4.0 Elicitation &
Collaboration


4.1) Prepare
for Elicitation

A) Understand the scope of elicitation - WHY

  • To determine the type of BA information to be discovered during the elicitation activity and the techniques that may be used consider:
    • business domain
    • culture
    • geography
    • stakeholders and their groups dynamics
    • expected outputs
    • BA skills
    • other discussions to take place
    • strategy or solution approach
    • scope of future solution
    • sources of BA information

B) Select Elicitation Techniques - HOW

  • Multiple techniques are used during the elicitation activity
  • Techniques used depends on:
    • cost and time constraints
    • the type of BA information sources and their access
    • the culture of the organisation
    • the desired outcomes
      .
  • The BA may also factor in:
    • the needs of the stakeholder
    • their availability
    • their location (co-located or dispersed)

When selecting elicitation techniques consider:

  • techniques commonly used in similar initiatives
  • techniques specifically suited to the situation
  • the tasks needed to prepare, execute and complete each technique

4.2) Conduct
Elicitation

4.3) Confirm
Elicitation
Results

A) Compare elicitation results against source information

  • The task 'Conduct Elicitation' describes sources from which elicitation results may be derived, including documents and stakeholder knowledge
  • The BA may lead follow up meetings where stakeholders correct the elicitation results.
  • Stakeholders may also confirm the elicitation results independently

B) Compare elicitation results against other elicitation results

  • BA compare results collected through multiple elicitation activities to confirm that the information is consistent and accurately represented
  • As comparisons are drawn, BA identify variations in results and resolve them in collaboration with stakeholders.
  • Comparisons may also be made with historical data to confirm more recent elicitation results
    .
  • Inconsistencies in elicitation results are often uncovered when BA develop specifications and models
  • These models may be developed during an elicitation activity to improve collaboration

4.4) Communicate
BA Information

A) Determine objective & format of communication

  • Business Analysis Information Packages are prepared for a number of reasons:
    • Communicate requirements & design to stakeholders
    • Early assessment of quality and planning
    • Evaluation of possible alternatives
    • Formal reviews and approvals
    • Inputs to solution design
    • Conformance to contracts and regulatory obligations
    • Maintenance for reuse
      .
  • The primary goal for developing a package is to convey information clearly and in a usable format to continue change activities
    .

  • To help decide how to present requirements consider:


    • Who is the audience of the package
    • what will each type of stakeholder understand and need from the communication
    • what is the stakeholder's preferred style
    • what information is important to communicate
    • Does the package support other initiatives
    • are there any regulatory or contractual constraints

  • Possible forms of packages include:


    • Formal documentation (Text, Matrices, diagrams
    • Informal documentation (text diagrams, matrices)
    • presentations

B) Communicate BA package

  • The purpose of communicating the BA package is to provide stakeholders with the appropriate level of detail about the change so they can understand the information it contains
  • Selecting the appropriate communication platform is also important:
    • Group collaboration
    • used to communicate the package to a group of relevant stakeholders at the same time
    • It allows immediate discussion about the information and related issues
      .
    • Individual collaboration
    • used to communicate the package to a single stakeholder at a time
    • It can be used to gain individual understanding of the information when a group setting is not feasible, most productive or going to yield the best results
      .
    • Email / non verbal
    • used to communicate the package when there is a high maturity level of information and completeness (self explanatory) that will need little or nonverbal explanation to support it

4.5) Manage
Stakeholder
Collaboration

A) Gain agreements on commitments

  • Stakeholders participate in BA activities that may require time and resource commitments


    The specific details of the commitments can be formal or informal


  • There may be dialogue and negotiation regarding the terms and conditions of the commitments

  • Effective negotiation, communication and conflict resolution skills are important effective stakeholder management

C) Setup Logistics - WHERE

  • identify: goals, participants, rooms, tools, locations, communication channels. techniques. language
  • Could include creating an agenda if stakeholders are involved

D) Secure Supporting Material - WHAT

  • identity sources of information: including people, systems, historical data, materials and documents, business rules, org policies, regulations and contracts, draft versions of analysis models

E) Prepare Stakeholders - WHO

  • GET BUYIN - explain and educate Stakeholders or they may be unresponsive or challenging
  • Request Stakeholders review material prior to meeting
  • Prepare agenda

Eliciting through research or exploration may be a solo activity for the BA and not require stakeholders involvement

A) Guide elicitation activities

  • Understanding the existing BA information (3.4) helps ensure focus on producing the intended information at the desired level

To help guide and facilitate towards expected outcome consider:-

  • the elicitation activity goals and agenda
  • scope of change
  • what forms of output the activity will generate
  • what other representations the activity results will support
  • how the out integrates into what is already known
  • who provides the information
  • who will use the information
  • how the information will be used

B) Capture Elicitation Results

  • Iterative and takes place in a series of sessions in parallel or in sequence
  • If elicitation is unplanned the results are captures and integrate into future planned outcomes

C) Collaboration with stakeholders
Stakeholders more likely to support change and remove obstacles and setbacks if:

  • BA encourages free flowing info, ideas, opinions, contributions
  • The stakeholder feels that they are heard, their opinions matter and contributions are recognised
  • Good collaboration involving regular, frequent, bi-directional communication

B) Monitor Stakeholder Engagement
Monitor to ensure that:

  • Correct SME and other Stakeholders are participating effectively
  • Stakeholder attitudes and interests stay constant or improve
  • Elicitation results are confirmed in a timely manner
  • Agreements and commitments are met

Also monitor to avoid risks:

  • stakeholders being diverted to other work
  • elicitation results not providing the quality of BA information required
  • delayed approvals