Basics of Business Analysis
A two day course
presented by
Haydn Thomas and Lauren Healey
CSU Project Service Centre
April 2008
Course Objectives
Understand the
importance of
business analysis
to CSU
Develop
business analysis
skills
COURSE
OBJECTIVES
Obtain a
framework for
business analysis
Familiarise with
business analysis
principles
Day 1
A/ Introduction – Business Analysis & You
B/ Business Analysis and the CSU Context
C/ Project or Improvement Control
1/ Understanding the Business Need & Strategic Direction
2/ Planning & Coordinating the Requirements development process
3/ Collecting Requirements
4/ Formulating Requirements
5/ Ensuring Shared Understanding of Requirements
D/ Review & Improve
Business Analysis V Business Expertise
? Not required to have
expertise in any area
? Subject matter expertise
in specific business areas
? Lateral thinking – involving
the bigger picture
? Operational focus rather
than big picture thinking
? Apply structured processes
Introductions & Expectations
Background
YOU
Current
Role
Exercise
1. Business Analysis
and the CSU context
Continuous Improvement at CSU
Examples of individual views
Innovation
Innovation
Continuous Improvement
(everyday work & / or projects)
Continuous Improvement
(everyday work & / or projects)
Maintenance &
Basic Operation
Maintenance &
Basic Operation
Operational Staff
Senior Management
Continuous Improvement at CSU
Example of an enterprise view
Enterprise View
Senior
Management
CSU
Position
Level
Innovation
Continuous
Improvement
(formal projects &
informal projects)
Maintenance &
Basic Operation
Operational
Staff
Effort / Time
Continuous Improvement at CSU
We all have to get from „AS IS? > „TO BE? somehow...
AS IS
TO BE
Continuous Improvement at CSU
...and we all need to think about the same things...what, who, why, etc...
...but which path will maximise the quality of the „TO BE? situation...?
WHO
WHAT
WHY
AS IS
TO BE
WHERE
WHEN
HOW
Continuous Improvement at CSU
The CSU Project Service Centre Project Lifecycle / Project Management Framework
is an example of a project path to improvement
Project Phases & Effort
Continuous Improvement at CSU
The Plan Implement Review Improve (PIRI) Cycle is based on
a continuous improvement approach to AS IS > TO BE
WHO
Y
W
H
AT
H
W
P
I
PLAN
IMPLEMENT
I
R
IMPROVE
REVIEW
E
W
H
ER
EN
H
W
HOW
Business Analysis & Continuous Improvement
Business analysis is a mindset that focuses on...
WHO
WHAT
WHY
BUSINESS
ANALYSIS
WHERE
WHEN
HOW
A Business Analysis Framework
...and involves a set of activities designed to achieve a quality outcome.
WHO
BUSINESS
ANALYSIS
FRAMEWORK
Understand the
business need
and strategic
direction
WHAT
Plan the
requirements
development
process
Gather
information
WHY
Formulate
requirements
WHERE
Ensure shared
understanding of
requirements
WHEN
HOW
Formulate how
requirements will
be implemented
Ensure
operational
acceptance of
implementation
So - in short… Business analysis is the conduit between the
requested outputs of a project / improvement and the solution
created to address the identified need.
WHO
WHAT
WHY
BUSINESS ANALYSIS
AS IS
WHERE
TO BE
WHEN
HOW
The PSC Needs Hierarchy depicts the relationship
between the business needs which business analysis addresses
So – whether a project framework or continuous improvement cycle is used
to achieve „TO BE?, it is important that business analysis is undertaken to
maximise the quality of the „TO BE? situation.
PSC PROJECT
LIFECYCLE
FRAMEWORK
OR
PIRI
CONTINUOUS IMPROVEMENT
CYCLE
WHAT
WHO
WHAT
WHY
BUSINESS
ANALYSIS
WHERE
WHEN
HOW
WHY
AS IS
TO BE
HOW
WHO
BUSINESS
ANALYSIS
FRAMEWORK
Understand the
business need
and strategic
direction
WHAT
Plan the
requirements
development
process
Gather
information
WHY
Formulate
requirements
WHERE
Ensure shared
understanding of
requirements
WHEN
HOW
Formulate how
requirements will
be implemented
Ensure
operational
acceptance of
implementation
B/ Project or Improvement Control
? The Control Kit provides a means of managing the project / improvement
? It also provides team members with a one-stop shop for information
TEAM
MEMBERS
DOCUMENT
CONTROL &
LOCATION
ISSUES &
RISKS
REGISTERS
An ISSUE is
something that HAS
happened
AND NEEDS TO BE
ADDRESSED
CONTROL
KIT
MEETING
MINUTES
ACTION
LISTS
SCOPE
CHANGE
CONTROL
A RISK is
something that
MAY happen
1/ Understanding the business need and strategic direction
WHO
BUSINESS
ANALYSIS
FRAMEWORK
Understand the
business need
and strategic
direction
WHAT
Plan the
requirements
development
process
Gather
information
WHY
Formulate
requirements
Ensure shared
understanding of
requirements
DEFINITION
WHERE
WHEN
HOW
Formulate how
requirements will
be implemented
Ensure
operational
acceptance of
implementation
The Needs Hierarchy | Business Need Definition
WHO | Stakeholders
? Stakeholder Maps are a
simple method to identify
who needs to be
involved in a project or
improvement
? It is a living diagram
which should be revisited
throughout the life of the
project or improvement
MORE
INFO
yourCSU
http://www.csu.edu.au/staff/yo
urcsu/who_stakeholders.html
Exercise
Customers |
Recipient of a product output (service, product, information)
Partners |
Partners include those that
are jointly engaged in the delivery of the
product
BUSINESS
ANALYSIS
TRAINING
Governance |
the systems and
processes in place for ensuring proper
accountability and openness in the
conduct of the University?s business.
Service Providers / Enablers | Provides resources and support mechanisms to enable the product delivery
2/ Plan the Requirements Development Process
WHO
BUSINESS
ANALYSIS
FRAMEWORK
Understand the
business need
and strategic
direction
WHAT
Plan the
requirements
development
process
Gather
information
WHY
Formulate
requirements
Ensure shared
understanding of
requirements
DEFINITION
WHERE
WHEN
HOW
Formulate how
requirements will
be implemented
Ensure
operational
acceptance of
implementation
Steps in the Interview Process
WHY
Why is it so important to plan the requirements
development process?
?Requirements are the basis on which potential
solutions are assessed
SO –
?If requirement specifications are inaccurate or
incomplete there is little chance the solution will
be what the business needed
HOW
Based on the information
contained in the „definition?,
plan how you will gather the
information you will need to
specify the requirements that
a solution must satisfy.
WHAT | Interview or Workshop?
