Key role of business analysis in project success
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Key role of business analysis in project success

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    Key role of business analysis in project success Key role of business analysis in project success Presentation Transcript

    • The Key Role of Business Analysis in Project Success and Achieving Business Value Alan McSweeney
    • Objectives
      • To define the importance of effective business analysis in ensuring project success and delivery of business value
    • IT Challenge to Deliver Business Value
      • IT is viewed as a provider and enabler of business value
      • IT faces pressure to deliver value
        • Additional revenue
        • Reduced or avoided costs
        • Greater productivity
        • Reduced risk
        • Respond quickly to changing business environment and business needs
      • IT needs to structure itself to deliver business value
      Managing the IT Budget Managing the IT Capability Managing IT for Business Value Managing IT Like a Business Provides Alignment Between Business and IT Provides Metrics to Close the Loop on Value
    • Familiar View of Project and Project Portfolio Management
      • Contains the implicit assumption that the solutions being delivered by the projects are designed properly, are implementable and operable and meet business requirements
      • Is this correct? Is this the complete picture?
      • More is need than just the right project managed the right way
        • The solution being delivered by the project must meet business needs
      Project Portfolio Management Programme and Project Management Prioritising Projects Managing Projects Successfully Project Approvals Project Requests Demand Management Supply Management Strategic Alignment Project Management Methodology Organisation Enablers People Management and Education
    • Aligning the Solutions Being Delivered to Business Needs and Delivery of Business Value
      • Need more than project management
        • Not the complete picture
        • Cannot treat project management in isolation
      • Need to ensure that the solution being managed meets business requirements
      • Need to ensure business requirements are captured
      • Need to ensure that solutions are designed to deliver business requirements and comply with organisation’s enterprise architecture
      • Fundamentally the project exists to manage the delivery of the solution that has been designed to meet agreed business requirements that assist with delivery of the business plan to achieve business value
    • Business Analysis and Design Builds Bridge From Business to Solution
      • Business analysis is a key driver of business value
      • Solution delivery start with business analysis
      Problem Requirement Current State Business Analysis and Solution Design Solution Desired Future State Business Analysis: Elicit Requirements Analyse Communicate Validate Solution Design: Translate Requirements into Solution
    • Weaknesses in Business Analysis Capabilities and Competencies at the Root of Many Project Failures Business Needs Not Met Opportunities Lost Investment Wasted Inadequate Business Case, Undefined Problem/Need Business Benefits Not Measured Poor Analysis Practices Business Requirements Not Captured Poor Requirements Poor Strategic Alignment Poor Focus on Business Needs Inadequate Resource Allocation and Prioritisation Inadequate Business Involvement Poor Solution Design Inadequately Explored Solution Options Solution Design Not Aligned to Business Needs Large Project, Complex, Difficult Changes and Processes Large Project Team and Multiple Stakeholders Size/Capacity/Complexity Uncertainly/ Ambiguity Unproven Technology Dynamic, Changing Environment
    • Analysis-Related Causes of Failures Business Needs Not Met Opportunities Lost Investment Wasted Inadequate Business Case, Undefined Problem/Need Business Benefits Not Measured Poor Analysis Practices Business Requirements Not Captured Poor Requirements Poor Strategic Alignment Poor Focus on Business Needs Inadequate Resource Allocation and Prioritisation Inadequate Business Involvement Poor Solution Design Inadequately Explored Solution Options Solution Design Not Aligned to Business Needs Large Project, Complex, Difficult Changes and Processes Large Project Team and Multiple Stakeholders Size/Capacity/Complexity Uncertainly/ Ambiguity Unproven Technology Dynamic, Changing Environment
    • Consistent Approach to Business Analysis
      • Adopt a consistent and robust framework in business analysis
        • Enables effective benefits realisation through a solution which meets the business need
      • Key elements
        • Establish enterprise standards, procedures and governance
        • Standardise on infrastructure, analysis methods and operational procedures
        • Develop competence and skills
      • Key benefits
        • Implement solutions that meet business needs
        • Increase the ability of the business to adapt quickly to changes
        • Reduce risk, complexity, redundancy and support complexity
        • Align business and IT
        • Enable re-use and faster time-to-market
        • Present one face to the business (customer)
        • Increase business value
    • Business Analysis Role Key Skills and Abilities Business Analysis Role Skills and Abilities Business Analysis Role-Specific Performance Competencies Personal Underlying Competencies and Characteristics Techniques and Tools Experience and Skills
