Part 01 Knowledge Questions.

Questions
Provide answers to all of the questions below:

1. Describe a general business analysis process. In your answer include:

 a definition of business analysis in an ICT environment
 steps that outline the business analysis process
 examples of business analysis deliverables
 Definition of Business Analysis in an ICT Environment:
 Business analysis in an Information and Communication Technology (ICT) environment
refers to the practice of identifying business needs, problems, or opportunities and
determining solutions that enable the organization to achieve its goals through the use of
technology. This process involves working closely with stakeholders to define the system's
requirements, recommend technical solutions, and ensure that the system meets the needs
of the business and its users.
 Steps in the Business Analysis Process:
1. Initiation and Stakeholder Engagement:
o Identify the problem or opportunity: Understand the business need, challenge, or
opportunity that has prompted the analysis.
o Engage stakeholders: Identify key stakeholders (e.g., business managers, end-
users, IT teams) and involve them in defining the scope, objectives, and goals.
2. Requirement Elicitation:
o Gather requirements: Conduct interviews, workshops, surveys, and observations to
collect information on business processes, current systems, and user needs.
o Understand the current environment: Analyze existing systems and workflows to
understand how they work and identify pain points.
3. Analysis and Documentation:
o Analyze the gathered data: Break down the requirements into functional and non-
functional requirements, prioritize them, and ensure clarity and feasibility.
o Document requirements: Create detailed documentation, such as a business
requirement document (BRD) or system requirement specification (SRS).
4. Solution Design:
o Design a solution: Work with technical teams to define the architecture, technology
stack, and features that will meet business needs.
o Evaluate options: Consider multiple solution approaches (e.g., custom development,
off-the-shelf software) and evaluate them based on cost, time, and functionality.
5. Validation and Verification:
 o Verify the solution: Ensure the designed solution aligns with the requirements.

o Validate with stakeholders: Review with stakeholders to confirm that the solution
meets business objectives.
6. Implementation and Testing:
o Support implementation: Collaborate with the development team during the
implementation phase to ensure the solution is built as per the requirements.
o Test the solution: Perform user acceptance testing (UAT) to ensure that the solution
functions as expected in the real-world environment.
7. Monitoring and Evaluation:
o Monitor the solution: After deployment, track the system’s performance and gather
feedback from end-users.
o Refine and improve: Recommend further enhancements or changes based on user
feedback and system performance.
 Examples of Business Analysis Deliverables:
1. Business Requirement Document (BRD): A detailed description of the business needs and
expectations from the project.
2. System Requirement Specification (SRS): A technical document that details system
functionality, data models, and user interactions.
3. Process Models: Diagrams like flowcharts or Business Process Model and Notation (BPMN)
that represent the business processes.
4. Use Cases/User Stories: Scenarios describing how end-users will interact with the system.
5. Gap Analysis: Identifies the differences between the current and desired state of the system
or process.
6. Feasibility Study: An assessment of the technical, operational, and financial feasibility of the
proposed solution.
.

2. Complete the table outlining legislation, standards and organisational policies and procedures
related to business analysis.

Description Example (provide one)

Legislation Legislation refers to laws and General Data Protection

regulations enacted by governments Regulation (GDPR) – This
that impact how businesses operate. European regulation governs
These laws ensure that businesses data protection and privacy for
comply with legal requirements in all individuals within the
areas like data protection, consumer European Union, ensuring that
rights, and workplace safety. personal data is processed
Business analysts must ensure their securely and transparently. It
projects adhere to these legal applies to business analysis
frameworks. when dealing with systems that
manage user data.
 Description Example (provide one)

Standards Standards are established norms and ISO/IEC 27001 – An

guidelines set by recognized bodies international standard for
(e.g., ISO, IEEE) to ensure quality, information security
security, and efficiency in business management systems (ISMS). It
processes and technology provides guidelines for
implementations. They help maintain managing sensitive company
consistency and ensure that information and applies to
business solutions meet industry business analysis when
benchmarks. handling information security
requirements.

Policies and Organizational policies and Change Management Policy –

procedures procedures are internal rules and A company's internal policy for
guidelines that dictate how specific managing changes in business
processes should be conducted processes or systems. It
within a company. These include ensures that changes are
protocols for change management, tracked, analyzed, and
project governance, and risk approved to minimize
management, guiding business disruptions. Business analysts
analysts in aligning with follow this policy during project
organizational objectives and phases to ensure smooth
ensuring compliance during projects. transitions and risk mitigation.

3. List four tools often used in business analysis to identify and understand problems, needs or
opportunities in a workplace.

