ICTSAD609 Plan and monitor business analysis activities in an ICT environments

Introduction

The assessment tasks for ICTSAD609 Plan and monitor business analysis activities in an ICT environment are outlined in the assessment plan below. These tasks have been designed to help you demonstrate the skills and knowledge that you have learnt during your course.
Please ensure that you read the instructions provided with these tasks carefully. You should also follow the advice provided in the Gamma College Student User Guide. The Student User Guide provides important information for you relating to completing assessment successfully.

Assessment for this unit

ICTSAD609 Plan and monitor business analysis activities in an ICT environment describes the performance outcomes, skills and knowledge required to establish and manage Information and Communications Technology (ICT) business analysis activities in a medium-to-large organisation.
For you to be assessed as competent, you must successfully complete two assessment tasks:
• Assessment Task 1: Knowledge questions – You must answer all questions correctly.
• Assessment Task 2: Project – You must work through a range of activities and complete a project portfolio.
Refer to your learner portal for feedback on your assessment tasks
You are to keep a copy of your assessment answers in case of submission error

Student assessment agreement

Make sure you read through the assessments in this booklet before you fill out and sign the agreement below.

If there is anything that you are unsure of, consult your assessor prior to signing this agreement.

Assessment Task 1: Knowledge Questions

Information for students

Knowledge questions are designed to help you demonstrate the knowledge which you have acquired during the learning phase of this unit. Ensure that you:

• review the advice to students regarding answering knowledge questions in the Gamma College Student User Guide
• comply with the due date for assessment which your assessor will provide
• adhere with your RTO’s submission guidelines
• answer all questions completely and correctly
• submit work which is original and, where necessary, properly referenced
• submit a completed cover sheet with your work
• avoid sharing your answers with other students.

Assessment information

Information about how you should complete this assessment can be found in Appendix A of the Gamma College Student User Guide. Refer to the appendix for information on:
• where this task should be completed
• the maximum time allowed for completing this assessment task
• whether or not this task is open-book.
Note: You must complete and submit an assessment cover sheet with your work. A template is provided in Appendix C of the Student User Guide. However, if your RTO has provided you with an assessment cover sheet, please ensure that you use that.

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.

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

6. 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.

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

10. 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.

Assessment Task 1 Cover Sheet

Student declaration

To be filled out and submitted with assessment responses.

Assessment Task 2: Project Portfolio

Information for students

In this task, you are required to demonstrate your skills and knowledge by working through a number of activities and completing and submitting a project portfolio.

You will need access to:
• a suitable place to complete activities that replicates a business environment including a meeting space and computer and internet access
• your learning resources and other information for reference
• Project Portfolio template
• Performance Evaluation Template.
Ensure that you:
• review the advice to students regarding responding to written tasks in the Gamma College Student User Guide
• comply with the due date for assessment which your assessor will provide
• adhere with your RTO’s submission guidelines
• answer all questions completely and correctly
• submit work which is original and, where necessary, properly referenced
• submit a completed cover sheet with your work
• avoid sharing your answers with other students.

Assessment information

Information about how you should complete this assessment can be found in Appendix A of the Gamma College Student User Guide. Refer to the appendix for information on:

• where this task should be completed
• how your assessment should be submitted.

Note: You must complete and submit an assessment cover sheet with your work. A template is provided in Appendix B of the Student User Guide. However, if your RTO has provided you with an assessment cover sheet, please ensure that you use that.

 

Activities

Complete the following activities:

1. Carefully read the following:

This project requires you to demonstrate your ability to plan and monitor two
business analysis activities for business-critical projects in an ICT environment. As
part of the assessment you will:

• identify and define two business analysis initiatives applicable to businesscritical
ICT projects
• plan an approach to business analysis for each initiative considering
requirements laid out in legislation, standards and organisational policies and
procedures
• conduct a stakeholder analysis to identify and assess stakeholders associated
with each initiative
• plan business analysis activities including the scope and project management
of work to be done and stakeholder communication
• plan the requirements management associated with each initiative
• establish and manage business analysis performance.

This project must be based on two separate business analysis initiatives related to
an ICT environment with numeric and financial data available to support business
analysis planning. You can use the case study business provided to you by your
assessor, or you may like to base this on your own business, or a business you are
currently working for or are familiar with. It is important that this business has
organisational policies and procedures related to your business analysis initiative
already developed. Speak to your assessor to get approval if you want to base this
on your own business or one you work for.

