Individual elicitation techniques are used when engaging with single stakeholders or sources, with the focus on extracting needed information from that source.
Interviews
Individual interviews, being one-on-one interactions, offer a space for the stakeholders to openly express their concerns, ideas, and expectations. This method is particularly effective when dealing with stakeholders who have a significant role in the project or who possess invaluable expertise or deep understanding of user requirements. In an interview, as the analyst, you can ask questions that are open-ended, closed, probing, or hypothetical, depending on the kind of information you’re seeking.
Reading Project Documentation
This method primarily involves analyzing existing documentation related to the project, such as previous project reports, organizational process assets, or any other relevant materials. The goal here is to gain an understanding of the business needs, challenges, or successes of previous similar projects to inform the requirements of the current project.
Observations
As an analyst, another individual elicitation technique would be direct or participant observations. This means actually observing the users as they interact with current systems or processes, which can provide invaluable insights about the practical aspects and challenges of the daily business operations.
Group Elicitation Techniques
Group elicitation techniques, on the other hand, are used when multiple stakeholders or sources are involved.
Workshops
Project requirement workshops are aimed at gathering a group of stakeholders together to identify and agree on project requirements. These workshops employ multiple techniques such as brainstorming, consensus-building, or problem-solving exercises to help in the elicitation process.
Focus Groups
Focus groups are carefully planned discussions designed to obtain perceptions, feelings and ideas about a particular topic. In a focus group, the interaction among the participants serves to clarify, extend and qualify the diverse points of view, providing deeper insights into the requirements.
Surveys/Questionnaires
Surveys or questionnaires can be used when you need to gather information from a large group of stakeholders. Questions can be open-ended or closed, depending on the information required.
Comparison of Elicitation Techniques
| Technique | Pros | Cons |
|---|---|---|
| Interviews | Flexible and allows for in-depth responses. | Time-consuming. |
| Reading Documentation | Does not require scheduling or talking to people directly. | Outdated or irrelevant information can waste time. |
| Observations | Can yield insights into the actual usage and challenges faced in real-world settings. | Possible change in behaviour being observed due to observer’s presence. |
| Workshops | Can resolve conflicts and reach consensus. | May be difficult to schedule and get all stakeholders together. |
| Focus Groups | Can gain a variety of viewpoints on a topic. | Group dynamics may influence individual responses. |
| Surveys | Can collect data from a large group. | May get a low response rate or incomplete answers. |
In conclusion, the choice of elicitation techniques depends largely on the type of project, the available resources, and the nature of the information required. An adept business analyst will often use a combination of these techniques to ensure a comprehensive understanding of the project requirements, supporting the origin and rationale for these requirements. In turn, this practice leads to more effective project management and successful outcomes, a valuable topic to master for the PMI Professional in Business Analysis (PMI-PBA) examination.
Practice Test
True or False: Elicitation is the process of gathering requirements in a business analysis process.
- True
- False
Answer: True
Explanation: Elicitation is the process of drawing or extracting out information or responses. In the context of business analysis, it refers to the process of gathering requirements from stakeholders.
In a focus group session for requirements elicitation, who should ideally be leading/facilitating the discussion?
- A) The project manager
- B) A subject matter expert
- C) A neutral facilitator
- D) A business analyst
Answer: C) A neutral facilitator
Explanation: A neutral facilitator, who does not have a direct stake in the project, is most suitable to handle a focus group. This prevents any potential bias in the discussion process and promotes more honest and open communication among the participants.
True or False: The requirements should always have an origin and rationale behind them.
- True
- False
Answer: True
Explanation: Every requirement should have an origin and rationale behind them to ensure that they are grounded in reality and serve a purpose.
Which of the following are common individual elicitation techniques used in business analysis? (Select all that apply)
- A) Interviews
- B) Document Analysis
- C) Brainstorming
- D) Independent Research
Answer: A) Interviews, B) Document Analysis, D) Independent Research
Explanation: Interviews, Document Analysis and Independent Research are typically individual elicitation techniques, while Brainstorming is more often used in group settings.
What is the main objective of using elicitation techniques in business analysis?
- A) To complete the project on time
- B) To identify and capture detailed requirements
- C) To control the project cost
- D) To make sure all stakeholders are satisfied
Answer: B) To identify and capture detailed requirements
Explanation: The primary objective of using elicitation techniques in business analysis is to gather, record, analyze, and prioritize detailed requirements from multiple stakeholders.
