PowerPoint Presentation

1 Foundations of Business Analysis Session 7 Requirements Elicitation

#

12BA Proposal due Session 11Teams of 5-6 (Different team composition)Develop a generic proposal identifying how you would use Business Analysis practices to identify and solve a problem.Enterprise Analysis, Requirements Elicitation, Requirements Analysis, Requirements Management and Communication, and Solution Assessment and Validation #2Assignment Two ExerciseA handout will be provided showing an example of the first area of the report and the teams are asked to prepare the next area to show that they understand the expectations for this assignment.3#Instructor Notes

-Hand out For Assignment #2-Business Need Template

34Learning OutcomesUnderstand how to:Prepare for ElicitationConduct Elicitation ActivitiesDocument Elicitation ResultsConfirm Elicitation ResultsUnderstand the BA Techniques associated with Requirements Elicitation

#45

#56

#67

#78

#89

#910

#1011

#1112

#1213

#13Functional Requirement ExamplesSystem must display bond prices using 3 decimal placesProduct can be used by a 4-7 year oldUser will be able to see transactions for the past 30 days14#1415

#15Non-Functional requirements16

#1617

Non-Functional requirements#1718Prepare for ElicitationEnsure that all needed resources (people, facilities, equipment) are organized and scheduled for conducting the elicitation activitiesBuild a detailed schedule of elicitation events and dates #

1819Prepare for ElicitationInterview ScheduleTarget AudienceTopicRequirements Gathering ApproachScheduleSales ExecutivesSales Reports Content & FrequencyFocus Group after reviewing samples of existing reportsJanuary 15Follow-up meeting January 30Sales AdministratorsEveryday work activitiesRequirements Workshop January 20Follow-up January 25SalesmenCustomer ordering activitiesObservation on the RoadFebruary 1 thru 15Customer service RepresentativeCustomer queries and requestsInterviews with random reps + supervisorFebruary 20 thru 25Distribution staffShipping activitiesDocument Analysis and ObservationMarch 1 thru 10Order Entry StaffInvoicing and Credit note activitiesDocument Analysis and selective interviewsMarch 15 thru 25Accounts Receivable staffPayment processing activitiesFocus Group after reviewing notes from other interviewsMarch 26 thru April 10#1920Prepare for Elicitation BA TechniquesThe BA will conduct a number of activities in order to prepare for elicitation:BrainstormingDetermine the extent of information to be gathered through the elicitation activity and the stakeholders to be includedDocument AnalysisGather and review all relevant documents which describe the activities included in the solution scopeFocus GroupsGather insights from a representative sample of stakeholders and to confirm any assumptions#2021Prepare for Elicitation BA TechniquesThe BA will conduct a number of activities in order to prepare for elicitation:Interface AnalysisGather and review documentation about external integration points with other processesInterviewsPlan the number and form for interviews to be conducted (including external stakeholders)ObservationIdentify where job shadowing will be beneficial#2122Prepare for Elicitation BA TechniquesThe BA will conduct a number of activities in order to prepare for elicitation:PrototypingIdentify points where show and tell demonstrations will aid in understanding and to gain approval from key stakeholdersRequirements WorkshopsIdentify where and when workshops will be scheduled , what content (attributes) to be covered and who should attendSurvey/QuestionnaireIdentify where surveys would serve the need to gather larger samples of responses and develop the surveys or questionnaires#2223

Survey Considerations#2324Four Phases of a Survey

#2425PlanningTreat as a mini-projectGood planning all the pieces fitMission statement for surveyWhy do the survey?Who are we surveying and why?What data are we collecting?How much time will it take?How many participants vs. response rate

#2526PerformingSample versus populationIntroductory letter(s)Mail-outsDistribution of printed surveysPoint collection activitiesKnow you sample size and why!Consolidation of results - integrity

#2627Analyzing the ResultsLeverage the wealth of informationAttitudes, beliefs, opinionsStatistical tools Correlate satisfaction with factorsVisualizing the response dataAvoid paradigms dont expect resultsExplore the information look for the unusual.