You will also need to seek input from people who work for, or are involved, in this
business analysis initiative several times. Fellow students or your assessor can be
involved in these meetings and play the roles of process stakeholders as relevant.
You will be collecting evidence for this unit in a Project Portfolio. The steps you
need to take are outlined below.

2. Project planning

Familiarise yourself with the business you’re basing this assessment on and identify
two business analysis initiatives applicable to a business-critical ICT project in the
business or case study. Make sure your chosen initiatives have numeric and
financial data to support business analysis planning.
Complete Page 4 of your Project Portfolio for this unit.

Read through the requirements of Section 1, 2 and 3 of your Project Portfolio as well as the necessary background information, relevant policies and procedures.

3. Plan business analysis approach

Complete Section 1 of your Project Portfolio.
When you complete Section 1, you need to:

• Provide an overview of your chosen business, including:
o The name of the business
o a description of what the business does
• Describe the ICT business analysis initiatives associated with the business, including:
o a brief outline of each initiative, illustrated with an appropriate business analysis tool (for example SWAT analysis)
o an explanation of how each initiative supports the organisation’s vision and strategy
o two objectives of each initiative.
• Establish the legislative and organisational requirements related to each business analysis initiative, including:
o a summary of the relevant legislation outlining how it applies to the initiative
o a summary of applicable standards outlining how it applies to business analysis activities
o a summary of the associated organisational policies and procedures outlining how it applies to business analysis activities.
• Identify all stakeholders (using an appropriate technique) for each initiative and:
o create a list of key internal and external stakeholders who have authority over business analysis activities
o explain how to identify and deal with new stakeholders throughout the duration of each initiative.
• Establish applicable organisational process needs, including:
o relevant personnel (engagement with staff members on how work should be done)
o a description of an appropriate project management method or technique
• plan the execution of business analysis activities for each initiative according to organisational requirements.

You are also required to attach certain documents as part of your evidence –
review the documents you need to attach as outlined in Section 1 of the Project
Portfolio and make sure you attach these upon submission.
Make sure you have answered all questions in Section 1. Submit to your assessor
for review.

Arrange a meeting with at least one key internal stakeholder and one key external
stakeholder. Separate meetings are required for each business analysis initiative.
For the purpose of this role-play, your assessor or another student can act as a one
or more stakeholders.

Before each meeting, select and familiarise yourself with an applicable business
analysis tool (e.g. context diagram) to use as part of the meeting to understand
stakeholder requirements.
For the purpose of this role-play, your assessor or another student can act as a one
or more stakeholders.

4. Stakeholder meetings

Meet with the key internal and external stakeholders of each initiative. Have
separate meetings for each initiative. Take notes so you can complete Section 2 of
your Project Portfolio after the meeting. Each meeting should last for approximately
15 mins.

At the meeting:
• assess stakeholder attitudes toward the initiative
• identify at least two potential risks associated with the stakeholders
• discuss and establish business analysis deliverables (at least three), including:
o descriptions of the deliverables
o tasks/activities associated with each deliverable
o approval of which activities will be performed and when
o stakeholder requirements using the technique selected in step 3.
During the meeting, you will need to demonstrate effective communication skills
including:
• seeking the views and opinions of others by active listening and questioning
• communicating information clearly and concisely
• building rapport with stakeholders by positive friendly interaction.

This meeting can either be viewed in person by your assessor or you may like to
video record the session for your assessor to watch later. Your assessor can
provide you with more details at this step. Make sure you follow the instructions
above and meet the timeframes allocated.

5. Plan business analysis activities and communication

Complete Section 2 of your Project Portfolio.

When you complete Section 2, you need to:
• Summarise the outcomes of each stakeholder meeting, including:
o stakeholder attitudes towards the initiative (including competing
demands)
o at least two risks associated with the stakeholders
o risk mitigation approach
o at a detailed description of at least three business analysis deliverables
o stakeholder requirements
• Determine business scope for each initiative considering deliverables,
associated activities and general stakeholder requirements. Explain how you
addressed competing demands.
• Develop estimates for business analysis work applicable to each initiative,
using numeric and financial information and an appropriate tool/technique for
mathematical calculations.
• For each stakeholder, plan internal and external stakeholder communication to
receive, distribute, access, update and escalate information. Consider at least
two communication constraints.
• Establish business analysis performance metrics to measure work performed
by the business analyst. Identify an appropriate format.
• Establish a requirements repository for requirements under development,
under review and approved. Include:
o a description of the repository
o attributes to be captured
o identify key factors outlining the need and process for traceability
o a requirements change process.

