IIBA ECBA – Business Analysis Elicitation and Collaboration (IIBA -ECBA) Part 2

6. Prepare for Elicitation: Guidelines and Techniques

Prepare for elicitation guidelines and techniques. After completing this topic, you should be able to recognize guidelines and techniques used to prepare for elicitation. The business analysis approach provides general guidance on elicitation. Methods that should align to the project method are either predictive or adaptive. As you progress your elicitation activities, their approach may change. New stakeholders may be identified in other requirements sessions. Timelines may shift based on stakeholder availability. The format used for elicitation activities should align to project methodology and the techniques best suited to the type of information needed.

The level of information detail will progress as the business analyst elicits more information. Typically, domain subject matter experts and vendors will provide a lower level of detail than executives. The approach will also outline how to document and address challenges and risk. The approach describes the business goals and objectives to be mapped. The approach also will provide guidance on how to escalate issues and the hierarchy for the initiative, which outlines available support for the business analyst guidelines and tools.

The business analysis approach provides general guidance, describes methods, stakeholders, time frames, formats and level of detail and identifies challenges and uncertainties business objectives describes the end goal and are used to develop support. There are various sources of information. Existing business analysis information will provide insight into goals and objectives and information identified to date. This is very useful in planning. The potential value describes the value to be realized from the potential solution. Potential value can be used to define elicitation events. For example, if the potential value is to increase customer satisfaction, then brainstorming sessions with customer service agents will provide the requirements necessary to define value. Reviewing existing organizational documents such as contracts, training materials and policies provide information to help formulate questions and preparatory materials for the stakeholders. There is a wealth of information that can be sourced through data mining, customer satisfaction results, sales figures, helpdesk and customer complaint data. Assist in planning for a session on providing customer value guidelines and tools. Existing business analyzes information provides an understanding of objectives and is useful in planning elicitation. Potential value describes value to be realized from the proposed changes and defined elicitation events.

Analyzes techniques analyzes techniques include document analyzes and data mining. Estimate the time needed to conduct elicitation activities. All those stakeholders may only have a half an hour to devote at any one time. The amount of the time needed to get information may require them to attend a number of sessions. That the stakeholder familiarity with requirements session and the amount of information needed. Conduct a risk assessment to determine if there are conditions that would disrupt elicitation activities. Monitor and mitigate quickly as to not affect the progress of the elicitation plan. More details on elicitation techniques will be shared later in the course.

The following techniques are useful to plan for elicitation brainstorming with other business analysts or stakeholders will help to identify the type of elicitation techniques to use and who should attend. Interviews could provide information about concerns related to the elicitation activities and gain support for those activities.

Mind mapping, like brainstorming, will help to identify sources of information and the types of elicitation methods to be used. Stakeholder lists, maps and personas will identify who should be in attendance and the roles. Analyzes techniques. Analyze techniques also include estimation and risk analyzes and assessment cooperation techniques. Collaboration techniques include brainstorming, interviews, mind mapping and stakeholder lists, maps and.

7. Prepare for Elicitation: Stakeholders and Outputs

Prepare for Elicitation stakeholders and Outputs After completing this topic, you should be able to distinguish between the roles of stakeholders involved in preparing for Elicitation. Stakeholders are critical to the success of the Elicitation activities. The sponsor can request specific stakeholders to participate, and this is a key decision maker who may participate in activities that require final decisions. The project manager is your partner and will help to ensure stakeholders are available for activities.

The domain subject matter expert, or SME, provides expertise in a specific area. These include project team members who will implement the solution. As mentioned earlier, it’s important to elicit any concerns they may have and build relationships to mitigate any risk to the Elicitation approach. The Elicitation Activity Plan applies to all Elicitation activities and will outline the logistics needed to meet and facilitate discussions. The scope of the activity, which could include the amount of time, the desired outcome and expected participation by stakeholders. The method chosen will also be included, which will inform the logistics needed.

Stakeholders include the sponsor, who has final authorization on Elicitation activities and can resort in specific stakeholders the project manager, who ensures the right people are available and secures resources for Elicitation, and the domain subject matter expert, who may be a source of risk and good involvement and availability, impacts the approach output. Elicitation Activity plan. The Elicitation activity plan applies to all activities. It outlines logistics, the scope of activity, the chosen method and techniques, and supporting information sources. For example, a workshop requires a large room that could be formatted into workgroups when voting for a solution. Component.