Interview when:
Workshop when:
• requirements are detailed
• requirements are high level
• requirements cover many
areas of knowledge that
have specific individuals who
are the experts
• requirements are focused on
one area of business in
which the participants have
knowledge
• differing opinions are likely
or are sought
Remember –
be aware of your objectives
• consensus is being sought
• All stakeholders are
available
Workshop Preparation
ENSURE
STAKEHOLDER
REPRESENTATION
RESEARCH
BACKGROUND
INFORMATION
SET ANY
PRE-READING
APPROPRIATE
LOCATION /
VENUE
WORKSHOP
PREPARATION
SET AN
AGENDA
SET
OBJECTIVES
DETERMINE
EXPECTED
OUTCOMES
3/ Gather Information
WHO
BUSINESS
ANALYSIS
FRAMEWORK
Understand the
business need
and strategic
direction
WHAT
Plan and
coordinate the
requirements
development
process
Gather
information
DEFINITION
WHY
Formulate
requirements
Ensure shared
understanding of
requirements
FUNCTIONAL
REQUIREMENTS
REQUIREMENTS
WHERE
WHEN
HOW
Formulate how
requirements will
be implemented
Ensure
operational
acceptance of
implementation
Steps in the Interview Process
Exercise
Interview Techniques
OPEN
QUESTIONING
CLOSED
QUESTIONING
IDENTIFYING
SIGNIFICANCE
THE MAGIC
QUALIFIER
INTERVIEW
TECHNIQUES
THE 5
WHYS
PROBE
QUESTIONING
PARAPHRASING
THE 6
INTERROGATIVES
Open Questioning
? To initiate discussion on a broad subject and to encourage a
comprehensive explanation use clear, direct phrasing that asks
a single question
? ask how, what or when
So what do you enjoy
about the role?
Are there any other issues
I should be aware of?
Closed questioning
Use a closed-ended question to elicit a specific reply such as
yes/no, a simple piece of information or a selection from
multiple choices.
Is the new form better or
worse than the old form?
Is it Mary or Jane who enter
the application details?
Probe questioning
? Probe questioning involves asking for more detailed information to
clarify a vague state phrase such as „quite high? or „often late?.
? Probe questioning needs to be balanced with open and closed
questioning to avoid the interview seeming like an interrogation.
How frequently does that
happen?
How did that change impact
your division?
Paraphrasing
Paraphrasing is a technique
used to confirm or clarify
something the interviewee has
said or implied.
Executed properly it can also
build rapport by showing you in
alignment with their thoughts
and feelings.
The 6 Interrogators
WHO
WHAT
WHY
“I keep six honest serving men
(They taught me all I knew);
their names are
What and Why and When
and How and Where and Who.”
...Rudyard Kipling.
WHEN
WHERE
HOW
The 5 Whys
SYMPTOM
Moving from symptom
through to root cause
1/ WHY?
2/ WHY?
The goal of applying “The 5
Whys” method is to get to the
cause / effect relationships
underlying a particular
problem
3/ WHY?
4/ WHY?
5/ WHY?
ROOT CAUSE
The Magic Qualifier
Specifically…
To elicit better quality information add this word to the question.
We then approve
the application...
Specifically how do you
approve the application?
Identifying Significance
To determine overall significance:
Ask what is important to you in ABC?
To determine relative significance:
Ask which is more important to you –
X, Y or Z?
Be aware of...
YOUR
INTERVIEWEE
LISTENING
BE
AWARE
OF
FILTERING
COMMUNICATION
BARRIERS
...to ensure information is captured accurately and completely
Be aware of your interviewee & adjust your style
NERVOUS
A
NON-TALKER
ASSUMING
KNOWLEDGE
PROTECTING
OTHERS
?
TOO FAMILIAR
WITH THE JOB
HOSTILE
EXAGGERATING
PROESTABLISHMENT
Be aware of filtering
? Filtering occurs when the receiver of a message alters its
interpretation by applying certain influences or biases.
? The consequence of filtering is misunderstanding which can lead to
an unexpected response.
? Be aware that just because a message has been sent does not
mean it has been received and interpreted as expected.
Has the
document been
completed?
Has the
document been
approved?
Yes the document
has been completed
Yes the document
has been written
Exercise
Common Areas Which Cause Filtering
ASSUMPTIONS
WORKPLACE
CULTURE
SITUATIONAL
FACTORS
EMOTIONAL
FACTORS
COMMON
CAUSES OF
FILTERING
SEMANTICS
KNOWLEDGEBASE
ETHICS
ORGANISATIONAL
STATUS
Be aware of communication barriers
i.e. obstacles that restrict effective communication
HIDDEN
AGENDAS
ABSENCE OF
APPROPRIATE
CHANNELS
PREJUDICES
BACKGROUND
NOISE /
CLUTTER
COMMON
CAUSES OF
COMMUNICATION
BARRIERS
EMOTIONAL
SENSITIVITY
INFORMATION
WITHHOLDING
MANAGEMENT
BY MEMO
GEOGRAPHICAL
SEPARATION
Exercise
Be aware of listening
True listening involves mutual understanding
The goal of active listening is to improve mutual understanding.
?Use non-verbal cues such as head nods to show you are listening.
?Do not internally prepare the next question while the interviewee is speaking
?Listen for emotions and attitudes as well as facts
?Do not interrupt unless you sense avoidance or the interviewee has drifted
?Request clarification, paraphrase and ask follow on questions
Steps in the Interview Process
Interview Execution
Interviews are exceptionally rich sources of information.
However, no two interviewees are alike: some tend to
ramble, others are suspicious and curt, some will need
only the slightest encouragement to speak their minds,
while others will have to be guided along. The
interviewer’s job is to conduct the interview to gather the
information required, which takes skill, practice and
structure. Once you have concluded your interviews,
they must be summarised to yield the ‘big picture’. Your
questions should therefore allow for valid comparison
and summarisation of your interviewee’s viewpoints.
Interview Review
Write up notes as soon as possible after the interview
KEY FINDINGS
EMERGING
THEMES
ACTIONS
INTERVIEW
NOTES
DECISIONS
GAPS IN
INFORMATION
Workshop Execution
Have a
„Parking Lot?
Publish outputs
for review &
comment
Understand the
next steps
SOME
TIPS FOR
HOLDING A
WORKSHOP
Have a
Glossary
of Terms
Make it
participative
4/ Formulate Requirements
WHO
BUSINESS
ANALYSIS
FRAMEWORK
Understand the
business need
and strategic
direction
WHAT
Plan the
requirements
development
process
Gather
information
DEFINITION
WHY
Formulate
requirements
Ensure shared
understanding of
requirements
REQUIREMENTS
WHERE
WHEN
HOW
Formulate how
requirements will
be implemented
Ensure
operational
acceptance of
implementation
The Needs Hierarchy | Requirements
Requirement Criteria
If requirements do not fulfil these criteria further information must be sought
Clearly states
what is required
SPECIFIC / UNIQUE
REQUIREMENT
Mandatory,
important or
nice to have
CLASSIFIABLE
MEASURABLE
To confirm when
it has been met
What should be included in a requirement?
ID
#
Project
Requirement
Title
Description
Areas
Impacted
Level of
Importance
Verification
Objective
Mandatory,
Important or
Nice to have
1.
Card deactivation
Be able to deactivate
lost/stolen security cards.
2.
...
...
Security
Mandatory
...
...
Deactivate a test card
and then test that a
transaction cannot be
completed with the
card.
...
3.Security
...