1. SWOT Analysis:

 A strategic tool used to identify Strengths, Weaknesses, Opportunities, and Threats. It

helps analyze internal and external factors impacting a business and aids in decision-making
for addressing challenges or leveraging opportunities.

2. Business Process Modeling (BPM):

 A visual representation of business processes through flowcharts or diagrams (e.g., BPMN). It

helps analyze and improve current workflows, identify inefficiencies, and design optimized
processes.

3. Gap Analysis:

 A tool that compares the current state of a business process or system with its desired future
state. It helps identify gaps in performance, resources, or capabilities that need to be
addressed to achieve business goals.

4. Root Cause Analysis (RCA):

  A problem-solving technique used to identify the underlying causes of a problem. Techniques
like the 5 Whys or Fishbone (Ishikawa) Diagrams are often used to drill down to the root
cause of an issue, enabling effective solutions.

5. Describe a general project management process. In your answer include:

 a definition of project management in an ICT environment
 steps that outline the project management process

Definition of Project Management in an ICT Environment:

Project management in an Information and Communication Technology (ICT) environment

refers to the application of knowledge, skills, tools, and techniques to plan, execute, and
manage IT-related projects. This includes developing software, implementing hardware
systems, or improving network infrastructure. The goal is to deliver the project within scope,
on time, within budget, and to the desired quality standards while aligning with the business’s
needs and objectives.

Steps in the Project Management Process:

1. Initiation:
o Define project objectives and scope: Identify the purpose of the
project, the problem it aims to solve, and what the project will
deliver.
o Identify stakeholders: List all stakeholders involved and impacted
by the project.
o Develop the project charter: A document that formally
authorizes the project and outlines its scope, objectives, budget,
and key milestones.
o Feasibility study: Assess the technical, financial, and operational
viability of the project.

2. Planning:
o Define project scope and deliverables: Clearly outline the
boundaries of the project and the products or outcomes that will be
delivered.
o Develop the project plan: Create a detailed plan, including the
schedule, tasks, resources, and budget. Tools like Gantt charts,
work breakdown structures (WBS), and resource allocation matrices
are often used.
o Risk management planning: Identify potential risks and their
mitigation strategies.
o Set communication and quality plans: Determine how
communication will occur between stakeholders and define quality
standards and metrics.

3. Execution:
o Execute tasks and activities: Assign and carry out project tasks
as outlined in the project plan.
 o Resource management: Ensure that the necessary resources
(e.g., personnel, hardware, software) are available and effectively
used.
o Monitor project progress: Use project management tools like
dashboards to track progress against the plan.
o Stakeholder management: Maintain ongoing communication with
stakeholders, keeping them informed of project status and
addressing concerns.

4. Monitoring and Controlling:

o Performance measurement: Use key performance indicators
(KPIs) and other metrics to track project performance against the
project plan (e.g., budget, timeline, and scope).
o Change management: Manage and document any changes to the
project scope, timeline, or deliverables, ensuring that they are
approved by relevant stakeholders.
o Risk monitoring: Continuously monitor risks and take action to
mitigate them as they arise.
o Quality control: Ensure the project's outputs meet the agreed
quality standards through testing and validation.

5. Closure:
o Complete project deliverables: Ensure that all project tasks are
completed and deliverables are accepted by stakeholders.
o Project evaluation: Review the project’s success against its
objectives and document lessons learned.
o Handover: Transfer ownership of the project deliverables (e.g.,
software systems, documentation) to the operations team or end-
users.
o Close project: Formally close the project by completing final
reports and releasing project resources.

6. Summarise two project management techniques that are often associated with an ICT
environment. Use the table below for your answer. An example has been provided for you in the
first row.

Technique Description

Waterfall This method builds on the classic method and is suitable for more
complex projects. It focuses on the sequential performance of
tasks. Gantt charts are often used.

Agile Agile is an iterative, flexible project management methodology

used for ICT projects, especially software development. It focuses
on delivering small, incremental improvements or features in short
time frames (sprints), allowing for ongoing feedback and
adaptation. Teams work collaboratively with stakeholders, making
it ideal for projects where requirements may evolve.
 Technique Description

Scrum Scrum is a specific framework within the Agile methodology. It

involves cross-functional teams working in sprints (usually 2-4
weeks) with daily stand-up meetings to ensure progress. At the
end of each sprint, the team delivers a potentially shippable
product increment. Scrum emphasizes collaboration,
accountability, and iterative progress toward a well-defined goal.

7. Complete the table explaining the types of risk that may be associated with a business analysis
initiative and its stakeholders. For each type of risk, you are required to provide an ICT relevant
example. The first row has been completed as an example for you to follow.

