Comprehensive Guide to Business Analysis Deliverables

For Projects to succeed, Requirements have to be met. One of many requirement of Success, is the Business Analysis. A task that most not be taken lightly, and conducted by non-professionals.

Certainly, Not All Project are the Same. Some small Project would not harness the full benefits of an extensive Business Analysis, due to their size. Other Projects with a hefty Budget, Business Analysis is as critical as Marketing for a Product.

Business analysis deliverables are essential components in the successful execution of projects. These (14) documents serve as road-maps, facilitating effective communication, stakeholder alignment, and project success. This comprehensive guide provides an in-depth exploration of each business analysis deliverable, complete with detailed explanations and practical examples.

Table of Contents

1. Business Requirements Document (BRD)
2. Functional Requirements Specification
3. Non-Functional Requirements Document
4. Use Case Models
5. Data Models
6. Process Models
7. User Interface (UI) Prototypes
8. Traceability Matrix
9. Risk Assessment and Mitigation Plan
10. Cost-Benefit Analysis (CBA)
11. Impact Assessment Report
12. Business Case Document
13. Project Charter
14. Requirements Traceability Matrix (RTM)

1. Business Requirements Document (BRD)

Explanation: The Business Requirements Document (BRD) is a foundational deliverable that outlines the high-level business needs, objectives, and scope of the project. It serves as a compass, guiding the project's direction and ensuring alignment with organizational goals.

Sections:

• Introduction: Provides an overview of the document's purpose and context.Example: In a BRD for a new e-commerce website, the introduction would explain the need for the website to expand the company's online presence and increase sales.
• Business Objectives: Clearly defines what the project aims to achieve from a business perspective.Example: Business objectives for the e-commerce website could include increasing online sales revenue by 20% within the first year, expanding the customer base, and enhancing brand visibility.
• Scope Definition: Specifies the boundaries of the project, what's included, and what's excluded.Example: The scope definition would outline that the website includes product catalog, online shopping cart, and customer registration but excludes offline sales channels and physical storefronts.
• Functional Requirements: Describes the system's functionalities and how they align with business goals.Example: Functional requirements may include customer registration, product search, shopping cart management, secure payment processing, and order tracking.
• Non-Functional Requirements: Outlines quality attributes like performance, security, and usability.Example: Non-functional requirements might specify that the website should load within 3 seconds, protect user data with encryption, ensure user-friendly navigation, and be accessible to individuals with disabilities.

2. Functional Requirements Specification

Explanation: The Functional Requirements Specification dives deeper into the system's functionalities. It provides detailed descriptions of how the system should behave in response to various inputs and under specific conditions, offering a comprehensive blueprint for development.

Sections:

• Introduction: Briefly explains the purpose and scope of the document.Example: In a Functional Requirements Specification for an inventory management system, the introduction would clarify that the document outlines how the system should handle inventory tracking, order processing, and reporting.
• Functional Requirements: Enumerates specific system functions, describing inputs, processes, and outputs.Example: Functional requirements would include detailed descriptions of how inventory items are added, updated, and removed from the system, including the data fields required for each operation.
• Use Cases: Provides detailed use case descriptions with step-by-step scenarios.Example: Use cases might include scenarios like "Adding a New Product to Inventory," "Processing Customer Orders," and "Generating Monthly Sales Reports."
• Constraints: Identifies any limitations or restrictions that developers should be aware of.Example: Constraints could include system compatibility requirements, such as the need to integrate with existing accounting software, and compliance with industry regulations, such as data privacy laws.

3. Non-Functional Requirements Document

Explanation: The Non-Functional Requirements Document focuses on system attributes that influence user experience and performance. It ensures that the system meets quality standards and constraints.