5/ Ensure Shared Understanding of Requirements
WHO
BUSINESS
ANALYSIS
FRAMEWORK
Understand the
business need
and strategic
direction
WHAT
Plan the
requirements
development
process
Gather
information
DEFINITION
WHY
Formulate
requirements
Ensure shared
understanding of
requirements
REQUIREMENTS
WHERE
WHEN
HOW
Formulate how
requirements will
be implemented
Ensure
operational
acceptance of
implementation
Process for Agreeing Requirements & Sign Off
SIGN
OFF
NO
ATTEMPT TO
REACH
CONSENSUS
CONSENSUS
NO
ESCALATE
DECISION/S
REFLECTED IN
REQUIREMENTS
MAKE
DECISION/S RE
REQUIREMENT/S
OWNER
TEAM
REQUIREMENTS
REVIEW
REQUIREMENTS
AMENDED
RECOMMENDATION/S
ARTICULATED
ACCEPT
UPDATED
REQUIREMENTS
NO
YES
YES
REQUIREMENTS
REVIEW
SIGN
OFF
YES
REQUIREMENTS
SIGNED OFF
Reaching Consensus
1/ IDENTIFY AREAS OF AGREEMENT & CLEARLY STATE DIFFERENCES
? State positions and perspectives as neutrally as possible
? Document a summary of concerns
2/ FULLY EXPLORE DIFFERENCES
?Explore each perspective and clarify
?Involve everyone in the discussion – avoid one-on-one debates
? Identify common ground and attempt to develop a compromise
3/ REACH CLOSURE AND ARTICULATE THE DECISION
?Ensure all team members have expressed their perspective
? Detect when the team is approaching consensus
? Ask each member if they agree and will they support the decision
?Document the decision
Review & Improve – Wrap Up Day 1
?Review Objectives
?Feedback
?What?s in store for
Day 2?
Day 1
A/ Introduction – Business Analysis & You
B/ Business Analysis and the CSU Context
C/ Project or Improvement Control
1/ Understanding the Business Need & Strategic Direction
2/ Planning & Coordinating the Requirements development process
3/ Collecting Requirements
4/ Formulating Requirements
5/ Ensuring Shared Understanding of Requirements
D/ Review & Improve
Course Objectives
Understand the
importance of
business analysis
to CSU
Develop
business analysis
skills
COURSE
OBJECTIVES
Obtain a
framework for
business analysis
Familiarise with
business analysis
principles
Day 2
6/ Formulating How the Requirements will be Implemented
7/ Ensuring Operational Acceptance of Implementation
A/ Business Analysis Tools & Techniques
B/ Review & Improve
Course Objectives
Understand the
importance of
business analysis
to CSU
Develop
business analysis
skills
COURSE
OBJECTIVES
Obtain a
framework for
business analysis
Familiarise with
business analysis
principles
6/ Formulate how requirements will be implemented
WHO
BUSINESS
ANALYSIS
FRAMEWORK
Understand the
business need
and strategic
direction
WHAT
Plan the
requirements
development
process
Gather
information
DEFINITION
WHY
Formulate
requirements
Ensure shared
understanding of
requirements
FUNCTIONAL
REQUIREMENTS
REQUIREMENTS
WHERE
WHEN
HOW
Formulate how
requirements will
be implemented
Ensure
operational
acceptance of
implementation
Defining the solution
? There is always more than one
solution that can potentially
meet the requirements
? Hence it is important to assess
the alternatives to determine the
best solution
The Solution Process
A solution process could involve one or many of the
following:
? Build your own
? Predefined solution
? Investigation of others
? Request for Information (RFI)
? Request for Proposal (RFP)
Problem Solving Techniques
Can be used for:
? identifying and developing a
solution recommendation
based on the business
requirements
? resolving issues
? addressing risks
? general problem solving
1/ IDENTIFY POSSIBLE SOLUTIONS
Solution
Identification
?Generate multiple possible solutions, e.g. brainstorm
?Do not filter out potential solutions
Then:
? consider/refine each idea to see how it could meet requirements
2/ ASSESS THE POTENTIAL SOLUTIONS
?Shortlist the feasible potential solutions
?Determine the criteria to be used to assess the solutions incl.
impact on other areas of the business and level of risk
? Apply weightings to the criteria
? Rate each solution against the weighted criteria
The Do and Don’t of Problem Solving
Do:
? Clearly state the problem
Don’t:
? Make assumptions
? Identify several solutions
? Jump to conclusions
? Assess potential solutions
based on real or agreed
requirements
? Promote one solution without
evaluation
? Ensure that business users
accept the proposed solution
? Allow a group with one
specific area of expertise to
propose solutions
? Consider the big picture and
the context
? Attempt to solve the problem
in isolation
Solution Recommendation
ALTERNATIVE
SOLUTIONS
CONSIDERED
PROJECT
COSTINGS
ASSESSMENT
CRITERIA
SOLUTION
DEFINITION
PREFERRED
SOLUTION
ASSESSMENT
METHOD AND
RESULTS
The Needs Hierarchy | Functional Requirements
Functional Requirements
Translating requirements into specifications for the solution
PROCESS
BEHAVIOURS
FUNCTIONS
WHO
Who should develop functional requirements?
? The team plus input from stakeholders and process owners
Who uses functional requirement information?
? All stakeholders with a responsibility
for building, developing, delivering
and/or maintaining the solution
including external vendors
A Typical Functional Requirement
Functional Requirement 1
Requirement Cross Reference: cross-references / describes which requirement/s this functional requirement addresses
Business Rule Cross Reference: cross-references / describes which business rule/s constrain this functional requirement
Name
Name of the functional requirement
Detail Definition
Definition of the functional requirement
Preconditions
List conditions that must exist or be established before the functional requirement can occur
Inputs
List inputs required for this functional requirement
Outputs
List outputs required for this functional requirement
Formulas
List formulas and calculations required
Triggers/Interfaces
List internal/external triggers and interfaces and their data requirements
Volume/Frequency
Describe anticipated volume for all interfaces, e.g. approx. number of users, critical time periods
Printing Requirements
List printing requirements (if any) by volume, type, time and period
Main Scenario –
Tasks / Sub Functions
List step by step the necessary main tasks and sub-functions
Extensions
List the necessary sub-functions outside of the main scenario, i.e. if ABC occurs, XYZ must occur
Test Verification
How the functional requirements will be verified
7/ Ensuring operational acceptance of implementation
WHO
BUSINESS
ANALYSIS
FRAMEWORK
Understand the
business need
and strategic
direction
WHAT
Plan the
requirements
development
process
Gather
information
DEFINITION
WHY
Formulate
requirements
Ensure shared
understanding of
requirements
FUNCTIONAL
REQUIREMENTS
REQUIREMENTS
WHERE
WHEN
HOW
Formulate how
requirements will
be implemented
Ensure
operational
acceptance of
implementation
Business Analysis | Testing Activities
Business analysis can assist in:
? Determining how the solution will be tested by its users to attain
their acceptance of it, e.g. take early screen design concepts
back to users for feedback
? Developing complete and detailed user acceptance tests (UATs)
which reflect the Functional Requirements
? Helping users to understand the needs of UAT and their
responsibilities in the UAT process
? Ensuring user acceptance testing is completed satisfactorily
prior to implementation including resolving UAT issues
Testing | WHY, WHEN & WHAT
WHY test?
