Efficient project management hinges on careful planning and continuous performance tracking. Whether you’re managing a construction project, software deployment, or marketing campaign, staying on schedule and within budget is crucial. One essential technique for achieving this is setting and tracking baselines in Microsoft Project 2019 Pro.

Baselines provide a snapshot of your project’s original plan, allowing you to compare actual progress against expectations. This blog will guide you step-by-step through setting, managing, and tracking baselines effectively in Project 2019 Pro.

What is a Project Baseline?

A baseline in project management is a fixed reference point that represents the original project plan. It typically includes:

  • Start and Finish Dates

  • Duration

  • Work

  • Costs

Once established, baselines act as the benchmark to assess project performance over time. Project 2019 Pro supports up to 11 baselines, offering flexibility for projects that evolve through different phases.

Why Setting a Baseline Matters

Setting a project baseline is more than a technical step—it’s a management necessity:

  • Performance Tracking: Measure actual progress against planned work.

  • Variance Analysis: Identify slippages and budget overruns early.

  • Accountability: Provides historical records for stakeholders and audits.

  • Data-Driven Adjustments: Make informed decisions based on quantified differences.

Without a baseline, you’re essentially managing without a roadmap.

When to Set a Baseline

Set a baseline after project planning is complete and before actual work begins. If changes occur later, you can update or set additional baselines to reflect new goals while preserving the original.

How to Set a Baseline in Microsoft Project 2019 Pro

Step 1: Open Your Project Plan

Ensure your task list, durations, dependencies, start/end dates, and resources are properly configured.

Step 2: Save Your Baseline

  1. Go to the Project tab on the Ribbon.

  2. Click on Set Baseline in the Schedule group.

  3. In the dialog box, select:

    • Set Baseline

    • Choose Baseline or Baseline 1-10 as needed.

  4. Under “For,” choose:

    • Entire project to apply to the whole plan.

    • Selected tasks if you’re only setting baselines for certain parts.

  5. Click OK.

✅ Your baseline is now saved. It records your project’s plan at that moment.

Tracking Progress Against the Baseline

Once work begins, tracking your project’s performance is key to staying on course.

Step 1: Enter Actual Data

Update your project with real progress:

  • Mark tasks as 25%, 50%, or 100% complete.

  • Input actual start/finish dates.

  • Log actual work hours and cost data.

Step 2: Compare Baseline with Actuals

Project 2019 allows you to visually and numerically compare actual performance with the baseline.

Use the Tracking Gantt View:

  1. Go to View tab.

  2. Select Tracking Gantt.

  3. This view overlays actual and baseline bars:

    • Gray bars represent the baseline.

    • Colored bars represent current data.

Add Baseline Columns:

  1. Right-click any column in Gantt Chart or Task Sheet.

  2. Choose Insert Column.

  3. Add columns like:

    • Baseline Start

    • Baseline Finish

    • Baseline Duration

    • Baseline Cost

  4. Compare them with their actual counterparts.

This gives a clear view of variances at the task level.

Analyzing Variances

Baselines are useful only if you analyze and act on deviations.

Common Variance Columns:

  • Start Variance = Actual Start – Baseline Start

  • Finish Variance = Actual Finish – Baseline Finish

  • Cost Variance = Actual Cost – Baseline Cost

  • Work Variance = Actual Work – Baseline Work

You can insert these columns the same way as baseline fields. High variances may indicate issues such as poor estimates, resource constraints, or scope changes.

Resetting or Updating the Baseline

Sometimes, project changes are significant enough to warrant a new baseline.

To Update an Existing Baseline:

  1. Go to Project > Set Baseline.

  2. Choose the same baseline you originally used.

  3. Check “Selected Tasks” if applicable.

  4. Click OK.

To Preserve the Original:

  • Use Baseline 1 to 10 to store revised plans while keeping the initial one intact.

This helps with historical tracking and phased comparison.

Reporting on Baseline Performance

Use Built-in Reports:

  1. Go to Report > Dashboards.

  2. Choose:

    • Project Overview

    • Cost Overview

    • Work Overview

  3. These reports highlight variances and progress, often including baseline data.

Customize Your Report:

  • Add baseline fields to your own reports.

  • Export to Excel for further analysis or visualizations.

Tips for Effective Baseline Management

  1. Communicate Before Baseline Setting – Ensure all stakeholders agree on the plan.

  2. Avoid Frequent Resets – Only reset baselines when scope changes are major and approved.

  3. Use Multiple Baselines – Track phases or re-baselines across long-term projects.

  4. Review Variances Weekly – Early detection can help correct course.

  5. Save Versions Separately – Save copies of your .MPP file before re-baselining for redundancy.

Use Case: A Realistic Scenario

Scenario: A software company plans a six-month app development cycle.

Initial Steps:

  • Set tasks, dependencies, costs, and resources.

  • Set Baseline after final approval.

Midway:

  • Some delays due to resource shortages.

  • Use Start Variance and Work Variance to identify where things went off track.

Final Phase:

  • Scope is expanded.

  • Set Baseline 1 for the new scope while keeping the original baseline intact.

Outcome:

  • Use reports to demonstrate delays, changes, and final performance vs. plan.

Common Mistakes to Avoid

Mistake Solution
Not setting a baseline Always set it before work begins.
Overwriting the original Use Baseline 1-10 for updates.
Ignoring variance data Review and analyze regularly.
Setting baseline too early Wait until planning is complete.
Inconsistent task entries Keep data clean for accurate tracking.

Conclusion

Baselines are not just features—they’re foundations. With Microsoft Project 2019 Pro, you can manage project baselines with accuracy and clarity. By setting, updating, and tracking baselines throughout your project lifecycle, you gain full control over delivery, cost, and timeframes.

Mastering baseline tracking not only keeps your projects on course—it enhances your reputation as a reliable project manager.

FAQs

Q1. How many baselines can I set in Project 2019 Pro?
 You can set up to 11 baselines: one main baseline and ten auxiliary ones (Baseline 1 to Baseline 10).

Q2. Can I delete a baseline?
 You can overwrite it, but Project 2019 Pro doesn’t offer a delete function. Use a backup copy to preserve the previous version if needed.

Q3. What happens if I forget to set a baseline?
 You won’t be able to track variances accurately. It’s crucial to set it once planning is finalized.

Q4. Can I set a baseline for only part of the project?
 Yes, use the “Selected Tasks” option when setting your baseline.

Q5. How do I view the baseline in Gantt Chart?
 Use the Tracking Gantt view or insert Baseline Start and Baseline Finish columns in your task table.