Scenario Editor

The scenario editor is used to create a scenario for use in portfolio 'what-if' comparisons. It represents a hypothetical portfolio or sub-portfolio and is made up of portfolio entities (proposals for new work, in-flight projects and services). There is no limit on the number of entities making up a scenario or the type. It it possible for example to create a scenario which is made up only of in-flight work and excluding any new initiatives.

The suggested process of building a scenario is broadly as follows:

1. Define the targets for the scenario in terms of KPIs, costs, benefits and resourcing capacity

2. Add content to the scenario and define the forecasted KPIs, costs, benefits and resourcing requirements. Live portfolio data can be used as a starting point.

3. Analyse whether the content aligns with the targets

4. Adjust the content, the forecasts, the time range and or the targets until there is alignment between the proposed content and the targets.

Following completion of these steps, scenarios can be compared to each other to assess their relative merits and decide which is the best fit for the organization. Comparisons are performed in the Scenario Comparison Page 

• By default only the person who creates a scenario has access to it. 

• The 'Info' section includes the ability to grant access to specific individuals or groups.

• Click on the '+' icon under the 'Users' title to add specific users. This will display a pop-up window in which users are specified and whether they should have just view access or also the ability to edit the scenario.

• Click on the '+' icon under the 'Groups' title to add groups of users. This will display a pop-up window in which groups are selected and whether they should have just view access or also the ability to edit the scenario.

• Click on the '+' icon in the contents section to add content to the scenario. Content can be proposals for new work or in-flight projects and services. The 'Add Content' pop-up window will appear.

• There are three options for adding content to the scenario:

  1. Import Live Data. 'Live' data is the existing portfolio entities represented in the Portfolio Hierarchy and comprises proposals that have already been defined as well as projects and services that are already running. Use the filter criteria to search for entities to be added. Check the ones to be added and then click on the 'Add Content' at the bottom of the window. Importing live data includes the live KPI forecasts, costs, benefits and resourcing.

  2. Copy Scenario. Content can be copied from another scenario. Select the scenario to be copied from and then select one or more entities from that scenario.

  3. Add New. New portfolio entities can be directly created at this point.

• In the contents section click on the 'three dots' icon to the right of the entity to be deleted from the scenario. A pop-up window will be displayed.

• Click on 'Delete' to remove the entity from the scenario. 

• If managing Business Objectives and KPIs in the platform, scenarios can be used to help build a portfolio which aligns with the desired KPIs.

• KPIs need to have been defined before being able to forecast them for an entity in a scenario. Refer to KPI Overview for further details.

• If the entity (proposal, project or service) was added as an import of the 'Live' data and that live data is already tracking KPIs as a key measure, those KPIs and their forecasts will be imported too. Changes made here will not affect the live data.

• Click on the 'three dots' icon to the right of the entity name in the contents section and select 'Edit' from the pop-up window

• Click on the KPI tab.

• Add KPIs using the '+' icon or change the forecasted numbers for existing KPIs

• Click on the pencil icon to comment on the KPI or to delete it.

• Click on the history icon to view the history of changes to the KPI data.

• Adding cost forecasts to entities in the scenario contents will enable a comparison of forecast costs versus target to check they are aligned.

• If the entity (proposal, project or service) was added as a import of the 'Live' data and that live data already has forecasted costs for periods in the scenario timeline, those costs will be imported. Changes made here will not affect the live data.

• Click on the 'three dots' icon to the right of the entity name in the contents section and select 'Edit' from the pop-up window

• Click on the Costs tab.

• Add Costs using the '+' icon or change the forecasted numbers for existing costs

• When adding costs the categories are the same as when adding costs elsewhere in the platform.

• Click on the pencil icon to comment on the cost or to delete it.

• Click on the history icon to view the history of changes to the data.

• Adding benefit forecasts to entities in the scenario contents will enable a comparison of forecast benefits versus target to check they are aligned.

• If the entity (proposal, project or service) was added as a import of the 'Live' data and that live data already has forecasted benefits for periods in the scenario timeline, those costs will be imported. Changes made here will not affect the live data.

• Click on the 'three dots' icon to the right of the entity name in the contents section and select 'Edit' from the pop-up window

• Click on the Benefits tab.

• Add benefits using the '+' icon or change the forecasted numbers for existing benefits

• When adding benefits the categories are the same as when adding benefits elsewhere in the platform.

• Click on the pencil icon to comment on the benefit or to delete it.

• Click on the history icon to view the history of changes to the data.

• Adding forecast resource requirements to entities in the scenario contents will enable a comparison of forecast resource requirement versus resource capacity (as defined in the targets) to check they are aligned.

• If this entity was added as a import of the 'Live' data and that live data already has forecasted resource requirements for the period, those values will be imported. Changes made here will not affect the live data.

• Click on the 'three dots' icon to the right of the entity name in the contents section and select 'Edit' from the pop-up window

• Click on the Resources tab.