Sections:

• Introduction: Introduces the purpose of the document and its relevance.Example: In a Non-Functional Requirements Document for a mobile app, the introduction would highlight the importance of factors like performance, security, and user satisfaction for the app's success.
• Performance Requirements: Specifies system response times, throughput, and resource usage.Example: Performance requirements might dictate that the mobile app should load content within 2 seconds, even on slow network connections, and should be capable of handling 1,000 concurrent users during peak usage.
• Security Requirements: Details security measures such as encryption, authentication, and access control.Example: Security requirements may mandate that user data is encrypted during transmission and storage, user authentication is required for access, and access to sensitive information is restricted based on user roles.
• Usability Requirements: Addresses user interface design, accessibility, and user training.Example: Usability requirements could include guidelines for a user-friendly interface, ensuring compatibility with screen readers and mobile devices for accessibility, and providing user training materials for first-time users.
• Scalability Requirements: Discusses the system's ability to handle increased loads.Example: Scalability requirements may specify that the system should be able to scale horizontally by adding more servers or cloud resources to accommodate a growing user base or increased data volume.

4. Use Case Models

Explanation: Use Case Models offer a visual representation of how users interact with the system to accomplish specific tasks or goals. They serve as a bridge between business requirements and technical implementation.

Sections:

• Use Case Diagram: Provides a visual overview of system functionality with actors and use cases.Example: In a Use Case Diagram for a reservation system, actors could be "Customers," "Administrators," and "Guests," and use cases might include "Make Reservation," "Cancel Reservation," "View Reservation History," and "Manage Room Availability."
• Use Case Descriptions: Offers detailed narratives for each use case, including preconditions, main success scenarios, and alternative flows.Example: For the "Make Reservation" use case, descriptions would outline the steps from selecting dates to confirming the reservation, including scenarios for availability, payment processing, and email notifications.

5. Data Models

Explanation: Data Models describe the structure and organization of data within the system. They define entities, attributes, relationships, and data flow, ensuring efficient data management.

Sections:

• Entity-Relationship Diagram (ERD): Presents entities, attributes, and relationships.Example: In an ERD for a customer database, entities could include "Customer," "Order," "Product," and "Payment," with attributes like "Customer ID," "Order Date," "Product Name," "Order Total," and "Payment Date."
• Data Dictionary: Provides a detailed description of entities and attributes.Example: The data dictionary would explain that "Customer ID" is a unique identifier for customers, "Order Date" is a date field indicating when an order was placed, "Product Name" is a string field representing the name of a product, "Order Total" is a numeric field indicating the total cost of an order, and "Payment Date" is a date field indicating when a payment was received.

6. Process Models

Explanation: Process Models visually represent workflows and business processes relevant to the project. They illustrate the sequence of activities, decision points, and data flow within the system.

Sections:

• Process Flowchart: Depicts the sequence of activities and decision points.Example: A process flowchart for an order processing system would show steps from order creation to shipment, including decision points for order validation, payment processing, and inventory updates.
• Swim-lane Diagram: Assigns responsibilities to specific roles or departments.Example: In a swim-lane diagram for a travel booking system, lanes might represent "Customers," "Booking Agents," "Payment Processing," and "Inventory Management," with arrows indicating the flow of information and tasks between them.

7. User Interface (UI) Prototypes

Explanation: UI Prototypes provide visual representations of the system's user interface. They allow stakeholders to visualize the layout, design, and placement of user interface elements.

Sections:

• Wireframes: Display the basic structure and placement of elements.Example: Wireframes for a mobile app would show where buttons, menus, and content blocks are located on the screen, including the arrangement of navigation menus, search bars, and action buttons.
• Mock-Ups: Provide detailed visual representations of screens.Example: Mock-ups would depict the actual design of screens, including colors, fonts, and graphical elements, such as buttons, images, and logos, showcasing the visual identity and branding of the application.

8. Traceability Matrix

Explanation: A Traceability Matrix establishes links between requirements, design, and test cases. It ensures that each requirement is thoroughly tested and verified, promoting transparency and accountability.

