cbap module 02 v1

8/17/2019 Cbap Module 02 v1

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© Simplilearn Solutions 1

Module 2 – CBAP ®

Planning the Analysis Approach


CBAP® is a registered certification mark owned by International Institute of Business Analysis.


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Agenda


Topics to be covered are:

General Business Analysis Scenarios

Document Analysis

Enterprise Analysis

Sponsor and Stakeholder Analysis

Roles and Responsibilities Pre-Elicitation Planning

Developing the Business Needs

Developing a Solution Scope

Developing a Business Case

Stakeholder’s Roles and Responsibilities


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There are two distinct situations faced in a Business Analysis:

Plan-driven analysis:

• In a plan-driven analysis, the general requirements are known, and

implementation of needed changes is well understood.

Change-driven analysis:

• Change-driven analysis is carried out when a client is not sure of what

needs to be done to make the required changes. The Business Analyst acts

more like a detective and a problem solver than required in a plan-drivenproject.

General Business Analysis Scenarios


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The BA should ask for documentation to gather information about

the business, once a potential client expresses interest in a project.

Following are the standard documents to be reviewed:

• Business plan: A business plan is an important document that is developed to help the

company document its goals, strategies, and tactics to reach those stated

goals.

• Strategic plan: Strategic plan is about the strategies the company plans to use to

compete in the market place, as well as positioning products into certain

market segments, penetration into new markets, or introducing new

products or services and defensive competitive positioning.

• Marketing plan: Marketing plan focuses on sales and marketing activities. It strategizes on

gaining new customers and retaining the existing customer base.

Document Analysis


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Document Analysis (contd.)

• Business rules, procedures, and policies: Business rules, procedures, and policies are usually found in the company

policies and procedures manual where there is a detailed description of

standard operating procedures (SOPs), and acceptable parameters for day-

to-day operations.

• Process flow charts: Process flow is often difficult to understand if it is not clearly explained in

the policies and procedures. However, an experienced BA should have an

idea of industry-specific functions and it is up to him/her to understand

the process flows in the client’s industry.

• Enterprise architecture:

Enterprise architecture is another name for company organization chart.

This helps to detail the processes, the chain of command, and the areas of

responsibility and accountability.


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•

Job descriptions: Job descriptions are a more detailed aspect of the organization. In a fully

documented organization plan, job descriptions should match each category

of employees along with their responsibilities and accountabilities.

• Trouble shooting documents:

Trouble shooting documents are not always available in most companies.

However, if a company has a formalized quality control program like SixSigma or ISO 9000, there normally is a good paper trial on operational

problems and traceability of the solutions.

• Financial reports:

Financial reports are generally the most confidential and are not disclosed

without a signed NDA (Non Disclosure Agreement).

• IT system description schematic: IT system description schematic is important for a specific software

requirement and solution. Even if the project is not software related, the BA

should have a good understanding of how the internal IT and

communications function.

Document Analysis (contd.)


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Enterprise analysis describes how Business Analysts identify plans to extract

the business needs and help in defining a solution scope that can easily be

implemented by the business.

The following are the general ideas to be formed by the BA during preliminaryenterprise analysis:

Defining the problems and opportunities;

Assessing organizational capacities and gaps;

Forming the first phase of the solution scope; and

Developing a business case for proposed solutions.

Enterprise Analysis


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Following are the steps to be followed during sponsor and stakeholder analysis: Sponsor interview:

• Sponsor interview is the first step in the elicitation phase. Once the BA has a

general understanding of the company and its market, it is time to interview the

sponsor.

Key stockholder and SME:

• They are identified during the sponsor interview. It helps the BA to chart out theorganizational structure along with the associated stakeholders and SMEs who

play a key role in the processes to be examined.

Preliminary needs and requirements:

• Preliminary needs and requirements are the output of the sponsor interview.

This provides a good starting point for meeting the other stakeholders. It also

confirms if the stakeholders and SMEs are in agreement with the sponsor.

Key stakeholder evaluations:

• Key stakeholder evaluations are obtained verbally from the sponsor, or from

company evaluations.