You are also required to attach certain documents as part of your evidence –
review the documents you need to attach as outlined in Section 2 of the Project
Portfolio and make sure you attach these upon submission.

Assume that a period of time has passed and the business analysis initiative has
progressed. A few deliverables have been completed by the business analyst and
you are required to assess their performance as part of a continuous improvement
effort. Feedback from stakeholders regarding the business analyst’s deliverable
has been positive. The stakeholders have been particularly impressed with the
attention to detail in the business analyst’s work. A number of stakeholders
commented on the interpersonal skills of the business analyst, in particular their ability to build rapport and establish a friendly professional relationship with the
stakeholders.

Implement your chosen communication system/process or practice (completed
earlier in this step) to arrange two separate meetings (for each initiative) with:
• at least one stakeholder to discuss progress
• business analyst to discuss work performance.

Before each stakeholder meeting, update the project schedule to reflect progress to
share with stakeholders (you can make assumptions here).
Before each business analyst meeting, assess their performance using the metrics
determined earlier in this step (use performance evaluation template if applicable).

6. Stakeholder update meeting

Meet separately with the relevant stakeholders of each business analysis initiative.
Take notes so you can complete Section 3 of your Project Portfolio after the
meeting. The meeting should last for approximately 10 minutes.
At the meeting:
• share an update on the progress (e.g. via a project schedule)
• review and discuss the project progression
• discuss any changed positions or requirements the stakeholders may have
• identify any new stakeholders
During the meeting, you will need to demonstrate effective communication skills
including:
• seeking the views and opinions of others by active listening and questioning
• communicating information clearly and concisely
• building rapport with stakeholders by positive friendly interaction.

This meeting can either be viewed in person by your assessor or you may like to
video record the session for your assessor to watch later. Your assessor can
provide you with more details at this step. Make sure you follow the instructions
above and meet the timeframes allocated.

7. Performance management meeting

Meet with the business analyst. Take notes so you can complete Section 3 of your
Project Portfolio after the meeting. The meeting should last for approximately 10
minutes.

At the meeting:
• discuss the business analyst’s performance on each business analysis
initiative (share the performance evaluation you prepared at the end of step 5
against the metrics established as part of your planning in step 5)
• identify where problems may be occurring
• recommended corrective action
During the meeting, you will need to demonstrate effective communication skills
including:
• seeking the views and opinions of others by active listening and questioning
• communicating information clearly and concisely
• building rapport with stakeholders by positive friendly interaction.

This meeting can either be viewed in person by your assessor or you may like to
video record the session for your assessor to watch later. Your assessor can
provide you with more details at this step. Make sure you follow the instructions
above and meet the timeframes allocated.

8. Manage business analysis

Complete Sections 3 of your Project Portfolio.
When you complete Section 3 you need to:
• Summarise the outcomes of your meeting with the stakeholders for each
business analysis meeting, including:
o a description of any changed positions or requirements the stakeholder
may have
o a list of any new stakeholders
o an explanation of how the changes will be managed.
• Summarise the outcomes of your meeting with the business analyst
• Confirm recommendations for corrective action (e.g. via draft email)
• Explain how you managed problem solving for business analysis activities
drawing on your existing experience.

You are also required to attach certain documents as part of your evidence –
review the documents you need to attach as outlined in your in Section 3 of the
Project Portfolio and make sure you attach these upon submission.

9. Submit your completed Project Portfolio

Make sure you have completed all sections of your Project Portfolio, answered all
questions, provided enough detail as indicated and proofread for spelling and grammar as necessary. Remember to submit all necessary attachments as indicated.

Submit to your assessor for marking.

 

Section 1: Establish business analysis approach

 

Provide business overview

Provide an overview of the business, including:

• name of business
• description of what the business does.

