Last updated for the Summer 20 (1.31) release.
A What If Scenario is a scenario created by Kimble that enables you to view the potential impact of Cost and Revenue rate changes across all Delivery Engagements, and Other and Pre-Sales Activities. It also enables you to apply new rate changes to existing Assignments and Milestones (see the When What If Scenarios are Needed section).
What If Scenarios create What If Scenario Items for all Assignments or Milestones that are affected by the scenario. You can review and evaluate these Items individually and in the context of the Engagement to which they belong. You can accept or reject the scenario for different Items. If you accept the scenario for an Item, it will apply the rate changes from the What If Scenario effective date. If you reject it, the Item continues to use the original rate.
Where an Assignment’s Cost Behaviour Rule allows users to manually Edit Cost Rates on the Assignment, editing the Cost Rate supersedes any Cost rate change applied through What If Scenarios from the Effective Date of the manual change.
You can create What If Scenarios for the following rate changes:
Assignment Cost Basis
The Assignment cost changes because the assigned Resource’s cost changes, for example if the Resource was due a new effective Rate Card or if they are promoted or otherwise change grades.
Assignment Cost Exchange Rate
The Assignment cost changes because the Exchange Rate changes between the Resource’s currency and the Engagement’s operating currency.
Assignment Revenue Exchange Rate
The Engagement revenue changes because the Exchange Rate changes between the invoicing currency of the Assignment and the operating currency of the Engagement to which it belongs.
Milestone Revenue Exchange Rate
The Engagement revenue changes because the Exchange Rate changes between the invoicing currency of the Revenue Milestones and the operating currency of the Engagement to which they belong.
Added in Summer 20
The Other Activity Assignment cost changes because the assigned Resource’s cost changes, for example if the Resource was due a new effective Rate Card or if they got promoted or otherwise changed grades.
Added In Summer 20
The Bid Team Activity Assignment cost changes because the assigned Resource’s cost changes, for example if the Resource was due a new effective Rate Card or if they got promoted or otherwise changed grades.
What’s New in Summer 20
The Summer 20 release saw the following improvements to the What If feature:
The ability to filter out Resource Types so that they are not included in What If Scenarios.
For example, if you do not want to update existing contractor Assignments when you run a What If Scenario, you can now filter them out.
The ability to apply What If Scenarios to Cost Basis changes for Other Activities and Bid Team Activities.
You can now select Other Activity and Bid Team Activity Assignment Cost Bases from the What If Type drop-down list.
The ability to use What If Scenarios on Activities configured to enable the editing of Cost Rates.
When What If Scenarios are Needed
Any Assignments and Milestones created after a rate change has been activated automatically reflect the new rate from its effective date. Any Assignments or Milestones that were created before the rate change was activated use the original rate, even if they span the rate change’s effective date.
For example, if a rate is due to change on the 10th of the month (the “Effective Date”), and it is created and activated on the 1st of the month (the “Activation Date”), the following situations occur:
Any Assignments created before the 1st use the original rate for the entire duration, even if they span the effective date of the rate change.
Any Assignments created after the 1st that start before the 10th use the original rate until the 10th and then use the new rate after that.
Any Assignments created after the 1st that start after the 10th use the new rate.
What If Scenarios enable you to review the impact that a rate change would have on existing Assignments and Milestones and then, if you choose, apply it to them. This means that for the first scenario, where Assignments use the original rate because they were created before the rate change was activated, you can create a What If Scenario that mimics the new rate change and then accept it so that the Assignment picks up the new rate on the appropriate date.
If you have multiple Assignments or Milestones in a scenario, you can mass-accept the What If Scenario and make the change for multiple or all Items.
You can reject the What If Scenario for individual or multiple Assignments or Milestones to leave them on the original rate, for example if the impact of the rate change is not considered significant.
Because you can only have a single What If Scenario active at any one time, you must accept or reject all changes, and close the scenario, before you can create a new one.
Creating a What If Scenario
For a What If Scenario to take effect on an Activity, the Cost Behaviour Rule for “Accept Cost Changes” on the Activity must be set to “Manual”.
