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Elicitation and Collaboration, Elements - Coggle Diagram
Elicitation and Collaboration
Inputs
Needs
Business Analysis Information
Stakeholder Engagement Approach
Business Analysis Performance ASsessment
Tasks
Prepare for Elicitation
Purpose:
to understand the scope of the elicitation activity, select appropriate techniques, and plan for (or procure) appropriate supporting materials and resources.
Input:
Needs
: guides the preparation in terms of the scope and purpose of elicitation activities. Elicitation can be used to discover the needs, but in order to get started there must be some need that exists—even if it has not yet been fully elicited or understood.
Stakeholder Engagement Approach
: understanding stakeholders' communication and collaboration needs helps plan and prepare appropriate and effective elicitation events.
Understand the Scope of Elicitation
Determine the type of BA information to be discovered, techniques to be used.
BA consider: business domain, culture, stakeholder locations, BA skills, strategy approach, ...etc..
Understanding the scope of elicitation activity allows BA to respond if the activity strays from the intended scope.
Select Elicitation Techniques:
Multiple techniques are used during elicitation activity.
Techniques used depend on cost and time constraints, organization culture, desired outcome, BA information source, stakeholder needs and their location.
When selecting elicitation techniques, BA consider:
Techniques commonly used in similar initiatives.
Techniques specifically suited to the situation.
The tasks needed to prepare, execute and complete each technique.
Set up logistic:
Logistic are planned prior, including:
The activity's goals
Participants and their roles
Scheduled resources, including people, rooms and tools
Locations
Communication channels
Techniques
Languages used by stakeholders (oral and written)
May involve creating an agenda for stakeholder.
Secure Supporting Material:
BA identify sources of information that are needed to conduct elicitation activity.
Prepare Stakeholder:
BA may need to educate stakeholders about elicitation activity.
BA may prepare stakeholders by requesting them review supporting materials prior and provide agenda for stakeholder.
Eliciting through research or exploration may be a solo activity by BA, not require stakeholder.
Output:
Elicitation Activity Plan
: used for each elicitation activity. It includes logistics, scope of the elicitation activity, selected techniques, and supporting materials.
Conduct Elicitation
Purpose:
to draw out, explore, and identify information relevant to the change.
3 common types of elicitation:
Collaborative
: direct interaction with stakeholders, rely on their experiences, expertise and judgement.
Research
: involve systematically discovering. Can include data analysis of historical data to identify trends or past result.
Experiments
: identify information that could not be known without test, include observational studies, Proofs of concept and Prototypes.
Input
:
Elicitation Activity Plan
Output
:
Elicitation Results (unconfirmed)
captured information in a format that is specific to the elicitation activity.
Elements
Guide Elicitation Activity
:
Ensure that the elicitation activities are focused on producing the intended information at the desired level of detail.
BA needs to recognize when stakeholders have discussions that are out of scope and determine either acknowledge it and continue or guide the conversation differently.
Determine when there has been sufficient elicitation, in order to stop the activity.
Capture Elicitation Outcomes
:
Need to capture outcome from planned or unplanned elicitation activity.
Confirm Elicitation Results
Purpose
: to check the information gathered during an elicitation session for accuracy and consistency with other information
Input
: Elicitation Results (unconfirmed)
Discover errors, omissions, conflicts and ambiguity of resources.
Collaboration with stakeholders might require to ensure their inputs are correctly captured. If not, BA need to perform additional elicitation.
Output
: Elicitation Results (confirmed)
Elements
Compare Elicitation Results Against Source Information
: BA may lead follow-up meetings where stakeholders correct the results or stakeholders confirm result independently.
Compare Elicitation Results Against Other Elicitation Results
: Compare historical data with more recent elicitation results.
Inconsistencies are often uncovered when develop specifications and models.
Communicate Business Analysis Information
Purpose:
to ensure stakeholders have a shared understanding of business analysis information.
Input
:
Business Analysis Information
Stakeholder Engagement Approach
Output
:
Business Analysis Information (communicated)
Elements
Determine Objectives and Format of Communication
The primary goal is to convey information clearly and in usable format for continuing change activities.
Possible forms for information packages may include:
Formal Documentation
: based on template used by the organization, include text, matrices, diagrams. Stable, easy to use, long-term
Informal Documentation
: include text, diagrams or matrices but not part of a formal organizational process.
Presentations
: high-level overview
Communicate Business Analysis Package
:
Purpose is to provide stakeholders the appropriate level of detail about the change.
Common communication platforms include:
Group collaboration
: communicate to a group at the same time, allow immediate discussion about information and issues.
Individual collaboration
: communicate to a single stakeholder at a time. Used to gain individual understanding and the most productive.
Email or other non-verbal methods:
high maturity level of information which need little or no verbal explanation to support.
Manage Stakeholder Collaboration
Purpose:
to encourage stakeholders to work towards a common goal.
Input
:
Stakeholder Engagement Approach
Business Analysis Performance Assessment
Poor relationships with stakeholders have many effects:
Failure to provide quality information
Strong negative reactions to setbacks and obstacles
Resistance to change
Lack of support, participation in BA work
BA information being
Output
:
Stakeholder Engagement
: willingness from stakeholders to engage in business analysis activities and interact with the business analyst when necessary.
Elements
Gain Agreement on Commitments
:
BA needs to get commitment from stakeholders on their time and resource.
Identify as early as possible.
Can be communicated formally or informally.
Monitor Stakeholder Engagement
:
BA monitor the participation and performance of stakeholders to ensure that:
The right SMEs and other stakeholders are participating effectively.
Stakeholder attitudes and interest are staying constant or improving.
Elicitation results are confirmed in a timely manner.
Agreements and commitments are maintained.
Collaboration
:
BA ensure that all stakeholders involved should feel that they are heard, their opinions matter and their contributions are recognized.
Output
Elicitation Activity Plan
Elicitation Result (unconfirmed)
Elicitation Result (confirmed)
Business Analysis Information (communicated)
Stakeholder Engagement
Elements