As-planned versus as-built: the two schedules and the records that build the second
A closeout discussion asks when a work area was actually ready. The baseline shows an intended date, the last update contains a forecast and a photograph shows work still underway. Those records answer different questions, but they have been combined as if all three were actual completion dates.
Keep the as-planned programme and the as-built work record distinct. The first shows the identified plan and its assumptions; the second records what actually happened using checked evidence. Compare corresponding activities and areas with the same scope, and retain uncertainty where the records do not settle a date. A variance can identify a question to examine, but it does not by itself establish a cause, critical-path effect or contractual responsibility.
Build the actual chronology without rewriting the plan
- Identify the planned comparison. Name the baseline or other agreed programme, its revision and the purpose of the comparison. Keep later forecasts available separately so the reader can distinguish original intent from an updated expectation.
- Match scope and boundaries. Confirm that activity names, areas and completion conditions describe comparable work. A partial room release and completion of the whole floor should not be treated as the same event because both records say finished.
- Gather dated evidence. Collect daily reports, photographs, inspections, delivery records, correspondence and schedule updates relevant to the activity. Note the location and source reference, and distinguish contemporaneous observations from later recollections.
- Confirm actual events. Ask the responsible leads to resolve conflicts where the evidence permits. A delivery date may show material arrival without proving installation; a photograph may show one area without proving the entire package’s condition.
- Show gaps and assumptions. Mark uncertain dates, partial completion and missing records openly. Avoid filling a gap with the planned date simply because no contrary record has been found.
- Compare before interpreting. Place planned and actual events beside each other, retaining references. Refer any assessment of delay effects, entitlement or responsibility to the applicable procedure and qualified people with the complete programme and records.
Common mistakes
- Using a forecast as an actual date without evidence.
- Comparing whole-package completion with a partial-area release.
- Filling missing records with the baseline date and presenting the result as fact.
Checklist
A traceable planned-versus-actual comparison
- The comparison programme is identified.
- Scope and completion conditions match.
- Actual events have dated source references.
- Uncertain or partial events remain visible.
- Interpretation is separated from the chronology.
Check your understanding
A dated photograph shows unfinished work in one room. Does it prove the whole floor was incomplete on that date?