Type of risk Description Example

Strategic risk These risks can occur at any Initiate process automation
time and are related to the throughout the organisation at the
business or organisation’s expense of personal client
strategy. relationships and interaction.

Compliance risk Risks related to non- Failing to comply with GDPR

compliance with laws, regulations when implementing a
regulations, or standards that new customer management system,
the business or project must leading to potential fines and legal
adhere to. action.

Financial risk Risks related to the financial Underestimating the costs of

aspects of a project, including implementing a new IT infrastructure,
budgeting, funding, and cost resulting in project delays and the
overruns. need for additional funding to
complete the project.

Operational risk Risks related to the day-to-day Implementing a new enterprise

operational activities, including resource planning (ERP) system that
system failures, process causes unexpected downtime or
inefficiencies, or human error. disrupts existing workflows, leading
to reduced productivity.
8. Explain three strategies that may be used to mitigate and manage risks associated with a
business analysis initiative. You answer should include:
 an explanation of the mitigation strategy
 appropriate example to illustrate the strategy.
1. Risk Avoidance
 Explanation: Risk avoidance involves altering the project plan or approach to eliminate the
risk altogether. This strategy seeks to remove any potential for the risk to occur, often by
choosing a safer alternative or by redesigning processes to avoid risky elements.
 Example: If a new software system being developed is based on an untested technology, the
business may choose to avoid the risk by using a more established and proven technology
stack instead. This reduces the chance of implementation failure due to unproven tools.
2. Risk Mitigation
 Explanation: Risk mitigation focuses on reducing the likelihood or impact of a risk if it cannot
be fully avoided. This may involve implementing measures to minimize damage or prevent the
risk from escalating.
 Example: To mitigate the risk of project delays due to technical issues, a business analysis
team may schedule additional testing and prototyping phases early in the project. By
detecting potential issues early, the likelihood of a major failure during later stages is reduced.
3. Risk Transfer
 Explanation: Risk transfer involves shifting the responsibility of managing a particular risk to
a third party, such as through outsourcing, contracting, or insurance. This approach helps the
organization to protect itself from the direct consequences of the risk.
 Example: If a business analysis project involves significant cyber security risks, the company
may transfer this risk by hiring a specialized cyber security firm to manage and monitor
security threats, ensuring expert handling and reducing internal exposure to the risk.

9. Complete the table below, outlining a general stakeholder management process.

Step Description of what the step involves Tools/techniques

(provide two per step)

Identify Identify all individuals, groups, or 1. Stakeholder Identification

stakeholders organizations impacted by the project or who Matrix
have an interest in it. 2. Interviews/Workshops

Classify Categorize stakeholders based on their 1. Power/Interest Grid

stakeholders influence, interest, and impact on the project 2. Stakeholder Mapping
to prioritize efforts.
Step Description of what the step involves Tools/techniques
(provide two per step)

Develop Define how to engage and manage 1. Stakeholder

stakeholder stakeholders based on their classification, Engagement Matrix
management ensuring that their needs and concerns are 2. Influence/Impact
strategy addressed. Analysis

Plan Establish a communication plan outlining 1. Communication Plan

communication how, when, and what information will be Template
shared with stakeholders. 2. RACI Matrix

Execute Carry out the communication plan, regularly 1. Status Reports

communication engaging stakeholders, providing updates, 2. Meetings/Emails
and addressing concerns.
10. List three communication constraints that may impact stakeholders.

1. Time Zone Differences:

 For global or geographically dispersed teams, time zone differences can cause delays
in communication, limit the availability of key stakeholders, and make it difficult to
schedule meetings or get timely feedback.

2. Language Barriers:

 Stakeholders from different linguistic backgrounds may struggle with understanding

technical terminology or project details, leading to misinterpretations or reduced
clarity in communication.

3. Technology Limitations:

 Limited access to communication tools (e.g., poor internet connectivity, outdated

systems, or lack of collaboration software) can hinder the ability to effectively share
updates, conduct virtual meetings, or collaborate in real time.

11. Summarise requirements management as it relates to business analysis. In your answer include:
 an explanation of what requirements analysis is
 outline of how requirements can be managed
 a description of four types of requirements
 tools or techniques relevant to requirements management.

