Comparing planned and actual delivery dates

Compare an actual finish against the agreed baseline for the same deliverable and completion rule. For unfinished work, compare the current forecast against that baseline and label the difference forecast variance. A forecast is not an actual delivery date.

Keep each date's purpose clear

Record the deliverable, its baseline finish, current forecast, actual finish and reporting date. State what counts as delivered. If acceptance is required, an uploaded file is not the actual finish unless the agreed rule says that upload completes delivery.

Keep the original baseline identifiable. If an authorised change sets a revised baseline, label both versions and state which one the reported variance uses. A moved target should not erase the earlier comparison.

Calculate the variance

For completed work, subtract the chosen baseline finish from the actual finish. For open work, subtract it from the forecast finish. A positive number means later than that baseline; a negative number means earlier. State whether the calculation uses calendar or working days and which project calendar applies.

A deliverable with a baseline finish of 6 October and an accepted finish of 9 October in the same year finished three calendar days after that baseline. If acceptance was still pending on 9 October, that date could be a forecast or reporting date, but not an actual accepted finish.

Add the cause and consequence beside the number. An intermediate item can finish late without moving the final milestone. An item can appear on time because its scope changed. The variance alone does not explain either case.

Check the baseline used by the tool

In Microsoft Project, the Variance field compares planned and scheduled work using the Baseline and Work fields. It does not compare other baseline fields such as Baseline1 or Baseline2. This is a work variance, not a finish-date variance. Check which date field and baseline version your report uses.

Before distribution, compare a completed item, an open item and a changed item with their source records. Confirm their finish rules, dates and baseline versions.

Key Project Delivery Metrics in Australia