How to Use Project Baselines in Project Insight

Project Insight allows project managers and project schedulers to save an approved project plan as a baseline, then compare that baseline with the current scope, cost, schedule, and resource assignments. Baselines help teams identify how a project has changed since the original plan was approved.

Best for: Project managers, project schedulers, PMO teams, and stakeholders who need to compare an approved project plan with current project performance.

What Is a Project Baseline in Project Insight?

A project baseline is a saved version of the project plan at a specific point in time. It preserves the original project information so the team can compare it with the current plan later.

Baselines can help teams evaluate changes to:

• Project scope
• Project cost
• Task schedules
• Resource assignments

Project Insight does this by preserving the approved plan separately from the live project data. As the current plan changes, the baseline remains available for comparison.

When Should You Create a Project Baseline?

Create a baseline after detailed project planning is complete and the plan has been approved. The initial baseline should normally be saved before project execution and control activities begin.

You may also create another baseline when:

• A client approves a scope change that requires re-baselining
• The project plan is formally revised
• Your organization requires a new baseline at a specific approval point
• Another approved version of the plan needs to be preserved

Baselines can only be created by project managers or project schedulers assigned to the project.

For instructions on creating and saving a baseline, review the Project Baseline setup article.

Can a Project Have Multiple Baselines?

Yes. You can create as many baselines for a project as your team needs. Each baseline represents the project plan at a different point in time.

For example, one baseline may represent the original approved plan, while another may reflect an approved client scope change.

Give every baseline a descriptive name so users can understand why it was created.

• Original Approved Plan
• Phase Two Approval
• Client Scope Change
• Revised Schedule

How Do You Set the Current Baseline?

When a project has multiple baselines, one baseline is designated as the current baseline. The current baseline is the version Project Insight uses when baseline information is enabled on project views.

1. Open the project’s saved baselines.
2. Find the baseline you want to use for comparison.
3. Select Set as Current.
4. Confirm that the selected baseline is marked as current.

Before reviewing baseline data, verify that the correct baseline is set as current.

How Do You View a Baseline on the Task List?

The Task List can display the current task information and the baseline information together. Project Insight does this by adding a separate gray baseline row beneath each task.

1. Open the project Task List.
2. Select Filters.
3. Select More Filters.
4. Enable the option to show the baseline as a separate row.
5. Select Refresh.
6. Review the gray baseline row beneath each task.

The gray text represents the saved baseline data. The standard task row represents the current project plan.

For example, comparing the two rows may show that a resource assignment has changed since the baseline was created.

How Do You View a Baseline on the Gantt Chart?

You can also display baseline information on the project Gantt Chart. This view helps users visually compare the approved schedule with the current project schedule.

1. Open the project Gantt Chart.
2. Open Filters.
3. Enable the option to display baseline information.
4. Refresh the Gantt Chart.
5. Compare the gray baseline information with the current schedule.

The gray baseline data shows the original schedule alongside the current task schedule.

How Do You Include Baselines in Project Reports?

Project Reports can include either the current baseline or all saved baselines. Project Insight does this by displaying baseline information as gray rows alongside the current project data.

1. Open the applicable Project Report.
2. Open Filters.
3. Choose whether to include the current baseline or all baselines.
4. Add the baseline columns needed for the report.
5. Refresh or run the report.
6. Review the gray baseline rows alongside the current project data.

Use the current baseline when reporting against the primary approved plan. Include all baselines when you need to review multiple versions of the project plan.

What Common Project Baseline Mistakes Should You Avoid?

Creating the Baseline Too Early

Do not create the primary baseline before detailed planning is complete and approved. Otherwise, the baseline may not represent the plan stakeholders agreed to follow.

Creating the Baseline After Work Begins

Save the initial baseline before project execution and control activities begin. Waiting until the project is already underway may reduce the value of the comparison.

Using Unclear Baseline Names

Avoid generic names that do not explain why the baseline exists. Use descriptive names that identify the approval stage, scope change, or revised plan.

Reviewing the Wrong Current Baseline

When multiple baselines exist, confirm which one is set as current before reviewing the Task List, Gantt Chart, or reports.

What Do Project Baselines Help Teams Accomplish?

Using project baselines in Project Insight helps teams:

• Compare the approved plan with current project activity
• Identify schedule, scope, cost, or assignment changes
• Support project status and variance reviews
• Preserve multiple approved versions of a project plan
• Explain changes to stakeholders or clients
• Report against the correct approved baseline

Project Insight does this by keeping the saved baseline data available while the live project plan continues to change.

Related Questions

Who Can Create a Project Baseline?

Only project managers and project schedulers assigned to the project can create baselines.

Which Baseline Appears on Project Views?

The baseline marked as current appears when the view is configured to display current baseline data.

Can You View More Than One Baseline in a Report?

Yes. Project Reports can be configured to include the current baseline or all project baselines.

How Is Baseline Data Identified?

Baseline data appears in gray when displayed as a separate row on supported project views and reports.

Should You Create a New Baseline After a Scope Change?

Create another baseline when an approved scope change should formally replace the previous plan for future comparisons.

Related Project Insight Resources

• Learn how to create and save a Project Baseline
• Contact Project Insight Support 
• [Related article: How to Use Filters in Project Insight]
• [Related article: How to Use the Project Insight Gantt Chart]
• [Related article: How to Create Project Reports in Project Insight]

How Do Project Baselines Work in Project Insight?