Voting dots allow stakeholders to assign a dot to those components that they consider valuable. Flip charts, facilitated brainstorming and captured information that will be further analyzed by the business analyst. Supporting information includes those needs by the business analyst and those that are to be shared with the stakeholders prior to the event or to support the event. These include process maps, policies, state of requirements, business goals and objectives, and contracts.

8. Exercise: Preparing for Elicitation

Exercise. Preparing for Elicitation After completing this topic, you should be able to demonstrate your understanding of the task, techniques and roles involved in preparing for elicitation. In this exercise, therefore, you are required to demonstrate your understanding of the task, techniques and roles involved in preparing for elicitation. There are several tasks involved in preparing for elicitation recognizing considerations relevant when preparing for elicitation, recognizing guidelines and techniques used to prepare for elicitation, and distinguishing between the roles of stakeholders involved in preparing for elicitation. The purpose of the business analyst preparing for elicitation is to plan for elicitation activities.

Which statements reflect considerations relevant when preparing for successful elicitation? Effective preparation inputs include the stakeholder engagement approach and stakeholder needs. Stakeholders should be educated as to what information is needed and how the process works. To ensure the process works, the right elicitation technique is essential. Setting up logistics refers to defining locations across departments to make the session effective. Securing sources of information needed to conduct elicitation involves working with a select few, and lastly, information to elicit is determined by understanding the scope.

Now let’s compare the answers. Option One that’s correct considerations relevant when preparing for successful elicitation involve effective preparation inputs that include the Stakeholder Engagement Approach and Stakeholder needs. The Stakeholder Engagement Approach provides guidance on the communication and collaboration needs of your stakeholders, and the needs elicited will serve as the scope of the domain under analysis.

Option Two that’s correct considerations relevant when preparing for successful elicitation include educating stakeholders as to what information is needed and how the process works. Stakeholders should be taught how to read models to understand their meaning, allow stakeholders plenty of time to review requirements, and ask questions to ensure understanding. Option Three this is also correct. Considerations relevant when preparing for successful elicitation include ensuring the process works by using the right elicitation technique. To choose the right elicitation technique, consider appropriateness availability, location of resources, expected outcomes, commonly used techniques, and required task.

Option Four that incorrect setting up logistics is not a consideration when preparing for successful elicitation. Setting up logistics involves defining goals, roles and locations as well as methods. Option Five that’s incorrect securing sources of information needed to conduct elicitation while working with a select few is not a consideration when preparing for successful elicitation. To prepare for successful elicitation, the Business Analyst works across the entire organization to secure the necessary sources of information. Option Six that’s correct considerations relevant when preparing for successful elicitation involves eliciting the information by understanding the scope. The purpose of preparing for elicitation is to plan for elicitation activities by understanding the scope of the activity and selecting the best technique based on Stakeholder Analyzes and what is to be achieved in the elicitation sessions.

A business analyst should align the format used for elicitation activities to the project methodology and the techniques best suited to the type of information needed. Which statements describe how the guidelines and techniques are used to prepare for elicitation. Option One existing Business Analyzes information provides insight into goals and objectives and information identified to date. The Business Analyzes approach provides general guidance on elicitation methods that should align to the project methods.

Collaboration techniques such as brainstorming, interviews, mind mapping, and using stakeholder lists, maps and personas are useful in the planning stage for elicitation. Potential value is to be realized from the resulting solution and should be used to define elicitation events. Analyzing techniques should be used to define elicitation events and here you have the answer.

Option One that’s correct using the existing business analysis information helps you provide insight into goals and objectives and information identified to date. Option Two that’s correct the Business Analyzes approach provides general guidance on elicitation methods that should align to the project method and involves elicitation methods that can be either predictive or adaptive since the approach may change as you progress through the elicitation activities.

Option Three that’s correct brainstorming identifies types of elicitation techniques to use and who should attend interviews provide information about elicitation activity concerns mind mapping identifies sources of information and the types of elicitation methods to be used, and Stakeholder lists, maps and personas identifies who should be in attendance and the roles. Option Four that’s incorrect guidelines and techniques used to prepare for elicitation do not include the potential value that will be realized from the potential solution and that will be used to define elicitation events. Option Five and the last one that’s also incorrect guidelines and techniques used to prepare for elicitation do not include analyzes techniques.

