Working with Multiple Project Baselines

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I wrote a guest post about multiple project baselines for Erik Van Hurck’s blog, The Project Corner. Follow the link to learn about the contest we’re running: we’re giving away two copies of my books. Here’s the post:

A baseline is the key to staying on top of where your project is compared to where it should be. When you set a baseline in Project (you can set up to 11), the program takes a snapshot of schedule and cost values, which you can then use to see how current values compare to what you originally planned. What can you do with Project’s baselines? And how do you view them when you have more than one?

Saving more than one baseline comes in handy in several situations. Suppose you incorporate a big change request into your project plan. Keeping your original baseline is a good idea, especially when you want to answer stakeholder questions about why the big difference from the original dates and cost. At the same time, you can use the new baseline with the change request to track performance for the plan with the change request in place.

An additional baseline might be called for when a project experiences other types of changes: stakeholders dramatically increase or decrease the project scope or a higher priority project puts yours temporarily on hold. The original baseline values no longer produce meaningful variances, so you need a new baseline that reflects the revised schedule and cost.

Multiple baselines can also help document trends over time. Suppose your project has fallen behind schedule and you implement a recovery strategy. You can keep the original baseline, but set a new one using the values in place before you start the recovery. That way, you can compare your original variances to recovery variances to see whether your course correction is helping. Another way to evaluate trends is to add baselines at key points in a project, such as at every fiscal quarter or perhaps at the end of each phase.

Setting Multiple Baselines

If you’re going to use multiple baselines, it’s a good idea to store a second copy of your original baseline, for example, to Baseline 1 fields. That way, you have a copy of the original baseline for posterity. At the same time, you can keep your most recent baseline in Project’s Baseline fields, so it’s easy to see the variances from your most recent baseline in the default Variance fields.

Here’s how to set multiple baselines while easily keeping track of variances for the most recent one:

  1. Head to the Project tab’s Schedule section, and choose Set Baseline –> Set Baseline. The Set Baseline dialog box opens.
  2. In the “Set baseline” drop-down list, save your first baseline by choosing Baseline1.
  3. Make sure the “Entire project” option is selected. This option saves baseline values for the entire project, which is what you want the first time around.
  4. Click OK. Project stores the current values for start, finish, duration, work, and cost in the corresponding fields, such as Baseline1 Start, Baseline1 Finish, Baseline1 Duration, Baseline1 Work, and Baseline1 Cost.
  5. Immediately repeat steps 1 through 4 to save the original baseline a second time, but this time as Baseline.

When you open the Set Baseline dialog box after saving at least one baseline, the “Set baseline” drop-down list shows the last saved date for the baseline. For example, baselines that have been set have “(last saved on mm/dd/yy)” appended to the end of their names, where mm/dd/yy is the last saved date for that baseline.

If you try to set a baseline that has already been saved, Project warns you that the baseline has been used and asks if you want to overwrite it. Click Yes to overwrite the baseline’s existing values (for example, if you’ve used up all 11 baselines and want to reuse an older one). If you don’t want to overwrite it, click No, and then, back in the Set Baseline dialog box, select a different baseline.

When you’re ready to save another baseline, here’s what you do:

  1. In the Project tab’s Schedule section, choose Set Baseline –>Set Baseline.
  2. In the “Set baseline” drop-down list, choose Baseline2 to permanently save the second baseline. Make sure the “Entire project” option is selected, and then click OK.
  3. Immediately save the current project schedule again as Baseline. That way, The Variance fields like Start Variance, Finish Variance, and Cost Variance show the variances between your current values and those for your most recent baseline.

Note: For each additional baseline, save the project schedule once as Baseline and once as the next empty baseline.

Viewing Multiple Baselines

When you want to compare your current progress to your most recent baseline, Tracking Gantt view is perfect. It shows colored task bars for the current schedule above gray task bars for the baseline start and finish dates.

