B) Use a scenario for simulation in the PPM process
An example: the next management meeting (called “Portfolio Board Meeting” in Lean PPM) takes place in one week. From the development department, you received the information that Andreas, the product owner, a key resource, is down for a few weeks due to illness, which caused a capacity bottleneck in several development projects. You now want to prepare the project landscape for the management meeting and make a suggestion on how the bottlenecks can be solved. To avoid simply changing your plan data in search of the best solution, it's best to create a scenario (click on plan data > manage scenarios > add scenario).
In the scenario, you now have an exact copy of your plan data at the time the scenario was created. You can safely simulate which other employees can take over the work of Product Owner Andreas and how the planned workload can be redistributed across several people. You can do this quickly for some of the projects (especially for high-priority projects). For example, you can pause other projects with a lower priority at the beginning of the bottleneck.
In the management meeting, you then present the current situation in the planning data and the suggested solution prepared in the scenario. You can use the scenario comparison function to make the changes immediately visible. Based on this, decisions are made in the meeting on how to proceed.
Please note: When you then update the projects, there is a risk that projects have been modified in the planned data in the meantime and will no longer match the original data in your scenario. To avoid this, be sure to create the scenario just before the management meeting. This ensures that the data is as up-to-date as possible in the scenario and that the planning cycle is kept as short as possible until the data is reloaded.
After all decisions have been made in the management meeting and the scenario shows your future project portfolio, it is time to transfer the changes to the planning data.
One possibility is to transfer the entire scenario to the planning data ("Apply as Plan of Record"). You should only use this function if you are absolutely sure that your colleagues have not made any changes in the plan data that would otherwise overwrite them.
Additionally, you should not use the function if you are in a sub-portfolio. Again, remember: scenarios are portfolio independent. This means that when you create a scenario, the entire Plan of Record is always copied, even if you are in a specific portfolio section. If you have made changes in a scenario in the sub-portfolio of the "Development" area, you will not see the projects of the other departments, but they are included in the scenario - with the data status at the time when you created the scenario. If you now transfer the entire scenario to the Plan of Record, this could result in changes to the Plan of Record that have been made in the meantime being overwritten and thus lost.
You're probably wondering now why a scenario doesn't just copy the portfolio snippet you're looking at. This is because Meisterplan takes a holistic view of the capacity and utilization of the planned roles and resources. This means that if Andreas is planned as a product owner in the "Development" department, but is also involved as project manager in projects in the "IT Services" division, the portfolio coordinator must know, despite looking at a specific project section, whether Andreas still has spare capacity. This can only be done by taking into consideration all of the projects Andreas is working on, not just the ones in the current portfolio. Therefore, the other projects must also be included in the scenario. This way the portfolio coordinator can make a correct assessment of Andreas’ capacity.