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Student Version

ICTSAD609
Plan and monitor business analysis
activities in an ICT environment
CONTENTS
Section 1: Establish business analysis approach
Section 2: Plan business analysis activities and communication
Section 3: Manage business analysis
 Student name & ID: QUANG THANH NGUYEN

Assessor: Prince Md Faisal

Date: 18/09/2022

Business this assessment is Worlducation

based on:

Business analysis initiative 1: A cloud-based solution

Business analysis initiative 2: Implementing artificial intelligence technology

Numeric and Financial data: estimated cost of $2 million

ICTSAD609 Project Portfolio Student v1 2022 |3

Section 1: Establish business analysis approach
Provide business
overview
 Worlducation
Provide an
 A social company named Worlducation makes tablets for elementary
overview of the
school kids. They not only just concentrate on the hardware; they also
business,
have a talented team producing software, materials, and exercises to
including:
better engage and instruct the students.
 name of
business

 description of
what the
business
does.

Describe business Whether implementing and managing change in for-profit companies,

analysis initiatives governmental agencies, or non-profits, Business Analysis is a systematic
method.
Describe the two
selected ICT 1. A cloud-based solution for Worducation clients
business analysis
Constructing a cloud-based system that will enable Worlducation users to access
initiatives
the program remotely on their own devices and lower operating costs.
associated with
the business. Applications, storage, on-demand services, computer networks, and other
Include: resources that may be accessed with an internet connection via another
provider's shared cloud computing framework are referred to as cloud-based
 a brief
solutions.
outline of
each Cloud computing is highly advantageous for Worlducation for the following
initiative, reasons:
including:  efficient data saving
o the type  better and more affordable maintenance
of ICT
project  concerns about catastrophe recovery are gone

o a  improved security
descripti  fewer issues with compliance
on of
the  The continuation of business is assured
initiative  less internal IT staff is required
 an  lower expenses
explanation
of how each  rapid expansion across borders
initiative  Rapid scalability with on-demand access to extra resources
supports the
organisation’ 2. Implementing artificial intelligence technology
s vision and Artificial intelligence technology that can monitor each child's development, adapt
strategy to their needs as they learn, and Digital Assistance that is available around-the-
 an clock will create the best possible learning environment.
appropriate The simulation of human intelligence functions by machines, particularly

ICTSAD609 Project Portfolio Student v1 2022 |4

 business computer systems, is known as artificial intelligence. Expert systems, natural
analysis tool language processing, speech recognition, and machine vision are some specific
to illustrate uses of AI.
and fully
Artificial intelligence is highly advantageous for Worlducation for the following
define the
reasons:
initiative (e.g.
SWOT  Reduction in Human Error
analysis)
 Takes risks instead of Humans
 two
 Available 24x7
objectives of
each  Helping in Repetitive Jobs
initiative.
 Digital Assistance

 Faster Decisions

 Daily Applications

 New Inventions:

Swot Analysis:

Strengths Weaknesses

 Integrity and quality.  Brand awareness is not developed

 strong leadership. as well it could be.

 client loyalty.  Expanded organization.

 hospitable organizational
culture.

 Level of investment-ready
financing .

Opportunities Threats

 Schools must improve  significant problems come from

their technologies.
competitors.

 Economic slump results in usually

 Possibilities to provide a
lower spending.
variety of services.
 failing to meet customer expectations .

 Opportunities for
collaboration between all
goods and services.

Legislative and To ensure everyone's safety and the success of the business or organization,
organisational standards, legislation, and organizational policies/procedures are put in place.
requirements They also give instructions on how things should be done, which will affect the
method we decide to use for business analysis. Legislation is the process or
Establish the
product of enrolling, enacting, or promulgating law by a legislature, parliament, or

ICTSAD609 Project Portfolio Student v1 2022 |5

 legislative and analogous governing body. For Worducation we may consider the following
organisational legislations:
requirements
 Corporations Act
related to each
complex issue,  Occupational Health and Safety Acts (industry specific)
including:
 Privacy Acts
 a summary
 Chain of responsibility legislation
of the
relevant  Employment practises legislation
legislation
 Copyright legislation
 a summary
 Freedom of Information legislation
of applicable
standards  Children and Young People legislation.

 a summary Standards
of the
Information about recommended practices can be found in ISO standards.
associated
They are a collection of best practices guidelines that experts from around
organisation
the world have agreed upon for a variety of professions, workplaces, and
al policies
sectors. For instance, Worlducation complies to ISO standards:
and
procedures  Standards for quality management to increase productivity and decrease
product failures.
Attach any
relevant policies  Environmental management guidelines to help with waste reduction,
to your portfolio. environmental impact reduction, and sustainability.