A Tracking gantt view with one baseline

However, if you save more than one baseline, you may want to view them simultaneously so you can compare performance from one to the next. Multiple Baselines Gantt view displays different color task bars for Baseline, Baseline 1, and Baseline 2. To display this view, in the View tab’s Task Views section, choose Other Views –>More Views. In the More Views dialog box, double-click Multiple Baselines Gantt. Multiple Baselines Gantt shows task bars for only Baseline, Baseline1, and Baseline2. It doesn’t display task bars for the current schedule.

A Gantt chart with multiple baselines visible

To see different baselines or more baselines, you can modify your view in several ways. From the ribbon, you can display any baseline you want in any Gantt Chart view. Display the Gantt Chart view you want and then choose the Format tab. In the Bar Styles section, click the Baseline down arrow, and then choose the baseline you want to display. For example, if you display Tracking Gantt view, by default it uses Baseline for the baseline task bars. However, if you choose Baseline2 in the Format tab’s Bar Styles Baseline menu, the baseline task bars reflect Baseline2’s dates.

But what if you want a view to show task bars for Baseline1 through Baseline4 to evaluate trends over time? In that case, you can modify the view definition to do just that.

  1. Copy Multiple Baselines Gantt view and give it a name like FourBaselines. (With Multiple Baselines Gantt view displayed, in the View tab’s Task Views section, choose Other Views –>More Views. In the More Views dialog box, click Copy, type a new name in the Name box, and then click OK. Back in the More Views dialog box, click Close.
  2. On the Gantt Chart Tools | Format tab, in the Bar Styles section, click Format –>Bar Styles. The Bar Styles dialog box opens.
  3. Select the row for the task bar you want to duplicate (for example, Baseline2), and then click Cut Row.
  4. Before you do anything else, click Paste Row to insert the cut row back where it was originally.
  5. Select the row below where you want to insert the copied row, and then click Paste Row again. Project inserts another copy of the row immediately above the row you selected.
  6. Edit the new row’s Name, From, and To cells to match the baseline you want to show. For example, to display Baseline3, change the name to include Baseline3, and then, in the From and To cells, choose Baseline3 Start and Baseline3 Finish, respectively.
  7. On the Bars tab in the lower half of the Bar Styles dialog box, choose the shape and color you want for the bar. Baseline1, Baseline2, and Baseline3 already use red, blue, and green, so choose a color like teal, orange, or purple. In the Shape box, choose a top, middle, or bottom narrow bar.
  8. If you’re including more than three baselines in Multiple Baselines Gantt view, you have to add a second task bar row to the view. In the Bar Styles dialog box, in the task bar’s Row cell, type 2 to tell Project to place the baseline’s task bar on a second row in the Gantt Chart.
  9. Repeat steps 3 through 8 to create task bars for split, milestone, and summary tasks for the baseline.

Here’s what the bar styles definitions look like when you add another baseline to the view:

Picture of the barstyles for baselines

And here’s what the view looks like with more than three sets of baseline bars.

The multiple baseline gantt chart with an explanation of the bars

What About Interim Plans?

The Set Baseline dialog box has a second option: “Set interim plan.” Unlike Project baselines, interim plans save only start and finish dates, not duration, cost, and work. Interim plans are a holdover from earlier Project versions, when the program offered only one baseline.

Even with the 11 baselines that Project now offers, interim plans may come in handy. If you import a project schedule from Project 2002 and earlier (it could happen), any additional baseline information ends up in interim plan fields (Start1/Finish1 through Start10/Finish10). You can copy that data from the interim plan Start and Finish fields (Start2/Finish2, for example) into baseline fields like Baseline2.You can also save interim plans as partial baselines in between the full baselines you save.

Don’t forget: for a chance to win a copy of one of my books, visit Erik Van Hurck’s blog, The Project Corner.

Git ‘em done!

