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Certified Business Analyst – 3.3 Business Analysis Governance



well at this session we are going to focus on plan business analysis governance this is three point three that is chapter three task number three the purpose of this task is basically to define how the decisions are made about the requirement and the designs this includes the reviews change control approvals and requirement prioritization okay and if you want to know little bit more details the business analysts have to ensure that the governance process is in place and clarify any ambiguities within it this will also help you to set the the process of decision-making and also who are the decision-makers what is a process and what information is required to make the decisions and this will also describe the process about how the approvals and the prioritization decisions are made for the requirements and the designs if you clarify this at early stage at the planning stage so all the stakeholders will have an idea about what their role will be there what is expected out of them who will make the decisions this will reduce the confusion and the conflict in in the in the project okay so at least other people will know when and how the the activities will happen and who will basically make a particular decisions right and when we are talking about the governance basically will have to basically identify how the business analysts who work will be approached and prioritized here it is approach and priorities means what kind of for basically the approach will be there and based on that when and how the activities will happen and how they will be practiced so that is basically depend on the we approach then what processes for proposing a change to VA information is there so that is talking about the change management process once the requirements are approved and signed off so how the changes will be implemented during the project management okay and who has authority and the responsibility to propose the changes and who should be involved in the change discussion so this is something which we will talk about the change Control Board who are the stakeholders and their role within the change control and then change control process so that we will see in detail so that's all about the change management then who has the responsibility for analyzing the change request so you can basically within the change Control Board you can assign that responsibility to one or group of people so who will review the the change request at initial stage and at a later stage as well and who has authority to approve the changes again depending on the change and depending on the stakeholder and depending on the author of the requirement and depending on the domain right so that we will talk about that later stage and how the change will be documented and communicated this is again very important factor is that how do we track the changes so we will have a kind of a process in place so that we can track all the changes so now that was about the the governance and the description so let me talk about the inputs now the inputs here are the business analysis approach this approach basically will help us to understand in how to incorporate the the BA approach into the governance approach the BA approach will talk about what methodology you want to you and how formal it will be and what will be the deliverables and then governance approach will be how the decisions are made within that the framework right so that is where you will have to basically integrate both and also basically it is necessary to ensure the consistency across the approaches so the decisions what the process you are incorporating so that has to be that must be applicable during the entire project okay and the stakeholder engagement approach will help you to basically identify the stakeholders and understanding their communication and collaboration needs so that is important so you know how and when to communicate with them right and also determine their participation in the governance approach so what will be their role in the governance right for example are they going to provide some details for the analysis are they going to review it are they going to verify are they going to validate or they're going to recommend or they going to approve so there could be various roles our stakeholders may have to play so that's basically on what we are going to captured then engagement approach may be updated based on the completion of the governance approach so you have created your stakeholder engagement document that is you have identified the stakeholders and their details and their needs in terms of the communication all of that you have captured and also after capturing when you are completing the governance approach so you may discover some additional details or new changes so that you need to basically incorporate back into the your engagement approach and update that the stakeholder list document and also the stakeholder collaboration related the descriptions what you have captured all that has to be updated so this is basically a process of updating the document it's not related to only one document but all the beer related documents or even the other project management documents are always updated as and when it is necessary whenever there are new changes are there this document have to be updated in case you are updating any document that has been signed off by particular stakeholders so you will have to initiate the new document new document in the form of change or the next version and again present the document and get approval remember this is very important if you are changing any document that has been approved by a stakeholder or a group of stakeholders so any new changes if you wish to incorporate that particular version of the document must be signed off by the same stakeholders okay now the group of stakeholders now this is a diagram which talks sorry this is a diagram which talks about the governance if you see the input is business analysis approach stakeholder engagement approach task we are handling is plan B a governance output is governor's approach absolutely and the here it will left hand side the guideline and the tools are business analysis performance assessment and the BA poly business policies current state description and legal and regulatory information so these will be basically a supporting the guideline and the tool for completing the task the output will be used in the plan ba information management prioritize the requirement assess the requirement changes and approve the requirements if you see all these places we are capturing the decision making decision to make the decision so all this will this information will be used in subsequent task next is basically elements the first element is a decision-making that talks about how the decisions are made throughout the initiative we are not talking about one part of something it is throw the initiative and the stakeholder miss serve in a various roles in the decision-making process such as the participant in the decision-making they could be participant in the decision-making process they could be subject matter experts lending experience or the knowledge to the decision-making process that will help to make the decision okay they could be reviewer of the information they could be approval of the decisions so the various roles the stakeholders may have to play okay now next comes to the most important is a change control process here change control process means how the changes to the requirements will be handled throughout the initiatives okay so the process will basically start with determining the process of requesting the change so we'll have to basically identify a process or they specify a process how they're occur the requirement or the design change control process will be initiated or who will be making the request or how the request you can use a