Requirements Management in Business Analysis

Explanation of Requirements Analysis:
Requirements analysis is the process of gathering, defining, and prioritizing the needs and
expectations of stakeholders for a project or system. It involves understanding what users
require from a system, identifying gaps between current and desired functionalities, and
ensuring that these requirements are clearly documented, communicated, and agreed upon.
This process is crucial in business analysis to ensure that the final product meets the
intended objectives and user needs.
How Requirements Can Be Managed:
Requirements can be managed through a systematic process that includes the following
steps:
1. Gathering Requirements: Engage with stakeholders to collect input through interviews,
surveys, and workshops.
2. Documenting Requirements: Clearly document all requirements in a structured format, such
as a Requirements Specification Document (RSD).
3. Prioritizing Requirements: Classify and prioritize requirements based on factors such as
business value, urgency, and dependencies.
4. Change Management: Establish a process for managing changes to requirements as the
project evolves, ensuring that all stakeholders are informed and that adjustments are
documented.
5. Validation and Verification: Regularly review and validate requirements with stakeholders to
ensure they remain aligned with project objectives and can be verified against project
deliverables.

Four Types of Requirements:

1. Functional Requirements:
o Define specific behaviors or functions of the system, outlining what the system should
do.
o Example: A user must be able to log in using a username and password.

2. Non-Functional Requirements:
o Specify criteria that can be used to judge the operation of a system, such as
performance, security, and usability.
o Example: The system must handle 500 concurrent users without performance
degradation.
3. Business Requirements:
o High-level statements of the goals, objectives, and needs of the organization or
stakeholders that the project aims to fulfill.
o Example: The new system should reduce order processing time by 30%.

4. Stakeholder Requirements:
o Specific needs and expectations of individual stakeholders that must be met for the
project to be considered successful.
o Example: The finance department requires automated reporting capabilities for
monthly financial statements.

Tools or Techniques Relevant to Requirements Management:

1. Requirements Management Software:
o Tools like JIRA, Trello, or Confluence help in tracking, documenting, and managing
requirements throughout the project lifecycle.
2. Use Case Diagrams:
o Visual representations of how users will interact with the system, helping to clarify
functional requirements.
3. Requirements Traceability Matrix (RTM):
o A document that links requirements to their source and tracks their fulfillment
throughout the project to ensure that all requirements are met.
4. Prototyping:
 o Creating prototypes or mock-ups of the system to visualize requirements, gather
feedback, and refine functionality based on stakeholder input.

12. Define “technology solution patterns”.

Technology Solution Patterns refer to standardized approaches or templates that provide

guidance on how to solve specific problems or meet particular needs in the design and
implementation of technology solutions. These patterns serve as reusable solutions that can be
applied to various scenarios within an IT environment, helping organizations efficiently develop
and deploy systems.

Key Characteristics of Technology Solution Patterns:

1. Proven Practices: They are based on successful experiences and best practices from past
projects, making them reliable frameworks for solving similar issues.

2. Scalability and Flexibility: Patterns can often be adapted or scaled to fit different project
sizes, industries, or technology stacks, providing a level of customization while maintaining
core principles.

3. Components and Relationships: Each pattern typically includes a description of its

components (e.g., software modules, services) and the relationships between these
components, helping teams understand how to implement the solution effectively.

4. Documentation: Technology solution patterns are usually well-documented, outlining the

problem they address, their context, implementation details, and potential trade-offs or
considerations.

Examples of Technology Solution Patterns:

 Micro services Architecture: A pattern for developing applications as a collection of loosely

coupled services that communicate over APIs, allowing for independent deployment and
scaling.

 Event-Driven Architecture: A solution pattern that enables systems to react to events

asynchronously, often used in applications requiring real-time processing and
responsiveness.

 Data Access Layer: A pattern that provides a standardized way to access and manipulate
data from various data sources, promoting separation of concerns and easier maintenance.

13. List four metrics that can be used when monitoring business analysis performance.

1. Requirements Quality Metrics:

  Measures the clarity, completeness, and correctness of requirements.
Metrics such as the number of defects found in requirements during
testing or the percentage of requirements that were successfully
implemented without changes can be used.
2. Stakeholder Engagement Metrics:
 Evaluates the level of stakeholder involvement and satisfaction
throughout the project. This can include metrics like stakeholder feedback
scores, the number of stakeholder meetings held, or the percentage of
stakeholders actively participating in discussions.
3. Project Delivery Metrics:
 Assesses the timeliness and effectiveness of project delivery. Key metrics
may include the percentage of projects completed on time, the average
time taken to finalize requirements, and the percentage of requirements
delivered within scope.
4. Return on Investment (ROI):
 Measures the financial impact of business analysis efforts on the
organization. This can be evaluated by comparing the benefits achieved
(e.g., cost savings, increased revenue) against the costs incurred for
business analysis activities, often expressed as a percentage or ratio.