PMI-PBA IN ACTION. Saturday PDU Program PMI Metrolina Chapter. Gary Schmitz, PMP, PMI-PBA.

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1 PMI-PBA IN ACTION Saturday PDU Program PMI Metrolina Chapter Gary Schmitz, PMP, PMI-PBA Total Systems Educa5on, LTD.

2 Business Analysis WHAT IS BUSINESS ANALYSIS? The application of knowledge, skills, tools, and techniques to: Determine problems and identify business needs / requirements; Elicit, document and manage stakeholder requirements to meet business and project objectives; Identify and recommend viable solutions requirements; Facilitate the successful implementation of the product, service, or end result of the program or project. 1-1

3 Business Analysis THE NEED FOR BUSINESS ANALYSIS 20% 16% 64% Successful Not Quite Fail! Only 64% of projects meet original goals and business intent. 16% of projects deemed complete failures! Inaccurate requirements gathering was the primary cause of project failure. Low-performing organizations waste ten times more money. *PMI s Pulse of the Profession: Requirements Management - Aug

4 Business Analysis BUSINESS ANALYSIS IN CONTEXT Project Management Process Groups How we complete these activities gives rise to various types of Life Cycles * From the PMI Project Management Body of Knowledge PMBOK 1-3

5 Business Analysis THE FIVE BUSINESS ANALYSIS DOMAINS 1. Needs Assessment 2. Business Analysis Planning 3. Requirements Elicitation and Analysis 4. Traceability and Monitoring 5. Solution Evaluation From the PMI Business Analysis: A Practitioners Guide 1-4

6 Business Analysis PROJECT ROLES AND RESPONSIBILITIES Project Manager: The person assigned by the performing organization to lead the team that is responsible for achieving the project objectives. The PROJECT: Getting it done! Business Analyst: The person who works with stakeholders in order to understand the structure, policies, and operations of an organization, and to recommend solutions that enable the organization to achieve its goals. The PRODUCT: Determining what it is! * From the PMI Project Management Body of Knowledge PMBOK 1-5

7 Business Analysis The Business Development (Technology) Quality (Testing) 1-6

8 Business Analysis BUSINESS ANALYST and the PROJECT MANAGER Collaboration is essential to project success Responsibilities frequently overlap Work may be similar but the outcomes may not be the same or for differing purposes From the PMI Business Analysis: A Practitioners Guide 1-7

9 Business Analysis BUSINESS ANALYSIS ABILITES Analytical skills Business knowledge Communication skills Conflict resolution approaches Creative thinking Critical / analytical thinking Decision-making Facilitation Familiarity with project management Influence Issue Management Leadership skills Learning skills Negotiation skills Organizational skills Political awareness Presentation skills Problem solving Systems thinking Technical awareness Ability to work in teams 1-8

10 Business Analysis WHAT ARE REQUIREMENTS? A condition or capability that is required to be present in a product, service or result to satisfy a contract or other formally imposed specification. - PMBOK Guide Something that can be built into a product or service Meets the needs of a person, group or business Independent of the design of the solution 1-9

11 Business Analysis TYPES OF PRODUCT REQUIREMENTS Business - higher-level needs of the entire organization Stakeholder - needs of a particular stakeholder or stakeholder group Solution - characteristics required in the product Functional Requirements - behaviors the product must exhibit Non-Functional Requirements (Quality of Service - QOS) - qualities of the solution, or environmental conditions under which the solution must remain effective Transition - temporary capabilities needed to transition from the "current state" to the "future state". 1-10

12 Needs Assessment Identify Problem or Opportunity Assess Current State Recommend Action to Address Needs 1-11

Needs Assessment CONDUCT OR REFINE THE END USER ANALYSIS Job Analysis Review job descriptions to understand how particular roles will be affected by the new product or service.

13 Needs Assessment CONDUCT OR REFINE THE END USER ANALYSIS Job Analysis Review job descriptions to understand how particular roles will be affected by the new product or service. Persona Analysis Create fictitious characters to represent classes of users. Features can be designed around the needs, characteristics and behaviors of the various personas. Assemble Results Document for use by the Sponsor, Project Manager and other team members (aka the Stakeholder Register) 1-12

14 Business Analysis Planning BUSINESS ANALYSIS PLANNING consists of the activities performed to ensure the optimal business analysis approach is selected. Activities and deliverables are defined and agreed upon Validation, verification and approval processes are in place Change control policies are agreed upon Key stakeholders are in support of the effort 1-13

15 Business Analysis Planning CREATING THE BUSINESS ANALYSIS PLAN Key Variables Complexity Timelines Technology Trends 1-14