? To ensure that a project delivers what is expected and has been agreed
? Is a means of identifying defects introduced during the development
lifecycle
WHEN does testing happen?
? From the beginning of the construction phase to the end of testing (refer
to PSC Project Lifecycle)
WHAT are some types of testing?
? Unit
? Systems
? Regression
? Integration
? User Acceptance
? Destructive
Business Analysis | Training Activities
Training should be provided to users of the solution as necessary to
facilitate the implementation of the change.
Business analysis assists in training activities by:
? Producing the training strategy to determine how the users of the
solution will be trained
? Facilitating training preparation & delivery (but not necessarily
providing the actual training)
? Ensuring training is provided
? Measure training effectiveness
Business Analysis | Implementation
Business analysis can assist in implementation to ensure that the
solution is handed over to the operational area/s successfully and
disruption to the existing business during implementation is
minimised.
Business analysis can assist in developing:
? Implementation strategy
? Implementation schedule
? Post Implementation Review (PIR)
Business Analysis Tools & Techniques
WHO
BUSINESS
ANALYSIS
FRAMEWORK
Understand the
business need
and strategic
direction
WHAT
Plan the
requirements
development
process
Gather
information
WHY
Formulate
requirements
WHERE
Ensure shared
understanding of
requirements
WHEN
HOW
Formulate how
requirements will
be implemented
Ensure
operational
acceptance of
implementation
Context Modelling
? Context diagrams are used during the business need „definition? stage to
provide a high-level visual model of the project / improvement
? It serves as a view of the business solution to be built, and identifies the
entities that will interface with the solution
? They assist in understanding /
agreeing the scope under review
Stakeholder Context
Project Context Diagram
Appendix C
Asset Management Project - Business View
The Asset Register:
* its relationship within an Asset Management System ; and
* how it will Interact with other CSU Applications .
Project Idea /Goal: Identify a suitable Asset Register software solution .
Bldg
Functionality &
CAD
GIS
Condition
(Bldg
(Grounds
Assessment
information ) information
)
Business Systems
Context Diagram
Scope
Service Desk
Timetabling
Space Mgmt
Portfolio KPI’s
Ad Hoc reports
Benchmark reports
Asset Register
Room Mgmt
(Res & Catering)
Bldg Mgmt
System
Other University
Cost Centre
Asset Registers
Assetpro
(Finance )
BEIMS
(Bldg
maintenance)
Asset Management System
Other
University
Systems
Legend
Provides some source data for fixed asset objects.
Output
Two way interaction
Comms
Directory
HR
(Alesco)
BANNER
Exercise
Business Processes
Business process modelling (BPM) is a means of representing the
steps, participants and decision logic in a business process.
The goal of BPM is to articulate a business process to assist
understanding and to potentially:
? Improve business processes
? Re-engineer the business
? Automate an existing business process
Business Operation Modelling | WHAT
?
Business operation models are a business analysis technique for
breaking down a high level operation and dividing entities into
smaller and smaller related parts – or „functional components?
?
A business operation model shows a hierarchical organisation of
the business processes that comprise the business operation
?
A business operation model is distinct from a process flow
diagram which shows the sequence of events of a business
process
Business Operation Model | WHAT
Course
Administration
Course
Enrolment
Course
Application
Course
Payment
Course
Completion
Course
Assessment
Course
Certification
Course
Attendance
Business Operation Model | WHY
?
A large or complex
operation is more easily
understood when broken
down into smaller
processes.
?
It therefore facilitates
understanding of the
business operation and
hence is a useful tool in
conducting analysis and
design.
Business Operation Model | WHEN
?
Business operation modelling is used in determining and defining
the functional requirements of a solution
?
It can be used to break up a large or complex business process
into smaller components prior to developing process flow diagrams
?
It can also be used during the planning, analysis and design
phases to assist in understanding business operations
Business Operation Modelling | HOW
1/ Identify the boundaries – which business operation is to be broken down
2/ Consult with business experts – the people managing / working with the operation
3/ For the operation identify the high level processes which comprise it
4/ Continue to break each process down to lower levels until sufficient meaningful level of detail is achieved
5/ Determine the purpose of each function and record for subsequent process flow models
6/ Draft the business operation model
7/ Review with the experts to ensure completeness
8/ Refine and finalise
Process Mapping | WHAT
?
Process mapping is a
technique of diagrammatical
modelling.
?
The diagram represents a
series of processes and how
they are related.
?
Process mapping provides a
visual representation of who
does what and in what order.
Process Mapping | WHY & WHEN
WHY |
Process mapping helps to clarify the steps involved in
a particular process.
WHEN |
Use process mapping to:
?understand the current process
?clarify responsibilities
?identify process inefficiencies
?design new procedures
?assist in training
Process Mapping | HOW
1/ Identify the boundaries – the process beginning and end
2/ Consult with business experts – the people managing/working with the project
3/ Identify the participants – the roles involved in the process
4/ Identify the steps – what is done in which sequence by who
5/ Identify the decision points and the alternate paths
6/ Draft the process flow
7/ Review with the experts to ensure completeness
8/ Refine and finalise
Process Mapping | HOW
Which shapes to use
Terminator/Initiator
Marks the start and end of a process
Process
Describes the action
Decision Point
Always has yes and no streams
Related Process
Does not detail the process but refers to it
Swim Lane Diagrams | WHAT & WHY
WHAT |
WHY |
Each swim lane represents the area of involvement of each
participant who has a role in the process being mapped.
Swim lane diagrams assist in identifying all participants
involved in the process. „Participants? may be an individual, a
team, a division/section or an organisation.
Swim Lane Diagrams | HOW
?
?
?
?
Starting at top left with the start symbol
Draw each step along the swim lane and use arrows to represent
the sequence
Each step should start with a verb
A number may be assigned to each step
Swim Lane Diagrams | HOW
?
?
When a step is performed by a different participant switch lanes
If the next step depends on a decision show this as in the example
above, labelling the alternatives and showing the steps that follow
Swim Lane Diagram
Completed example
Wrap Up Exercise
Review & Improve – Wrap Up Day 2
? Review objectives
? What will you take away?
? Feedback
? Further information sources
www.csu.edu.au/division/psc/
www.csu.edu.au/staff/yourcsu/
www.theiiba.org
Day 1
A/ Introduction – Business Analysis & You
B/ Business Analysis and the CSU Context
C/ Project or Improvement Control
1/ Understanding the Business Need & Strategic Direction
2/ Planning & Coordinating the Requirements development process
3/ Collecting Requirements
4/ Formulating Requirements
5/ Ensuring Shared Understanding of Requirements
D/ Review & Improve
Day 2
6/ Formulating How the Requirements will be Implemented
7/ Ensuring Operational Acceptance of Implementation
A/ Business Analysis Tools & Techniques
B/ Review & Improve
Course Objectives
Understand the
importance of
business analysis
to CSU
Develop
business analysis
skills
COURSE
OBJECTIVES
Obtain a
framework for
business analysis
Familiarise with
business analysis
principles
Review & Improve – Wrap Up Day 2
? Review objectives
? What will you take away?
