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How Not To Pave Cow Paths!Barb AshCapital District BA COPApril 26, 2012

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3Elicitation Techniques Quick ReferenceWilliam NazzaroToday will touch on:Interface AnalysisInterviewingBrainstormingFocus GroupsRequirements Workshops4Advanced Strategies, Inc.www.advstr.comResources White PapersTemplatesVisio Stencils

5Favorite TechniquesJoint Development Approach JDASMPronounced JADPains and Pleasures BrainstormingData Flow DiagrammingCandidate SolutionsFocus StatementsTurn Around Documents (TAD)6We Adapted to Suit Our TerrainShorter work sessionsNo recording analyst tape recorder for backupToo much information on some of the templates

7Joint Development Approach - JDASMFacilitated Approach to theGroup Development of Work Products

8Business Process ImprovementUsually comes before a project is charteredBAs participate in the identification and clarification of a needAfter need has been clarified and appears viable, management commissions a formal project definition effort

9Best AdviceDo not lock into a technology solution until business requirements are fully understood.

10Role of the Business AnalystHelpful if the BA has some degree of business knowledgeHowever, the analyst is not the subject matter expert (SME)Helpful if the analyst has some degree of technical knowledgeHowever, the analyst should not be intoxicated with technology11The BA Uses Analysis Skills to:Use information from a variety of sourcesSort through chaos and ambiguityBreak the complex to atomic partsCraft statements of factRepresent facts in a structured instrumentIdentify additional information needed

12Analysis consists of:Discovery

Assessment

Specification

13The role of a Process Analystis to study the business, then discover and document relevant processing requirements.

Key Tenets:Users expertise lies in doing the business, not in translating their business to system requirements. We cant expect the users to come to us, we must go to them and speak their language when we get there.

Maximize the value of the users time.

BPI Project DefinitionThis includes identification ofThe project stakeholdersIntentions of conducting the projectAny constraints on the solutionAgreements on the project approachSelection of project participants

16Project IntentionsPurposes or reasons the business would undertake the effort, and the business results that are expected from the effort.

Effort contributions recognize that the project may not fully achieve the identified intentions, but clarify what we expect this project to do toward the intentions.Project Intentions ExampleExpected Business ResultIn order to enable the business toEffort ContributionThis project intends to Maximize the efficiency and effectiveness of the check replacement process.Identify and eliminate non-value-added process stepsReduce cycle timeReduce staff time18Project StakeholdersAnyone who can impact or be impacted by the effortBureau of Accounting OperationsDepartment of Tax and FinanceRemittance Control/Cashiering UnitsBanksPayees

19Focus StatementDescribes what portion of the world should be examined and potentially included in the development of the solutionScope where the process begins and ends and areas included or excluded from review

20Focus StatementBreadth:Check Replacement ProcessFrom: Receipt of request for replacement (duplicate, triplicate)To: Check going to payee

Including:Any replacement checks (once the check has left the check writing process)The following warrant checks:A General Checking Account (joint custody)B Payroll Checking Account (joint custody)C General Typed Payroll (joint custody)M Thruway (sole custody)P Comptrollers Refund Account (sole custody)R Common Retirement Fund (joint custody)W Abandoned Property (sole custody)Y Manual General Checking Account (joint custody)Checks damaged by the post office or payeeNotification to banks

Excluding: Checks damaged by BITS during the check writing process (they have own process for reprinting)

21Project ParticipantsWho are the SMEs?Who should attend sessions and when?Rule of thumb 6-10 participantsEnsure different perspectives

22Plan the JDA Session(s)Participants:Business Experts (SMEs)Facilitating AnalystRecording Analyst/Tape RecorderObservers (possibly)

Prepare an agenda23All ParticipantsShare an interest in the area being modeledAre held accountable for the success of the projectAre expected to participate

RoomComfortably accommodate the groupProvide an atmosphere that encourages free flowing discussionProvide ample wall space for modeling instruments

25InstrumentsData Flow Diagram (Business Process Model)Business Process Model TextFocus StatementDesign Considerations List (Candidate Solutions)Issues List/Side ItemsPains and Pleasures List26ToolsStatic sheets and markersTape RecorderVisio and Word (templates)Candy Dish

Hold SessionIntroductions/Clarification of RolesReview Project IntentionsReview StakeholdersReview Focus Statement

28Pains and Pleasures BrainstormPain something that is currently causing frustration, lack of productivity, poor quality, etc.

Pleasure something that currently is working well. It would be great to continue it.

29Prioritize Long ListsCategorize or group similar ideasPrioritize according to most desired benefits or most annoying issuesClarify expectations

30Business Models Facilitate:Understanding that we hear the requirements and that we have documented them correctly

Participation by subject matter experts (SMEs)

Remembering and recalling key business decisions31Diagram As-Is ProcessData Flow DiagramA network of processes connected by data paths

32MODEL = Diagram + TextShow the main elements of the business aspects in the diagram and the details and characteristics in the text

Write first, then erase

Capture candidate solutions and issues as they arise33Process/FunctionSomething that transforms input data to output dataActive verb/object

34Data FlowA conveyance of data from one process to anotherNoun with modifier

35External Entity/Source or SinkAn object (person, organization, system) that sits on the boundary of focus. They are of interest when they provide data (a source) or receive data (a sink).Noun or Verb/Object

36Data StoreA repository where data can be stored and later accessed. Could be a computer database, a spreadsheet, manual file, etc.Noun with modifier

37TriggerAn event or condition which causes a process to executePhrase

38As-Is Purchasing Process DFDIdentify process steps 7 +/- 2 optimal (consolidate if necessary)Iterative processNumbered process stepsAlphabetical data flows, etc.

39Turn Around Document - TADWho was thereWork products, e.g., results of Pains & Pleasures, list of stakeholders, etc.Decisions made, action items, candidate solutionsNext stepsCirculate to attendees with DFD and text to ensure accuracy, completeness, understanding40Lessons LearnedUse a tape recorderLimit the size of the groupBring a candy dishMore than one right way to diagram a process

41Why Data Flow Diagram?Easier to identify gaps Uncover business rulesAlternate flows included in textCan develop additional models if neededBusiness Units like them and sometimes use them for other purposes

42Analysis PhaseMay want to have a subset of team report back to the larger group

As-Is Process is physical what you see current state

Strip the process down to its essential model and rebuild during analysis43Analysis is the study of a problem, prior to taking some actionTom DeMarco

44Analysis VS DesignAnalysis: What?Take a customer order.

Design: How?A salesperson takes the order online from a customer phone call.

45Types of Models

46Build Essential ModelPull the physical aspectsChallenge/reevaluate policies

Current Essential DFD perfect world components of a system those which have to exist for the system to accomplish its purpose.47Quick QuizFacts of Life, Policy or Implementation?An employee can have only one phone.

Policy48Facts of Life, Policy or Implementation?Birds have feathers.

Life49Facts of Life, Policy or Implementation?The computer program limits an employee to a maximum of 8 dependents.

Implementation50Facts of Life, Policy or Implementation?A product is created by a manufacturer.

Life51Facts of Life, Policy or Implementation?Time sheets are due by the first day of the week after payday.

Policy52Facts of Life, Policy or Implementation?A vendor must be paid.

Life53The Brewery Story

54To Be ModelDocument RequirementsPrioritizeMust HaveShould HaveNice to HaveContext DiagramMake Business Case for any IT Project55The EndThank You!56