16 Business Analysis Planning DOES ONE SIZE FIT ALL? Analysis Implement Design Test Build 1-15

17 Business Analysis Planning HOW D WE DO? Define the Product Requirements (and their associated models) should be both verified and validated. Verification: the evaluation of whether or not a product, service or system complies with a regulation, requirement, specification, or imposed condition. Validation: the assurance that a product, service, or system meets the needs of the customer and other identified stakeholders. 1-16

Participants Determine the Technique Create the

18 Requirements Elicitation and Analysis PREPARE FOR ELICITATION Determine Objectives Determine the Participants Determine the Technique Create the Environment Determine the Information Need Plan Do Check Act anyone? 1-17

19 Requirements Elicitation and Analysis ELICITATION TECHNIQUES Brainstorming Document Analysis Facilitated Workshops Focus Groups Interviews Observation Prototyping Questionnaire or Survey 1-18

Requirements Elicitation and Analysis MODEL AND REFINE REQUIREMENTS Models are visual representations of information used to convey the business analysis

20 Requirements Elicitation and Analysis MODEL AND REFINE REQUIREMENTS Models are visual representations of information used to convey the business analysis findings in a very concise way. They help identify gaps or errors in existing information and elicit further input for analysis. Rarely perfect the first time. 1-19

21 Requirements Elicitation and Analysis From the BA Guide 1-20

22 Requirements Elicitation and Analysis The Business Development (Technology) Quality (Testing) 1-21

Requirements Elicitation and Analysis FUNCTIONALITY BUILDING-BLOCKS 1. Document AS-IS State Cross Functional Process Maps 2. Document Disconnects Post-it Notes 3.

23 Requirements Elicitation and Analysis FUNCTIONALITY BUILDING-BLOCKS 1. Document AS-IS State Cross Functional Process Maps 2. Document Disconnects Post-it Notes 3. Identify Root Causes of Disconnects Five Whys Fishbone Diagrams Pareto Analysis 4. Define TO-BE State Cross Functional Process Maps Resolve Disconnects Fulfills Mission Moscow Pareto ROI/CBA 1-22

24 Requirements Elicitation and Analysis CROSS FUNCTIONAL PROCESS MAP 1-23

25 Requirements Elicitation and Analysis DISCONNECTS Something wrong with the AS-IS, which affects quality and/or performance. Process steps that are Redundant / Sources of delays Missing / Sources of errors (Often found at hand-off points) Product attributes Missing-not offered Cause of customer dissatisfaction Cause of errors, defects, etc. Missed Opportunities Competition Technology 1-24

26 Requirements Elicitation and Analysis DISCONNECT ANALYSIS What is it Wrong Missed benefit Who/What does it affect What does it do to them Result Performance Accuracy Frustration Bottom Line Cost/Loss 1-25

27 Requirements Elicitation and Analysis METRICS WHAT SHOULD BE MEASURED? TIME Activity Cycle Time Task Durations QUALITY Accuracy Ease of Use Customer Desirability Reliability (MTBF) Ease of Repair (MTTF) Appearance PRODUCTIVITY Quantity Rate Timeliness COST Labor Materials Overhead Opportunity Cost 1-26

28 Requirements Elicitation and Analysis EVALUATING ALTERNATIVE TO-BE s Selection Criteria Weighted Ranking Pareto MoSCoW Lessoned Learned Delphi Multi-voting Bottom Line Cost-Benefit Analysis ROI Pay Back Period 1-27

Traceability and Monitoring Traceability What is Traceability? Traceability provides the ability to track product requirements from their origin to the deliverables that satisfy them.

29 Traceability and Monitoring Traceability What is Traceability? Traceability provides the ability to track product requirements from their origin to the deliverables that satisfy them. Benefits of Tracing Requirements Helps ensure that each requirement adds business value Helps meet customer expectations Helps manage scope Collaboration Point: The project manager is responsible for managing project scope, while the business analyst is responsible for managing product scope. 1-28

higher-level baselined requirements, The baselined requirements are sufficient to build the product service, or result,

30 Traceability and Monitoring Monitoring Requirements Using a Traceability Matrix Benefits of Using a Traceability Matrix Using a traceability matrix helps ensure that: As more detailed requirements surface they can be linked back to higher-level baselined requirements, The baselined requirements are sufficient to build the product service, or result, Supporting analysis work products can be built for each baselined requirement, as needed, and that Scope creep is avoided. 1-29

31 Traceability and Monitoring Managing Changes to Requirements Change Management as it Relates to Business Analysis The purpose of requirements change control process is to maintain the integrity of the requirements and associated deliverables. How requirement changes should be analyzed and resolved This in turn should be part of the overall project Change Control Process 1-30

can help throughout the project life cycle.