Analyzes techniques are used to define elicitation events and involve reviewing information, estimating the time needed to conduct solicitation activities, as well as doing risk analysis and assessment. As a business analyst, you use the Elicitation Activity Plan for specific tasks. Which statement describes what an Elicitation Activity Plan is used for and what it includes? Here we have the options an Elicitation Activity Plan is used to plan for all elicitation activities and outlines the logistics needed to meet and facilitate discussions.

An Elicitation Activity Plan is the specific methods and techniques used to identify the scope of activity, and it includes all information sources. Analysitation Activity Plan is used to negate stakeholder concerns and includes information sources specific to building stakeholder relationships. And lastly, Analysisation Activity Plan is used specifically to determine the amount of time and the desired outcomes, including the expected participation by stakeholders. Let me remind you please take your time and try to answer to the question before comparing to my answer. But here’s the answer for you to compare. Option One this is the correct option the purpose of an Elicitation Activity Plan is to plan for elicitation activities by understanding the scope of the activity and using logistics to select the best technique based on stakeholder analysis and what is to be achieved in the elicitation sessions.

Option Two that’s incorrect an Elicitation Activity Plan is not just the specific methods and techniques used to identify the scope of activity, including all information sources. Analysitation activity plan includes every aspect of the Elicitation output. Option Three that’s incorrect an Elicitation activity plan is not used to negate stakeholder concerns and does not include information specific to building stakeholder relationships. An Elicitation activity plan is used to elicit any concerns stakeholders may have and build relationships to mitigate any risk to the Elicitation approach. Option Four that’s incorrect an Elicitation plan is not used specifically to determine the amount of time and the desired outcomes, including the expected participation by stakeholders.

The scope of the activity, which could include the amount of time, the desired outcomes and the expected participation by stakeholders, is only one of many aspects of the Elicitation activity plan. Each stakeholder is critical to the success of Elicitation activities match each stakeholder to the role they play in preparing for Elicitation.

Here you have the options project manager, sponsor, domain subject matter expert and here we have the target helps to ensure that all stakeholders are available for activities, a ski decision maker who may participate in activities that require final decisions and finally, provides expertise in a specific area. Here you have the answer the project manager is your partner and will help to ensure stakeholders are available for activities. The sponsor is a key decision maker in Elicitation and may request that specific stakeholders participate in Elicitation activities. And finally, the domain subject matter expert provides expertise in a specific area. Project team members who will implement the solution can be included as domain subject matter expert.

9. Conduct Elicitation: Inputs and Elements

Conduct elicitation inputs and Elements after completing this topic, you should be able to recognize inputs and elements used to conduct elicitation. To conduct an elicitation activity, you need to review your Elicitation Activity Plan. The outcome will be unconfirmed. Elicitation Results the Elicitation Activity Plan is created during preparation for the session and is guided by the Business Analyzes Plan. The Elicitation Activity Plan includes elicitation events, the sources of information, including stakeholders and business documentation, the techniques that will be used, and information about when, how long and who will be in attendance and where the event will take place.

The elicitation plan will guide the activities, ensuring that the right information is captured and the right level of information is captured. The business analyst needs to consider the goal of the activity. For an example, an interview with a process owner may be to confirm the current state and elicit any concerns with the current state. The forms of output are varied but could include notes on flip charts, notes taken by scribe, photos of whiteboard and recorded agreements, reach, and concerns listed we use the information needs to be considered to ensure the right detail is elicited conduct elicitation Overview The task conduct elicitation has one input the Elicitation Activity Plan.

The output is unconfirmed elicitation Results Inputs The inputs to the Elicitation Activity Plan include planned activities and the project scope, elicitation sources, methods and techniques and other information such as time frame resources and locations. Guide the Elicitation Activity guiding the elicitation activities means ensuring that the intended information is captured and that the right amount of detail is captured.

Other considerations include activity goals, forms of output, who will use the information, how the information will be used, and the integration of output with known information. For example, a Web developer or user interface expert would use a paperbased prototype developed during a session. Much of the information will be used by the business analyst to specify and analyze requirements. Some information, such as agendas, decisions and validated requirements, will need to be stored and access given to the appropriate person.