? Feedback
? Further information sources
www.csu.edu.au/division/psc/
www.csu.edu.au/staff/yourcsu/
www.theiiba.org
doc_260665051.pdf
A two day course
presented by
Haydn Thomas and Lauren Healey
CSU Project Service Centre
April 2008
Course Objectives
Understand the
importance of
business analysis
to CSU
Develop
business analysis
skills
COURSE
OBJECTIVES
Obtain a
framework for
business analysis
Familiarise with
business analysis
principles
Day 1
A/ Introduction – Business Analysis & You
B/ Business Analysis and the CSU Context
C/ Project or Improvement Control
1/ Understanding the Business Need & Strategic Direction
2/ Planning & Coordinating the Requirements development process
3/ Collecting Requirements
4/ Formulating Requirements
5/ Ensuring Shared Understanding of Requirements
D/ Review & Improve
Business Analysis V Business Expertise
? Not required to have
expertise in any area
? Subject matter expertise
in specific business areas
? Lateral thinking – involving
the bigger picture
? Operational focus rather
than big picture thinking
? Apply structured processes
Introductions & Expectations
Background
YOU
Current
Role
Exercise
1. Business Analysis
and the CSU context
Continuous Improvement at CSU
Examples of individual views
Innovation
Innovation
Continuous Improvement
(everyday work & / or projects)
Continuous Improvement
(everyday work & / or projects)
Maintenance &
Basic Operation
Maintenance &
Basic Operation
Operational Staff
Senior Management
Continuous Improvement at CSU
Example of an enterprise view
Enterprise View
Senior
Management
CSU
Position
Level
Innovation
Continuous
Improvement
(formal projects &
informal projects)
Maintenance &
Basic Operation
Operational
Staff
Effort / Time
Continuous Improvement at CSU
We all have to get from „AS IS? > „TO BE? somehow...
AS IS
TO BE
Continuous Improvement at CSU
...and we all need to think about the same things...what, who, why, etc...
...but which path will maximise the quality of the „TO BE? situation...?
WHO
WHAT
WHY
AS IS
TO BE
WHERE
WHEN
HOW
Continuous Improvement at CSU
The CSU Project Service Centre Project Lifecycle / Project Management Framework
is an example of a project path to improvement
Project Phases & Effort
Continuous Improvement at CSU
The Plan Implement Review Improve (PIRI) Cycle is based on
a continuous improvement approach to AS IS > TO BE
WHO
Y
W
H
AT
H
W
P
I
PLAN
IMPLEMENT
I
R
IMPROVE
REVIEW
E
W
H
ER
EN
H
W
HOW
Business Analysis & Continuous Improvement
Business analysis is a mindset that focuses on...
WHO
WHAT
WHY
BUSINESS
ANALYSIS
WHERE
WHEN
HOW
A Business Analysis Framework
...and involves a set of activities designed to achieve a quality outcome.
WHO
BUSINESS
ANALYSIS
FRAMEWORK
Understand the
business need
and strategic
direction
WHAT
Plan the
requirements
development
process
Gather
information
WHY
Formulate
requirements
WHERE
Ensure shared
understanding of
requirements
WHEN
HOW
Formulate how
requirements will
be implemented
Ensure
operational
acceptance of
implementation
So - in short… Business analysis is the conduit between the
requested outputs of a project / improvement and the solution
created to address the identified need.
WHO
WHAT
WHY
BUSINESS ANALYSIS
AS IS
WHERE
TO BE
WHEN
HOW
The PSC Needs Hierarchy depicts the relationship
between the business needs which business analysis addresses
So – whether a project framework or continuous improvement cycle is used
to achieve „TO BE?, it is important that business analysis is undertaken to
maximise the quality of the „TO BE? situation.
PSC PROJECT
LIFECYCLE
FRAMEWORK
OR
PIRI
CONTINUOUS IMPROVEMENT
CYCLE
WHAT
WHO
WHAT
WHY
BUSINESS
ANALYSIS
WHERE
WHEN
HOW
WHY
AS IS
TO BE
HOW
WHO
BUSINESS
ANALYSIS
FRAMEWORK
Understand the
business need
and strategic
direction
WHAT
Plan the
requirements
development
process
Gather
information
WHY
Formulate
requirements
WHERE
Ensure shared
understanding of
requirements
WHEN
HOW
Formulate how
requirements will
be implemented
Ensure
operational
acceptance of
implementation
B/ Project or Improvement Control
? The Control Kit provides a means of managing the project / improvement
? It also provides team members with a one-stop shop for information
TEAM
MEMBERS
DOCUMENT
CONTROL &
LOCATION
ISSUES &
RISKS
REGISTERS
An ISSUE is
something that HAS
happened
AND NEEDS TO BE
ADDRESSED
CONTROL
KIT
MEETING
MINUTES
ACTION
LISTS
SCOPE
CHANGE
CONTROL
A RISK is
something that
MAY happen
1/ Understanding the business need and strategic direction
WHO
BUSINESS
ANALYSIS
FRAMEWORK
Understand the
business need
and strategic
direction
WHAT
Plan the
requirements
development
process
Gather
information
WHY
Formulate
requirements
Ensure shared
understanding of
requirements
DEFINITION
WHERE
WHEN
HOW
Formulate how
requirements will
be implemented
Ensure
operational
acceptance of
implementation
The Needs Hierarchy | Business Need Definition
WHO | Stakeholders
? Stakeholder Maps are a
simple method to identify
who needs to be
involved in a project or
improvement
? It is a living diagram
which should be revisited
throughout the life of the
project or improvement
MORE
INFO
yourCSU
http://www.csu.edu.au/staff/yo
urcsu/who_stakeholders.html
Exercise
Customers |
Recipient of a product output (service, product, information)
Partners |
Partners include those that
are jointly engaged in the delivery of the
product
BUSINESS
ANALYSIS
TRAINING
Governance |
the systems and
processes in place for ensuring proper
accountability and openness in the
conduct of the University?s business.
Service Providers / Enablers | Provides resources and support mechanisms to enable the product delivery
2/ Plan the Requirements Development Process
WHO
BUSINESS
ANALYSIS
FRAMEWORK
Understand the
business need
and strategic
direction
WHAT
Plan the
requirements
development
process
Gather
information
WHY
Formulate
requirements
Ensure shared
understanding of
requirements
DEFINITION
WHERE
WHEN
HOW
Formulate how
requirements will
be implemented
Ensure
operational
acceptance of
implementation
Steps in the Interview Process
WHY
Why is it so important to plan the requirements
development process?
?Requirements are the basis on which potential
solutions are assessed
SO –
?If requirement specifications are inaccurate or
incomplete there is little chance the solution will
be what the business needed
HOW
Based on the information
contained in the „definition?,
plan how you will gather the
information you will need to
specify the requirements that
a solution must satisfy.
WHAT | Interview or Workshop?
