Baseline obligations

About baseline obligations

The baseline obligation application is used to track project baseline obligations (or planned obligations). According to the project delivery alert dated October 31, 2022, baseline obligations are required for:

• New construction (BA51 funding)
• Major renovations and alterations (BA55 funding) including special emphasis programs
• Funding from the Infrastructure Investment and Jobs Act (all BA codes)

All initial awards and exercising of contract options are required to be reported and linked to a milestone in the project schedule. Routine change orders are not required to be reported.

Project managers can also create non-prospectus baseline obligations for BA54 and BA80 funding. For more information, see the create a non-prospectus baseline obligation record section of this QRG.

When to add a baseline obligation

A project manager can create a new baseline obligation in Kahua once they receive an email stating that an appropriation has been approved. The email is triggered by the Office of Budget approving a prospectus or obligational authority.

Note: Please only create one planned obligation per award.

Create a baseline obligation record

This action is typically performed by the following roles: GSA-Regional KPM, GSA-Regional Manager, GSA-Measures Manager, GSA-PM/COR, or EXT-PM.

1. Open the appropriate project using Project Finder in the launch bar. The project name is now shown in the header.
2. Click on the apps launcher in the launch bar, and select PM Forecast and Baseline Obligations.
3. To create a new Baseline Obligation record, click NEW BASELINE OBLIGATION in the Log Actions Bar.

Details section

4. The Number and Date auto-populates, but it can be changed, if needed.
5. Enter the Description.

If necessary, enter any Notes.

Dates and workflow section

7. The Dates and Workflow section will auto-populate as the record is workflowed.

Note: When the record is saved, the workflow status changes to Draft. When the record is sent to be baselined, the workflow status changes to Baseline Requested, and the Date Sent to Baseline field auto-populates. When the record is baselined, the workflow status changes to Baselined, and the Baseline Date field auto-populates. When the record is closed, the workflow status changes to Obligated, and the Date Closed field auto-populates.

Items section

8. In the Items section, click Insert to add a row.
   1. The Number column auto-populates.
   2. Select the Funding Authority from the drop-down list. This drop-down list references the Funding Authority application within the project.
   3. Select the ASID from the drop-down list. This drop-down list is filtered based on the previously selected Funding Authority. Note: If the ASID is not available in the drop-down list, you will need to add it to the Funding section of the Project Details. Refer to the Editing a Project QRG [PDF - 382 KB] for instructions.
   4. Select the WBS Code from the drop-down list.
   5. The Description auto-fills when the WBS Code is selected, but it can be edited, if necessary.
   6. Select a Milestone from the drop-down list. This drop-down list references the Milestones app within the project. Note: If the applicable Milestone does not appear in the dropdown list, open the Milestone in the Milestones app, and Edit it to check the box beside Show in Baseline Obligation.
   7. The Baselined Date auto-populates if the selected milestone has been baselined and has a Baseline End Date in the Milestones app.
   8. The Projected Date auto-populates if the selected milestone has an Estimated Completion Date in the Milestones app.
   9. The Actual Date auto-populates if the selected milestone has an Actual Completion Date in the Milestones app.
   10. Enter the Projected Baseline amount.
   11. The Original Baseline amount auto-populates when the Item is baselined by the Measures Manager.

Note: Please reference the Milestones Quick Reference Guide [PDF - 634 KB] for additional information about the Milestones app.

Comments section

9. Enter clarifying details in the New Comment field.

References section

10. To add a document that does not exist within the project, click Upload and select the file. Multiple documents may be uploaded at one time.
11. To add a document that does exist within the project, click Add Kahua Doc and locate the file.
12. When complete, click the Save/Close button at the bottom of the window.

Action buttons

13. Click Request Baseline to send a request to the GSA Measures Manager to baseline the record. The workflow status changes to Baseline Requested, and the Date Sent to Baseline field auto-populates.

Note: If any changes need to be made before the record is baselined, the record can be Recalled.

Create a non-prospectus baseline obligation record

This action is typically performed by the following roles: GSA-Regional KPM, GSA-Regional Manager, GSA-Measures Manager, GSA-PM/COR, or EXT-PM.

Project managers can create non-prospectus baseline obligations for BA54 and BA80 funding, if desired. These obligations are not sent to the Measures Manager.