 Health and safety regulations to lessen workplace accidents.

 Energy conservation is made possible by energy management standards.

 Food contamination can be avoided with the use of food safety regulations.

 IT security guidelines to help protect sensitive data

Policies and procedures

When establishing the process requirements for the business analysis effort,
pertinent policies and procedures should be taken into account. Examples might
include a code of conduct for employees, vendor guidelines, social media
guidelines, document format/naming/storage guidelines, and performance
management, for instance.
Worducation Privacy Policy and Procedures
This privacy statement explains how Worlducation complies with its obligations
under the National Privacy Principles (APPs) found in the Privacy Act 1988 (Cth)
by safeguarding and managing personal information (Privacy Act).

Identify Using the Worlducation case study: a sample answer for ONE initiative may
stakeholders include:
Produce a Stakeholders may be identified using an Affinity diagram and may include:
complete list of
 End-users and teachers
everyone involved
in, affected by or  board of directors (guide decision-making and represent share-holders)
responsible for
 CEO (reports to the board, ultimately responsible for cashflow)
each initiative. In

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 your answer:  sales team (generates revenue, customer relationships)
 use an  software development team and ICT manager
appropriate
 business analyst
business
analysis Key stakeholders (identified with a power/interest grid) include:
technique
 Internal:
(e.g. affinity
diagrams) to o CEO (tactic change)
identify all
o Sales manager (responsible to sell and promote new software)
stakeholders
o ICT manager (responsible to develop new software)
 establish a
list of internal o Business analyst (responsible to analyse requirements and
and external communicate with stakeholders)
key
stakeholders,
including:
 External:
o the use
o Teachers in different countries (provide requirements)
of an
appropri The CEO and ICT manager have authority over the business analysis activities.
ate
techniqu
e (e.g.
power/in
terest
grid)
o who
they are
and how
they
relate to
the
initiative
o which
stakehol
ders
have
authorit
y over
busines
s
analysis
activitie
s

 explain how
you will
identify and
deal with
new
stakeholders

ICTSAD609 Project Portfolio Student v1 2022 |7

 throughout
the duration
of each
initiative.

Establish process Using the case study, a sample answer for ONE initiative may include:
needs
Relevant personnel:
Use standards
 Software developers to develop the cloud based and artificial intelligence
and (email to request outline of work to be completed)
policies/procedur
es to establish o developing a cloud-based solution where customers can access the
organisational software remotely on their own devices (estimated cost of $2 million)
process needs o implementing artificial intelligence technology that can follow up on
applicable to each each child’s progress and adjust to their needs as they learn, creating
business analysis the optimal path learning experience.
initiative,
including:  Finance manager (meeting request for information on financing)

 Relevant  Business analyst (requesting outline how work will be completed)

personnel Process needs for software adaptation include:
 Engagement  Request for Financing
with
 Country specific privacy laws and regulations
personnel to
obtain  Content legislation
information
 Regional language requirements
on how work
will be  Communication with key stakeholders
completed  Project management tool
(e.g. draft
email and  Requirements storage and management
minutes of The business analysis activities will be managed using AGILE project
meeting) management in accordance with Worlducation policy and software best practices.
 A description This strategy is built on a set of values and is value-centered. It is employed in
of an software development projects where iterations are often. Typically, a small,
appropriate highly collaborative team is involved. Short "sprints" of work are done, and
project planning is frequently adjusted and enhanced.
management
method or
tool to
support the
business
analysis
initiative.
Attach proof of
engagement with
staff to your
portfolio.

ICTSAD609 Project Portfolio Student v1 2022 |8

 To,

System Developer

Worducation,

Sub: outline of work to be completed

Dear Sir/Madam,

Please be informed that, as a Software developer at Worlducation the

following softwares needs to improve:

 constructing a cloud-based system that will enable users to access

the software remotely on their own devices for an estimated $2
million in costs
 using artificial intelligence technology that can monitor each child's
development and adapt to their needs as they learn, resulting in
the best possible learning environment.

