PS: Creating a New "What-If" Dataset

Use this workflow to create a custom dataset to test "what-if" scenarios (such as evaluating changes in occupancy, ADR, or cost-saving initiatives) without altering your primary forecast.

 

As a best practice, you should create a new, blank dataset and then copy baseline data from an existing dataset into it.

 

Prerequisites:

• Permissions: Requires access to the Corporate level Admin menu.
• Location: Navigate to Admin > Administrative Tools > Forecast Admin.

 

The Steps:

Phase 1: Creating the Dataset

1. Click the Add (+) icon on the Forecast Admin screen.
2. Enter a Name for the new dataset.
3. Enter a Sort number (lower numbers appear higher in picklists).
4. Configure the global behaviors: Show Dataset in Reports?, Spread Nightly, and Copier Mode (See the Forecast Admin Settings Reference for definition of modes).
5. Enter the global Start and Stop Dates to establish the editable date range.
   • Note: this process would be the same for opening and closing the budget during budget season.

 

Phase 2: Activating Site Properties

1. Click the Customize Properties icon next to your new dataset.
2. Check the Active? box for the properties utilizing this dataset.
3. Check the Editable? box to allow data to be copied into it and modified in forecast/budget menus.
4. Click Save.
5. Click the Back Arrow to return to the main Forecast Admin screen.

 

Phase 3: Assigning Roles

1. Click the Roles Assigned (Person) icon next to the dataset.
2. Select the specific Roles that need visibility into this dataset.
3. Click the Green Checkmark to confirm the popup menu.
4. Click Save on the main screen (the icon will appear red until saved).

 

Phase 4: Copying Baseline Data

1. Click the Copy button at the top right corner of the screen.
2. Select the desired site(s) from the list (Use Shift + Click or click and drag to select multiple sites).
3. Select the From Dataset and To Dataset (your newly created dataset).
4. Select the From Year and To Year.
5. Select the specific Period(s) or choose the entire year.
6. Click the Green Checkmark to initiate the process.
7. Click the Green Checkmark again on the confirmation prompt to proceed with the copy.

 

The Result

• Success: The new dataset is now populated with copied baseline data and is immediately available for the assigned users to modify and review in their reporting picklists.

 

Troubleshooting

• Cannot copy data into the new dataset: Ensure you have checked both the Active? and Editable? boxes for the specific property under the Customize Properties screen in Phase 2. If it is not editable, the system will block the copy action.