Interview when:
Workshop when:
• requirements are detailed
• requirements are high level
• requirements cover many
areas of knowledge that
have specific individuals who
are the experts
• requirements are focused on
one area of business in
which the participants have
knowledge
• differing opinions are likely
or are sought
Remember –
be aware of your objectives
• consensus is being sought
• All stakeholders are
available
Workshop Preparation
ENSURE
STAKEHOLDER
REPRESENTATION
RESEARCH
BACKGROUND
INFORMATION
SET ANY
PRE-READING
APPROPRIATE
LOCATION /
VENUE
WORKSHOP
PREPARATION
SET AN
AGENDA
SET
OBJECTIVES
DETERMINE
EXPECTED
OUTCOMES
3/ Gather Information
WHO
BUSINESS
ANALYSIS
FRAMEWORK
Understand the
business need
and strategic
direction
WHAT
Plan and
coordinate the
requirements
development
process
Gather
information
DEFINITION
WHY
Formulate
requirements
Ensure shared
understanding of
requirements
FUNCTIONAL
REQUIREMENTS
REQUIREMENTS
WHERE
WHEN
HOW
Formulate how
requirements will
be implemented
Ensure
operational
acceptance of
implementation
Steps in the Interview Process
Exercise
Interview Techniques
OPEN
QUESTIONING
CLOSED
QUESTIONING
IDENTIFYING
SIGNIFICANCE
THE MAGIC
QUALIFIER
INTERVIEW
TECHNIQUES
THE 5
WHYS
PROBE
QUESTIONING
PARAPHRASING
THE 6
INTERROGATIVES
Open Questioning
? To initiate discussion on a broad subject and to encourage a
comprehensive explanation use clear, direct phrasing that asks
a single question
? ask how, what or when
So what do you enjoy
about the role?
Are there any other issues
I should be aware of?
Closed questioning
Use a closed-ended question to elicit a specific reply such as
yes/no, a simple piece of information or a selection from
multiple choices.
Is the new form better or
worse than the old form?
Is it Mary or Jane who enter
the application details?
Probe questioning
? Probe questioning involves asking for more detailed information to
clarify a vague state phrase such as „quite high? or „often late?.
? Probe questioning needs to be balanced with open and closed
questioning to avoid the interview seeming like an interrogation.
How frequently does that
happen?
How did that change impact
your division?
Paraphrasing
Paraphrasing is a technique
used to confirm or clarify
something the interviewee has
said or implied.
Executed properly it can also
build rapport by showing you in
alignment with their thoughts
and feelings.
The 6 Interrogators
WHO
WHAT
WHY
“I keep six honest serving men
(They taught me all I knew);
their names are
What and Why and When
and How and Where and Who.”
...Rudyard Kipling.
WHEN
WHERE
HOW
The 5 Whys
SYMPTOM
Moving from symptom
through to root cause
1/ WHY?
2/ WHY?
The goal of applying “The 5
Whys” method is to get to the
cause / effect relationships
underlying a particular
problem
3/ WHY?
4/ WHY?
5/ WHY?
ROOT CAUSE
The Magic Qualifier
Specifically…
To elicit better quality information add this word to the question.
We then approve
the application...
Specifically how do you
approve the application?
Identifying Significance
To determine overall significance:
Ask what is important to you in ABC?
To determine relative significance:
Ask which is more important to you –
X, Y or Z?
Be aware of...
YOUR
INTERVIEWEE
LISTENING
BE
AWARE
OF
FILTERING
COMMUNICATION
BARRIERS
...to ensure information is captured accurately and completely
Be aware of your interviewee & adjust your style
NERVOUS
A
NON-TALKER
ASSUMING
KNOWLEDGE
PROTECTING
OTHERS
?
TOO FAMILIAR
WITH THE JOB
HOSTILE
EXAGGERATING
PROESTABLISHMENT
Be aware of filtering
? Filtering occurs when the receiver of a message alters its
interpretation by applying certain influences or biases.
? The consequence of filtering is misunderstanding which can lead to
an unexpected response.
? Be aware that just because a message has been sent does not
mean it has been received and interpreted as expected.
Has the
document been
completed?
Has the
document been
approved?
Yes the document
has been completed
Yes the document
has been written
Exercise
Common Areas Which Cause Filtering
ASSUMPTIONS
WORKPLACE
CULTURE
SITUATIONAL
FACTORS
EMOTIONAL
FACTORS
COMMON
CAUSES OF
FILTERING
SEMANTICS
KNOWLEDGEBASE
ETHICS
ORGANISATIONAL
STATUS
Be aware of communication barriers
i.e. obstacles that restrict effective communication
HIDDEN
AGENDAS
ABSENCE OF
APPROPRIATE
CHANNELS
PREJUDICES
BACKGROUND
NOISE /
CLUTTER
COMMON
CAUSES OF
COMMUNICATION
BARRIERS
EMOTIONAL
SENSITIVITY
INFORMATION
WITHHOLDING
MANAGEMENT
BY MEMO
GEOGRAPHICAL
SEPARATION
Exercise
Be aware of listening
True listening involves mutual understanding
The goal of active listening is to improve mutual understanding.
?Use non-verbal cues such as head nods to show you are listening.
?Do not internally prepare the next question while the interviewee is speaking
?Listen for emotions and attitudes as well as facts
?Do not interrupt unless you sense avoidance or the interviewee has drifted
?Request clarification, paraphrase and ask follow on questions
Steps in the Interview Process
Interview Execution
Interviews are exceptionally rich sources of information.
However, no two interviewees are alike: some tend to
ramble, others are suspicious and curt, some will need
only the slightest encouragement to speak their minds,
while others will have to be guided along. The
interviewer’s job is to conduct the interview to gather the
information required, which takes skill, practice and
structure. Once you have concluded your interviews,
they must be summarised to yield the ‘big picture’. Your
questions should therefore allow for valid comparison
and summarisation of your interviewee’s viewpoints.
Interview Review
Write up notes as soon as possible after the interview
KEY FINDINGS
EMERGING
THEMES
ACTIONS
INTERVIEW
NOTES
DECISIONS
GAPS IN
INFORMATION
Workshop Execution
Have a
„Parking Lot?
Publish outputs
for review &
comment
Understand the
next steps
SOME
TIPS FOR
HOLDING A
WORKSHOP
Have a
Glossary
of Terms
Make it
participative
4/ Formulate Requirements
WHO
BUSINESS
ANALYSIS
FRAMEWORK
Understand the
business need
and strategic
direction
WHAT
Plan the
requirements
development
process
Gather
information
DEFINITION
WHY
Formulate
requirements
Ensure shared
understanding of
requirements
REQUIREMENTS
WHERE
WHEN
HOW
Formulate how
requirements will
be implemented
Ensure
operational
acceptance of
implementation
The Needs Hierarchy | Requirements
Requirement Criteria
If requirements do not fulfil these criteria further information must be sought
Clearly states
what is required
SPECIFIC / UNIQUE
REQUIREMENT
Mandatory,
important or
nice to have
CLASSIFIABLE
MEASURABLE
To confirm when
it has been met
What should be included in a requirement?
ID
#
Project
Requirement
Title
Description
Areas
Impacted
Level of
Importance
Verification
Objective
Mandatory,
Important or
Nice to have
1.
Card deactivation
Be able to deactivate
lost/stolen security cards.
2.
...
...
Security
Mandatory
...
...
Deactivate a test card
and then test that a
transaction cannot be
completed with the
card.
...
3.Security
...