Software process requirements could be for:

 Financing Request
 Laws and rules regarding privacy that vary by country
 Regulation of content
 criteria for regional languages
 Having conversations with important parties
 management tool for projects
 requirements for management and storage

Kind Regards
Plan execution of Business analysis activities for each initiative.may include:
activities
 Create a business analysis plan
Plan the
 Conduct stakeholder analysis and form a stakeholder management plan
execution of
business analysis  Engage with stakeholders
activities
 Establish software adaptation requirements, in accordance with ISO
according to
standards
organisational
requirements for  Identification of technology solution patterns
each initiative.
 Training requirements

Attach: Organisational policies and procedures ☒

Legislation ☒

ICTSAD609 Project Portfolio Student v1 2022 |9

 Standards ☒

Proof of engagement with staff ☒

ICTSAD609 Project Portfolio Student v1 2022 | 10

Section 2: Plan business analysis activities and
communication
Stakeholders all have a positive attitude towards the initiative, although
Summarise the meetings
the CEO is hesitant to create a software solution without selling the
with key stakeholders for
hardware as this may counter the “education for all” philosophy. The ICT
each initiative, including:
manager is concerned that tight time frames to meet immediate COVID
 stakeholder attitudes needs may compromise quality.
towards the initiative
Risks and mitigation when addressing the issue:
 at least two risks
 Lose customers due to implementation hiccups (ensure
associated with the
thorough requirements analysis and testing)
stakeholders
 Change of vision to exclude learners without devices (seek
 decide how to best
partnerships to supply and donate second hand devices)
mitigate the
identified risk Business analysis deliverables (shown as milestones on AGILE project
management plan) include:
 at least three
business analysis  Business analysis plan (SWOT and root cause analysis,
deliverables, scope, estimates etc)
including:
root cause analysis:This method identifies the root causes of
o the deliverable problems and outlines an appropriate preventative
response. It is based on the idea that effective management
o tasks/activities
requires more than responding to problems that develop, but
associated with
finding a way to prevent them
the deliverable
 Stakeholder management plan
o the use of a
technique/tool  System Requirements plan
to outline the  Test specifications
activities
performed by  Training material
the business Stakeholder requirements (illustrated with a use-case diagram) include:
analyst and
when (e.g.  Meeting budget, no additional finance
project  Thorough testing before release
schedule)
 Use of technology solution patterns in development to
 stakeholder reduce development times
requirements,
including:  Software release to offer partnership with unused device
donation scheme
o list of
requirements Purpose: Use case diagram illustration demonstrates a streamlined
perspective of use cases offered by Sentinel EMS Application for
o explanation of software licensing.
the tool or
Summary: Sentinel License Development Kit (Sentinel LDK), developed
technique used
by SafeNet Inc., is a Software Digital Rights Management (DRM) system
to illicit that offers robust copy protection, IP protection, and safe and flexible
requirements licensing. Three main workflows are managed by the Sentinel EMS
application: arranging licenses, producing orders, and activating trial
Attach proof of the software..
technique used during
the meeting to illicit

ICTSAD609 Project Portfolio Student v1 2022 | 11

 requirements.

Software protection and licensing UML use case diagram example for Sentinel License
Development Kit. (uml-diagrams.org)

Software to comply to legislation in multiple jurisdictions

Determine business With the exception of those that have already been budgeted for, the
analysis scope business analysis will be carried out with the use of previously available
resources. Two weeks after the meeting, the work will be finished.
Scope business analysis
Deliverables required include:
activities for each
initiative, considering: • Business analysis plan

 deliverables and • Stakeholder management plan

activities approved
• System Requirements plan (including recommend technology solution
at the stakeholder
patterns)
meeting
• Test specifications
 acceptance criteria,
level of detail, level • Training material
of formality and Legislative, user, and testing requirements all need for a great deal of
frequency detail. Even if communication is informal, it is always recorded (e.g. email
 how risks identified to summarise phone conversation).
in Section 1 can be

ICTSAD609 Project Portfolio Student v1 2022 | 12

 mitigated Placing other less essential projects on hold can help meet competing
needs, such as low budget and quality testing, while maximizing the
 how to address
usage of internal resources.
competing demands.