Sections:

• Requirements: Lists all project requirements from various sources.Example: Requirements may include features like "User Registration," "Product Search," "Checkout," and "User Profile Management," each with specific descriptions and acceptance criteria.
• Design Elements: Specifies the design components or features that address each requirement.Example: Design elements for "User Registration" may include user registration forms, database tables for user data, user authentication logic, and email verification mechanisms, with detailed design descriptions and diagrams.
• Test Cases: Outlines the test cases that verify the requirements.Example: Test cases for "Product Search" would detail steps to ensure that the search functionality returns accurate results for different search queries, covering scenarios like basic searches, advanced filters, and sorting options.

9. Risk Assessment and Mitigation Plan

Explanation: Risk Assessment identifies potential threats and uncertainties that could affect the project. The Mitigation Plan outlines strategies to minimize or manage these risks, ensuring project resilience.

Sections:

• Risk Identification: Lists potential risks, their impact, and probability.Example: Risks could include "Delayed delivery of critical components," with potential impacts on project timeline, budget, and customer satisfaction, along with assessments of the likelihood and severity of each risk.
• Risk Analysis: Evaluates the severity and likelihood of each risk.Example: Risk analysis might determine that the risk of delayed component delivery is high if there is a single supplier, but the impact could be reduced by identifying alternative suppliers or securing backup components.
• Mitigation Strategies: Provides proactive measures to address and minimize risks.Example: Mitigation strategies may include identifying alternative suppliers, maintaining buffer inventory for critical components, establishing clear communication channels with suppliers, and monitoring supplier performance to reduce the risk of delays and disruptions.

10. Cost-Benefit Analysis (CBA)

Explanation: Cost-Benefit Analysis (CBA) evaluates the financial implications of the project. It compares the costs of implementation against the expected benefits, enabling decision-makers to assess project viability.

Sections:

• Cost Analysis: Breaks down all project-related costs, including development, operational, and maintenance costs.Example: Costs may include software development expenses, hardware procurement, ongoing software licensing fees, infrastructure maintenance, and customer support.
• Benefit Analysis: Quantifies anticipated benefits, such as revenue generation, cost savings, or improved efficiency.Example: Benefits might include increased sales revenue through online transactions, reduced operational costs through process automation, improved customer service through enhanced features, and better data accuracy through system integration.
• ROI Calculation: Computes the Return on Investment (ROI) to determine the project's economic feasibility.Example: ROI calculation would compare the total benefits over a specified period (e.g., three years) to the total costs, providing a percentage ROI value (e.g., ROI of 120% indicates a 20% net gain on the investment).

11. Impact Assessment Report

Explanation: The Impact Assessment Report analyzes how proposed changes will affect various aspects of the organization, including people, processes, technology, and resources. It provides critical insights into the implications of the project.

Sections:

• Impact on People: Describes the effect on employees, users, and stakeholders.Example: The report might highlight that the introduction of a new project management system will require training for employees, including customized training sessions for different user groups (e.g., managers, team members) to ensure a smooth transition.
• Impact on Processes: Identifies changes to existing workflows and procedures.Example: Changes in the process may include a shift from manual project reporting to automated data entry and reporting, leading to reduced administrative workload and faster decision-making.
• Impact on Technology: Highlights changes in systems, tools, and infrastructure.Example: Introduction of new software may require hardware upgrades, cloud server provisioning, and integration with existing systems, resulting in increased IT infrastructure costs and enhanced system capabilities.
• Resource Implications: Discusses resource allocation and requirements.Example: Resource implications may include budget allocation for training, software licenses, hardware upgrades, additional IT staff, and project management resources, ensuring that adequate resources are allocated to support project implementation and ongoing maintenance.

12. Business Case Document

Explanation: The Business Case Document presents a compelling argument for the initiation of the project. It outlines project objectives, alternatives, recommendations, and expected benefits, helping stakeholders make informed decisions.

