This guide describes the new What If Scenarios feature included in Kimble Release 1.24. We have also attached a .pdf version for your convenience.
In Kimble Release 1.24, Kimble has introduced the concept of What If Scenarios. A What If Scenario is the mechanism used to see the impact of – and to selectively apply (Accept or Reject) – changes resulting from one of the following scenarios:
- Assignment Cost Basis: a change to the assignment cost, due to a change in the cost of the Resource (i.e. new effective Rate Card, promotion of Resource to new Grade, etc.)
- Assignment Cost Exchange Rate: a change to the assignment cost due to a new Exchange Rate between the currency of the Resource and the operating currency of the Engagement
- Assignment Revenue Exchange Rate: a change to the Engagement revenue due to a new Exchange Rate between the invoicing currency of Assignments on the Engagement and the operating currency of the Engagement
- Milestone Revenue Exchange Rate: a change to the Engagement revenue due to a new Exchange Rate between the invoicing currency of Revenue Milestones on the Engagement and the operating currency of the Engagement
How Kimble Handles Rate Changes
What If Scenarios are not always needed to apply Rate Changes starting on their Effective Date. Rate Changes do get reflected in Assignments and Milestones; but only if those Assignments and Milestones were created after the change has been activated. An assignment would reflect a Rate Change on the Effective Date if it had been created after a Resource’s Cost Rate had changed or a new Exchange Rate has been created.
Below, you can see a Project Manager Assignment that reflects an Assignment Cost Change on 15/5. This Rate Change was built into the Assignment from the moment it was created, because the Rate Change that enforces this change was already Active when this Assignment was created.
In the screenshot below, the same Element shows a nearly identical Assignment for a Business Analyst. The dates are the same, the Resource is the same, the Element is the same, and Cost Rate is calculated the same way for both Resources, so why does one Assignment (Project Manager) reflect the Assignment Cost Change while the other Assignment (Business Analyst) does not?
This has happened because the Business Analyst assignment was created before the relevant Rate Card was set to Active, while the Project Manager Assignment was created after.
In Kimble Release 1.24, you can use a What If Scenario to:
- See the effect that adopting these rate changes would have on existing Assignments (or Milestones in the case of the Milestone Revenue Exchange Rate What If Type) in an open Forecasting Period.
- Accept or reject those changes in bulk or on an Assignment-by-Assignment basis (or a Milestone-by-Milestone basis).
- Accepting a rate change will apply rate changes starting on a designated What If Date, taking into account the rate on that date, and any changes that have happened since that date.
- Rejecting a rate change will leave the Assignment or Milestone as it was without applying the rate changes.
Each Assignment that is affected by a What If Scenario generates a What If Scenario Item that describes what the What If Difference would be if the change were accepted. In the below screenshot, two Assignments from two different Elements on the same Engagement could be updated to reflect Resource rate changes made after the Assignments were created.
- For one Element, the current Cost Value of £9,280.22 would go up by £684.93.
- For the other Element, the current Cot Value of £34,500.00 would go up by £5,625.00.
Circling back to the example outlined earlier, if the Rate Change is accepted for Charles Gustine’s Business Analyst Assignment on the Time & Expense (Daily) Delivery Element, all rate changes that take place on or after the What If Date (1st June) take effect.
- Note, in the screenshot below, that the rate change that took effect on 15th May (as reflected on the Project Manager Assignment) does not show up until 1st June on the Business Analyst Assignment. This is because the What If Date was 1st June, and all changes before that What If Date are ignored.
- Also note that a subsequent rate change from 15th June is reflected on both Assignments. Since 15th June comes after the What If Date, the Business Analyst Assignment picked up the rate change as part of the What If Scenario.
Creating a What If Scenario
To create a new What If Scenario:
1) Click to open All Tabs, and select .
2) Click .
3) Provide this What If Scenario with a Name.