    • What Makes a Good Business Analyst and Business Analysis Function? Business Analysis Role Skills and Abilities Business Analysis Role-Specific Performance Competencies Personal Underlying Competencies and Characteristics Techniques and Tools Experience and Skills Business Analysis Planning and Monitoring Requirements and Information Elicitation Requirements Analysis Requirements Management and Communication Enterprise Analysis Solution Assessment and Validation
    • Business Analysis Key Skills Business Analysis Role Skills and Abilities Business Analysis Role-Specific Performance Competencies Personal Underlying Competencies and Characteristics Techniques and Tools Experience and Skills Analytical Thinking and Problem Solving Organisation and Trust Business, Industry and Organisation Knowledge Communication Skills Facilitation, Negotiation, Leadership, Influencing and Teamwork Analysis Tools
    • Business Analysis Key Skills Business Analysis Role Skills and Abilities Business Analysis Role-Specific Performance Competencies Personal Underlying Competencies and Characteristics Techniques and Tools Experience and Skills Data and Process Modelling Interviewing Functional and Non-functional Requirements Analysis Requirements Workshops Vendor and Software Assessment Metrics and Key Performance Indicators Prototyping Acceptance and Evaluation Criteria Definition
    • Business Analysis Challenges
      • Lack of advance planning for projects and initiatives
      • Lack of formal training for business analysts
      • Inconsistent approach to business analysis
      • Outsourcing and relying on external contractors to perform major roles in system development
      • Impatience with the analysis/design/planning process
      • Gap between what business analysts are assigned to do and what they should be assigned to do
    • What is a Project Failure?
      • Over schedule
      • Over budget
      • Project cancelled
      • Solution ultimately not used and withdrawn
      • Does not deliver on business case
      • Does not deliver on business benefits
      • Does not deliver business value
      • Poor system usability and/or high error rates requiring rework
    • Business Analysis Contribution to Project Failure
      • Root cause analysis of many project failures
        • Poor focus on business needs that means the project is not what the business needs and will therefore use
        • Poor requirements capture and definition
        • Poor strategic alignment that means the business case is not well constructed
        • Poor solution design that means the solution does not deliver on the specified requirements
      • Business analysis failures are at the root of these failures
      • Well-executed business analysis fully integrated into the project management process ensures projects deliver on the expected benefits
    • Maximising Solution Value Throughout Lifecycle Good Analysis and Design Poor or Inadequate Analysis and Design Good Solution Delivery Poor Solution Delivery Good Solution Delivery Poor Solution Delivery Good Analysis and Design Followed by Poor Solution Delivery is Better Than Poor or Inadequate Analysis and Design Followed by Good Solution Delivery Achievement of Business Value
    • Maximising Solution Value Throughout Lifecycle Solution Design Solution Development Solution Transition Solution Operation Achievement of Business Value Improved Business Analysis Improved Solution Design Improved Management of Transition Improved Delivery of Business Needs
    • Maximising Solution Value Throughout Lifecycle
      • Good solution and project definition delivers superior business value
      • Poor solution and project definition results in lower business value, even if it is followed by good project management
      • Good project management does not make a bad solution good
    • Solution Life Cycle Cost Composition
      • Hardware
      • Software
      • Development and Implementation
      • Management
      • Installation
      • Transition and Cutover
      • Conversion
      BASIC SYSTEM COST
      • Training
      • Documentation
      • Support Facilities
      • Parallel Running
      • Warranty
      TOTAL SYSTEM COST
      • External Support and Maintenance
      • Subscription
      PROCUREMENT COST
      • Planning, Research, Analysis and Design
      • Ongoing Test Facilities
      SYSTEM ACQUISITION COST
      • Operations
      • Internal Support
      • Disposal
      LIFE CYCLE COST
    • Solution Life Cycle Costs
      • Depending on the life of the solution being implemented, the operating costs can be 1-3 times the cost of acquisition
      • Getting the solution design right at the start delivers very significant increased benefits throughout the solution’s life
      System Acquisition Cost COST YEARS Operating and Support Cost Total Cost of Ownership
    • IT Investment Management and Project and Solution Lifecycle Business Analysis Solution Operation Solution Architecture and Design Project Portfolio Management Structured Capture and Management of Requirements and Cost Benefit Analysis of Solution Costs Design/Selection of Cost Effective Solutions to Meet Requirements Including Evaluation of All Options Prioritisation of Projects and Investment Decisions Cost Effective Delivery of Projects and Management of Costs Programme and Project Management Cost Effective Operation of Delivered Solution and Effective Retirement/ Replacement/ Upgrade Decisions Key Phase in Solution Delivery to Drive Business Value