Sponsor and Stakeholder Analysis


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Identify project roles: identifying project roles in the pre-elicitation

phase is derived from prior documentation analysis and prior BA

experience with similar situations.

Following are the roles and responsibilities:

• Application architect: helps to identify and design the solution

structure.

• Business Analyst: is responsible for gathering requirements,

planning, coordinating, and communicating with team members and

stakeholders.

• Project manager: is responsible for managing the implementation of

the project and coordinating the project milestone activities.

• Database analyst: reviews and analyzes the database resources anddevelops any new database policies and procedures.

• End user: is the person or persons who will use the new solution on a

regular basis.

Roles and Responsibilities


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• Executive sponsor: is usually the “champion” and decision maker for

the project.

• Infrastructure analyst: helps define, design, or adapt hardware and

technical infrastructure.

• Quality assurance: person is responsible for ensuring that the

solutions meet the company’s QC policies and procedures.

• Solution owner: is responsible for making sure that the functionalrequirements, such as project scope statement, solution validations,

etc., are successful in meeting the solution deliverable.

• SME: is the subject matter expert who is responsible for expert

advice, information, and related requirements for a particular

solution.• Trainer: is responsible for training end users and others in properly

using the new solutions.

• Team RACI matrix: documents the various roles, responsibilities,

accountabilities, and communication requirements.

Roles and Responsibilities (contd.)


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Person New JobDescription

Stakeholder Sponsor

Business Analyst R I I

Tech Writer A C

Project Manager C

R = Responsible

A = Accountable

C = Consulted

I = Informed

RACI Matrix


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Pre-Elicitation Planning Considerations


Inputs:

• Business case

• Business needs

• Solutions scope

• Stakeholder’s roles and responsibilities

Choosing the elicitation activities:

• Brainstorming


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Pre-Elicitation Planning Considerations (contd.)


• Focus groups

• Prototyping

• Observations

•Requirements workshops

• Surveys and questionnaires

• Interface analysis

Scheduling

Documentation


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Pre-Elicitation Planning


Pre-elicitation planning diagram

Business case

Documents analysis

Business needs

Solution scope Stakeholder’s roles

and responsibilities

Pre-elicitation

planning

Conduct elicitation activities

Brainstorming

Focus groups

Interviews

Observations

Prototyping

Requirements workshops

Surveys and questionnaires

Risk analysis

Identifying key stakeholders


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Developing the Business Needs


Developing the business needs:

• Developing the business needs is a continuation of the identification,

verification, and narrative of the business needs that bring about the project

requirements, which then lead to the solutions and deliverables.

Inputs:

• Elicitation analysis

• Documentation analysis

• Sponsor needs

• Stakeholder needs

• Organizational assets capabilities

Building the narrative


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Post-elicitation

results

Brainstorming

Focus groups

Interviews

Observations

Prototyping Requirements workshops

Surveys and questionnaires

Risk analysis

Identify key stakeholders

Post-elicitation

outputs

Confirm business needs and

requirements

Identify risks and constraints

Prioritize requirements

Identify transition requirements

Identify key stakeholders Start formation of solution scope

Add depth and breadth to business case

Assess organizational capabilities and

readiness

Planned Elicitation Outputs Diagram


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Developing a Solution Scope


Solution scope is based on preliminary information, and is used to

evoke other ideas for solutions, and the possible risks and problems

from the people who work in the process every day. Following are

the points to be kept in mind while developing a solution scope:

• Purpose

• Requirements management plan

• Stakeholder consensus

• Organizational capabilities assessment


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Developing a Solution Scope (contd.)