4) Set a What If Date for this What If Scenario. This is the date from which all rate changes should be considered as part of this Scenario. Any rate changes that took effect before the What If Date that are still in effect on the What If Date will be applied starting on the What If Date.
5) Select a What If Type from the What If Type dropdown. Each What If Scenario can only consider one type of rate change – either changes made to Assignment Cost based on the Resource; changes made to Assignment Cost based on the Exchange Rate; changes made to Assignment Revenue based on the Exchange Rate; or changes made to Milestone Revenue based on the Exchange Rate.
Only one What If Scenario can be open at a time; to run a What If Scenario that uses a different What If Type from the What If Scenario that is currently open, you must:
A) Accept or Reject all What If Scenario Items tied to the AssignmentCostExchangeRate Scenario.
B) Close the AssignmentCostExchangeRate Scenario.
C) Open a new What If Scenario and select AssignmentRevenueExchangeRate as the What If Type.
6) Once Name, Date, and Type are set, click .
When saving a new What If Scenario, the Error below will be generated if another What If Scenario in the Kimble Application is set to CalculationComplete, meaning it is not Closed.
Upon saving, you are taken to a table of Pending What If Scenario Items, each showing the Current Value and the value Difference that would occur if the What If Scenario Item were accepted.
You can click on the What If Scenario name in this table to see the full What If Scenario.
Clicking the hyperlinked number next to What If Scenario Items Pending will bring you back to the table of Pending What If Scenario Items.
Note: For What If Scenarios to take effect on an Activity, the Cost Behaviour Rule for Accept Cost Changes on that Activity must be set to Manual, and the Can Edit Cost rule set to False.
Taking Action on a What If Scenario
Once a new What If Scenario is created, you have the option to analyse each What If Scenario Item, and Accept or Reject the change.
You can do that from the What If Scenario Item page. This page tells you which Activity Assignment, Element, and Engagement are in the scope of the What If Scenario, as well as the Currency, Current Value, and What If Difference. You can Accept or Reject each Item individually or in bulk using the checkboxes.
Using the What If Scenario Insight on the Engagement Dashboard
You also can drill down to the Engagement to see more information about the proposed What If Scenario changes.
There is a new Kimble Insight on the Engagement Dashboard that indicates when a Pending What If Scenario Item pertains to this Engagement. Click it to see Pending What If Scenario Items that could change rates on the Engagement.
This Engagement-centric table provides helpful context that will help you decide whether to Accept or Reject the What If Scenario Item.
You can Accept All or Reject All What If Scenario Items using the buttons, or click next to an Item to Accept (thumbs up) or Reject (thumbs down) that Item individually.
Recalculating a What If Scenario
There is a Recalculate All button on the What If Scenario.
A Recalculate button also appears on the What If Scenario Items table that’s accessed through the Kimble Insight on the Engagement Dashboard.
Once a What If Scenario is created, subsequent Rate Changes are not included in the scope of that What If Scenario. So, if an AssignmentCostBasis What If Scenario is created on Monday, and a change in Cost Rate happens on Tuesday while you are still considering the What If Scenario Items, the What If Scenario will not reflect that new Cost Rate unless prompted. Recalculate gives you the option to this.
In the below an example, a change in a Resource’s Grade was made after the creation of an AssignmentCostBasis What If Scenario.
Here is what the Pending What If Scenario Items looked like before the recalculation was prompted. These are the Items and figures that were generated when the What If Scenario was created.
And here is what the Pending What If Scenario Items looked like after clicking Recalculate All.
Note that, not only did the What If Scenario Item relating to Robert Resource change (with the What If Difference going from £31.92 to £312.08), but two further Assignments which are now affected are added.
Closing a What If Scenario
Once all What If Scenario Items in a What If Scenario are Accepted or Rejected (meaning none remain Pending), a Close option will appear on the What If Scenario.
Clicking will change the What If Scenario’s status from CalculationComplete to Closed.
With this What If Scenario set as Closed, a new What If Scenario can be created.