Schedule Analysis Checklist Based on PMI Scheduling Practice Guide & Standards

With Practical Verification Steps in Microsoft Project Desktop & Primavera P6

Managing a project schedule according to PMI’s Scheduling Practice Guide ensures your plan is accurate, realistic, and actionable. Whether you use Microsoft Project Desktop or Primavera P6, this checklist will help you validate your schedule against PMI best practices, with clear instructions for both tools.

1. Schedule Updates and Progress Tracking

What to verify: Schedule is regularly updated with actual progress to reflect real status.
Why: PMI Practice Guide 5.3 stresses timely updates for accurate project reporting.
How to verify:

• MS Project: Set Status Date (Project tab), enter % Complete, Actual Start/Finish, and use Update Project.
• Primavera P6: Set Data Date (Project → Schedule), update actual start/finish dates and % complete in Activities window, then schedule the project.

2. Logical Relationships & Dependencies

What to verify: Tasks must be logically linked to show true workflow and avoid gaps.
Why: PMI Practice Guide 6.1 requires logical dependencies for schedule integrity.
How to verify:

• MS Project: Review Predecessors/Successors columns, use Task Inspector, verify dependency types (FS, SS, etc.).
• Primavera P6: Check Relationships tab in Activities, verify logic and dependency types, use Schedule Log for warnings/errors.

3. Constraints Usage and Minimization

What to verify: Constraints should be minimal; avoid hard constraints limiting flexibility.
Why: PMI Practice Guide 6.2 advises minimizing constraints for schedule adaptability.
How to verify:

• MS Project: Insert Constraint Type column, identify “Must Start On” or “Finish No Later Than”, remove unnecessary constraints.
• Primavera P6: Review Activity Codes or Constraints on activities, identify hard constraints like Start On, adjust or remove as needed.

4. Duration Estimations Accuracy

What to verify: Durations should be realistic, based on historical or expert data.
Why: PMI Practice Guide 5.2 emphasizes reliable duration estimates for proper planning.
How to verify:

• MS Project: Review Duration column, identify extreme values, confirm with stakeholders.
• Primavera P6: Check Original Duration and Remaining Duration in Activities window, look for outliers, validate with project team.

5. Baseline Established and Managed

What to verify: Baseline schedule is set for performance measurement and variance tracking.
Why: PMI Practice Guide 8.1 states baselines are essential for monitoring progress.
How to verify:

• MS Project: Confirm baseline set (Project tab → Set Baseline), use Tracking Gantt to analyze variance.
• Primavera P6: Verify baseline or project baseline is assigned (Baseline menu), compare current schedule against baseline in Tracking views.

6. Critical Path Identification

What to verify: Critical path must be visible to identify schedule constraints and risks.
Why: PMI Practice Guide 7.1 highlights the importance of critical path for risk management.
How to verify:

• MS Project: Enable Show Critical Tasks in Gantt Chart (Format tab), review total slack/float values.
• Primavera P6: View Critical Path in Activities window by filtering or highlighting activities with zero total float.

7. Resource Allocation and Leveling

What to verify: Resources allocated without overallocations to avoid unrealistic timelines.
Why: PMI Practice Guide 6.3 encourages resource management to prevent delays.
How to verify:

• MS Project: Use Resource Usage or Team Planner views to spot overallocations; apply Resource Leveling if necessary.
• Primavera P6: Check Resource Usage or Resource Assignments, identify overallocations, use Level Resources function.

8. Regular Risk and Impact Assessment

What to verify: Assess schedule for risks caused by delays, constraints, or resource conflicts.
Why: PMI Practice Guide 9.2 requires continuous risk evaluation to manage threats.
How to verify:

• MS Project: Review tasks with zero or negative float, analyze critical path, check dependencies and constraints.
• Primavera P6: Analyze float values, identify critical and near-critical activities, check constraints and resource conflicts.

9. Deadlines and Milestones Defined Clearly

What to verify: Milestones and deadlines are clearly set to mark key project events and enforce targets.
Why: PMI Practice Guide 5.1 emphasizes milestones as important checkpoints.
How to verify:

• MS Project: Verify milestones (zero-duration tasks), insert Deadline column, check for missed deadlines.
• Primavera P6: Confirm milestones defined as zero-duration activities, set Finish On dates as deadlines, use Reports to identify late milestones.

10. Schedule Integrity and Completeness

What to verify: No missing tasks or links; all scope fully captured in the schedule.
Why: PMI Practice Guide 5.4 ensures completeness for reliable project tracking.
How to verify:

• MS Project: Check for tasks without links, confirm scope coverage, use Task Inspector to find anomalies.
• Primavera P6: Verify all activities have predecessors or successors, review WBS for complete scope, use Schedule Log for warnings.

Summary Table: Verification Steps in MS Project Desktop & Primavera P6

Final Words

Whether you are using Microsoft Project Desktop or Primavera P6, this checklist empowers you to align your schedule with PMI’s best practices effectively. Regular use of these checks ensures your project schedule is accurate, complete, and risk-aware—essential for delivering successful projects on time and within budget.

Need help applying these steps or want a downloadable checklist? Just ask!