase. 

A clear process for updating and reporting program progress and status against the agreed baseline should be established early on. 

Updating a program against an agreed baseline and reporting this information back to the project team provides a comprehensive means of monitoring the progress of the works and helps to:

  • Identify and mitigate variances and delays early

  • Re-plan and provide new forecasts for the remaining works

  • Provide a record of the impact of variations and scope changes

  • Substantiates the adequacy of the resources for the execution the works

Progress updates should include gathering information on the following items:

  • Physical progress of works (e.g., 4 out of 10 footings complete, physical completion = 40%)

  • Time related progress (actual start date, actual finish date, remaining duration or expected finish date).

  • Physical progress might not directly dictate the remaining duration or expected finish date. This is because many activities do not involve linear production or expenditure of man hours, and this is the reason why physical % complete and remaining duration should be de-linked in the program.

  • Variances to key milestones and specific reasons for variances along with proposed mitigation actions

  • Ongoing productivity and progress trends and the impacts of these trends on future durations

  • Validation of and changes to previous assumptions

  • Key issues, risks, and time saving opportunities related to the program

Program inputs and status updates should always be done in face-to-face meetings with those who are closest to the information. 

Check program progress and status updates against physical deliverables whenever possible.

Regular site walks are the best way of verifying actual progress of construction activities. This helps with identifying, understanding, and reporting the current issues, slippages, mitigation measures, assumptions, opportunities, and risks associated with the program.

Program revisions

Minor revisions

  • A minor revision is a revision that does not have a significant impact on the overall program. Typical reasons for minor revisions include:

  • More detailed information becoming available after the initial setup of the Project.

  • Letting of subcontracts resulting in alternative sequences of work within a works package.

  • Minor variations to the works.

  • Proposed alterations to work sequences to mitigate incurred delays (Contractor’s normal mitigation with no cost and resources impact).

Such changes should typically not require resetting of the Baseline program except when the change in work sequence significantly alters the critical / near-critical path and the baseline project end-date(s).

Major revisions

A major revision is a revision that has a definite impact on the overall program and / or significantly changes the schedule methodology, resulting in inaccurate progress reporting. 

Major revisions would typically be caused by:

  • Significant changes or additions to the scope of work.

  • Major variations.

  • Changes to contract completion dates.

  • Major delays to the works.

  • Instructed acceleration to the works.

  • Such revisions require re-establishment of a revised Baseline program.

← PreviousBack to Module 1Next →