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Documenting Schedule Basis

Table 3-1
Sample Table of Contents for a Schedule Basis Memorandum

Section Number Section Title
1.0 INTRODUCTION
2.0 EXECUTIVE SUMMARY
3.0 CURRENT PROJECT STATUS
4.0 BASIS OF SCHEDULE
5.0 RISK ANALYSIS
6.0 SUPPORTING APPENDICES, ATTACHMENTS AND EXHIBITS

The detail and depth of discussion for each of the above sections depends on the size and scope of the project. For example, a small-scope project with a short planned duration may not require a detailed schedule basis discussion. Moreover, if the contractor is developing a baseline schedule, not much discussion may be necessary for Section 3, Current Project Status, when the project has not recorded any progress. In contrast, large and complex EPC projects usually require a more in‑depth schedule basis document that provides substantially more detailed explanations and discussions. Table 3-2 presents a sample expanded Table of Contents for potential topics to include in a robust schedule basis memorandum.

Table 3-2
Sample Expanded Table of Contents for a Robust Schedule Basis Memorandum

Section Number Section Title
1.0 INTRODUCTION
2.0 EXECUTIVE SUMMARY
2.1 Purpose of Document
2.2 Overall Schedule Information
2.3 Analysis of the Critical and Near-Critical Paths
2.4 Analysis of Risks
2.5 Key Assumptions, Allowances, and Exclusions
3.0 CURRENT PROJECT STATUS
3.1 Permitting Status
3.2 Engineering Status (Current and Forecasted Quantities)
3.3 Procurement Status
3.4 Module Fabrication Status
3.5 Transportation Status
3.6 Custom Clearance Status
3.7 Construction Status
3.8 Turnover Status
3.9 Commissioning and Startup Status
3.10 Interface Status
3.11 Change Order Status
3.12 Risk Register Status
4.0 BASIS OF SCHEDULE
4.1 General Issues
4.1.1 Owner Reviews and Approvals
4.1.2 Basis of Durations
4.1.3 Use of Constraints
4.1.4 Float Utilization (i.e., Early Dates versus Late Dates)
4.1.5 Schedule Calculation Mode (i.e., Retained Logic versus Progress Override)
4.1.6 Roll Up of Detail
4.1.7 Resource Loading and Equipment Utilization
4.2 Engineering Basis
4.2.1 Assumptions and Allowances
4.2.2 Exclusions
4.3 Procurement Basis
4.3.1 Long Lead Items
4.3.2 Assumptions and Allowances
4.3.3 Exclusions
4.4 Module Fabrication Basis
4.4.1 In-Country Module Program
4.4.2 Out-of-Country Module Program
4.4.3 Assumptions and Allowances
4.4.4 Exclusions
4.5 Transportation Basis
4.5.1 Bulk Materials and Equipment
4.5.2 Module Transportation
4.5.3 Custom Clearance
4.5.4 Assumptions and Allowances
4.5.5 Exclusions
4.6 Construction Basis
4.6.1 Productivity Analysis
4.6.2 Camp Facilities and Bed Space Analysis
4.6.3 Heavy Lifts
4.6.4 Scaffolding
4.6.5 Assumptions and Allowances
4.6.6 Exclusions
4.7 Project Calendars
4.7.1 Work Calendars
4.7.2 Holidays
4.7.3 Inclement Weather Calendars
4.7.4 Assumptions and Allowances
4.7.5 Exclusions
4.8 Duration Contingencies
4.8.1 Assumptions and Allowances
4.8.2 Exclusions
4.9 Change Order Impacts
4.9.1 Approach and Methodology
4.9.2 Assumptions and Allowances
4.9.3 Exclusions
4.10 Concerns and Other Issues
5.0 RISK ANALYSIS
5.1 Approach and Methodology
5.1.1 Qualitative Risk Assessment
5.1.2 Quantitative Risk Assessment (i.e., Duration Uncertainty and Risk Events)
5.2 Analysis Results and Comparisons (i.e., Deterministic, P50, P70 & P90)
5.3 Assumptions and Allowances
5.4 Exclusions
6.0 SUPPORTING APPENDICES, ATTACHMENTS AND EXHIBITS

In general, more detail is better when documenting the schedule basis for large and complex EPC projects. Even if no discussion is needed for a particular sub-section, an added benefit of the expanded Table of Contents for a robust schedule basis document is that it also serves as a de facto check list for the contractor and owner to further ensure that all relevant topics have been addressed, when applicable. It also serves as a reminder to evaluate these topics as to whether the schedule basis document needs updating during the course of project execution.

Reference: https://www.long-intl.com/articles/schedule-basis-memorandum/

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