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About Scenario Builder

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Scenarios are used to identify projected activities with their cost and impact based on a defined work approach for any asset type. Access the Scenario Builder to set up, run, and adjust Scenarios to meet identified outcomes such as defined budget limitations or target network OCI (overall condition index).

Scenarios have five parts:

  1. Scenario: The scenario itself includes both scenario settings and cumulative results information.
  2. Budgets: Budgets are the mechanism to assign dollar amounts from a budget category. At the time the scenario is run, the category on the budget is used to find protocol triggers that have a matching budget category when assigning activities. Budgets are required to be set up for scenarios with a scenario type of Budget Limitation; even if entered, other scenario types do not use budgets when running a scenario.
  3. Plan Years: Scenarios can be projected out over multiple years called plan years. The start date and end date for each plan year are set based on the Scenario Start Date. Plan Years may include user input fields (based on scenario type) and include results information specific to each plan year. Plan years are included in details and results.
  4. Protocols: Protocols are the mechanism used to group specific assets in a given scenario for the purpose of recommending activities. Each protocol has a group of triggers that define what activities can be recommended and when each activity should occur. The Scenario Detail defines which protocols are associated with the Scenario. Protocols must be set up before running a scenario.
  5. Activities: Activities are the most granular detailed results of the scenario. The Activity list contains all assets and the recommended activities for the scenario. The activity will be blank for any assets where no activity is recommended for the plan year. The activities display in the Results tab and in the Map tab.

Key Scenario Settings

The following are key settings in the creation or setup of a scenario. The options chosen for the following fields will have the greatest impact on the scenario results.

These settings work together to determine your scenario results.

  • Scenario Type: Determine what the scenario cutoff should be. Identify the end goal of your scenario; when that goal is met, the scenario will stop recommending additional activities.
  • Adjust for Open Tasks: If selected during the scenario run, any planned or in-progress tasks are considered when determining activities to apply for the asset.
  • Activity Sequence: Determine how to sequence or order your work. What work is a higher priority? What should be done first?
  • Single Activity Recommendation: When more than one activity is recommended for a single asset in a single plan year, use this setting to decide which activity is applied to the scenario for that asset in that plan year.

Run Scenarios

After creating a scenario and adjusting any other scenario details as desired, click Run Scenario. When the scenario starts to run, the run status immediately updates to Running, and the Last Run Start time displays the current date and time. Existing scenario results, if any, are cleared at the beginning of the run. While a scenario is running, the running progress screen displays. Retired assets are not included in scenario results.

You can leave the screen and work in other parts of the system while the scenario is running. If you are viewing the scenario running progress when the scenario completes, confirmation displays, and you can click Close on the screen and return to the Results tab. If you are elsewhere in the system when the scenario completes, the screen automatically closes for you. The scenario run status updates to Completed, and scenario results are immediately available for review.

While a scenario is running, you are not allowed to edit or delete the scenario, its plan years, or protocol associations. While a scenario is running, you can edit assets included in the scenario or edit protocols used by the scenario. At the beginning of the scenario run, the system gathers all necessary asset and protocol data. The Last Run Start field records the date and time a scenario run started. Any asset or protocol edits made after this time are not reflected in the scenario.

If the Scenario encounters a critical error while running, the scenario status updates to Stopped with Critical Errors. Any results that have been generated up to the point of the critical error are cleared to the extent possible. Last Run Start time is not cleared and continues to reflect the date and time in which the scenario last started. Access the error log to review a detailed error message and resolve any issues if needed. Run the scenario again to successfully complete the scenario.

While a scenario is running, any user who attempts to view the scenario sees the running progress screen. Any user is able to cancel a running scenario by clicking Cancel; all scenario results clear on cancel.

Budget Limitation Scenario Type

For Budget Limitation–type scenarios, warnings may display before the scenario is run, alerting you to any budgets or protocol trigger records that may not be used while running the scenario. For example, a budget could be set up with a category of Major with none of the protocol trigger records for the scenario having this budget category set for them. In this case, the budget Major will not be used during the running of the scenario. The message would say:

The Major budget category does not have corresponding triggers using this budget category. Make sure at least one trigger is set to Major.

In another example, there are protocol trigger records that have a budget category of Medium and Low, with no budget set for the scenario using these budget categories. In this case, the trigger records with these budget categories will not be used during the running of the scenario. The message would say:

You have triggers with Budget categories without a corresponding budget. Add a budget to the scenario for the Medium, Low budget categories.

If you don't add a budget, the associated activities cannot be recommended.

Adjust for Open Tasks 

If the Adjust for Open Tasks option is selected when you run a scenario: 

  • In Progress and Planned tasks are considered when determining which activities to apply to an asset.    
  • The current OCI of the asset is adjusted as if the task was completed by the start and stop dates of the activity. 
  • Scenario Builder does not recommend any activities in a year that has an existing task, or any years prior to an existing task. For example, if an asset has an existing task that is planned to be completed in plan year 4 of the scenario, the earliest that Scenario Builder would recommend an activity to be performed would be plan year 5.  
  • Any existing tasks that happen during the scenario time frame do not count against the budget for the scenario. 
  • Open tasks for assets that are on the network but that are not included in the scenario impact task activities performed before and during the scenario. These tasks are only accounted for in the Network Beginning and Ending OCI numbers. 

Scenario Results

  • Scenario beginning estimated OCI: The average estimated OCI of a scenario's assets on the scenario's start date.
  • Scenario ending estimated OCI: The average estimated OCI of a scenario's assets on the scenario's end date.


This tab displays the assets by plan year and activity in the scenario on a map. The asset color corresponds to the activity planned for the asset for the selected plan year. Assets that do not have any activity applied for the selected plan year always display gray. The tab also contains a budget-limited chart detailing by plan year the overall cost for a particular activity. The chart is ordered by activity.


  • This tab is disabled if a scenario has not been run.
  • There is a 5,000-asset limit on the map.
  • A maximum of 10 plan years and 12 activities (plus no activity) can display on the map. A warning dialog box displays the first time you open a scenario with too much data to display. After you dismiss the dialog box, a warning icon displays on the screen for any scenario with too much data.

Scenario Projects

Scenario projects are a group of activities that will be performed at the same time I'll show you how to add a project to a scenario.  Once approved, convert scenario projects into work orders and associated tasks.  More than one project can be converted at a time, After a project is converted, there is not a connection between the work items and the project. For example, if you delete a converted project, the work order and associated tasks remain.