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todo_listAt a recent work reunion lunch, two of my former colleagues looked at me sheepishly as they confessed that they hadn’t made any progress on their respective book ideas since the last time we met. Yeah, like I get everything done that I intend to…but their confessions did make me reflect on some of my self-motivational tricks.

Sometimes, my workload looks like an unfortunate wild pig in an anaconda’s belly (except that, unlike the snake, I don’t get to rest for weeks afterward without additional input). My ability to chew through work isn’t due to genius, drugs, output of minions, or Santeria spells. Deadlines are a huge motivator for me and, hooboy, do publishers have deadlines.

However, I also have a few tricks that help me git ‘em done. If some of your New Year’s resolutions are starting to smell overly ripe, maybe one of these techniques will help.

1. Break a big project down into pieces.

Big projects can be scary: write a book, revamp a website, end world hunger, stop the zombie apocalypse.

Don’t let the big picture paralyze you. Take a sledgehammer to a big project and break it into pieces that aren’t scary. You don’t have to do everything at once. You don’t even have to build a plan in one sitting!

  • Start by jotting down what you know about your project.
  • Write down what you don’t know but need to find out.
  • Any time you think of something else (a task, goal, result, and so on), add it to your notes. (Use your favorite tool to store this stuff: a word processing document, spreadsheet, a spiral bound notebook, an electronic notepad, whatever.)
  • Once you have some manageable project to-dos http://www.bonniebiafore.com/productivity-hack-6-all-i-have-to-do-is/, add them to your to-do list (read tip #2 for the how-to).

Hint: If you aren’t ready to tackle a big project, don’t force it. Add an entry for the entire project to your to-do list (tip #2), so you don’t forget about it. If the project is something you can’t put off, like preparing your tax return, then hammer away (and give yourself small rewards after you finish each small step).

Here’s how I tackled modernizing my web site (which, by the way, had been on my list for about four years). I was a tad overwhelmed by what’s changed online since I first set up my website: Web 2.0, search engine optimization, responsive web pages, and so on. So I started by finding someone to help me. I have a lot of friends with web pages, so I asked around. Scott Baird (scott@bairdllc.com) was the unlucky, but very competent soul I chose to work with.

A few phone calls and emails were all it took to come up with project to-dos: choose a Word Press template, plan the new layout, build the site, add content, review, test, and tweak. Scott recommended a few templates to consider (out of tens of thousand), so that step wasn’t too bad.

My next to-do was more involved: I had a good idea of the web pages I wanted, but I needed to figure out how I wanted each page laid out and gather the content for each one. I tackled this task one web page at a time. It went something like this:

  • Create a Word document for my notes.
  • Add a heading for a page.
  • Write up notes about the page layout.
  • Edit the notes.
  • A sip of wine.
  • Edit the notes some more.
  • Another sip of wine.
  • Copy existing content into the file.
  • Track down links to insert.
  • Another sip of wine.
  • Find the images to include, copy them to a folder, and add the image filenames to the doc.
  • Some more wine.
  • Continue until too tired, bored, or tipsy to do more.
  • Rinse and repeat on following days until all the pages were done.

I used the same technique for my review. Small doses of reviewing each page and documenting the changes needed. Scott made a lot of the changes initially. As the tweaking continued, I edited more so I learned how to maintain my site.

All told, it took about three weeks — an hour or two each day — to complete the work. If you’re trying to cut back on your wine consumption, the next tip shows you how to coax yourself into gittin’ your to-dos done.

2. Pester yourself.

Have you ever been harried by someone impatiently waiting for you? A small child in a snowsuit in desperate need of a bathroom, for example. You do whatever it takes to get them out of your hair, off your back, or out of your back hair for that matter.  Keeping to-dos in view is one way to apply that same kind of pressure. You may be surprised how much you get done just for the sake of shortening that list.

