A project is born once estimated, and upon award becomes its own entity. From there the project can follow many paths, and delays can be caused by anything from manufacturing strikes to inclement weather to changes in owners' preferences to labor difficulties.
In every delay situation, how you deal with the event will determine the ultimate success of your project. The key is control, and this is where a schedule can make all the difference in the world.
Set your project up to win! It is too late after the fact!
Detailed Scheduling and Updating
Setting up a winning project in the event something unforeseen happens begins prior to the start of that project. When a delay is discussed, it always has to be referenced to some sort of baseline for comparison. Therefore, delay integration begins with the development of a detailed baseline Level III schedule.
Once a delay occurs, the frequency of updating can make a difference. It is important to have a "snapshot" of the project just prior to the occurrence of a delay, and thus monthly updating cannot be sufficient. Consistent bi-weekly updating will usually achieve your aim, but in some cases it may even be necessary to perform an update immediately upon discovery of an unforeseen event.
Delay Integration Methods
You can integrate delays into a schedule in essentially two ways, the choice of which is dependent upon the nature and criticality of the delay.
The first method is through inclusion of new activities into the project, a sample of which is illustrated in Exhibit "A." This method is useful when multiple activities are involved that require different realms of responsibility. Each party will know exactly what has to be done and when. This method is also useful when multiple logic ties exist with multiple existing activities.
The second method, illustrated in Exhibit "B," is simply to record the delay though the activity's log. This method eliminates revisions necessary due to added activities, but it should only be used when the delay is minor and does not require the criteria the first method demands.
Completion Dates and Notification
Assuming the delay is critical, a new completion date will emerge once the schedule is recalculated. Keep in mind this date is only a projected one, as the delay is not yet finished. Too often a contract will be modified based upon this projected date; however, the change in contract completion cannot fully be determined until the delay is played out.
Immediate notification of a delay should be provided, accompanied by a revised schedule that illustrates the projected new completion date. In fact, typical contracts require notification within ten days, or forfeiture of any time extension due to the delay is likely. Here again, professional bi-weekly updating will usually satisfy this requirement.
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