• Add lines using the '+' icon or change the forecasted numbers for existing roles

• When adding resources the roles are the same as when adding roles elsewhere in the platform.

• Click on the pencil icon to comment on the role or to delete it.

• Click on the history icon to view the history of changes to the data.

Once targets have been defined and content has been added to the scenario with forecasts, a comparison between the two can be performed using the 'Analysis' section.

Alignment can be achieved a number of ways:

1. Shifting the timelines of an entity in the contents so that it starts earlier or later. This can be used to level out resourcing or cost constraints.

2. Removing an entity from the scenario. In effect this looking at the effect of cancelling a proposed or in-flight piece of work.

3. Adjusting costs for the entity. In effect this is looking at the effect of altering budget for that entity on the overall budget.

4. Adjusting resources for the entity so that demand and capacity are better aligned.

5. Adjusting the forecasted benefits so that collectively they match or exceed the target. 

6. Adjusting the targets

• Click on the 'three dots' icon to the right of the entity name in the contents section and select 'Shift' from the pop-up window

• In the pop-up window select an amount to shift the proposed start date and click on 'Shift'. 

• Use the 'Analysis' section to determine the impact of the shift.

• Click on the 'three dots' icon to the right of the entity name in the contents section and select 'Delete' from the pop-up window.

• A pop-up confirmation window will be displayed. Click on 'OK' to proceed or close the window to cancel.

• Use the 'Analysis' section to determine the impact of removing the entity.

• Click on the 'three dots' icon to the right of the entity name in the contents section and select 'Edit' from the pop-up window.

• Click on the 'Costs' tab and edit the cost forecast. 

• Use the 'Analysis' section to determine the impact of adjusting the cost forecast.

• Click on the 'three dots' icon to the right of the entity name in the contents section and select 'Edit' from the pop-up window.

• Click on the 'Resource' tab and edit the resource forecast. 

• Use the 'Analysis' section to determine the impact of adjusting the resource forecast.

• Adjust the numbers for the targets defined in the 'Targets' section.

• Use the 'Analysis' section to determine the impact of the changes.

• When entities are imported from the live portfolio the forecast for the scenario is based on data taken at the time of the import. 

• Over time the live data may change and it may be desirable to refresh the scenario forecast so that it reflects the live data.

• Click on the 'three dots' icon to the right of the entity name in the contents section and select 'Refresh' from the pop-up window. A warning will be displayed that the scenario forecast will be overwritten with live data.

• Click on 'OK' to proceed with the refresh or close the window to cancel.

• Use the drop-down menu to the right of the actions button and select 'Notes and History'

• A pop-up window will display the history of all changes to the scenario

• The history of changes is also available at the individual target or forecast level.

• To view the history of changes to a target line in the targets section, click on the pencil icon and select 'History' from the pop-up window

• To view the history of changes to an entity in the contents section, click on the  'three dots' icon to the right of the entity name in the contents section and select 'History' from the pop-up window.

• Once targets have been defined for the scenario and aligned with forecasts for the scenario content, a comparison may want to be carried out with the live portfolio. This will highlight the differences that would need to be met, for example a reduction in cost or the need to drive additional benefits.

• Use the drop-down menu to the right of the actions button and select 'Compare to Live'

• A pop-up window will display showing the actions that would be required to the live portfolio to achieve the intended scenario.

• Once a scenario is ready for approval, click on the 'Request Approval' action button to the top right of the scenario.

• The status (highlighted under the scenario name) will change to 'Approval Requested'

• Once approval has been requested for a scenario, the approver can either approve or reject the scenario.

• To approve the scenario, click on the 'Approve' action button to the top right of the scenario.

• The status (highlighted under the scenario name) will change to 'Approved'. Changes cannot be made to an approved scenario.

• To approve the scenario, click on the 'Reject' action button to the top right of the scenario.

• The status (highlighted under the scenario name) will change to 'Rejected'.

• If a scenario has been rejected, it can be reworked and then re-submitted for approval.

• To rework the scenario, click on the 'Rework'action button to the top right of the scenario.

• The status (highlighted under the scenario name) will change to 'What-If Scenario'

• To close a scenario, click on the 'Close' action button to the top right of the scenario.

Q: Do any of the changes made in the scenario editor have an impact on live data?

A: No. Although content can be imported from the live portfolio (along with forecasted KPIs, costs, benefits and resourcing), changes made to those forecasts or to the start date, will have no impact on the live data which will remain the same. In effect entities in scenario contents that were imported remain a 'copy'.

Q: Do changes made to the live data, for example the resource forecast, automatically reflect back into the scenario if the content was imported?

A: No. The forecast is based on a snapshot of the live data at the point it is imported. It can be manually refreshed on a case by case basis. Refer to the section Refreshing forecast from live data above.

Q: If I create a new proposal, project or service in the contents does this become an actual entity that can be added to the live portfolio.

A: No. Entities created here are 'placeholders' only. A new proposal, project or service created here will not be visible in their respective dashboard.