The reminder tool I use is a Windows 7 electronic sticky note on my computer monitor. I throw everything into one note that sits at my primary monitor’s top-right: work, personal, important non-urgent stuff, honey-dos without a honey to do them, and fun stuff like learning Italian, playing the accordion, or training the neighborhood mountain lion to fetch. (Only one of these fun things is on my actual to-do list.)

I add, delete, revise, and rearrange to-dos as often as I want. I move to-dos with looming deadlines closer to the top of the list. The ones at the top tickle my attention: “Hey! How about now?” I sometimes knock out a simple to-do, because crossing something off my list gives me a boost of energy, which can kick-start a tougher to-do. I delete to-dos when they’re done (or I decide I don’t need to do them anymore).

Remember tip #1 and those projects that aren’t ready for primetime? Put them in the bottom half of the list. They might sit there a while like my website modernization. I scan the entire list several times a day, and eventually, those projects’ time will come.

What if you aren’t chained to your computer? Take a photo of your sticky note to-do list with your smartphone. If you have some spare time while you’re out and about, dig into one of your assignments, which leads into the next tip…

3. Carry a notepad at all times.

Reporters and cops carry notepads and you should, too. If you remember something you forgot to add to your list, write it down. If the perfect chapter opener comes to you, write it down. If you’re in line at the department of motor vehicles, write a whole damn chapter.

For something really quick like that perfect chapter opener, turn on your phone’s voice recorder and record it. A notepad app on a smartphone will do in a pinch. My issue with smartphone notes is that typing intelligible notes on a phone keyboard demands so much concentration I might forget some of what I wanted to document.

4. Get colleagues to apply pressure.

Let’s get back to my former colleagues who were embarrassed by their lack of progress. I wasn’t calling them every week asking “How’s it going? Are you done yet?” But they felt guilty about not making progress, because they had told me about their plans. Committing publicly to goals can be a powerful motivator.

If you aren’t living at home with your mother keeping after you to get things done, invite cohorts to help. It’s a win-win. Everyone in the group feels peer pressure to do what they told the group they would do. (Face-to-face is ideal, but Google Hangouts, conference calls, and even email exchanges can work, too.)

Each person commits to goals and timeframes. Then, at meetings, each person talks about what they’ve done, what they haven’t done, and what they’re going to do about it. Another plus, members can help each other get unstuck by answering questions, making suggestions, or holding an intervention.

OK, enough. *My* to-do list is peeking from behind my document window and I feel the urge to get something done.

The Gravitational Pull of a Caloric Black Hole

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I was going to talk about how to get things done for my first post of the year, but 2014 is when I balance work and fun. So I’m starting things off with a tale of the calorically dense foodie delight that I cooked on New Year’s Day: Butternut Squash Duck Confit Wraps with Brown Butter Sage Sauce.

Several years ago, I had ravioli filled with butternut squash and duck confit, and I’ve been salivating over them ever since. I had some duck confit in the freezer left over from last year’s duck cassoulet. So I decided to give the ravioli a try.

Fat overload #1. I tracked down a butternut squash ravioli recipe.  (I have become a huge fan of Emeril Lagasse. I’ve made quite a few of the recipes he’s posted on the Food Network and they are all fabulous.) The pureed butternut squash is to die for. It has heavy cream, Parmagiano-Reggiano grated cheese, and butter, so it’s delicious, although not particularly healthy.

Fat overload #2. I thawed the duck confit, shredded it, and fried it until it was nice and crispy.

Fat overload #3. The brown butter sage sauce. I grow sage in my balcony garden each summer and then freeze the leaves in September. This sauce is also great on salmon. I like to cook the sage leaves until they’re crispy.

I still don’t have a pasta maker or a ravioli tray. But I did have chapati bread in the freezer. So, I lightly toasted some chapati in a frying pan, then added some squash and confit, rolled them up, and dipped them in the sage sauce. Yummmm.

I know. I know. It’s time to cleanse. Keep this recipe on hand for a special occasion.