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BACCM in Elicitation and Collaboration, 4.1. Prepare for Elicitation…
BACCM in
Elicitation and Collaboration
Change
BA use elicitation techniques to:
identify the characteristics of the change
concern SH have about the change
Needs
BA elicit, confirm and communicate needs and support BA info
Solution
BA elicit, confirm and communicate necessary or desired characteristics of proposed solutions
Value
BA collaborate with SH to assess the value of info provided through elicitation
Stakeholders
BA manage the collaboration with SH in different roles, at different time during a change
Context
BA apply elicitation techniques to identify BA info about the context affecting change
4.1. Prepare for Elicitation task
=> Elicitation Activity Plan
.1. Purpose
understand the scope of elicitation activity
select techniques
plan for supporting materials and resources
.2. Description
design outcomes of the activity
consider SH involved & goals of the initiative
determine work products produced after elicitation
decide techniques best suited to produce those results
build elicitation logistics, identify supporting materials, understand circumtances to encourage collaboration during elicitation
.3. Inputs
Needs
SH Engagement Approach
.4. Elements
.4.1. Understand the Scope of Elicitation:
allow BA to respond if the activity strays from the intended scope
allow BA to recognize if people and materials are not available in time, when activity completes
=> CONSIDER:
business domain
overall corporate culture and environment
SH locations
Involved SH
Expected outputs
BA skills
Other elicitation activities
Strategy or solution approach
Scope of future solution
Sources of BA info
.4.2. Select elicitation techniques
Technique used depend on:
Cost & time constraint
Types of BA info sources and their assess
Org culture
Desired outcomes
BA consider:
techniques commonly used in similar initiatives
techniques specifically suited to the situation
tasks need to be prepared, excuted and complete each technique
Due to changes in situation, BA can consider using multiple techniques
.4.3. Set up logistics for
each elicitation activity
activity's goal
participants & their roles
scheduled resources: people, rooms, tools
locations
communication channels
techniques
languages used by SH (written/oral)
Agenda
.4.4. Secure Supporting Material
BA identify sources of info that are needed to conduct elicitation activity: people, systems, historical data, materials, docs (system docs, relevant BR, org policies, regulations, contracts)
Supporting materials ~ draft versions of analysis models => BA procure/develop the materials and tools needed
.4.5. Prepare SH
By educating SH on how an elicitation technique works or what info is needed
By requesting them to review supporting materials before elicitation activity => effectiveness
By providing an agenda prior to elicitation activity
.5. Guidelines and Tools
BA approach
Business Objectives
Existing BA info
Potential value
.8. Output
Elicitation Activity Plan: logistics, scope of elicitation activitty, selected techniques, supporting materials
.6. Techniques
Brainstorming: identify and reach agreement abt sources of BA info should be consulted and elicitation techniques might be most effective
Data Mining: identify info or patterns that require further investigation
Document Analysis: identify and assess candidate sources of supporting materials
Estimation: estimate time & effort required for the elicitation and the associated cost
Interviews: identify concerns about the planned elicitation, seek authority to proceed with specific options
Mind mapping: same as brainstorming
Risk Analysis and Management: identify, assess, manage conditions or situations that could disrupt the elicitation or affect the quality and validity of elicitation results
Stakeholder List, Map or Personas: determine consultant, participant for the elicitation
.7. Stakeholders
Domain SME: provide supporting materials + guidance about sources of BA info to consult; help to arrange research, experiments, and facilitated elicitation.
PM: ensure abt available people and resources to conduct the elicitation
Sponsor: approve/deny a planned elicitation event, authorize & require the. participation of specific SHs
4.2. Conduct Elicitation
=> Elicitation Results (unconfirmed)
.1. Purpose: draw out, explore, identify info relevant to the change
.2. Description: 3 common types
Collaborative: involves direct interaction with SH, relies on their experiences, expertise and judgment
Research: discover and study info from materials or sources that are not directly known by SH involved in the change.
Experiement: indentify info that couldn't be known without some sort of controlled test.
.3. Inputs: Elicitation Activity Plan
Planned elicitation activities & techniques
Activity logistics (date, time, location, resources, agenda)
Scope of elicitation activity
Available sources of background info
.4. Elements
.4.1. Guide Eliciation Activity
Understand the BA info defined in planning => ensure that the elicitation activities are focused on producing the intended info at the desired level of detail.