5/ Ensure Shared Understanding of Requirements
WHO
BUSINESS
ANALYSIS
FRAMEWORK
Understand the
business need
and strategic
direction
WHAT
Plan the
requirements
development
process
Gather
information
DEFINITION
WHY
Formulate
requirements
Ensure shared
understanding of
requirements
REQUIREMENTS
WHERE
WHEN
HOW
Formulate how
requirements will
be implemented
Ensure
operational
acceptance of
implementation
Process for Agreeing Requirements & Sign Off
SIGN
OFF
NO
ATTEMPT TO
REACH
CONSENSUS
CONSENSUS
NO
ESCALATE
DECISION/S
REFLECTED IN
REQUIREMENTS
MAKE
DECISION/S RE
REQUIREMENT/S
OWNER
TEAM
REQUIREMENTS
REVIEW
REQUIREMENTS
AMENDED
RECOMMENDATION/S
ARTICULATED
ACCEPT
UPDATED
REQUIREMENTS
NO
YES
YES
REQUIREMENTS
REVIEW
SIGN
OFF
YES
REQUIREMENTS
SIGNED OFF
Reaching Consensus
1/ IDENTIFY AREAS OF AGREEMENT & CLEARLY STATE DIFFERENCES
? State positions and perspectives as neutrally as possible
? Document a summary of concerns
2/ FULLY EXPLORE DIFFERENCES
?Explore each perspective and clarify
?Involve everyone in the discussion – avoid one-on-one debates
? Identify common ground and attempt to develop a compromise
3/ REACH CLOSURE AND ARTICULATE THE DECISION
?Ensure all team members have expressed their perspective
? Detect when the team is approaching consensus
? Ask each member if they agree and will they support the decision
?Document the decision
Review & Improve – Wrap Up Day 1
?Review Objectives
?Feedback
?What?s in store for
Day 2?
Day 1
A/ Introduction – Business Analysis & You
B/ Business Analysis and the CSU Context
C/ Project or Improvement Control
1/ Understanding the Business Need & Strategic Direction
2/ Planning & Coordinating the Requirements development process
3/ Collecting Requirements
4/ Formulating Requirements
5/ Ensuring Shared Understanding of Requirements
D/ Review & Improve
Course Objectives
Understand the
importance of
business analysis
to CSU
Develop
business analysis
skills
COURSE
OBJECTIVES
Obtain a
framework for
business analysis
Familiarise with
business analysis
principles
Day 2
6/ Formulating How the Requirements will be Implemented
7/ Ensuring Operational Acceptance of Implementation
A/ Business Analysis Tools & Techniques
B/ Review & Improve
Course Objectives
Understand the
importance of
business analysis
to CSU
Develop
business analysis
skills
COURSE
OBJECTIVES
Obtain a
framework for
business analysis
Familiarise with
business analysis
principles
6/ Formulate how requirements will be implemented
WHO
BUSINESS
ANALYSIS
FRAMEWORK
Understand the
business need
and strategic
direction
WHAT
Plan the
requirements
development
process
Gather
information
DEFINITION
WHY
Formulate
requirements
Ensure shared
understanding of
requirements
FUNCTIONAL
REQUIREMENTS
REQUIREMENTS
WHERE
WHEN
HOW
Formulate how
requirements will
be implemented
Ensure
operational
acceptance of
implementation
Defining the solution
? There is always more than one
solution that can potentially
meet the requirements
? Hence it is important to assess
the alternatives to determine the
best solution
The Solution Process
A solution process could involve one or many of the
following:
? Build your own
? Predefined solution
? Investigation of others
? Request for Information (RFI)
? Request for Proposal (RFP)
Problem Solving Techniques
Can be used for:
? identifying and developing a
solution recommendation
based on the business
requirements
? resolving issues
? addressing risks
? general problem solving
1/ IDENTIFY POSSIBLE SOLUTIONS
Solution
Identification
?Generate multiple possible solutions, e.g. brainstorm
?Do not filter out potential solutions
Then:
? consider/refine each idea to see how it could meet requirements
2/ ASSESS THE POTENTIAL SOLUTIONS
?Shortlist the feasible potential solutions
?Determine the criteria to be used to assess the solutions incl.
impact on other areas of the business and level of risk
? Apply weightings to the criteria
? Rate each solution against the weighted criteria
The Do and Don’t of Problem Solving
Do:
? Clearly state the problem
Don’t:
? Make assumptions
? Identify several solutions
? Jump to conclusions
? Assess potential solutions
based on real or agreed
requirements
? Promote one solution without
evaluation
? Ensure that business users
accept the proposed solution
? Allow a group with one
specific area of expertise to
propose solutions
? Consider the big picture and
the context
? Attempt to solve the problem
in isolation
Solution Recommendation
ALTERNATIVE
SOLUTIONS
CONSIDERED
PROJECT
COSTINGS
ASSESSMENT
CRITERIA
SOLUTION
DEFINITION
PREFERRED
SOLUTION
ASSESSMENT
METHOD AND
RESULTS
The Needs Hierarchy | Functional Requirements
Functional Requirements
Translating requirements into specifications for the solution
PROCESS
BEHAVIOURS
FUNCTIONS
WHO
Who should develop functional requirements?
? The team plus input from stakeholders and process owners
Who uses functional requirement information?
? All stakeholders with a responsibility
for building, developing, delivering
and/or maintaining the solution
including external vendors
A Typical Functional Requirement
Functional Requirement 1
Requirement Cross Reference: cross-references / describes which requirement/s this functional requirement addresses
Business Rule Cross Reference: cross-references / describes which business rule/s constrain this functional requirement
Name
Name of the functional requirement
Detail Definition
Definition of the functional requirement
Preconditions
List conditions that must exist or be established before the functional requirement can occur
Inputs
List inputs required for this functional requirement
Outputs
List outputs required for this functional requirement
Formulas
List formulas and calculations required
Triggers/Interfaces
List internal/external triggers and interfaces and their data requirements
Volume/Frequency
Describe anticipated volume for all interfaces, e.g. approx. number of users, critical time periods
Printing Requirements
List printing requirements (if any) by volume, type, time and period
Main Scenario –
Tasks / Sub Functions
List step by step the necessary main tasks and sub-functions
Extensions
List the necessary sub-functions outside of the main scenario, i.e. if ABC occurs, XYZ must occur
Test Verification
How the functional requirements will be verified
7/ Ensuring operational acceptance of implementation
WHO
BUSINESS
ANALYSIS
FRAMEWORK
Understand the
business need
and strategic
direction
WHAT
Plan the
requirements
development
process
Gather
information
DEFINITION
WHY
Formulate
requirements
Ensure shared
understanding of
requirements
FUNCTIONAL
REQUIREMENTS
REQUIREMENTS
WHERE
WHEN
HOW
Formulate how
requirements will
be implemented
Ensure
operational
acceptance of
implementation
Business Analysis | Testing Activities
Business analysis can assist in:
? Determining how the solution will be tested by its users to attain
their acceptance of it, e.g. take early screen design concepts
back to users for feedback
? Developing complete and detailed user acceptance tests (UATs)
which reflect the Functional Requirements
? Helping users to understand the needs of UAT and their
responsibilities in the UAT process
? Ensuring user acceptance testing is completed satisfactorily
prior to implementation including resolving UAT issues
Testing | WHY, WHEN & WHAT
WHY test?