Complimentary Activities Evaluate with the Context of Usage and Value

32 Solution Evaluation Not Done yet... Evaluate Early and Often Early articulation of evaluation criteria can help throughout the project life cycle. Treat Requirements Analysis, Traceability, Testing and Evaluation as Complimentary Activities Evaluate with the Context of Usage and Value in Mind Can (and will) it be used? Does it produce the expected business value? Confirm Expected Values for Software Solutions 1-31

33 WHO WE ARE Headquartered in New York with offices in Charlotte and Athens, Greece, Total Systems Education, Ltd. is truly a global professional training and consulting company. Our areas of expertise are in Project Management, Business Analysis, AGILE Project Management, Sustainable Project Management, Testing and End- User related Training and Consulting. Through our in-house corporate training offerings, we have trained thousands of people from organizations of all shapes and sizes and we are extremely proud of our 100% repeat business record. Our experience spans more than 30 years, five continents, and a client list that gives us some legitimate bragging rights! We are renowned for our personalized approach to training: we work closely with clients from all over the world to design and deliver training that fits their specific needs. We have a base set of workshops but we don t believe in cookie-cutter training. Our philosophy is that training must be current and real-world, delivering a skill-set that encompasses global best practices, yet is also immediately transferrable to every participant s workplace. We work hard to give each one of our clients exactly what they need and nothing they don t. That is our promise, and feedback consistently confirms that the training experience we create, from design to delivery, exceeds expectations. Total Systems Education is a PMI Global Registered Education Provider (R.E.P.) For Business Analysts we are also an Endorsed Education Provider (EEP) of the IIBA. These endorsements and certifications allow us to have our courses reviewed by the IIBA and PMI for relevance, quality and adherence to the best practices supported by both of these prestigious global organizations. These certifications also allow us to award PDUs and CDUs to participants involved in the professional credentialing processes for PMP, CAPM, CBAP, CCBA, PMI-ACP and the newest PMI credential, the PMI-PBA, Professional in Business Analysis. Total Systems Education was the recipient of the PMI 2010 Continuing Professional Education Provider of the Year award! This prestigious global award recognized the outstanding results of a groundbreaking training project, conceived and orchestrated by our team Total Systems Educa5on, LTD.

At the start of the economic downturn, we quickly identified an audience of professionals who truly needed skills for an unpleasant, yet top-priority project: finding new employment!

34 At the start of the economic downturn, we quickly identified an audience of professionals who truly needed skills for an unpleasant, yet top-priority project: finding new employment! Total Systems and its team devised a way to bring our tried and true in-house corporate training workshops to those professionals who suddenly found themselves on the outside. We focused on helping them apply their new skills to their job-hunting efforts. Through our programs they could further strengthen their resumes by earning global credentials from PMI and the IIBA, as well as professional certificates in Project Management and/or Business Analysis from a well-respected university. Due to the unique needs of this audience, modules on Interviewing and Job Searching (including social networking), Effective Presentations, Writing, Study Groups and a Jobs Roundtable were added. During this critical time, our partnership consisted of the State University of New York at Stony Brook (Stony Brook University), the Suffolk County New York Department of Labor and the PMI Long Island Chapter. With this powerful team, we secured the venue and funding for this ambitious initiative. The Displaced Worker Program at Stony Brook was born, the first of its kind in the United States! Following our tremendous success in New York, Total Systems Education partnered with Central Piedmont Community College and the North Carolina Department of Labor, and launched a similar program. While corporate in-house and public offerings represent the bulk of our business, we continue to offer these special programs in both NC and NY. We added Catawba Valley Community College in 2013, and January 2014, BMCC, the Borough of Manhattan Community College in New York City was also added to our list of partners. Since 2008, more than 2300 people have successfully completed these special certificate programs. Of those, more than 60% have gained full time employment in project management and business analysis related positions, many others have contract employment, and, more than 500 have successfully earned their PMP or CAPM professional credentials. We, at Total Systems Education, are extremely proud of our contribution to our community, and quite pleased to see our efforts, commitment and outside-the-box approach recognized by our peers, as we joined the ranks of PMI s The Best of The Best! 2016 Total Systems Educa5on, LTD.

