CBAP® Exam Preparation Course

Lesson 3 - Business Analysis Planning and Monitoring

CBAP, CCBA and BABOK are registered certification marks owned by International Institute of Business Analysis.
 WHAT’S IN IT FOR ME

How to plan the Business Analysis

Approach

How to plan Stakeholder Engagement

How to plan Business Analysis

Information Management and Governance

How to identify Business Analysis

Performance Improvements

Understand tools and techniques used

in Business Analysis Planning and
Monitoring
INTRODUCTION
 BUSINESS ANALYSIS PLANNING AND MONITORING
INTRODUCTION

The act of transformation in response to need

Change

Need Solution
Way to satisfy one or
A problem or opportunity
more needs in a context

A group or individual Circumstances that influence or are

related to a change, need, or solution influenced by, and provide
Context understanding of change
Stakeholder

Usefulness to a stakeholder Value

within a context
 BUSINESS ANALYSIS PLANNING AND MONITORING
INPUT, TASKS, AND OUTPUT

TASKS OUTPUTS

Plan Business Analysis Approach Business Analysis Approach

Plan Stakeholder Engagement Stakeholder Engagement

INPUTS Approach
● Needs
● Internal Influences Plan Business Analysis Governance Approach
● External Influences Governance

Plan Business Analysis Information Management

Information Management Approach

Identify Business Analysis Business Analysis

Performance Improvements Performance Assessment
Lesson 3: Business Analysis Planning and Monitoring
Topic 3.1: Plan Business Analysis Approach

✔define overall method to conduct business analysis activities

✔Defect per Unit

 PLAN BUSINESS ANALYSIS APPROACH
PURPOSE

Input

• NPlanning of Business Analysis

• Creation or Selection of Methodology
• Identify BA Deliverables
• Define Activities and Tasks
• Business Analysis Approach
• Who will perform
• Timing
• Sequencing
PLAN BUSINESS ANALYSIS APPROACH
ELEMENTS
Planning methods falls between Predictive and
Adaptive approaches

Formality and level of details of BA deliverables

are based on the planning approach

Identify and break down activities into tasks

Timing for the business analysis tasks to be

performed

Complexity and size of the change, and overall

risk

Business analysis approach reviewed and

agreed upon by key stakeholders
 PLAN BUSINESS ANALYSIS APPROACH
GUIDELINES AND TOOLS

Guidelines and Tools while planning BA approach:

● Business Analysis Performance Assessment
● Stakeholder Engagement Approach

Guidance while planning BA approach

● Business Policies
● Methodologies and Framework
● Expert judgement
 PLAN BUSINESS ANALYSIS APPROACH
TECHNIQUES
Functional
Business Cases Estimation Decomposition Item Tracking

2 4 6 8
1 3 5 7

Brainstorming Document Analysis Financial Analysis Interviews

Risk Analysis and Survey and

Process Modeling Management Questionnaire

10 12 14
9 11 13 15

Lessons Learned Reviews Scope Modeling Workshop

s
 PLAN BUSINESS ANALYSIS APPROACH
TECHNIQUE – LESSONS LEARNED – WHY?

Successes

Lessons
Learned
WHY? Opportunities for improvement

Failures

Recommendations for
improvement
 PLAN BUSINESS ANALYSIS APPROACH
TECHNIQUE – LESSONS LEARNED - OVERVIEW

Also known as
Retrospective

Lessons Formal or Informal

Learned

Reinforcing positive
experiences and
successes

! Participants may be reluctant to document and

discuss problems. Honest discussion may not occur.
PLAN BUSINESS ANALYSIS APPROACH
TECHNIQUE – LESSONS LEARNED - ELEMENTS

• Business analysis activities and deliverables

• The final solution, service or product
• Impact to organizational processes
• Performance expectations and results
• Positive or negative variance
• Root cause of results impacting performance
• Recommendations for behavioral approaches
PLAN BUSINESS ANALYSIS APPROACH
STAKEHOLDERS