To create a new What If Scenario:
Navigate to the What If Scenarios tab.
The new What If Scenario page appears.
Enter a What If Scenario Name.
From the What If Type drop-down list, select the type of rate change you want the scenario to consider.
See the Introduction for a description of each type.
In the What If Date field, enter the date of the rate change.
This is the date from which all rate changes apply to the scenario. Any rate changes that took place before the What If Date and are still in effect on that date are applied.
If you accept the scenario, this is the date from which the rate changes will apply.
A job runs and progress is displayed. When complete, the What If Scenario Items page appears. To view the scenario items, select the Pending list view.
Viewing the Current What If Scenario
To view the outcomes of the What If Scenario, navigate to the What If Scenarios Items page and display the Pending list view.
You can navigate to the What If Scenario Items page by opening the What If Scenario and clicking the number next to the What If Scenario Items Pending field:
The items appear in a list, grouped by Delivery Engagement. For each Assignment or Milestone, the Current Value and the What If Difference are displayed. The What If Difference indicates how the scenario value differs from the original value.
For example in the following screenshot, Item 1 has a current value of 8,880.00 GBP. The What If Difference (the amount the Current Value will change if the scenario is accepted) is 208.47 GBP, meaning that accepting the What If Scenario for that Item will increase the Current Value to 9088.47 GBP.
To view the What If Scenario details (the type, date, status, and number of items that have been accepted, rejected, or are pending acceptance or rejection), click the name in the What If Scenario column.
Click the number of What If Scenario Items Pending to return to the What If Scenario Items page.
Viewing how the What If Scenario Affects Specific Engagements
You can click through to the Engagements affected by the What If Scenario from the What If Scenario Items page. A charm appears on Engagements that are affected by pending What If Scenario items:
Click the charm to display a table of all What If Scenario items pertaining to that specific Engagement. You can accept or reject them individually (from the actions menu) or all at the same time ( the Accept All and Reject All buttons).
You can also click through to the Engagement from the Scenario.
Recalculating What If Scenarios
If a rate changes again after the What If Scenario is created, you will need to recalculate the scenario to include the new rate. For example, if you create a What If Scenario on Monday for the Assignment Cost Basis, but the cost rate changed again on the Tuesday, the What If Scenario will only use the new cost rate if you recalculate it.
Accepting and Rejecting Items in a What If Scenario
You can accept and reject different items within the same scenario. Accepting a scenario for an Item makes the rate change on the What If Date, not the rate change effective date.
To accept or reject items:
Navigate to the What If Scenario Items page.
Select the checkboxes next to the items you want to accept or reject.
Click Accept or Reject.
Repeat as required when you are ready for remaining items.
Closing a What If Scenario
After you have accepted or rejected all scenario items, meaning that you have zero pending items, you can close the What If Scenario.
To close the scenario, navigate to the What If Scenario details window and click Close. The status updates to “Closed” and you can now create a new scenario.
Configuring the What If Feature
Added in Summer 20
From the Summer 20 release onward, you can restrict What If analyses based on attributes of the Resource. You can apply different filters for the different types of What If Analysis by entering a filter formula in the following Kimble Config settings:
Filter for AssignmentCostBasis What If? Scenarios
Filter for AssignmentCostExchangeRate What If? Scenarios
Filter for AssignmentRevenueExchangeRate What If? Scenarios
For example, you might want to exclude Contractors from changes to the Cost Basis but include them in any Exchange Rate Analysis.
To remove the “Contractor” Resource Type from Cost Basis What If Scenarios, you would enter the following formula into the “Filter for AssignmentCostBasis What If? Scenarios“ Kimble Config setting:
Resource__r.ResourceType__r.Name != 'Contractor'
Including Assignments with Zero Remaining Usage
By default, What If Scenarios only include Assignments with remaining forecast after the effective date of the rate change. To include Assignments with no remaining forecast (zero usage) in the What If Scenario Items, toggle on the following Kimble Config setting:
“Include Zero Difference Items in What If? Results”