35 OUR BASE WORKSHOPS PROJECT MANAGEMENT and PMI PROJECT PLANNING AND CONTROL (The Foundations of Project Management) PROJECT MANAGEMENT for EXECUTIVES (Directors & Group Project Managers) MICROSOFT PROJECT (Using, Advanced and Server) Project 2007 or 2010 PROJECT PLANNING AND CONTROL (The Foundations of Project Management) (with Microsoft Project or Open Project Workbench Integrated Instruction) DETERMINING BUSINESS REQUIREMENTS WORKSHOP (Including the Business Case) PROJECT LEADERSHIP WORKSHOP ADVANCED TOPICS IN PROJECT MANAGEMENT (Risk Management, Negotiations, Procurement and Vendor Management) PREPARING FOR THE PMI PMP /CAPM CERTIFICATION EXAMINATION Green PM Workshop -- The Total Systems Approach 3 Days ½ and 1 Day 1 and 2 Days 4 Days 2 Days 1 Day 2 Days 3 Days 2 Days The Practical Approach -- PMI Series PROJECT RISK MANAGEMENT (The Practical Approach to Applying the Six Steps) PROJECT COMMUNICATIONS MANAGEMENT (The Practical Approach to Teams) PROJECT HUMAN RESOURCES MANAGEMENT (The Practical Approach) PROJECT PROCUREMENT MANAGEMENT (The Practical Approach to Negotiations and Vendor Management) PROJECT TEAM DYNAMICS (The Practical Approach to Communications and HR Management) PROJECT HUMAN RESOURCES MANAGEMENT (The Practical Approach) 1 Day 1 Day 1 Day 1 Day 2 Days 1 Day 2016 Total Systems Educa5on, LTD.

36 OUR BASE WORKSHOPS The AGILE PMI Series AGILE PROJECT MANAGEMENT MANAGING AGILE PROJECTS WITH SCRUM PREPARING FOR The PMI-ACP AGILE CERTIFICATION WORKSHOP 2 Days 1 Day 3 Days The COMPREHENSIVE PROJECT MANAGEMENT PROGRAM 17 Project Management modules over weeks, leading to a University PM certificate and ready to take the PMP Exam. Hands-on case studies, professional and SME guest speakers and more. Your site or one of our College partners. 17 Days about 15 weeks The COMPREHENSIVE BUSINESS ANALYSIS PROGRAM 19 Business Analysis modules over weeks, leading to a University BA certificate and ready to take the PMI-PBA Exam. Hands-on case studies, professional and SME guest speakers. Your site or one of our College partners. 19 Days about 16 weeks Total Systems Educa5on, LTD.

37 OUR BASE WORKSHOPS BUSINESS ANALYSIS and PMI PMI-PBA PROFESSIONAL IN BUSINESS ANALYSIS EXAMINATION PREPARATION WORKSHOP 3 Days BUSINESS ANALYSIS and The IIBA DETERMINING BUSINESS REQUIREMENTS WORKSHOP (Including the Business Case) CREATING FUNCTIONAL SPECIFICATIONS for OUTSOURCED & IN-HOUSE PROJECTS ELICITATION and DATA GATHERING WORKSHOP COMMUNICATE OR DIE (in Business and Projects) THE PEER REVIEW PROCESS WORKSHOP (Inspections and Structured Walkthroughs) BUSINESS SYSTEMS ANALYSIS WORKSHOP (for the Professional Business Analyst) 2 Days 2 Days 2 Days 2 Days 2 Days 5 Days OBJECT-ORIENTED ANALYSIS USING UML WORKSHOP STRUCTURED ANALYSIS WORKSHOP (for Legacy and Object Environments) BUILDING EFFECTIVE PROCESS and DATA FLOW DIAGRAMS (upon request) ENTITY RELATIONSHIP DIAGRAMMING - DATA MODELING WORKSHOP (upon request) NORMALIZATION AND DATA DESIGN WORKSHOP (upon request) 2 Days 4 and 5 Days 2 Days 2 Days 1 Day Total Systems Educa5on, LTD.

38 OUR BASE WORKSHOPS TESTING -- Hands-on and Tied to DBR & CFS! STRUCTURED TESTING TECHNIQUES WORKSHOP Including User Acceptance Testing (for Managers, Analysts, Developers and Customers) Systems Testing (Building and Implementing the System Test Plan) The Peer Review Process Workshop (Inspections and Structured Walkthroughs) 2 Days 1 Day 2 Days CLIENT/END USER -- An educated consumer is the BEST Customer PROJECT MANAGEMENT WORKSHOP PM Lite PROJECT MANAGEMENT The Survival Guide PROJECT PLANNING AND CONTROL (The Foundations of Project Management) AGILE PROJECT MANAGEMENT USING MICROSOFT PROJECT (Project 2007 or 2010) PROJECT LEADERSHIP WORKSHOP DETERMINING BUSINESS REQUIREMENTS WORKSHOP (Including the Business Case) ELICITATION and DATA GATHERING WORKSHOP TESTING TECHNIQUES WORKSHOP Including User Acceptance Testing (for Managers, Analysts, Developers and Customers) 1 Day ½ Day 3 Days 2 Days 1 Day 1 Day 2 Days 2 Days 2 Days Total Systems Educa5on, LTD.

PROJECT COMMUNICATIONS

PROJECT COMMUNICATIONS A No-Surprises Approach for PMI-Metrolina PDD September 15, 2012 Frank A. Clemente, PMP www.totalsystemseducation.com PROJECT COMMUNICATIONS A No-Surprises Approach The Importance