1. Open the appropriate project using Project Finder in the launch bar. The project name is now shown in the header.
2. Click on the apps launcher in the launch bar, and select PM Forecast and Baseline Obligations.
3. To create a new Baseline Obligation record, click NEW NON-PROSPECTUS BASELINE OBLIGATION in the log toolbar.

Details section

4. The Number and Date auto-populates, but they can be changed, if needed.
5. Enter the Description.
6. If necessary, enter any Notes.

Dates and workflow section

7. The Dates and Workflow section will auto-populate as the record is workflowed.

Items section

8. In the Items section, click Insert to add a row.
   1. The Number column auto-populates.
   2. Select the ASID from the drop-down list. This drop-down list is filtered based on the previously selected Funding Authority. Note: If the ASID is not available in the drop-down list, you will need to add it to the Funding section of the Project Details. Refer to the Editing a Project Quick Reference Guide [PDF - 382 KB] for instructions.
   3. Select the WBS Code from the drop-down list.
   4. The Description auto-fills when the WBS Code is selected, but it can be edited, if necessary.
   5. Select a Milestone from the drop-down list. This drop-down list references the Milestones app within the project. Note: If the applicable Milestone does not appear in the drop-down list, open the Milestone in the Milestones app, and Edit it to check the box beside Show in Baseline Obligation.
   6. The Baselined Date auto-populates if the selected milestone has been baselined and has a Baseline End Date in the Milestones app.
   7. The Projected Date auto-populates if the selected milestone has an Estimated Completion Date in the Milestones app.
   8. The Actual Date auto-populates if the selected milestone has an Actual Completion Date in the Milestones app.
   9. Enter the Projected Baseline amount.

Note: Please reference the Milestones Quick Reference Guide [PDF - 634 KB] for additional information about the Milestones app.

Comments section

9. Enter clarifying details in the New Comment field.

References section

10. To add a document that does not exist within the project, click Upload and select the file. Multiple documents may be uploaded at one time.
11. To add a document that does exist within the project, click Add Kahua Doc and locate the file.
12. When complete, click the Save/Close button at the bottom of the window.

Action buttons

Note: If any changes need to be made before the record is baselined, the record can be Recalled.

13. Click the Save/Close button, which workflows the record to Baselined.

Baseline a baseline obligation record

This action can be completed by the GSA Measures Manager.

Note: Users in the GSA Measures Manager permission group receive a task notification and email to baseline the project’s baseline obligation record.

1. Navigate to the Tasks app in the left navigation pane.
2. Click on the task for the Baseline Obligation record.
3. Review the information in the record and enter comments in the Reviewer Comment field.
   
4. To save the comment and return later to complete, click Save. The task will remain saved in the Tasks app.
5. If no further action is needed, click Baseline to baseline the record. The workflow status changes to Baselined and auto-populates with the Baseline Date.
6. If additional information is needed or changes need to be made to the record, click Return. The Baseline Obligation record returns the workflow status to Draft for edits.

Request a re-baseline

Typically completed by the following roles: GSA-Regional KPM, GSA-Regional Manager, GSA-Measures Manager, GSA-PM/COR, or EXT-PM.

Note: If a baseline obligation record has already been baselined, users can request for the record to be re-baselined by the GSA Measures Manager.

1. Navigate to the appropriate project and open the PM Forecast and Baseline Obligation app from the App Launcher.
2. Click the Baseline Obligation record from the log.
3. Click EDIT in the log toolbar.
4. In the Details section, enter a Justification. If necessary, link an Obligation and enter any Notes.
   
5. When complete, click the Save/Close button at the bottom of the window.
6. Click Request Re-Baseline to send another task notification and email to the GSA Measures Manager.

Close a baseline obligation record

This action is typically completed by the following roles: GSA-Regional KPM, GSA-Regional Manager, GSA-Measures Manager, GSA-PM/COR, or EXT-PM.

1. Navigate to the appropriate project and open the PM Forecast and Baseline Obligation app from the app launcher.
2. Click the Baseline Obligation record from the log.
3. Click Obligate All Awards at the top of the window. The workflow status changes to Closed, and the Date Closed field auto-populates.

If necessary, the record can be Reopened by clicking the Reopen button.

Once the Baseline Obligation is closed, the amount is removed from the Projected Baseline Obligation column of the Work Breakdown and will remain in the Original Baseline Obligation column.