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PM and BA. How to collaborate to bring success to your customer

AUGUST 3, 2015

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• Please meet – MIC, yyyyyyyyyy

Follow-up from Mic’s presentation

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Poor or missing requirements and changing requirements still are key factors causing project failures

INTRO

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• The PM and BA have the two most critical roles to the overall success of the project—getting the scope and requirements correct (BA), and putting a viable management framework around it (PM). Although their tasks are (for the most part) done separately, together they form the foundation of the project. If either gets their part wrong (especially at the beginning of a project), achieving project success will become an uphill battle that keeps getting steeper as time goes on.

Two Roles, One Success

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• Bringing the project in on time, and making sure tasks meet the project plan schedule

• Ensuring that the project management methodology is being followed and required document deliverables are produced and milestones reached

• Ensuring that the budget is managed effectively and not exceeded

PMs tend to be very focused upon process

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• The correct stakeholders have been identified and consulted

• Requirements are well understood and documented as thoroughly and explicitly as possible

• The proposed solution fits the organization, and delivers the expected results per the requirements specification

BAs tend to be more focused on content

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In an ideal world, a project PM and BA:

Have worked together previously in a constructive manner

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Share a common understanding of project methodology and the requirements process and critical success factors

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Consider each other peers (as opposed to a hierarchical leader and subordinate role)

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Have a deep understanding and appreciation of the other’s role and tasks

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Are comfortable communicating and negotiating with each other based upon mutual respect and trust

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EDGE CASES

TECHNICAL PM AND BA

• The business analyst may have more developed interpersonal and communication skills by the nature of the job and need to support PM in communication with customer.

PLAYING BOTH PM AND BA ROLES

• Separate the activities you perform as business analyst from those you perform as project manager

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When initially working with the business line stakeholders, the project and scope are defined. At this time, discussions are often at a very high level. When analysis takes place and project detail appears, this initial scope may need to change.

• The PM will be reluctant to change the scope due to the potential impact to the budget or timeline.

• The BA recognizes that changes may be necessary in order to effectively meet the stakeholders' requirements.

OVERLAPPING AREAS. SCOPE MANAGEMENT

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OVERLAPPING AREAS. COMMUNICATION

The PM and BA will both be communicating regularly with the stakeholders.

• What communication needs to occur?

• Who will be doing it and how frequently?

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• Who will be responsible for what activities?

Responsibility Assignment Matrix (RAM) uses the RACI

OVERLAPPING AREAS. ROLES AND ACTIVITIES

Business Sponsor

PM BA

Project Charter A R C

Project Management Plan I A/R C

Communications Plan I A R

Risk Management Plan I A/R C

Requirements Documentation/Package C A R

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• Train and cross training PMs and BAs on methodology and roles. This way each understands the responsibilities of the other and agrees on how to attain outcomes together

STEPS TO A BETTER PM-BA RELATIONSHIPS. STEP #1

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• If possible, forge two-person teams of PMs and BAs who can work together more than once so they can get to know each other’s strengths and weaknesses.

STEPS TO A BETTER PM-BA RELATIONSHIPS. STEP #2

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• Cultivate PMs and BAs who exhibit the best characteristics of their respective roles and advocate for them. Reward those who work collaboratively.

STEPS TO A BETTER PM-BA RELATIONSHIPS. STEP #3

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• Chose PMs and BAs who naturally understand the value of compromise and work actively together in managing projects’ risks.

STEPS TO A BETTER PM-BA RELATIONSHIPS. STEP #4

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• Pick professionals who over-communicate to ensure that nothing important gets missed. The best PM/BA teams don’t assume that the other understands specific project situations or issues.

STEPS TO A BETTER PM-BA RELATIONSHIPS. STEP #5

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• Pay particular attention to the interdependencies between the PM and BA.

STEPS TO A BETTER PM-BA RELATIONSHIPS. STEP #6

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!!! One of the final slides (description in comments) – TBD

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Thank you.Q&A

AUGUST 3, 2015