particular tool or something where the request can be made okay and also you can also determine whether it applies to all the changes or the changes to a specific size cost or the level of effort so you'll have to specify who will initiate the change and is the change is conditional depending on the size and benefits and all those things so you'll have to basically specify that as well and also mention that is easy change requests are communicated or it requires additional approval by someone if the change requires a significant investment so you'll have to basically look into all these factors and organization policies because organization also will have certain policies about you know making the decisions so whenever somebody introduced the changes you would have to seek if you need to consider all these factors before you putting up this particular process of requesting the change the second is basically determine the elements of the change request so what are the elements you may have there could be many elements but the key element is cost and the time estimates so what is the cost and what is the time required to incorporate a particular change that is important so that will who will give you these details the project manager or the project team basically provide you the details about if the change is introduced by particular stakeholders or the users then the project manager can review if that request is accepted then project manager will review and give the cost and time estimations then after that basically you will have to identify what are the benefits are there so if the change is going to add a value and the benefits consider including both the financial and the tactical benefits such as implications of this to the scope time cost quality and resources so you'll have to consider both the benefits and list them then you can also list the risk of that particular change or the initiative then for example in case if you don't want to implement a particular change what risk it will have on the particular initiative or what risk it will have on the solution overall solution or what risk it will have to the organization that is possibility that particular change will be significant enough so that might impact on the organization right so that has to be listed so then we have to do is something called check the priority depending on the change you can into it you can see evaluate what is a what should be the priority of the change if it is a regulator three compliance requirements stakeholder needs or it is directly associated with the organization objective so you can that could be more important compared to other kind of a changes right and again then we consider the course of action what do we mean by course of action this will basically will have to do the assessment based on cost versus benefit this is the cost and this is a benefit so based on that you can make a decision whether to go or novo or you can talk about the benefit versus risk if you implement the change what benefits you will have if you don't implement the change what risk you will face like that so based on that you can make a decision whether to go ahead or not go ahead right that's your cost course of action that's the decision next is determine how the change will be prioritized now if you remember change you have introduced but there could be other requirements in line and you may have to basically prioritize a change if based on the urgency and the priority the changes can be included in the same release or the next release or maybe in the future like that okay determine how the change will be documented now this is again very important that the you have the requirement and that's the requirements are documented in the form of the business requirement document or functional requirement document or both so in that case if the you are introducing the changes are you introducing them as a separate document or you are changing the existing document and changing the version of that particular existing requirement document or are you using any tool where you are keeping a track of all the changes you have introduced okay next we are talking about the determine how the changes will be communicated now for example how the proposed changes or the changes under review changes which are approved or declined or deferred will be communicated to the stakeholders are you sending an email or you want to basically if the stakeholders or if you are using a tool and stakeholder has added a particular request in the tool so are you going to inform them within the tool itself that is what is all about how you want to communicate the decision and determine who will perform the impact analysis now if you remember the impact analysis that is cost versus benefit that is impact analysis or or you can also have the what is impact on the change in the on the the project overall project or the initiative so that will add the that will increase the budget or that will delay the delivery or that will impact on the schedule like that you have to basically do the impact analysis and propose the change then you have to say who will authorize the changes now you can create as I mentioned earlier you can have the change Control Board and within that you can either have a stakeholders project team technical and a business stakeholders and then business analysts and other team members so all will basically participate in the change management and based on the initial planning the team members will perform their role and you can also include that okay these are the this kind of requirement coming from this department so and so stakeholder will be responsible for taking the decisions right or authorizing the changes something like that so this is your change management process if you are going for the interview or you are appearing for the exam the change management related questions will may be asked and that's very very important actually all right so even for the senior roles other have to face this kind of questions so remember you need to be familiar with this change management process then you have is a plan the prioritization process approach basically here the prioritization approach is basically timeline expected value dependencies resource constraint adopted methodologies and other factors may influence how the requirement and designs are prioritized okay and again while prioritizing the BA can determine the formality and the rigor of the prioritization process participants who will be involved in prioritization and the process of deciding how prioritization will occur including which prioritization technique will be utilized and the criteria to be used for prioritization for example requirement may be prioritized based on the cost risk and value so you can also see what are the basis for the prioritization we will go through this spot prioritization process in requirement management lifecycle that's a chapter 5 so there is one task that now on prioritization so at the time we will again review this in detail and we will also learn few techniques how the techniques about the protection one is a Moscow we will learn then timeboxing we can learn and there is also the that there's one more technique is there so I will basically we just forgot about that one so we will learn yeah that is a scorecard you can use the three techniques of the prioritization will be taught in the session okay then comes to the plan for approval so you have to see how what is a process you want to follow for approvals okay and who are the stakeholders who will approve what process you want to have how do you want you to present the requirement and design and here to ensure that the requirement of designs are accurate adequate and contains a Fisher details that I love the continuous progress to be made so you can follow some templates which have a standard structure for defining the requirement and the design so when we do the brdf Rd and the use case templates you