• Stakeholders:
• Domain Subject Matter Expert
• Project Manager
• Regulator
• Sponsor
Lesson 3: Business Analysis Planning and Monitoring
Topic 3.2: Plan Stakeholder Engagement

✔plan an approach for establishing and maintaining effective working relationship

with stakeholders
✔Defect per Unit
 PLAN STAKEHOLDER ENGAGEMENT
PURPOSE

Plan an approach for establishing Plan Stakeholder

Needs and BA
and maintaining effective working Engagement
Approach
relationship with stakeholders Approach

Identify Stakeholder

Analyze Stakeholder
Characteristics

Consider Stakeholder complexity while planning for stakeholder

engagement.
PLAN STAKEHOLDER ENGAGEMENT
ELEMENTS

• Perform Stakeholder Analysis

• Roles
• Attitude
• Decision Making Authority
• Level of Power or Influence
• Stakeholder Communication Needs
• Planning Stakeholder Collaboration
 PLAN STAKEHOLDER ENGAGEMENT
GUIDELINES AND TOOLS

Guidelines and Tools while planning Stakeholder Engagement

• Business Analysis Performance Assessment
• Change Strategy
• Current State Description
 PLAN STAKEHOLDER ENGAGEMENT
TECHNIQUES
Business Rules
Analysis Interviews Mind Mapping

2 4 6
1 3 5 7

Brainstorming Document Analysis Lessons Learned Organizational

Modeling

Risk Analysis and Stakeholder List,

Map or Personas Workshop
Management
s

9 11 13
8 10 12
Process Modeling Scope Modeling Survey &
Questionnair
e
 ORGANIZATIONAL MODEL
PURPOSE

• Organizational Modeling
• Describe the roles, responsibilities, and reporting structure
• Align these structures with the organizational goals

• Organizational Model
• Boundaries of a group
• Formal relationships between members
• Functional role of each person
• Interfaces between unit or stakeholders
• Common in most organizations
 ORGANIZATIONAL MODEL
ELEMENTS

Functionally oriented

Types of Organizational
Models Market oriented

Matrix model

Organization unit includes number Interfaces with other organization

of roles units
 ORGANIZATIONAL MODEL
ELEMENTS (contd.)

Box depicts organization units, roles and

Organization people
Chart
Line depicts reporting or formal
communication channel

Identify informal lines of communication which can influence business analysis activities
 ORGANIZATIONAL MODEL
EXAMPLE
• Business Unit Head • Finance
• Program Management • Sr. Finance Manager
• Sr. Project Manager
• Auditor
• Project Manager

• Human Resource
• Development • Sr. Human Resource Manager
• Development Manager
• On boarding specialist
• Development Lead
• Sales and Marketing
• Quality Analyst • Marketing Manager
• Architect • Brand Manager
• Sales Manager
• Operations
• Operations Manager • Event Manager
• Infrastructure Manager • Purchase
• Sr. Purchase manager
• Logistics • Vendor Manager
STAKEHOLDER LIST, MAP, OR PERSONAS
OVERVIEW

• Identify Stakeholder

• Stakeholder Analysis
• Identifying stakeholders

• List of stakeholders

Stakeholder characteristics

• Level of authority within the domain of change

• Attitude toward or interest in the change

• Attitude toward business analysis activities

• Level of decision-making authority

 STAKEHOLDER LIST, MAP OR PERSONAS
ELEMENTS

Stakeholder Map

• Stakeholder Matrix
• Stakeholder Onion Diagram

RACI Matrix (Responsible, Accountable, Consulted and Informed)

Personas
 STAKEHOLDER LIST, MAP, OR PERSONAS
EXAMPLE

High
Work closely with
Ensure stakeholders
stakeholders and engage
remain satisfied
with them effectively

Influence of
Stakeholder

Monitor to ensure Keep stakeholders

stakeholder interest or informed as they are likely
influence does not change to be very concerned
Low

Low Interest / Impact of High

Stakeholder
STAKEHOLDER LIST, MAP OR PERSONAS
STAKEHOLDER ONION DIAGRAM
Customers, suppliers,
regulators, and others