Sections:

• Executive Summary: Summarizes the key points and recommendations.Example: The executive summary might highlight that implementing a new customer relationship management (CRM) system is recommended due to its potential to improve customer retention, increase sales, streamline communication, and enhance data analytics capabilities.
• Project Objectives: Clearly defines the project's goals and what it aims to achieve.Example: Project objectives may include reducing customer churn by 15% within the first year, increasing sales by 10% through targeted marketing campaigns, improving customer response times, and enabling data-driven decision-making through advanced reporting and analytics.
• Alternatives Analysis: Evaluates different approaches or solutions.Example: Alternatives analysis might compare the CRM implementation with maintaining the existing system, outsourcing customer support to a third-party provider, or adopting alternative CRM software solutions, considering factors such as cost, functionality, and alignment with business objectives.
• Recommendations: Provides a well-informed recommendation based on analysis.Example: The recommendation may be to proceed with the CRM implementation, citing its potential for improved customer service, increased revenue generation, and enhanced data insights. The recommendation would be supported by a cost-benefit analysis that quantifies the expected ROI.
• Benefits Realization Plan: Outlines how benefits will be measured and realized.Example: The plan could specify Key Performance Indicators (KPIs) for tracking customer satisfaction scores, sales growth metrics, response time improvements, and ROI calculations over a three-year period, ensuring that the project's success is measurable and achievable.

13. Project Charter

Explanation: A Project Charter formally authorizes the project, defining its scope, objectives, roles, responsibilities, boundaries, and constraints. It establishes a clear framework for project execution.

Sections:

• Project Overview: Provides a high-level description of the project.Example: A project charter for a software development project may describe the development of a new mobile app for task management, highlighting its strategic significance in improving productivity and enhancing customer engagement.
• Project Objectives: Clearly outlines what the project intends to achieve.Example: Project objectives may include launching the app within six months, achieving a user base of 100,000 within the first year, maintaining a 4-star rating or higher on app stores, and ensuring cross-platform compatibility for iOS and Android devices.
• Roles and Responsibilities: Defines the role of team members and stakeholders.Example: Roles and responsibilities would include the project manager responsible for overall project coordination, developers responsible for app development and testing, marketing team members responsible for app promotion, and customer support personnel responsible for addressing user inquiries and issues.
• Scope Statement: Details the project's boundaries, inclusions, and exclusions.Example: The scope statement would outline what is included in the project (e.g., app development, quality assurance testing, marketing campaign) and what is excluded (e.g., third-party app store policies, hardware production, and maintenance beyond the first year).
• Constraints and Assumptions: Lists project limitations and underlying assumptions.Example: Constraints might include budget limitations, timeline constraints due to a product launch deadline, and resource constraints related to the availability of specialized development skills. Assumptions might include assumptions about user demand based on market research and assumptions about third-party API availability for integration.

14. Requirements Traceability Matrix (RTM)

Explanation: An RTM maps and tracks requirements from their source through development to testing and implementation. It ensures that each requirement is rigorously tested and verified, promoting transparency and accountability.

Sections:

• Requirements: Lists all project requirements from various sources.Example: Requirements may include features like "User Registration," "Product Search," "Checkout," "User Profile Management," and "Payment Processing," each with specific descriptions, use cases, and acceptance criteria, sourced from user interviews, business documents, and regulatory guidelines.
• Design Elements: Specifies the design components or features that address each requirement.Example: Design elements for "User Registration" may include user registration forms with fields for name, email, and password, database tables for user data storage, user authentication logic using industry-standard encryption methods, and email confirmation functionality.
• Test Cases: Outlines the test cases that verify the requirements.Example: Test cases for "Product Search" would detail steps to ensure that the search functionality returns accurate results for different search queries, covering scenarios like basic keyword searches, advanced filtering options, and sorting preferences. Test cases would include expected results and pass/fail criteria for comprehensive testing and validation.

Conclusion

Effective business analysis relies on these meticulously prepared deliverables to guide project teams and stakeholders throughout the project life-cycle. These deliverables are indispensable tools for successful project execution, ensuring that projects are aligned with business goals, well-defined, and thoroughly tested.