• Stakeholder’s roles and responsibilities

• Conflict management

Following are the anticipated output from the elicitation planning:

•

Requirements management list• Solutions proposals

• Company outsourcing needs


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Solution Scope Development Diagram


Requirements

management plan

Solution scope

Stakeholder’s rolesand responsibilities

Transition

requirements

Communications

plan

Manage solution scope

and requirements

Problem tracking

Baseline and metrics

Requirements validation

Validated

requirements

Reusable requirements

Assess proposed solutions

Prioritize and allocate

Requirements


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Developing a Business Case


The business case is a document used as a guide to elicit responses

from stakeholders and SMEs. Following are the points to be kept in

mind while developing the business case:• Purpose

• Assumptions and constraints

• Business needs

• Solution scope

• Stakeholder concerns


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Stakeholder’s Roles and Responsibilities


Stakeholder’s roles and responsibilities are used to draw input and

modifications. Following are the steps carried out during the

formation of stakeholder’s roles and responsibilities:

• Stakeholder analysis: A stakeholder analysis takes place after the elicitation activities have taken

place. It is performed as soon as a business need is identified and will

usually be an ongoing activity as long as the Business Analysis continues.

• Stakeholder attitude:

Stakeholder attitude may require more time and investigation post the

elicitation activities. However, it is important for the BA and sponsor.

•Authority levels: Authority levels describe what levels of authority each role would have.

• Impact on stakeholders:

The impact on stakeholders can be surprising if the stakeholder is not

aware of what happens in a change related project


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The Impact on Stakeholders — The

Onionskin Diagram


Image source: IIAB BABOK Guide™


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Summary


In this module we learned: The two general types of business analysis scenarios are plan-driven analysis andchange-driven analysis.

Document analysis gives the BA some preliminary information about the company.

Enterprise analysis describes how Business Analysts identify plans to extract the

business needs.

There are four key steps to be followed during sponsor and stakeholder analysis. The roles and responsibilities of a BA may change as the process progresses.

The pre-elicitation plan also develops the elicitation activities to allow stakeholder

consensus on needs, requirements, solutions, and perceived risks.

Developing the business needs is a continuation of the identification, verification,

and narrative of the business needs.

Solution scope is based on preliminary information, and is used to evoke other ideasfor solutions.

The business case is a document used as a guide to elicit responses from

stakeholders and SMEs.

Stakeholder’s roles and responsibilities are used to draw input and modifications.


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During the preliminary stages of investigation, the Business Analyst senses

that the needs of the project are not typical of a standard project. In this

case he/she should anticipate:

a) An ad hoc plan

b) A plan-driven project

c) A change-driven project

d) A spontaneous project



Quiz – 1


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During the preliminary stages of investigation, the Business Analyst senses

that the needs of the project are not typical of a standard project. In this

case he/she should anticipate:

a) An ad hoc plan

b) A plan-driven project

c) A change-driven project

d) A spontaneous project



Quiz – 1

Answer: c. A change-driven project.

Explanation: In a change-driven project, more trial and error, and

experimentation may be needed. As a result, the analysis plan will

undergo numerous iterations.


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One of the first documents to be analyzed should generally be:

a) Financial statements

b) Marketing plan

c) Organization chart

d) Business plan



Quiz – 2


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One of the first documents to be analyzed should generally be:

a) Financial statements

b) Marketing plan

c) Organization chart

d) Business plan



Quiz – 2

Answer: d. Business plan.

Explanation: The business plan is usually the best overall document and

hence, it is generally the first to be analyzed. It generally contains a rangeof important information such as the company vision and mission, goals

and objectives, competition analysis, financials, and strategic plan.


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Where would the BA look for SOPs(Standard Operating Procedures)?

a) Business plan

b) Company charter

c) Company policies and procedures manual

d) The strategic plan



Quiz – 3


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Where would the BA look for SOPs(Standard Operating Procedures)?

a) Business plan

b) Company charter

c) Company policies and procedures manual

d) The strategic plan



Quiz – 3

Answer: c. Company policies and procedures manual.

Explanation: Policies and procedures are usually organized according to

departments and tasks. The BA can get a general idea of how thecompany has defined the way it wants to operate.


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The enterprise analysis is focused on which of the following:

a) Cash flow management control

b) How the company can be more profitable

c) Roles and responsibilities

d) Identify the company needs and potential solutions



Quiz – 4

Pl i th A l i A h


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The enterprise analysis is focused on which of the following:

a) Cash flow management control.

b) How the company can be more profitable.

c) Roles and responsibilities.

d) Identify the company needs and potential solutions



Quiz – 4

Answer: d. Identify the company needs and potential solutions.