Affected External Stakeholders

Sponsors, executives,
Organization or Enterprise domain SMEs, and others
who interact with the
affected group

Affected Organizational Unit End users, help desk, and

other whose work
changes when solution is
delivered
Solution
Delivery
Project team and others
directly involved with
creating the solution
 STAKEHOLDER LIST, MAP OR PERSONAS
RACI – RESPONSIBLE, ACCOUNTABLE, CONSULTED, INFORMED

Project Implementation Business

Task Sponsor Operations Regulators
Manager Team Analyst

Identify problem or R R C R A I
opportunity
Identify risk associated R R R R A I
with business analysis work
Conduct feasibility study C R R C A
Recommend solution R C R R A I
Approve Business Analysis A C C C R I
Deliverables
Analyze Requirements I I C I A
Communicate I C I I A I
Requirements and Design
Assess solution C C C A R C
performance
 STAKEHOLDER LIST, MAP OR PERSONAS
PERSONAS

Fictional and Generalized Character Role

What is your job role?
What is a typical day like?
What skills, knowledge, and tools do you require?
Who reports to you and whom do you report to?
Goals
What are you responsible for?
Paul Atkins, Challenges
Marketing Manager What are your biggest challenges in your work?
(Health Care) Company
32 Years, Which industry does your company work in?
Married, One Child What is the total revenue of your company?
How many employees work in your company?
Personal Background: Age, Family (single, married,
children), Education
Preferences
How do you prefer to interact (email, phone, in person)?
PLAN STAKEHOLDER ENGAGEMENT
STAKEHOLDERS

• Customer
• End User
• Supplier
• Regulator
• Sponsor
• Project Manager
• Domain Subject Matter Expert
Lesson 3: Business Analysis Planning and Monitoring
Topic 3.3: Plan Business Analysis Governance

✔define how decisions are made about requirements and designs, including
reviews, change control, approval and prioritization
✔Defect per Unit
 PLAN BUSINESS ANALYSIS GOVERNANCE
PURPOSE

BA Approach and How decisions are made about

Stakeholder requirements and designs, including
reviews, change control, approval Governance Approach
Engagement
Approach and prioritization.
 PLAN BUSINESS ANALYSIS GOVERNANCE
GUIDELINES AND TOOLS

• Guidelines and Tools while planning Business Analysis Governance

• Business Analysis Performance Assessment
• Business Policies
• Current State Description
• Legal / Regulatory Information
PLAN BUSINESS ANALYSIS GOVERNANCE
TECHNIQUES

Interviews Workshop
s

2 4
1 3 5
Brainstorming Survey & Document Analysis
Questionnaire

Lessons Learned Process Modeling

7 9
6 8 10
Item Tracking Organizational Reviews
Modeling
PLAN BUSINESS ANALYSIS GOVERNANCE
STAKEHOLDERS

• Domain Subject Matter Expert

• Project Manager
• Regulator
• Sponsor
Lesson 3: Business Analysis Planning and Monitoring
Topic 3.4: Plan Business Analysis Information Management

✔Storing and accessing business analysis information

✔Defect per Unit

 PLAN BUSINESS ANALYSIS INFORMATION MANAGEMENT
PURPOSE

Inputs Output

• Business Analysis
Approach
How to develop business Business analysis
• Stakeholder Engagement analysis information information management
management plan approach
Approach
• Governance Approach
PLAN BUSINESS ANALYSIS INFORMATION MANAGEMENT
ELEMENTS

• Organization of Business Analysis information

• Level of Abstraction
• Plan Traceability Approach
• Plan for Requirements Reuse
• Storage and Access
• Requirements Attributes
PLAN BUSINESS ANALYSIS INFORMATION MANAGEMENT
GUIDELINES AND TOOLS

• Guidelines and Tools while planning Business Analysis Information Management

• Business Analysis Performance Assessment
• Business Policies
• Information Management Tools
• Legal / Regulatory Information
PLAN BUSINESS ANALYSIS INFORMATION MANAGEMENT
TECHNIQUES