Describe business analysis initiatives
Describe the two selected ICT business analysis initiatives associated with the business. Include:
• a brief outline of each initiative, including:
o the type of ICT project
o a description of the initiative
• an explanation of how each initiative supports the organisation’s vision and strategy
• an appropriate business analysis tool to illustrate and fully define the initiative (e.g. SWAT analysis)
• two objectives of each initiative.

Legislative and organisational requirements
Establish the legislative and organisational requirements related to each complex issue, including:

• a summary of the relevant legislation
• a summary of applicable standards
• a summary of the associated organisational policies and procedures
Attach any relevant policies to your portfolio.

Identify stakeholders
Produce a complete list of everyone involved in, affected by or responsible for each initiative. In your answer:

• use an appropriate business analysis technique (e.g. affinity diagrams) to identify all stakeholders
• establish a list of internal and external key stakeholders, including:
o the use of an appropriate technique (e.g. power/interest grid)
o who they are and how they relate to the initiative
o which stakeholders have authority over business analysis activities
• explain how you will identify and deal with new stakeholders throughout the duration of each initiative.

Establish process needs
Use standards and policies/procedures to establish organisational process needs applicable to each business analysis initiative, including:

• Relevant personnel
• Engagement with personnel to obtain information on how work will be completed (e.g. draft email and minutes of meeting)
• A description of an appropriate project management method or tool to support the business analysis initiative.
Attach proof of engagement with staff to your portfolio.

Plan execution of activities

Plan the execution of business analysis activities according to organisational requirements for each initiative.

Section 2: Plan business analysis activities and communication

Summarise the outcomes of the stakeholder meetings

Summarise the meetings with key stakeholders for each initiative, including:

• stakeholder attitudes towards the initiative
• at least two risks associated with the stakeholders
• decide how to best mitigate the identified risk
• at least three business analysis deliverables, including:
o the deliverable
o tasks/activities associated with the deliverable
o the use of a technique/tool to outline the activities performed by the business analyst and when (e.g. project schedule)
• stakeholder requirements, including:
o list of requirements
o explanation of the tool or technique used to illicit requirements

Attach on bottom of the page proof of the technique used during the meeting to illicit requirements.

Determine business analysis scope

Scope business analysis activities for each initiative, considering:

• deliverables and activities approved at the stakeholder meeting
• acceptance criteria, level of detail, level of formality and frequency
• how risks identified in Section 1 can be mitigated
• how to address competing demands.

Develop estimates for business analysis work

Use an appropriate technique to estimate business analysis work, including the use of numeric and financial information and mathematical calculations.

Plan internal and external stakeholder communication for each initiative, considering for each stakeholder:

 

• how to:

o receive information
o distribute information
o access information
o update information
o escalate information

• Communication constraints (list at least two)

Plan business analysis performance management
Plan business analysis performance. Include:

• at least three metrics to measure work performed by business analyst
• reporting format.

Develop a requirements management process.
Develop a requirements management process by establishing a requirements repository, including:
• Description of the repository
• Attributes to be captured
• Outline of the need and process for traceability considering applicable factors

• Requirements change process

Prepare for stakeholder meeting
Prepare for the stakeholder meetings (e.g. by updating the project schedules).
Attach proof.

Prepare for business analyst meeting
Evaluate the business analyst’s performance against pre-determined metrics and identify any problems or areas of improvement. Use the format determined previously in this section.
If applicable, use the Performance Evaluation Template.
Attach proof.

Section 3: Manage business analysis

Summarise the outcomes of the stakeholder meetings
Summarise the meetings with stakeholders, including:

• any changed positions or requirements the stakeholders may have
• identify any new stakeholders

Explain how the changed positions/requirements will be managed.

Summarise business analyst meeting
Summarise what was discussed at the business analyst performance management meeting. In you answer include:

• A summary of the discussion
• Corrective actions required

Confirm recommendations
Confirm the recommendations made during the performance management evaluation using an appropriate communication channel (e.g. updated project schedule, email).
Attach proof.

Problem solving
Explain how you managed problem solving for business analysis activities drawing on your existing experience.

Assessment Task 2 Cover Sheet

Student declaration

To be filled out and submitted with assessment responses.

ASSESSMENT SUMMARY SHEET
After the assessment, the Assessment Summary Sheet should be signed the Assessor, Student and the Academic Manager. If a Not Competent, has been achieved then strategies to address the gaps in the performance should be have been identified and a time for reassessment organised on the attached resubmission / feedback sheet.