Develop estimates for Uisng the case study, a sample answer for ONE initiative may include:
business analysis work
A PERT value for each element and calculate the estimate as a weighted
Use an appropriate average:
technique to estimate (Optimistic + Pessimistic + (4 times Most Likely))/6.
business analysis work,
Time elements to consider:
including the use of
numeric and financial Optimistic Pessimisti Most likely PERT
information and c Value
mathematical
calculations. Business 80 hours 90 hours 82 hours 83 hours
analyst

Managemen 10 hours 15 hours 12 hours 12 hours

t

Consultancy 15 hours 20 hours 16 hours 16.5 hours

fees

Cost using PERT hour estimation:

Cost

Business analyst ($80ph) $6,640

Management ($300ph) $3600

Consultancy fees ($150ph) $2475

Total $12715

Plan internal and external Communication constraints may include time zone differences and
stakeholder conflicting policies for communication platforms used by various
communication for each stakeholders (e.g. MS Teams vs Zoom).
initiative, considering for
o CEO (tactic change)
each stakeholder:
o Sales manager (responsible to sell and promote new software)
 how to:
o ICT manager (responsible to develop new software)
o receive
information o Business analyst (responsible to analyse requirements and
communicate with stakeholders)
o distribute
information  External:
o access o Teachers in different countries (provide requirements)
information
Receive Distribute Access Update Escalate
o update
information CEO Executive ICT Cloud ICT Board
team based

ICTSAD609 Project Portfolio Student v1 2022 | 13

 o escalate meeting manager filing manager meeting
system
information

 Communication Sales Email, Online Cloud ICT ICT manager

Manager cloud-based survey, based manager
constraints (list at
filing, Email filing
least two) Website
system
post

Social media
post

ICT Cloud based Project Cloud Cloud based CEO

Manager filing managemen based filing system
system, t software filing
Project
system
Executive managemen
team t software
meeting

Email

Busines Project Cloud based Cloud Cloud based ICT Manager

s analyst managemen filing system based filing system
t software filing
Email Email
system
Face to face Face to face
Email
meetings meetings
Face to
face
meeting
s

Teacher Online Email N/A N/A Contact Sales

s Survey representativ
e

Plan business analysis Business Analysis Performance Metrics: Actual performance measures
performance are captured, analyzed, and become the basis for taking corrective or
management preventive action. Capturing actual performance metrics is a process that
occurs through the business analysis effort and is implicitly a potential
Plan business analysis
output from every business analysis task.
performance. Include:
Performance metrics:
 at least three metrics
to measure work  deliverable due dates,
performed by
 number of review cycles,
business analyst
 frequency of changes to requirements,
 reporting format.
 stakeholder feedback.

Reporting format to follow organisational policy, should be formally

recorded (e.g. using the Performance evaluation template).

Develop a requirements An MS Excel spreadsheet will be used to capture requirements due to the
management process. short notice of the project.
Develop a requirements Attributes will include: unique requirement identifier, requirement name,
management process by requirement description, version number, requirement type, change
establishing a history, requirement status, requirement priority, trace information.
requirements repository,
Traceability is required, particularly for requirements of end-users. Due to
including:

ICTSAD609 Project Portfolio Student v1 2022 | 14

  Description of the the global nature, requirements may be diverse and should be able to be
repository traced to ensure the software update matches all prioritised
requirements.
 Attributes to be
captured Due to the nature of AGILE project management and the quick
turnaround to update the software, no changes will be made in the first
 Outline of the need
iteration. Changes require the approval of the sales manager and ICT
and process for
manager.
traceability
considering
applicable factors

 Requirements
change process

Prepare for stakeholder Using the case study, they may for example choose to update the project
meeting schedule to show progress.
Prepare for the
Meeting minutes template:
stakeholder meetings
(e.g. by updating the
project schedules).
Attach proof.
Minutes of Meeting

Meeting Objective: updating the project schedules

Attendees: All staff members

Venue: Worlducation Meeting Room

Date: 10/09/2022

No. Points Discussed Actions Target Date

Suggested

1 deliverable due Research and 15/09/2022

dates review to meet
deliverable due
dates

2 number of review Research 15/09/2022

cycles and review
number of
cycles required

frequency of
3 Discuss 15/09/2022
changes to
and identify the
requirements frequency of
changes to

ICTSAD609 Project Portfolio Student v1 2022 | 15

 requirements

4 Feedback from Stakeholder 15/09/2022

stakeholder feedback sent
via email.

