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Why Does a Project Need a ProjectManager and a Business Analyst?

Similarities, Differences, and How They Work Together

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Presentation Agenda

Why Does a Project Need a PM and a BA? Role of the Project Manager

Role of the Business Analyst

Skills Comparison Similarities

Differences

Working Together

When One Person is Both

How to Achieve Specialized PM and BA Roles

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Why Does a Project Need a PM

and a BA?

The role of the Project Manager (PM) andBusiness Analyst (BA) is critical to a project.Each role provides specialized capabilities

that can make the difference between aproject that succeeds and one that struggles.

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Why Does a Project Need a PM

and a BA?

The PM and BA each play distinct, criticalroles on a project

Both have a common ultimate goal, but

focus on different aspects to achieve it It is difficult to wear both hats effectively on

the same project

The roles often intersect but also diverge

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Role of the Project Manager

Usually the 1st person assigned to the project

Responsible for planning the project and ensuring theteam follows the plan

Manages changes, handles problems, keeps theproject moving

Manages people, money, risk

Chief communicator of good or bad news to theBusiness Sponsors and IT Management

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Role of the Business Analyst

Usually assigned to the project after it has started

Responsible for bridging the gap between theBusiness and IT

Learn the business inside and out

Essentially the architect of effective business systems Job title, definition and responsibilities viewedinconsistently across the industry

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Skills Comparison - Similarities

Project Manager

Strong communicationskills

Understanding of theSDLC

Negotiation/consensus building

Strong interpersonal and

client management skills

Business Analyst

Strong communicationskills

Understanding of theSDLC

Negotiation/consensus building

Strong interpersonal and

client management skills

P M B A

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Skills Comparison - Differences

Project Manager

Must see the bigpicture for the project

Directs project team

Helps people (projectteam) get things done

Ensures the product isdelivered on time,

within budget

Business Analyst

Detail-oriented

Listens to people (SMEs)

Helps SMEs describe howand why they perform tasks

Ensures the product is builtright according to the

requirements

P M

B A

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Skills Comparison - Differences

Project Manager

Removes issuebarriers

Manages projectchange control

Manages the WorkBreakdown Structure(WBS)

Management skills

Business Analyst

Identifies businessissues

Manages requirementschange requests

Performs requirementsrelated tasks in theWBS

Investigative skills

P M

B A

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How do a PM and a BA Work

Together?

Fundamentally, the PM manages projectresources(people, money) and the BAmanages the business stakeholders

The BA reports to the PM on a project These two roles have significant overlap of

responsibilities in certain areas

Excellent PMs and BAs will work hand-in-handto make the most of each others strengths

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How do a PM and a BA Work

Together?

Areas of overlapping responsibilities Project scope definition

Project statement of purpose

Project objectives

Project business risks

Client relationship

Communication with SMEs and technical team

Review of requirements, designs and plans

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How do a PM and a BA Work

Together?

Areas of clear delineation of responsibilities Business Analyst

Gathering, documenting and reviewing businessrequirements from SMEs

Translating business requirements into functional system

specifications to be developed by the technical team Testing the solution, training SMEs on the new system anddocumenting new procedures

Project Manager Plan and organize projects determining scope,

deliverables, milestones, schedule, resources Manage project scope, risk, issue, communication, quality

and cost Interact, collaborate, and negotiate with all project

stakeholders and business partners/clients

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InitiationRequirements

Design &

ImplementationPlanning

Construction QA Implementation Closure

The Execution of a Project

BA

PM

SDLC

How do a PM and a BA Work

Together?

Scope Budget Team

PIR Planning Execution & Control

DocumentRequirements

SystemCheckout

Scope Design Testing &

TrainingStrategies

Test CaseCreation

Test UAT Train

PIR

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Examples of Cooperation

(Dynamic Duos)

Strong PM, Weak BA Result = Requirements are rushed, some

may be missed, rework needed late in theprocess, schedule and budget suffers

Weak PM, Strong BA

Result = Too much time developingrequirements, project falls behindschedule, scope creep often occurs

Weak PM, Weak BA Result = Project failure!

Strong PM, Strong BA Result = Success, great balance between

thorough requirements-gathering and movingforward

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What if One Person has to do

Both Jobs?

Common on small projects

Common when the organization is short-staffed

Common where there is a lack of understanding of theBA role

Common where the expectation is that businessanalysis is just another task a PM performs

Why this happens

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What if One Person has to do

Both Jobs?

Difficult to manage both roles concurrently Skills/traits needed to execute PM and BA tasks are

different

Requirements may be missed Schedule may be affected

Further complicated when layered with other unrelatedproject responsibilities

Negative domino effect on project budget and quality ofproduct

Impact

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What if One Person has to do

Both Jobs?

Heighten awareness regarding conflicting roles

Make Management and Team aware of conflictingresponsibilities and challenges associated with them

Seek help in managing the schedule

Seek help to gather and document the requirements

Try to minimize involvement on other concurrentprojects

Helpful Tips

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How to Achieve Specialized PM

and BA Roles

Promote career progression and skill development Project management and business analysis training

Soft skills education

BA certification program (IIBA)

PM certification program (PMI) Conference attendance

Project Summit / Business Analyst World collaborative USconference for PMs and BAs gaining traction in recent years

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How to Achieve Specialized PM

and BA Roles

Promote career progression and skill development If you are a manager, help your company recognize

the importance of these roles Give these roles the appropriate job titles and descriptions

Provide distinct career paths

Distinguish levels and evaluation criteria to reach the next level Ensure that the individual has the right skill set for the level ofresponsibility

Provide training and cross-training

Train management on the importance of distinct roles andresponsibilities

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IIBA Gaining Recognition in the

Business Analysis Arena

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The BABOK

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Summary

All projects need business analysis andproject management

PM and BA roles intersect and supporteach other

Skills are similar and different

Cooperation results in project success

Some people wear two hats

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Questions and Answers