Interviews Workshops

2 4
1 3
Brainstorming Surveys and
Questionnaires

Lessons Learned Process Modeling

6 8
5 7

Item Tracking Mind

Mapping
PLAN BUSINESS ANALYSIS INFORMATION MANAGEMENT
STAKEHOLDERS

• Domain Subject Matter Expert

• Regulator
• Sponsor
Lesson 3: Business Analysis Planning and Monitoring
Topic 3.5: Identify Business Analysis Performance Improvements

✔Assess business analysis work and to plan to improve processes where required

✔Defect per Unit

 IDENTIFY BUSINESS ANALYSIS PERFORMANCE IMPROVEMENTS
PURPOSE

Input Output

Business Analysis
BA Approach, and Assess Business Analysis Work and
Performance
Performance Objectives Plan to Improve Processes Assessment
IDENTIFY BUSINESS ANALYSIS PERFORMANCE IMPROVEMENTS
ELEMENTS

• Performance Analysis
• Assessment Measures
• Analyze Results
• Recommend Actions for Improvements
IDENTIFY BUSINESS ANALYSIS PERFORMANCE IMPROVEMENTS
GUIDELINES AND TOOLS

• Organizational Performance Standards includes details of performance

metrics or expectations for business analysis work mandated by the
organization.
IDENTIFY BUSINESS ANALYSIS PERFORMANCE IMPROVEMENTS
TECHNIQUES

Interviews Lessons Learned Observation

2 4 6
1 3 5 7
Brainstorming Item Tracking Metrics and Key Process Analysis
Performance
Indicators (KPIs)

Risk Analysis and Surveys and

Process modeling Management Questionnaires

8 10 12
9 11 13
Reviews Root Cause Analysis Workshop
 METRICS AND KEY PERFORMANCE INDICATORS (KPIs)
OVERVIEW

Metrics and Key Performance Indicators (KPIs) measure the performance of solutions, solution
components, and other matters of interest to stakeholders.

A Metrics is quantifiable level of an indicator.

A Key Performance Indicator (KPI) measures progress towards a strategic goal or objective.
KPIs derive from metrics.

KPIs to measure the effectiveness of business analysis.

Reporting is the process of informing stakeholder of metrics or indicators in specified format

and specified intervals.
 METRICS AND KEY PERFORMANCE INDICATORS (KPIs)
ELEMENTS

• Characteristics of Indicator
• Clear • Structure
• Relevant • Monitoring
• Economical • Evaluation
• Adequate
• Quantifiable • Reporting
• Trustworthy and Credible • Baseline
• Current and Target metrics
• Metrics
• Specific point • Quality of metrics and KPIs
• Threshold • Reliability
• Range • Validity
• Timeliness
IDENTIFY BUSINESS ANALYSIS PERFORMANCE IMPROVEMENTS
STAKEHOLDERS

• Stakeholders
• Domain Subject Matter Expert

• Project Manager

• Sponsor
Lesson 3: Business Analysis Planning and Monitoring
CASE STUDY EXERCISE

✔Defect per Unit

 CASE STUDY
OVERVIEW

Customers switching to
Unable to deliver
competitor products
products on time

BATONICS Pharma
Company
 CASE STUDY
BUSINESS ANALYSIS ACTIVITIES

Identified the business analysis deliverables:

Documentation of existing supply chain management
process
Root cause analysis
Solution options
Recommendation of tools and technologies
Recommended optimal solution
 CASE STUDY
BUSINESS ANALYSIS ACTIVITIES

You have identified and You have gone through existing documents, meetings with You have also estimated the
analyzed the stakeholders subject matter experts and people involved in this process task and who are involved in
involved in the process. and come up with the activities and task. performing the task.