#2728Action the Results!Act on the information gatheredFocus resources where they count mostAlign behavior with strategic goalsEstablish new performance goalsDefine new six sigma project opportunityFailure to act sends strong message that survey was pointless or organization unable or unwilling to change not listening

#2829Conduct Elicitation ActivityMeet with Stakeholders to elicit information regarding their needs.Requirements must always be traceable back to business goalsAll Requirement attributes must be capturedAll stakeholders must be heard all perspectives must be understood and reconciled#29Elicitation Knowledge Area TechniquesTechniqueProConBrainstormingQuick method to elicit may ideasUseful when team is having issues generating ideasWithout clear ground rules participants may start to debate ideas and inhibit idea generationDocument AnalysisGood place to start to learn about a business or problemDocuments may be out of dateTime consumingUseful for current state onlyFocus GroupsTime and cost effective method to elicit information in a single sessionNeed skilled moderatorScheduling and resource issuesTrust issues among membersInterface AnalysisGood method to understand current businessLimited insight as focus is on interfaces only30#30Elicitation Knowledge Area TechniquesTechniqueProConInterviewsOpportunity to establish relationship with stakeholdersPrivacy and confidentialityTime consumingDoes not build consensusObservationRealistic and practical insightTime consumingPotentially disruptivePrototypingGood method for early user interaction and feedbackUsers can get distractedUsers may develop unrealistic expectationsReq. WorkshopsResults in specific requirementsGood method to reach consensusScheduling and resourcesNeed skilled facilitator

SurveysQuick and cost effective for closed ended questionsAnalysis of open ended questions may be time consuming31#3132Conduct Elicitation Activity BA TechniquesBrainstormingFacilitate the gathering and evaluation of as many ideas as possible related to the topics being studied.Document Analysis Encourage the review and evaluation of existing procedures and documents to ensure that all aspects of a process are discussed Examples: Corporate annual report, operating procedures, existing requirements documents, industry publications, regulations #3233Conduct Elicitation Activity BA TechniquesFocus Groups Helps to gather independent and group rationale about requirements and their purposes. Useful for developing alternatives and recommendations. Interface Analysis Review and confirm the requirements from outside parties. Important to consider future plans and expectations from external stakeholders InterviewsConduct interviews according to the plan but leave room for unexpected side issues that may require special handling. Additional stakeholders may also emerge. #33Interface Analysis

34#3435Conduct Elicitation Activity BA TechniquesObservation Shadow key process experts to ensure that the current state is well understood regarding inputs, processes and outputs Types of ObservationPassiveActive PrototypingPrepare demonstration packages to show stakeholders what the requirements looks like at various stages of the elicitation process. Could utilize flow charts or other graphical formats

#3536Conduct Elicitation Activity BA TechniquesRequirements WorkshopsConduct workshops according to plan but be prepared to include additional workshops if new stakeholders emerge Survey/Questionnaire Conduct the surveys/questionnaires but ensure that the minimum sample size or respondent target number is achieved. Findings are expected to be shared with all respondents

#3637Document Elicitation ResultsRecord the information provided by stakeholders for use in analysisProduce a summary of output for each eventIdentify issues that arise from discussions#3738Document Elicitation Results BA TechniquesBrainstormingUse the process to develop documented ideasDocument Analysis Report overall findingsFocus GroupsCollate and summarize the findings from these meetingsInterface AnalysisReport the findings from this analysis

#3839Document Elicitation Results BA TechniquesInterviewsDocument the overall findings, including confirmation of assumptions and limitationsObservations Document the findings from this work as well as highlight any opportunities for improvement identified during the processProblem Tracking Document any issues identified from all of the interviews, focus groups, requirements workshops or observationsExample of conflicting requirements that need to be documented:Must ship within two daysCan not ship until credit approved #3940Document Elicitation Results BA TechniquesPrototyping Findings may be documented prior to analysis or go directly into the analysis activity (evaluation of effectiveness as part of the solution)Requirements Workshops Findings may be documented prior to analysis or go directly into the analysis activity (evaluation of effectiveness as part of the solution)Survey/Questionnaire Collate and summarize results of the survey

#4041Confirm Elicitation ResultsValidate that the stated requirements match the stakeholders understanding of the problem and the stakeholders needsResults in the requirements being promoted from Stated/Unconfirmed to Stated/ConfirmedIssues are also addressed and confirmed#4142Confirm Elicitation ResultsBA TechniquesInterviews Follow-up with stakeholders to confirm that what is documented is actually what they meant to sayDo the requirements, as documented, represent the full set of requirements for each stakeholder Observation Confirm with the shadowed process expert that their process is correctly and completely represented in the requirements document

#42 Questions?43

#43Sources of Additional InformationUnearthing Business Requirements, Kathleen Hass, Chapter 1Chapter 7-8pages 91-95

44

#44Exercise: ElicitationOne good example of functional requirementsOne bad example of a functional requirementRandom reviewWhat do you want in your dream in car?45#Hand out cards to students and ask the question.Collect the cards and read out interesting answers

Instructor can change question.

4546Recap:Understand how to:Prepare for ElicitationConduct Elicitation ActivitiesDocument Elicitation ResultsConfirm Elicitation ResultsUnderstand the BA Techniques associated with Requirements Elicitation#46