Learn how to identify, analyze, and communicate the data that can help you create, track, and update your project schedule for quality project coordination.

It’s been my experience proper data sources for defining your schedule are extremely important. A proven history of self executed history - where KPI’s and Productivity Rates can be used to develop a schedule - will yield far more accurate schedules then say using data provided by services, consultants and other organizations. Predictability when producing schedules is the target result - but without proper data sources is nearly impossible.

How can you use data to inform scheduling decisions for quality project coordination?

Project coordination is a complex and dynamic process that requires careful planning, monitoring, and adjusting of various tasks, resources, and stakeholders. One of the key aspects of successful project coordination is scheduling, which involves determining the sequence, duration, and dependencies of the project activities. However, scheduling is not a one-time activity that can be done at the beginning of the project and forgotten. It needs to be constantly updated and revised based on the data collected throughout the project lifecycle. In this article, we will explore how you can use data to inform scheduling decisions for quality project coordination.

1 Data sources for scheduling

The first step to use data for scheduling is to identify the relevant data sources that can provide you with useful information about the project status, progress, and performance. Common data sources include project management software, which can generate various reports and dashboards; stakeholder feedback, which can be collected through surveys, interviews, meetings, or reviews; and performance indicators that measure the quality and efficiency of the project deliverables and processes. These sources can help you understand the expectations of stakeholders, identify any issues or risks that may affect the schedule, evaluate the project performance against the baseline and objectives, and identify any variances or deviations that may require corrective actions or schedule adjustments.

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Mark Woodbury

Head of Project Controls at QatarEnergy
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It’s been my experience proper data sources for defining your schedule are extremely important. A proven history of self executed history - where KPI’s and Productivity Rates can be used to develop a schedule - will yield far more accurate schedules then say using data provided by services, consultants and other organizations. Predictability when producing schedules is the target result - but without proper data sources is nearly impossible.

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Habtamu Abere Gedif 🇪🇹

Rollout Manager
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To use data for scheduling decisions in quality project coordination: 1. Collect relevant project data, including timelines, task dependencies, resource allocation, and team members' availability 2. Analyze historical data to identify patterns, bottlenecks, and areas for improvement 3. Utilize project management software to input and track project data, visualize timelines, and manage dependencies 4. Employ predictive analytics techniques to forecast project timelines and resource requirements 5. Consider resource availability and constraints when creating schedules 6. Monitor project progress in real-time 7. Conduct post-project analysis

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Maria Rosa Torres Sejin

Global Portfolio Management Leader | Award-Winning PMP | Strategic Transformation Expert | Board Member | Data & AI | WATC Banking & Markets Winner| UN Women UK | Latin American Advocate
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Ensure data accuracy and reliability. Regularly validate and update the information from these sources to maintain a clear and dependable foundation for decision-making in project scheduling.

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2 Data analysis for scheduling

The second step to use data for scheduling is to analyze the data collected from the various sources and extract meaningful insights that can help you make informed decisions. Variance analysis, trend analysis, and what-if analysis are some of the common data analysis techniques for scheduling. Variance analysis can help you identify the causes and effects of any schedule delays or overruns, and determine the corrective actions or preventive actions needed to bring the project back on track. Trend analysis can help forecast the project completion date, the resource requirements, the risks, and the opportunities. What-if analysis can test the feasibility and viability of various schedule options, and select the best one that meets the project objectives and constraints.

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Maria Rosa Torres Sejin

Global Portfolio Management Leader | Award-Winning PMP | Strategic Transformation Expert | Board Member | Data & AI | WATC Banking & Markets Winner| UN Women UK | Latin American Advocate
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Stay focused on key metrics. While conducting data analysis, prioritize the most relevant and impactful metrics to avoid getting overwhelmed by excessive information. This helps in generating actionable insights more efficiently.

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3 Data communication for scheduling

The third step to use data for scheduling is to communicate the data effectively and efficiently to the relevant stakeholders, and ensure their alignment and agreement on the project schedule. To do this, you can use visual aids such as charts, graphs, tables, diagrams, or maps to highlight key points or trends in the data. Additionally, you can create reports that summarize and explain the data in a structured and logical way. Finally, meetings are a great way to discuss and share the data with stakeholders in an interactive and collaborative way. This allows you to solicit feedback from stakeholders and resolve any conflicts or disagreements on the data. Using data to inform scheduling decisions is a valuable tool for quality project coordination, as it can help you plan, monitor, and control the project schedule more effectively and efficiently, ultimately helping you deliver the project on time, within budget, and to the expected standards.

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Maria Rosa Torres Sejin

Global Portfolio Management Leader | Award-Winning PMP | Strategic Transformation Expert | Board Member | Data & AI | WATC Banking & Markets Winner| UN Women UK | Latin American Advocate
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Customize your communication approach. Tailor the presentation of data to suit the preferences and needs of different stakeholders, ensuring that the information is clear, relevant, and accessible to all involved parties.

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4 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you use data to inform scheduling decisions for quality project coordination?

1

2

3

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1 Data sources for scheduling

2 Data analysis for scheduling

3 Data communication for scheduling

4 Here’s what else to consider

Project Coordination

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How can you use data to inform scheduling decisions for quality project coordination?

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1 Data sources for scheduling

2 Data analysis for scheduling

3 Data communication for scheduling

4 Here’s what else to consider

Project Coordination

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