True or False: Brainstorming is an individual elicitation technique.
- True
- False
Answer: False
Explanation: Brainstorming is a group elicitation technique that is used for creative problem-solving and idea generation.
Which elicitation technique would be best for gathering information on undocumented business processes?
- A) Interviews
- B) Document Analysis
- C) Observations
- D) Surveys
Answer: C) Observations
Explanation: Observational techniques are best suited to gaining insight into undocumented business processes.
True or False: The role of a business analyst includes both identifying and documenting detailed project requirements.
- True
- False
Answer: True
Explanation: A key role of a business analyst in a project is to elicit, identify, capture, and document project requirements.
Which stakeholder(s) is(are) usually involved in the requirement elicitation process?
- A) Project Manager
- B) Business Analyst
- C) Subject Matter Experts
- D) All of the above
Answer: D) All of the above
Explanation: All named stakeholders can add valuable insights and should be included in the requirement elicitation process.
True or False: Requirements elicitation is a one-time process carried out at the start of the project.
- True
- False
Answer: False
Explanation: Requirements elicitation is iterative and may occur at various stages throughout the project as requirements might change or new ones might be discovered.
Interview Questions
What is requirement elicitation in business analysis?
Requirement elicitation in business analysis is the process of gathering information from stakeholders and other sources to understand their needs and expectations to meet project objectives.
What are some techniques used to elicit requirements?
Some techniques used to elicit requirements are Interviews, Surveys/Questionnaires, Document analysis, Workshops, Brainstorming, Prototyping, and Observation.
Why is it important to use a variety of requirements elicitation techniques?
It is important to use a variety of requirements elicitation techniques because different techniques will produce different types of information and might be more effective under different circumstances.
How does brainstorming help to elicit requirements?
Brainstorming encourages open and unrestrained discussion about a certain topic, allowing different ideas and requirements to surface from potential users, stakeholders, and team members.
How does document analysis contribute towards requirement elicitation?
Document analysis allows the business analyst to review the existing documentation related to the system, project or process, enabling a thorough understanding of the operations which helps in identifying requirements.
How does the origin and rationale of a requirement support its identification?
The origin helps in identifying the source or person behind the requirement, providing a point of contact for follow-up questions, and the rationale explains why the requirement is necessary, helping to set priorities and evaluate the value of the proposed solutions.
What is group elicitation technique in business analysis?
Group elicitation techniques involve gathering key stakeholders together to discuss and define project requirements. These techniques include brainstorming sessions, focus groups, and facilitated workshops.
How does individual elicitation differ from group elicitation?
Individual elicitation gathers requirements from single stakeholders and is optimal when focused, detailed input is required, while group elicitation gathers collective input and is useful for brainstorming and consensus-building.
Why is requirement traceability crucial in requirement elicitation?
Requirement traceability allows an analyst to track requirements from their source through their fulfillment, helps in managing changes to requirements and ensures all requirements are met in the final product.
What role does prototyping play in requirements elicitation?
Prototyping allows stakeholders to interact with a preliminary version of a product or system, providing an opportunity to identify missing requirements and confirm existing ones.
What is a downside of using surveys as an elicitation technique?
A downside of surveys is that they often have a low response rate, and their effectiveness depends heavily on the quality of the questions asked. Also, they do not allow for clarification of responses or an in-depth exploration of the participants’ thoughts.
How does observation or job shadowing help in requirements elicitation?
Observation or job shadowing allows the analyst to witness firsthand the tasks and processes performed, giving them a realistic understanding of user requirements and any problems that might occur.
What is a requirement elicitation workshop, and when is it effective?
A requirements elicitation workshop is a structured event where stakeholders collaborate to define and agree on requirements. It is effective when there is a large number of stakeholders, or when the requirements are complex and need a collective understanding.
What is the use of prototyping in identifying requirements?
Prototyping can help to identify requirements by creating a working model of the expected product so that stakeholders can interact with it, and provide feedback on what additions or changes are needed.
What are the challenges of elicitation in remote or distributed teams?
Defining requirements in remote or distributed teams can become challenging due to cultural or language barriers, different time zones, and the absence of face-to-face conversations may lead to misunderstandings and miscommunication.
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