    • Ensuring Strategic Project Alignment to Projects Programmes and projects cascade from business vision to ultimate operation and service delivery Programmes and projects need to be aligned to the overarching business vision and goal Business Analysis identifies the business needs and document the requirements of the solution Business Analysis we ensures that the right solution is designed Business Vision and Goal Strategy Business Plan Programmes for Strategic Objectives Projects Operation of Solution
    • Hierarchy of Requirements – from Enterprise to Project/Initiative Solutions delivered by programmes and projects cascade from business vision to ultimate operation and service delivery Solutions delivered by programmes and projects need to be aligned to the overarching business vision and goal Requirements Hierarchy – from Business to Specific Initiatives Delivery and Operation Business Vision and Goal Strategy Business Plan Programmes for Strategic Objectives Systems and Solutions Operation of Solution
    • From Strategy to Business Value to Business Benefits Defines Business Benefits Delivered and Contribute to the Delivery of Business Value Business Vision and Goal Strategy Business Plan Programmes for Strategic Objectives Systems and Solutions Operation of Solution Calculates Calculates Calculates Defines Business Value Gains to the Organisation - Accumulated Net Business Benefits Defines Organisational Targets
    • From Strategy to Business Value to Business Benefits Defines Business Benefits Delivered and Contribute to the Delivery of Business Value Agree and Define Need and Value to be Delivered Strategy Business Plan Programmes for Strategic Objectives Systems and Solutions Calculates Calculates Calculates Defines Business Value Gains to the Organisation - Accumulated Net Business Benefits Defines Organisational Targets Ensure Needs are Met and Value Generated
    • Complete Picture of Project Selection and Delivery
      • Need to consider all aspects of project selection and delivery:
        • What the business wants (requirements)
        • What the business gets (solution that delivers on requirements)
        • Delivered according to business priority (project portfolio management)
        • Implemented properly (project management)
      • Cannot take an individual view without risking problems
      • Need to emphasise the importance of the solution whole lifecycle and the interdependence of the roles
    • Business Analysis Through the Solution Lifecycle
      • Need to do more than capture requirements initially
      • Requirements management needs to take place throughout the delivery lifecycle to confirm business needs and being met and business value will result
      • Requirements changes must be managed throughout the solution lifecycle
    • Business Analysis Approach to Business Requirements Collection and Management During Solution Delivery Lifecycle
      • Requirements Management
      • Capture – Ensure that the new requirements or change requests are captured
      • Assess – Evaluate whether the changes will be actioned and approve or reject
      • Change – Undertake the changes
      • Requirements Definition
      • Gather – Collecting requirements
      • Analyse – Analysing, categorising and specifying requirements
      • Review – Review and agree exactly what the requirements are
      Gather Analyse Review Assess Capture Change
    • Relative Cost of Fixing Errors During Project Lifecycle
      • Errors/gaps/omissions become significantly more expensive to fix at later stages of project lifecycle
    • Business Analysis is a Key IT Competency
      • Business analysis function manages the entire solution requirements lifecycle from understanding the business need to ensuring that the delivered solution meets business needs and adds business value
      • Projects all too frequently experience difficulties not from lack of technical expertise but from an a failure to gather, understand, analyse and manage business requirements, and convert them into realistic achievable solution specifications
      • Projects are all too frequently initiated and solution design and implementation started before there is a clear understanding of the business need
      • High tolerance and acceptance of inadequate and ever-changing requirements leading to requirements and scope creep
    • Business Analysis is a Key IT Competency
      • Business analysis focuses on adding value to the business
        • Business analysis provides
        • Detailed project objectives
        • Business needs analysis
        • Well defined and structured requirements
        • Requirements trade-off analysis and requirements feasibility and risk analysis; and cost-benefit analysis
      • Without business analysis poor requirements definition happens, resulting in a disconnect between what the business needs and what solution is delivered
      • Effective business analysis is a combination of technical, analytical, business and leadership skills
    • Business Analysis Skills
      • Identify and understand the business problem and the impact of the proposed solution on operations of the organisation
      • Document project scope, objectives, added value and benefit expectations
      • Translate business needs and objectives into system requirements
      • Design and develop high quality business solutions
      • Liaise with customers/stakeholders/users during installation and testing of new systems and services
      • Evaluate business needs and contribute to strategic planning of information systems and technology directions
      • Assist in determining the strategic direction of the organisation
    • More Information
          • Alan McSweeney
          • [email_address]