Mastering the Art of Elicitation for Migration Projects

As a Business Analyst working on a system migration project, effective elicitation is the key to a successful transition. Whether you're decommissioning a legacy system or migrating capabilities to a new system, the ability to ask the right questions and involve the right stakeholders can make or break your project.

Having worked on many migration projects, I've developed a framework for planning and conducting elicitations. This article shares a hybrid approach that balances practical, actionable steps with strategic insights to help you prepare for elicitation sessions in migration projects.

Understanding Migration Project Objectives

Before scheduling my first elicitation session, I establish clear objectives. In my experience, these typically include:

• Identifying capabilities in the legacy system that the new system already has
• Recognizing capabilities in the legacy system that the new system doesn't have and need to be migrated
• Identifying obsolete capabilities in the legacy system that don't need to be migrated
• Discovering enhancement opportunities that could make users' jobs easier and their processes more efficient

The Elicitation Framework: A Step-by-Step Approach

1. Identifying Legacy System Users

Whenever I am identifying legacy system users, I start by listing all stakeholder teams that use the system. Understanding which teams interact with the system and how they rely on it is essential to ensure a comprehensive migration. I then identify key users or Subject Matter Experts (SMEs) within each team, as they provide deeper insights into usage patterns and potential challenges. To validate completeness, I confirm with stakeholders to ensure that no user group is overlooked.

2. Understanding the Legacy System's Capabilities

Before conducting interviews, I familiarize myself with the legacy system's functionalities. This involves researching the system documentation, user manuals, and process flows to understand its features and modules. By identifying the purpose and functionality of each feature, I gain a clearer picture of how different teams utilize the system. This knowledge allows me to conduct more effective elicitation sessions, ensuring that critical functionalities are either migrated or improved in the new system.

3. Crafting Effective Elicitation Questions

Whenever I am crafting elicitation questions, I ensure they help me obtain the information needed to make informed migration decisions. I focus on designing questions that help me confirm if currently used capabilities are still relevant, identify functionalities that have become redundant over time, and explore potential enhancements that could be incorporated into the new system.

Categories of Questions

Confirmation of Current Capabilities

• Which functionalities do you use the most?
• Are these functionalities meeting your needs?
• Do you foresee continuing to use these features in the future?

Identification of Redundant Features

• Are there features you never use or find unnecessary?
• Are there functionalities that complicate your workflow without adding value?
• Can you identify any obsolete legacy features?

Pain Points and Process Improvements

• What are your biggest pain points today?
• Are there any bottlenecks in the existing process that can be removed?
• Are there any manual steps in the process that can be automated?

Enhancement Opportunities and Nice-to-Have Features

• Are there functionalities that can be enhanced or improved in the new system?
• What additional tools, integrations, or features would improve your workflow?
• Are there functionalities that would significantly enhance customer service or end-user experience?

Training and Change Management Considerations

• What type of training would help you transition smoothly to the new system?
• What resources or support would improve adoption and usability?

Conducting Effective Elicitation Sessions

To ensure a successful elicitation session, I follow a structured approach before, during, and after the call.

Before the Call

• Define clear objectives and invite all key stakeholders
• Prepare a focused agenda outlining discussion points and expected outcomes
• Send pre-session questionnaires to collect preliminary insights
• Set up necessary tools like capability matrices or collaboration boards
• Share relevant materials in advance to allow stakeholders time to prepare

During the Call

• Set clear expectations and create an open, collaborative environment
• Use a mix of structured questions and open-ended discussions
• Actively listen and probe deeper into critical points
• Cross-verify findings across teams to identify inconsistencies
• Check for interdependencies that might affect migration decisions
• Record key decisions, concerns, and action items in real time
• Ensure all voices are heard, especially from frequent system users

After the Call

• Consolidate findings into structured notes immediately while details are fresh
• Share a detailed summary of key takeaways and assigned action items
• Follow up on outstanding questions with targeted stakeholders
• Update relevant documentation, including the capability matrix
• Validate conclusions with key stakeholders before finalizing decisions
• Incorporate all insights into the migration plan with clear traceability

Dos and Don'ts for Elicitation in Migration Projects

Based on my experience across numerous migration projects, I've compiled these practical tips:

Dos

? Do your homework: Thoroughly research the legacy system before meeting with users. Understanding the basics shows respect for their time and allows for more meaningful conversations.

? Do use multiple elicitation techniques: Combine interviews, workshops, observations, and surveys to gather comprehensive insights. Different stakeholders respond better to different approaches.

? Do create a safe space: Users should feel comfortable sharing pain points and workarounds without fear of judgment. These insights are often the most valuable.

? Do validate across teams: Confirm findings with multiple user groups to ensure you're capturing the full picture.

? Do prioritize findings: Not all requirements are equal. Work with stakeholders to determine which capabilities are must-haves versus nice-to-haves.

Don'ts

? Don't assume functionality is unused: Just because one team doesn't use a feature doesn't mean it's unnecessary. Always cross-reference across departments.

? Don't lead with solutions: Focus on understanding current processes and pain points before jumping to how the new system will solve them.

? Don't overlook integration points: Pay special attention to how the legacy system connects with other systems and how these integrations will transfer to the new environment.

? Don't dismiss workarounds: They often highlight critical business needs not met by the current system.

? Don't focus only on current capabilities: This is your opportunity to improve processes, not just replicate them.

Using a Capability Matrix for Decision-Making

I use a capability matrix to ensure that all system functionalities are evaluated, validated, and aligned with stakeholder needs before finalizing migration decisions.

Whenever I am utilizing a Capability Matrix, I do the following:

• Send it out as a survey before initial elicitation sessions to gather preliminary data
• Incorporate it directly during elicitation calls as a working document to capture team-specific usage patterns
• Schedule dedicated validation calls with key stakeholders to finalize migration decisions

I've found that this structured approach ensures a comprehensive inventory of system capabilities, eliminates redundant features and migrates only business-critical functionalities. Most importantly, it ensures stakeholder input is formally captured and validated before finalizing migration decisions.

A Few Last Words

Elicitation for a migration project is not merely about gathering requirements—it's about ensuring a seamless transition from the legacy system to the new system. By identifying key stakeholders, understanding existing functionalities, asking the right questions, and verifying requirements across teams, a Business Systems Analyst can effectively guide the migration process.

Preparing meticulously for elicitation not only helps in decommissioning the legacy system efficiently but also ensures that the new system is equipped to meet user needs and business objectives.

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