SOP: How to Save a Baseline in Microsoft Project Correctly
A Baseline is the original approved project plan. It saves the planned Start Date, Finish Date, Duration, Work, and Cost so you can compare planned progress with actual progress later.
Why Save a Baseline?
Without a baseline:
❌ You cannot measure schedule delays.
❌ You cannot track cost overruns.
❌ You cannot compare planned vs actual performance.
With a baseline:
✅ You can identify delays.
✅ You can track project performance.
✅ You can create professional reports.
Step 1: Complete Your Schedule First
Before saving a baseline, make sure:
All tasks are entered.
Task durations are assigned.
Task relationships (Predecessors) are linked.
Resources are assigned.
Milestones are created.
Project calendar is correct.
Rule:
Never save a baseline on an unfinished schedule.
Step 2: Review the Schedule
Check for:
Missing Durations
Example:
| Task | Duration |
|---|---|
| Excavation | 3 Days |
| Foundation | 5 Days |
| Columns | 4 Days |
Avoid tasks with:
0 days duration (unless milestone)
Missing finish dates
Broken Links
Go to:
Task → Inspect Task
Check whether every task has a logical relationship.
Example:
Excavation → Foundation → Columns → Beam
Resource Conflicts
Go to:
View → Resource Usage
Check for:
Overallocated resources
Red resource names
Fix conflicts before baseline.
Step 3: Save the Baseline
Go to:
Project → Set Baseline → Set Baseline
Select:
Set Baseline
Entire Project
Click:
OK
Microsoft Project now stores:
Baseline Start
Baseline Finish
Baseline Duration
Baseline Work
Baseline Cost
Step 4: Verify the Baseline Was Saved
Insert these columns:
| Column |
|---|
| Baseline Start |
| Baseline Finish |
| Start |
| Finish |
You should see:
| Task | Baseline Start | Start |
|---|---|---|
| Excavation | 01-Jun | 01-Jun |
If Baseline Start and Baseline Finish contain dates, the baseline was saved successfully.
Step 5: Display the Baseline in Gantt Chart
Go to:
View → Gantt Chart
Then:
Format → Baseline
Check:
☑ Baseline
You will see:
Gray bars = Baseline Plan
Blue bars = Current Schedule
This lets you compare planned vs actual progress visually.
Step 6: Start Tracking Progress
As the project progresses:
Update:
% Complete
Actual Start
Actual Finish
Actual Work
Microsoft Project will automatically compare actual performance against the baseline.
Common Mistakes to Avoid
Mistake 1: Saving Baseline Too Early
❌ Schedule not finished
❌ Resources not assigned
Result:
Baseline becomes inaccurate.
Mistake 2: Re-Saving Baseline Every Week
❌ Do not overwrite the original baseline.
The original baseline should remain unchanged.
Use:
Project → Set Baseline → Baseline 1–10
for revisions.
Mistake 3: No Approval Before Baseline
A baseline should be saved only after:
Client approval
Management approval
Team agreement
Professional Construction Workflow
Planning Stage
Create WBS
Enter tasks
Assign durations
Link tasks
Assign resources
Review schedule
Approval Stage
Obtain approval
Save Baseline
Execution Stage
Update progress daily/weekly
Compare Actual vs Baseline
Analyze delays
Take corrective action
Simple Rule to Remember
Plan → Review → Approve → Save Baseline → Track Progress