.4.2. Capture Elicitation Outcomes
Ensure that the info produced during the elicitation activities is recorded for later reference and use
.5. Guidelines and Tools
BA approach: influence how each elicitation activity is performed -> identify the types of outputs needed
Existing BA info: guide the questions asked during elicitation & approach used to draw out info from SHs
SH Engagement approach: collaboration & communication approaches during elicitation
Supporting Materials: any materials, info, tools or equipment to be used during elicitation
.6. Techniques: 18 techniques (Book - page 63 & 64)
.7. Stakeholders: 6 (Book - p65)
.8. Output: Elicitation results (unconfirmed)
4.3. Confirm Elicitation Results
.1. Purpose: check info gathered during eliciation process for accuracy and consistency with other info.
.2. Description
identify any problems & resolve them before info is used => discover errors, omissions (not included), conflicts and ambiguity
Elicitation results can be compared against their source & other elicitation results to ensure consistency
Collaboration with SH => ensure their inputs are correctly captured and they agree with the results of non-facilitated elicitiation => BA determines correct info and incorrect info needing more elicitation
.3. Inputs: Elicitation results (unconfirmed)
.4. Elements
.4.1. Compare Elicitation Results against source info: compare against docs & SH knowlege from which elicitation results may be derived.
.4.2: Compare Elicitation Results against other elicitiation results
BA compare results collected from multiple elicitation acitivities to confirm that info is consistent and accurately represented
Comparisons => identify variations in results => resolve them in collaboration with SHs
Compare against historical data => confirm more recent elicitation results
.5. Guidelines and Tools
.5.1. Elicitation Activity Plan: guide which alternative sources and which elicitation results are to be compared
.5.2. Existing BA info: confirm the results of elicitation activities/develop additional questions to draw out more detailed info
.6. Techniques
Document Analysis
Interviews
Reviews
Workshops
.7. Stakeholders
Domain SME
Any SH
.8. Outputs
Elicitation Results (confirmed)
4.4. Communicate BA info
=> BA info (communicated)
.1. Purpose: ensure SHs have a shared understanding of BA info
.2. Description
BA communicate appropriate info to SH at the right time and in formats that meet their needs
Be bi-directional and iterative: determining the recipients, content, purpose, context & expected outcomes
The BA:
Engage SHs to ensure they understand the info and gain aggreement
Act on any disagreements
Multiple forms of communication might be required for the same info
.3. Inputs
BA info
SH engagement approach
.4. Elements
.4.1. Determine Objectives and Format of Communication
BA asks questions to decide
how to present requirements
Who is the audience of the BA info package?
What will each type of SH understand and need from the communication?
What's each SH's preferred style of communication or learning?
What info is important to communicate?
Are info, presentation and format appropriate for the type of audience?
How does the package support other activities?
Any regulatory or contractual constraints to conform to?
Forms of packages
Formal docs: based on template used by the organization
Informal docs: used during a change but not a part of a formal organizational process
Presentations
4.2. Communicate BA package: provide SHs with the appropriate level of detail abt the change
Group collaboration
Individual collaboration
E-mail or other non-verbal methods
.5. Guidelines and Tools
BA approach
IM approach
.6. Techniques
Interviews
Reviews
Workshops
.7. Stakeholders: p70-71
4.5. Manage SH collaboration
=> SH Engagement
.1. Purpose: encourage SH to work towards a common goal
.2. Description
ongoing activity
new SH may be identified at any point during initiative
new SH is identified => their role, influence and relationship to the initiative are analyzed
each SH's role, responsibility, influence, attitude and authority may change over time
BA manage SH collaboration to capitalize on positive reactions, and avoid negative reactions
BA constantly monitor and assess each SH's attitude to determine if it might affect their involvement in the BA activities
.3. Inputs
SH approach
BA performance assessment
.4. Elements
.1. Gain agreement on Commitments
Time & resource commitments: BA & SH identify and agree upton these commitments as early in the initiative as possible
The specific details of commitments can be communicated formally/informally, as long as there is clear understanding of the expectation and desired outcomes of the commitment.
.2. Monitor SH Engagement
BA monitor the participation and
performance of SH to ensure
the right SMEs and other SH are participating effectively
SH attitudes and interest are staying constant or improving
elicitaiton results are confirmed timely
agreements and commitments are maintained
BA monitor risks:
SH being diverted to other work
elicitation activities not provide the quality of BA info required
delayed approvals
.3. Collaboration: all SH involved feel that they are heard, their opinions matter, and thei contributions are recognized
.5. Guidelines and Tools
.6. Techniques
.7. SH
(page 74)