Explanation: The foundation of a project is designed to address the

company’s needs and what the best solutions are. The plan evolves andfills out as the analysis progresses and new information is added.

Pl i th A l i A h


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The business case is designed to:

a) Provide a narrative that describes the cost-benefit of the project

b) Analyze the project requirements

c) Define the sponsor view of what the project should entail

d) To provide a method of project validation

Quiz – 5

Pl i th A l i A h


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The business case is designed to:

a) Provide a narrative that describes the cost-benefit of the project.

b) Analyze the project requirements

c) Define the sponsor view of what the project should entail.

d) To provide a method of project validation.

Quiz – 5

Answer: a. Provide a narrative that describes the cost-benefit of the project.

Explanation: The business case is normally the document that is presented

to the board for approval and funding. It is a narrative that explains how theproject will benefit the company.



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The pre-elicitation planning is designed to:

a) Prepare the Business Analysis

b) Design the solution scope

c) Produce the business case

d) Prepare the BA for the elicitation phase

Quiz – 6



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The pre-elicitation planning is designed to:

a) Prepare the Business Analysis

b) Design the solution scope

c) Produce the business case

d) Prepare the BA for the elicitation phase

Quiz – 6

Answer: d. Prepare the BA for the elicitation phase.

Explanation: While it is correct that the BA should be thinking of all the

important documents and getting them started in preparation for theelicitation activities, they will not provide enough depth of information to

make the documents functional.



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Which interview will produce the start of the preliminary needs

requirements analysis?

a) Key stakeholders

b) SME

c) CEO

d) Sponsor

Quiz – 7



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Which interview will produce the start of the preliminary needs

requirements analysis?

a) Key stakeholders

b) SME

c) CEOd) Sponsor

Quiz – 7

Answer: d. Sponsor.

Explanation: The sponsor’s interview is normally the first interview taken

during the pre-elicitation phase. The sponsor can be the CEO but not

always, as projects may be delegated to other top level management

person.



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Which consideration is not part of the pre-elicitation planning?

a) Employee turnover report

b) The business case

c) The solution scope

d) Business needs analysis

Quiz – 8



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Quiz – 8

Answer: a. Employee turnover report.

Explanation: Some of the normal elements considered in pre-elicitation

planning phase are: the business case, business needs, solution scope,

requirements analysis, interface analysis

Which consideration is not part of the pre-elicitation planning?

a) Employee turnover report


c) The solution scope

d) Business needs analysis



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Which action normally will take place after the sponsor explains the

perceived needs in the first BA interview?

a) The BA verifies the needs with other C-level personnel

b) The BA writes up the needs assessment document

c) The BA does a preliminary organizational assets and capability

analysis

d) Develops the business needs document.

Quiz – 9



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Which action normally will take place after the sponsor explains the

perceived needs in the first BA interview?

a) The BA verifies the needs with other C-level personnel

b) The BA writes up the needs assessment document

c) The BA does a preliminary organizational assets and capability

analysisd) Develops the business needs document.

Quiz – 9

Answer: c. The BA does a preliminary organizational assets and capability

analysis

Explanation: The first interview with the sponsor is to drill down into the

perceived needs for the project. The analyst wants to know if the

company has the internal assets (human and material) to make what the

BA seems as the capabilities to develop and implement solutions.



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Which document is considered to be the most important for the go

ahead approval for a project?

a) The solution scope


c) The enterprise analysis

d) The needs and requirement List

Quiz – 10



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Quiz – 10

Answer: b. The business case.

Explanation: The business case is a narrative of how the project will

benefit the company and meet its goals. The “story” is presented to seek

approval and funding for the project after all the facts and proposed

solutions have been validated by the sponsor and stakeholders.

Which document is considered to be the most important for the go

ahead approval for a project?

a) The solution scope


c) The enterprise analysisd) The needs and requirement List



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Thank You

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