Signature of attendee 1: Signature of attendee 2:

Signature of attendee 3: Signature of attendee 4:

ICTSAD609 Project Portfolio Student v1 2022 | 16

 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 PERFORMANCE REVIEW
previously in this section.
If applicable, use the Team member: A.Blog Project: Software update business
Performance Evaluation analysis
Template.
Attach proof.
Date: 1/12/20

METRICS:
1: deliverable due dates

2: number of review cycles

3: frequency of changes to requirements

4: stakeholder feedback

OVERALL PERFORMANCE
Rate the employee’s general performance in relation to their
continuous improvement efforts

Metri Outstandin Goo Acceptabl Unacceptabl

c g d e
1 x
2 x
3 x
4 x

IMPROVEMENT OPPORTUNITIES
Attach: Proof of requirements tool/technique used in stakeholder ☒
meeting

Preparation for stakeholder meeting (e.g. project schedule) ☒

ICTSAD609 Project Portfolio Student v1 2022 | 17

 Business analyst performance evaluation ☒

ICTSAD609 Project Portfolio Student v1 2022 | 18

Section 3: Manage business analysis
Summarise the outcomes of Using the case study, a sample answer for ONE initiative may
the stakeholder meetings include:
Summarise the meetings with The business analyst's attention to detail was complimented by
stakeholders, including: stakeholders who were satisfied with the business analysis
deliverables so far. They would, however, value more open
 any changed positions or
communication. Stakeholders have agreed that the scope can be
requirements the
expanded to include obtaining funding for the program because they
stakeholders may have
want more depth and consideration given to meeting schooling
 identify any new standards from several countries. The request will be escalated to the
stakeholders CEO for board approval in order to manage this change.
Explain how the changed New stakeholder: Financers (Funding the project)
positions/requirements will be
managed.

Summarise business analyst Using the case study, a sample answer may include:
meeting
The business analyst approved with their performance assessment
Summarise what was and was ready to take communication training. They expressed
discussed at the business gratitude for the compliments on their attention to detail and indicated
analyst performance that they had put in extra effort to achieve high-quality deliverables.
management meeting. In you
answer include:

 A summary of the
discussion

 Corrective actions
required

Confirm recommendations The student should confirm performance management

recommendations via an approved communication channel. For
Confirm the
example, editing the project schedule.
recommendations made
during the performance Using the case study, a sample answer may include:
management evaluation using
An email to CEO about the updated project schedule
an appropriate
communication channel (e.g.
updated project schedule, To,
email).
The CEO
Attach proof.
Worlducation

Sub: updated project schedule.

Dear Sir/Madam,

At the moment we are working on our new Worlducation’s

ICTSAD609 Project Portfolio Student v1 2022 | 19

 technological solutions:

● cloud-based solution for customers’ remote access

● Implementing artificial intelligence technology

These actions required software adaptation for local markets of 56

countries, including financial approval, software translations and
following local laws and regulations, and communication with
stakeholders.

● Financial team prepared the document and accounts to pay our

supplier and software developer, they will be preceded during the end
of the week September 9.

● During next four weeks, until September 30th, we are planning to

get ready with software translation.

● Our legal team asked for at least for 5 weeks for the negotiation
with local educational structures. It will be done by October 7th.

● We also plan to add three extra weeks for all processes to fix bugs
and mistakes with the team.

● The presentation for our stakeholders is preplanned on Friday,

October 28. We plan to present the final product which will be ready
to be purchased by customers.

Regards,
Business analyst

Problem solving The student must explain how they used existing experience to solve
problems during the problem analysis initiative.
Explain how you managed
problem solving for business For example, they may mention that previous experience with
analysis activities drawing on communication across different time zones helped them choose
your existing experience. alternative forms of communication (e.g., email as opposed to
conference call).

Performance Review
Team member: Business Analyst Project:
Worducation Date: 05/09/2022

ICTSAD609 Project Portfolio Student v1 2022 | 20

 Metrics:
1: ______Problem Solving_____________________________

Overall performance
Rate the employee’s general performance in relation to their
continuous improvement efforts

Metric Outstanding Good Acceptable Unacceptable

1 X

IMPROVEMENT OPPOrtunities
Strengths: Well,
defined

Improvements
required: Internet
speed

Training needs:
Email writing skill

Attach: Proof of confirmation of performance evaluation ☒

recommendation

ICTSAD609 Project Portfolio Student v1 2022 | 21