? To ensure that a project delivers what is expected and has been agreed
? Is a means of identifying defects introduced during the development
lifecycle
WHEN does testing happen?
? From the beginning of the construction phase to the end of testing (refer
to PSC Project Lifecycle)
WHAT are some types of testing?
? Unit
? Systems
? Regression
? Integration
? User Acceptance
? Destructive
Business Analysis | Training Activities
Training should be provided to users of the solution as necessary to
facilitate the implementation of the change.
Business analysis assists in training activities by:
? Producing the training strategy to determine how the users of the
solution will be trained
? Facilitating training preparation & delivery (but not necessarily
providing the actual training)
? Ensuring training is provided
? Measure training effectiveness
Business Analysis | Implementation
Business analysis can assist in implementation to ensure that the
solution is handed over to the operational area/s successfully and
disruption to the existing business during implementation is
minimised.
Business analysis can assist in developing:
? Implementation strategy
? Implementation schedule
? Post Implementation Review (PIR)
Business Analysis Tools & Techniques
WHO
BUSINESS
ANALYSIS
FRAMEWORK
Understand the
business need
and strategic
direction
WHAT
Plan the
requirements
development
process
Gather
information
WHY
Formulate
requirements
WHERE
Ensure shared
understanding of
requirements
WHEN
HOW
Formulate how
requirements will
be implemented
Ensure
operational
acceptance of
implementation
Context Modelling
? Context diagrams are used during the business need „definition? stage to
provide a high-level visual model of the project / improvement
? It serves as a view of the business solution to be built, and identifies the
entities that will interface with the solution
? They assist in understanding /
agreeing the scope under review
Stakeholder Context
Project Context Diagram
Appendix C
Asset Management Project - Business View
The Asset Register:
* its relationship within an Asset Management System ; and
* how it will Interact with other CSU Applications .
Project Idea /Goal: Identify a suitable Asset Register software solution .
Bldg
Functionality &
CAD
GIS
Condition
(Bldg
(Grounds
Assessment
information ) information
)
Business Systems
Context Diagram
Scope
Service Desk
Timetabling
Space Mgmt
Portfolio KPI’s
Ad Hoc reports
Benchmark reports
Asset Register
Room Mgmt
(Res & Catering)
Bldg Mgmt
System
Other University
Cost Centre
Asset Registers
Assetpro
(Finance )
BEIMS
(Bldg
maintenance)
Asset Management System
Other
University
Systems
Legend
Provides some source data for fixed asset objects.
Output
Two way interaction
Comms
Directory
HR
(Alesco)
BANNER
Exercise
Business Processes
Business process modelling (BPM) is a means of representing the
steps, participants and decision logic in a business process.
The goal of BPM is to articulate a business process to assist
understanding and to potentially:
? Improve business processes
? Re-engineer the business
? Automate an existing business process
Business Operation Modelling | WHAT
?
Business operation models are a business analysis technique for
breaking down a high level operation and dividing entities into
smaller and smaller related parts – or „functional components?
?
A business operation model shows a hierarchical organisation of
the business processes that comprise the business operation
?
A business operation model is distinct from a process flow
diagram which shows the sequence of events of a business
process
Business Operation Model | WHAT
Course
Administration
Course
Enrolment
Course
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Business Operation Model | WHY
?
A large or complex
operation is more easily
understood when broken
down into smaller
processes.
?
It therefore facilitates
understanding of the
business operation and
hence is a useful tool in
conducting analysis and
design.
Business Operation Model | WHEN
?
Business operation modelling is used in determining and defining
the functional requirements of a solution
?
It can be used to break up a large or complex business process
into smaller components prior to developing process flow diagrams
?
It can also be used during the planning, analysis and design
phases to assist in understanding business operations
Business Operation Modelling | HOW
1/ Identify the boundaries – which business operation is to be broken down
2/ Consult with business experts – the people managing / working with the operation
3/ For the operation identify the high level processes which comprise it
4/ Continue to break each process down to lower levels until sufficient meaningful level of detail is achieved
5/ Determine the purpose of each function and record for subsequent process flow models
6/ Draft the business operation model
7/ Review with the experts to ensure completeness
8/ Refine and finalise
Process Mapping | WHAT
?
Process mapping is a
technique of diagrammatical
modelling.
?
The diagram represents a
series of processes and how
they are related.
?
Process mapping provides a
visual representation of who
does what and in what order.
Process Mapping | WHY & WHEN
WHY |
Process mapping helps to clarify the steps involved in
a particular process.
WHEN |
Use process mapping to:
?understand the current process
?clarify responsibilities
?identify process inefficiencies
?design new procedures
?assist in training
Process Mapping | HOW
1/ Identify the boundaries – the process beginning and end
2/ Consult with business experts – the people managing/working with the project
3/ Identify the participants – the roles involved in the process
4/ Identify the steps – what is done in which sequence by who
5/ Identify the decision points and the alternate paths
6/ Draft the process flow
7/ Review with the experts to ensure completeness
8/ Refine and finalise
Process Mapping | HOW
Which shapes to use
Terminator/Initiator
Marks the start and end of a process
Process
Describes the action
Decision Point
Always has yes and no streams
Related Process
Does not detail the process but refers to it
Swim Lane Diagrams | WHAT & WHY
WHAT |
WHY |
Each swim lane represents the area of involvement of each
participant who has a role in the process being mapped.
Swim lane diagrams assist in identifying all participants
involved in the process. „Participants? may be an individual, a
team, a division/section or an organisation.
Swim Lane Diagrams | HOW
?
?
?
?
Starting at top left with the start symbol
Draw each step along the swim lane and use arrows to represent
the sequence
Each step should start with a verb
A number may be assigned to each step
Swim Lane Diagrams | HOW
?
?
When a step is performed by a different participant switch lanes
If the next step depends on a decision show this as in the example
above, labelling the alternatives and showing the steps that follow
Swim Lane Diagram
Completed example
Wrap Up Exercise
Review & Improve – Wrap Up Day 2
? Review objectives
? What will you take away?
? Feedback
? Further information sources
www.csu.edu.au/division/psc/
www.csu.edu.au/staff/yourcsu/
www.theiiba.org
Day 1
A/ Introduction – Business Analysis & You
B/ Business Analysis and the CSU Context
C/ Project or Improvement Control
1/ Understanding the Business Need & Strategic Direction
2/ Planning & Coordinating the Requirements development process
3/ Collecting Requirements
4/ Formulating Requirements
5/ Ensuring Shared Understanding of Requirements
D/ Review & Improve
Day 2
6/ Formulating How the Requirements will be Implemented
7/ Ensuring Operational Acceptance of Implementation
A/ Business Analysis Tools & Techniques
B/ Review & Improve
Course Objectives
Understand the
importance of
business analysis
to CSU
Develop
business analysis
skills
COURSE
OBJECTIVES
Obtain a
framework for
business analysis
Familiarise with
business analysis
principles
Review & Improve – Wrap Up Day 2
? Review objectives
? What will you take away?
? Feedback
? Further information sources
www.csu.edu.au/division/psc/
www.csu.edu.au/staff/yourcsu/
www.theiiba.org
doc_260665051.pdf