As elicitation tasks are completed, the information received will need to be integrated and analyzed against existing information when elicitation outcomes are captured, this ensures that information is available for future uses such as creating a prototype or modeling data. Elicitation is iterative and information received will have to be extracted into more details. If necessary, the business analyst may discover unexpected information which indicates the need to collaborate with other stakeholders. Very rarely will one session suffice to outline the needs of stakeholders.

A series of activities using different techniques is typically needed to further describe the solution. Sessions often begin with senior stakeholders with further elaboration of the business goals, followed by confirmation of the current state through observation of end users and sessions to elaborate stakeholder needs. Final reviews to validate and verify the resulting requirements will be held before implementation begins. Capture Elicitation Outcomes capturing elicitation outcomes ensures that information is captured for later use. This is typically an Iterative process and involves a series of elicitation sessions.

10. Conduct Elicitation: Guidelines and Techniques

Conduct elicitation. Guidelines and Techniques After completing this topic, you should be able to recognize guidelines and techniques used to conduct elicitation. There are four areas of guidelines and tools business Analyzed approach, existing business analysis, information, stakeholder Engagement approach, and supporting materials. The Business Analyzes approach identifies the types of outcomes based on the approach. Existing business analysis information may guide questions and approaches used to elicit information. Perhaps there are some outstanding questions from previous solicitations sessions or end user observation.

Data will prompt the business analyst to create a process map that will be used in future elicitation sessions to describe the solution. The Stakeholder Engagement approach is designed to optimize communication and intercollaboration between stakeholders. This may include a kickoff meeting to launch business analysis activities to communicate roles, responsibilities and expected outcomes. Supporting materials will help to prepare both the business analyst and stakeholder for solicitation events. Supporting materials include tools and equipment needed to conduct the session. Existing business analyzing information may guide questions and approaches used to elicit information.

Perhaps there are some outstanding questions from a previous solicitation session, or end user observation data may prompt the business analyst to create a process map to be used in future elicitation sessions. Guidance and Tools The Business Analyze approach identifies types of outcomes based on the approach and effects the performance of elicitation activity. Existing business Analyzes information may guide questions and approaches used to elicit information. Guidance and Tools the Stakeholder Engagement approach requires effective communication and collaboration. Supporting materials prepare stakeholders before elicitation and outlined helpful tools and information. Benchmarking provides a baseline from which to compare business needs. Marketing analysis provides information about customers and their needs.

Data mining is used to extract relevant information from existing systems in the form of reports or raw data needing analysis to inform the business analyst. Data modeling is used to understand data entities and relationships. This can also be used to elicit business rules. Document analyzes is a technique used to review existing policies, regulations, contracts and procedures and whatever is included in the business analysis toolbox. Interface analysis is used to understand how two or more people, departments, or systems interact. Observation provides information on how work is being conducted today. Process analysis is used to discover issues and facilitate improvements. Process modeling is used to facilitate the discussion with stakeholders to define future state processes.

Surveys and questionnaires can be used to gain information about stakeholder opinions and needs. This is a good technique when stakeholders are distributed or for gathering information from customers. Workshops are collaborative and are used to elicit information about needs, issues, processes, policies, among others. Interviews use questions to elicit any information from one or more stakeholders. Information Sourcing Techniques Information sourcing techniques include benchmarking and market analysis, data mining, data modeling, data analyzes, interface analysis, observation, process analysis, process modeling, surveys and questionnaires, and workshops and interviews. Details of the following techniques will be covered later in the course.

The following is a list of some of the techniques used in the elicitation. Brainstorming is a collaborative way to share ideas on potential solutions. Collaborative games help stakeholders work towards a common goal. Focus groups are conducted using a series of questions to elicit stakeholder opinions. Mind mapping is a visual representation of thoughts and ideas which are connected together. Prototyping is not only a great tool to illustrate user interface needs, but can be used to validate requirements.

Concept modeling starts with a glossary and is used to describe domain vocabulary without the use of data motors. Business Rules Analyzes is used to identify the information that informs daily work activities of the stakeholders. Idea Generation Techniques Idea generation techniques include brainstorming, collaborative games, focus groups, mind mapping, prototyping, concept modeling and Business Rules Analyzes in mind mapping, central idea prompts and interconnects with subsidiary ideas, which in turn prompts other ideas and interconnections creating a visual network rooted and branching off from the central idea.