You have established the You have determined how are you going to store and retrieve You have had meetings with
process of decision making, business analysis information. the key stakeholders to review
change control, and get approval on the
prioritization, and approval. business analysis approach.
 CASE STUDY
EXERCISE
Questions Response
1 Which document is created to define decision making, Information Management Approach
change control, prioritization and approval process? BA Governance Approach
2 Which methodology is used to define business Adaptive
analysis approach? Predictive
3 Which document specifies the level of responsibility RACI Matrix
expected from each stakeholder? Stakeholder Matrix
4 Which technique is used to identify roles and Organizational Modeling Technique
responsibilities within the organization? BA Performance Assessment
5 Which document indicates how stakeholder is Stakeholder Matrix
involved with the solution? Stakeholder Onion Diagram
6 Which task is performed to identify and analyze the Plan Stakeholder Engagement
stakeholders? Personas
7 Among stakeholders, who are not likely to get involved Regulators
in this initiative? Domain Subject Matter Expert
 CASE STUDY
ANSWERS
Questions Answers
1 Which document have your created to define decision BA Governance Approach
making, change control, prioritization and approval process?
2 Which methodology is used to define business analysis Adaptive
approach?
3 Which document specifies the level of responsibility expected RACI Matrix
from each stakeholder?
4 Which technique is used to identify roles and responsibilities Organizational Modeling
within organization?
5 Which document indicates how stakeholder is involved with Stakeholder Onion Diagram
the solution?
6 Which task is performed to identify and analyze stakeholders? Plan Stakeholder Engagement

7 Among stakeholders, who are not likely to get involved in this Regulators, Customers
initiative?
Quiz
QUIZ
What does RACI stand for?
1

a. Responsible, Accountable, Collaborate, Informed

b. Responsible, Author, Consulted, Informed

c. Responsible, Accountable, Consulted, Informed

d. Responsible, Authorized, Consulted, Informed

 QUIZ
What does RACI stand for?
1

a. Responsible, Accountable, Collaborate, Informed

b. Responsible, Author, Consulted, Informed

c. Responsible, Accountable, Consulted, Informed

d. Responsible, Authorized, Consulted, Informed

The correct answer is c.

Explanation: RACI stands for Responsible, Accountable, Consulted, Informed
QUIZ
Which one of the following is not a characteristics of an indicator
2

a. Relevant

b. Economical

c. Transparent

d. Adequate
 QUIZ
Which one of the following is not a characteristics of an indicator
2

a. Relevant

b. Economical

c. Transparent

d. Adequate

The correct answer is c

Explanation: Transparent is not a characteristics of an indicator. Characteristics of an
indicator are Clear, Relevant, Economical, Adequate, Quantifiable, Trustworthy and Credible
QUIZ Which one of the following is not an input to plan business analysis information
management approach?
3

a. Business Analysis Governance Approach

b. Business Analysis Approach

c. Stakeholder Engagement Approach

d. Business Analysis Traceability Approach

 QUIZ Which one of the following is not an input to plan business analysis information
management approach?
3

a. Business Analysis Governance Approach

b. Business Analysis Approach

c. Stakeholder Engagement Approach

d. Business Analysis Traceability Approach

The correct answer is d

Explanation: Business Analysis Traceability Approach is not an input to plan business analysis
information management approach. Traceability approach is one of the element of Business
Analysis Information Management Approach
 KEY TAKEAWAYS (1 of 2)

BA approach or plan documents -

BA approach, Stakeholder engagement approach, BA
governance approach, and BA information
management approach.
Business Analysis approach or plan is developed
based on need, methodology, complexity, size and
risk.

The stakeholder engagement, governance, and

information management plan can be separate or part
of the business analysis plan, depending on the size of
the initiative or organizational standard.
Output of business analysis planning and monitoring
knowledge area governs other tasks in all knowledge
area.
 KEY TAKEAWAYS (contd.)

Business analysis plan documents are reviewed and

approved by key stakeholders.

Performance baseline, metrics and KPIs, and the

process of monitoring and evaluation are defined to
improve performance of business analysis work.

Business Analysis performance assessment is used as a

guideline in all planning tasks.

Business analysis techniques – Lessons Learned,

Organizational Modeling, Stakeholder List, Map or
Persona, RACI Matrix, Metrics and Key Performance
Indicators or KPIs – are used when performing
business analysis tasks.
This concludes “Business Analysis Planning and
Monitoring.”
The next lesson is “Elicitation and Collaboration.”
THANK YOU