will see those standard structures which can be actually used or you may have to check in your organization if they have certain of the predefined templates which you want to use them then comes to your timing and the frequency of the approval are dependent on the size and the complexity of the change right and again apart from that also checking the what risk is associated with particular approval or the changes then you will have to also determine the type of the requirement and designed to be approved and you need to also consider the organization culture and the type of information being approved some organizations are autocratic some of them democratic and some of them are which open to discuss some of them are different so you have to check with that the what kind of a culture they have okay planning for approvals will also include the schedule of events where the approvals will occur and how they will be tracked the stakeholder availability attitude willingness to an engage will determine the efficiency of approval process so that's why you need to basically keep your stakeholders in the loop about the processes and the governance related plan okay that's your elements let's talk about the guideline and the tool the be a performance assessment will provide the result of previous assessment that you can be you can review and incorporate into all the planning approaches so what worked earlier so that you can basically find out the success criteria sand that you can incorporate that becomes easier for you so you don't need to reinvent the wheel okay so next is business policies you have to check with that many organizations have a different decision-making authorities so you check with that define the limit within which decisions must be made okay for example a particular change if you are introducing and the change is a half-a-million-dollar and a particular stakeholder is not authorized to approve the half-a-million-dollar so you don't have to basically see that who is the person who committed okay so that is again depend on the business policies they may described by the regulations contracts agreement warranties certifications or other legal obligations then you have is a current state description this will provide the context within which the work needs to be completed so that's the basically will provide you the boundary this information will also help drive how to make better decision so you know the boundary and you know the people and that will help you to basically improve your decision making process legal and regulatory information this will describe the legislative rules or the regulations that must be followed and can be used to help develop a framework that ensures the sound business decision making so this information you need to incorporate in your governance so that the legal regulatory requirement as well as the governor's is work hand-in-hand so you will basically will be safer with the auditors and other the the scrutiny otherwise if tomorrow there is any scrutiny is initiated then if the and they require the regulatory information is different or the or the business policies mention different and you for what are you different so that we that could be a clash and you will have to go to the extra length to describe some time it could get really serious okay so remember that you need to refer to all these factors before you plan your governance what are the different techniques you will be using you'll be using the brainstorming to generate the initial list of the potential stakeholders name who may need who may need approval rules in the defined governance processes so that's the identifying the stakeholders okay then the document analysis basically you can use to evaluate existing governance process or the templates so you can refer that one so you don't need to recreate to the new one unnecessary okay so interviews basically it is used to identify the possible decision-making change control approvals and prioritization approaches and participants with an individual or the small group so this is something you can identify the additional details about the decision-making process change control and approval process item tracking basically can be used to track the issues that will arise when planning the governor's approach so those are the issues can be basically sorted out lesson learned it is used to find if the past initiative have identified valuable experiences with the governance that can be leveraged on a current or future initiatives if you see the document analysis and lesson learnt is very useful techniques so which can help you to basically avoid possible pitfalls you don't have a time to go through all the mistakes so but it's better to learn from others mistakes right the organization modeling this will help you to understand the roles and responsibilities within which the organization in an effort to define the governor's approach so you know who is a stakeholder and what is his authority level if you remember we have done the the stakeholder analysis of the practical session so within that we have also identified the stakeholder their details and their authority level so that can be basically used to plan your governance process modeling you can basically document the process or the method for governing the business analysis so how the decisions are made for the business analysis okay reviews you can use the review the proposed governance plan with the key stakeholders and ensure if it is required for you to take the approval so please do so so the then you have is this servant questionnaire this can be used to identify possible decision-making change control approval our prioritization approaches and participants okay then you have is a workshop you can use to identify the possible decision-making change control approvals or prioritization approach and participants within the team setting I find workshops are very powerful techniques basically to bring all the stakeholders at same platform and basically discuss an important topic and come to the conclusion come to the conclusion maybe an optional but at least bringing everybody on the same understanding level is important to me then comes to your stakeholders who are the stakeholders domain subject matter expert he may be the possible source of the request change or he may be identified as needing to be involved in the change discussion project manager basically he works with the business analyst to ensure that oral project governance is aligned with the business analysis governance approach remember that you will have to work together okay with the project manager in the river where the business analyst so both must be aligned okay good the processes must be aligned a regulator basically he may impose the rules of the regulation that needs need to be considered when determining the business Alice's governance plan or may also be possibly source of the change request and the last stakeholder is a sponsor he can impose their own requirements for how the business analysis information should be managed and also he may participate in the change in discussion and approves the proposed change because he or she will be the funding the project so if the budget is increased or it is impacting on the if the cost is going to impact on the budget so their involvement and the approval we may be required okay the output basically here the governess approach the part one it will identify the stakeholder who will have the responsibility and authority to make the decision about ba work that will include who will be responsible for setting the priorities and who will approve the changes to the BIA information so this is the first part and the second part is basically also define the process that will utilize to manage the requirement and the design changes across the initiative so that's where change management process these are the outputs any question okay

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