If you’re starting out as a business analyst and wondering about the documents you’ll need to prepare. You’ve come to the right place. In this article, I’ll share my experience on the subject. Including the different types of documents, their purposes, and at what phases of a project they’re needed.
List of documents prepared by business analyst during the project initiation phase
A business analyst should ideally get involved with a project at the earliest stage possible. This, can be during the project initiation phase, where the objectives, scope, and feasibility of the project are defined. By getting involved at an early stage, the business analyst can help to ensure that the project is aligned with the business goals and objectives. And, that any potential issues or risks are identified and addressed early on.
During the initiation phase of a project, the business analyst typically prepares two key documents:
- Kick off document: This document is typically prepared by the business analyst during the initiation phase of a project. It serves as a reference guide for all stakeholders involved in the project. It, outlines also the key objectives, scope, deliverables, timelines, and roles and responsibilities of each team member. The kick off document also includes a risk management plan and a communication plan. This, to ensure that everyone is on the same page and that potential issues are identified and addressed early on.
- Kick off presentation: This is a visual presentation that accompanies the kick off document. And, is typically delivered by the business analyst during a project kick off meeting. The presentation serves as an introduction to the project. And, covers key information about the project objectives, scope, deliverables, timelines, and roles and responsibilities. The presentation is designed to engage stakeholders and generate interest in the project. As well as, to set expectations and provide a clear direction for the project team.
Who is responsible for preparing the Kick off documents, the project manager or the business analyst?
The responsibility of preparing the kick off for a project can vary depending on the organization and the project itself. In some organizations, the project manager may take the lead in preparing the kick off. While in others, it may be the responsibility of the business analyst or a team of stakeholders.
Ultimately, the most important thing is to ensure that all necessary parties are involved in the kick off process. Also, that everyone is aligned on the project goals, timeline, and expectations.
Documents produced by Business Analyst during the project start phase
Business analysts prepare a variety of documents during the start phase of a project, including:
- Business Requirements Document (BRD): This document outlines the business objectives, stakeholder needs, and functional requirements of the project.
- Functional Requirements Document (FRD): This document details the specific functions that the system or application should perform to meet the business requirements.
- Use Case Document: This document provides detailed scenarios of how the system or application will be used by different users.
- Process Flow Diagram: This document illustrates the flow of business processes and activities. As well as, how the system or application will fit into those processes.
- Data Model: This document outlines the structure and relationships of the data that will be used by the system or application.
The above documents can be written separately, or grouped in most of the time in a single document according to a common template specific to your organization.
- Test Plan: This document outlines the test cases, the test scenarios, and the expected results that will be used to validate the system or application. The test document is developed at this initial phase of the project. Because, it is part of the prerequisite documents to be provided to the IT teams who will carry out the project. This will help them better understand the expected operation of the applications to be made. The IT teams will thus be able to carry out a battery of first tests at their level. This, before officially delivering the completed parts to the business analyst.
The meeting minutes documents
According to my experience, the business analyst can also be required to write the minutes of the meetings for the framing of needs and the validation of specifications.
Meeting minutes are a written record of what took place during a meeting, including the discussions, decisions made, and action items assigned.
As a business analyst, it is important to have clear and accurate meeting minutes. This, to ensure that everyone is on the same page. And, that there is a clear understanding of the project requirements and goals. During the framing of needs and validation of specifications meetings, the business analyst may be responsible for taking notes and summarizing the key points discussed.
The meeting minutes will then be shared with the project team and stakeholders for review and approval. Once approved, the meeting minutes serve as a reference point for the team throughout the project. This,to ensure that everyone is aligned and working towards the same objectives.
Documents produced during the implementation phase
During the implementation phase, the business analyst is responsible for ensuring that the requirements are correctly implemented in the final product. This involves testing the product to ensure that it meets the requirements and functions as intended.
As the testing is performed, the business analyst will document any issues or defects that are encountered, along with the steps taken to resolve them. This information is typically recorded in a defect tracking system like Jira, and shared with the development team.
Once the testing is complete, the business analyst will produce a report that summarizes the testing results and outlines any issues that were encountered during the testing process. This report may also include recommendations for improving the product and ensuring that it meets the business requirements. The report is then shared with the development team and stakeholders for review and further action.
What documents does a business analyst prepare at the end of a project
As the project draws to a close, what documents does a business analyst prepare? and what role does it play in this phase? Well, at this phase, the business analyst also plays a crucial role in delivering several important documents that help ensure the success of the project. These documents include:
- User Manual: This document provides guidance on how to use the system or application. It may include screenshots, step-by-step instructions, and troubleshooting tips.
- Training Materials: Business analysts may also develop or contribute to the preparation of training materials for end-users. Including presentations, videos, and user guides.
Documents prepared by the project manager
The roles of a business analyst and a project manager are not the same in most organizations. Both roles are critical to the success of a project. But, they have different responsibilities and focus on different aspects of the project.
Business analyst vs project manager
A business analyst is responsible for analyzing the business needs of the organization and defining the requirements for a project. They work closely with stakeholders to identify business problems, gather requirements, and develop solutions. The business analyst is also responsible for ensuring that the project delivers value to the organization. And this, by meeting its business objectives.
On the other hand, a project managers are responsible for planning, executing, and closing a project. They are responsible for:
- Managing the project budget,
- Schedule, and resources to ensure that the project is completed on time. And this, within budget, and to the satisfaction of the stakeholders.
- Managing the project team and ensuring that everyone is working towards the same goals.
While there may be some overlap in the responsibilities of a business analyst and a project manager. They are distinct roles that require different skills and knowledge.
Documents that a project manager produce
Here are some common documents that a project manager may produce during a project:
- Project Plan: A detailed document that outlines the project schedule, milestones, and resources needed to complete the project. It also includes risk management and change management plans.
- Status Reports: Regular updates on the project progress, including any issues, risks, or changes.
- Budget and Cost Reports: This document outlines the project budget and tracks costs throughout the project.
- Risk Management Plan: A plan that identifies potential risks to the project. Outlining strategies to mitigate or respond to them.
- Change Management Plan: outlines how whe will manage projest changes. Including the process for requesting and approving changes.
- Communication Plan: A plan that outlines how we will manage communication throughout the project. This, includes stakeholders that we needs to informe and how often.
- Post-Project Evaluation: A document that evaluates the success of the project and identifies areas for improvement in future projects.
Overall, the business analyst plays a critical role in ensuring the quality and accuracy of the final product. And, this during all the phases of the project. The business analyst helps to ensure that the product meets the business requirements and functions as intended. This is done by preparing the listed documents. But also, by executing a comprehensive test plan, documenting issues, and producing a report of the testing results.
I hope I have answered the question what documents does a business analyst prepare? clearly and that now you have a clear idea of the deliverables produced by a business analyst
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