To find the optimal scenario or a version of your plan, you have to consider multiple factors, such as risks and delays, as well as pay close attention to the availability and workload of your resources.
With the Scenarios feature you can easily try out different variants of your plan, compare the results, and find the best one.
When you create a scenario, changes to your tasks will only be synchronized with Jira or connected tools, such as Trello, after merging. All changes made to tasks are stored in the Scenario history, and you can easily undo them.
The Undo operation works only in the "Scenario" mode.
If you have two tabs open (in one tab, Gantt is in the "Live" mode and, in another one, in the "Scenario" mode), the undo option is not available.
Planning Work with Scenarios
You can create two scenarios per Box:
- One public scenario + one private scenario
- Two private scenarios
Creating New Scenarios
To create a new scenario, click on the "Live" button you can see in the top-left section of the screen in the module header.
Next, name your scenario and color code it. You will be able to change the name and colour of your scenario later.
By default, each newly created scenario is private. If you want to make it visible to other users, change the privacy settings by clicking on the button under the name field. To start working in the scenario mode click "Create."
Switching Between Scenarios
Once you have created multiple scenarios of your plan, you can switch from one scenario to another to see how it impacts your schedule and resource workload. All published scenarios will be visible to users when they click on the Scenario drop-down.
The scenario history lets you track changes to your tasks. To open the Scenario history, click on the yellow dot in the top-right corner of the scenario box.
For each change, the following information will be displayed in the history dialog:
- Key—issue key of the changed task
Period resize—at least one of the fields mapped as Start and End dates was changed
Period mode—the period mode was changed
- Result type—target mode or period
- Live—the actual (live) period mode or period
- Scenario—period mode and period change
Let's have a look at a simple example: the BPV-42 Story assigned to Angela is causing overallocation as the effort (i.e. time required to complete the story) exceeds Angela's weekly capacity, which is indicated by the red colour in the Resources panel:
Let's create a new scenario and name it "Scenario for Angela:"
Next, let's stretch the BPV-42 Story to reduce the workload indicated with red—this will be recorded as change 1:
The first change was a little bit too much as the workload changed to green, which indicates that it is below 75% of capacity. Let's reduce the duration of the task by 7 work days to fully utilize Angela's capacity, and switch to daily aggregation for a more detailed look:
Now, the workload is optimal—it does not exceed 100%, which is indicated by the orange color. We can now merge the changes or compare them with different scenarios.
To compare scenarios, you can open the Gantt module in a new window of your browser.