Developing a System Proposal
This course has taken you from analyzing a business strategy to
identifying opportunities for strategic advantages and ways to increase
the organization’s competitive position; identifying process improvement
opportunities where a technology solution can increase efficiency and
effectiveness; defining stakeholder system requirements; evaluating
solutions, and steps to effectively implementing an IT solution.
This is a lot of information, and often the role of a business analyst is to
create or help create a proposal or presentation to inform key
stakeholders of the findings above and “sell” the potential solution.
Presenting the information in a clear, logical sequence to your audience is
important.
Different organizations use their own formats and components in system
proposals, but there are several common areas that a business analyst will
address:
1. Strategic Analysis—What are the key strategic goals and objectives
of the organization, and what is the current business problem or
opportunity being addressed? How might a technology solution help
the organization achieve its strategy and where can a technology
solution help?
2. Process Analysis—A process is a series of steps to perform a task.
Many organizational processes can be very complex and include
Learning Resource
Developing a System Proposal
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many sub‐processes and steps. It is important to know what work
needs to be done, how it is currently being done, where
opportunities for improvements exist, and how technology can
support the improved process.
3. Requirements—The requirements identification is critical to defining
exactly what key stakeholders need the system to do; what tasks
they expect the system to complete or support; what overall
performance is required and what processes need improvement; how
a technology solution can help achieve the organizational strategy
and improve processes; and what specific requirements the system
needs to meet based on stakeholder information. Defining these
requirements enables potential solutions to be clearly evaluated to
ascertain whether they will fulfill the organization’s needs.
4. Solution Building—A critical part of any proposals is identifying the
specific system that will effectively support and/or improve the
business process and clearly meet the stated user and system
performance requirements. This may include “build vs. buy” analysis
to determine whether the best solution should be developed
internally or purchased as a COTS or SaaS solution. An organization’s
IT Plan and architecture may help inform those decisions. Also the
degree of specialty of the software is a factor: Is this a common
business process used by multiple companies, such as Human
Resources, Logistics, Accounting and Finance, or something very
unique to the organization that may not be commercially available?
Sometimes, alternative solutions may be presented along with the
pros and cons of each option.
5. Implementation Planning—Equally important to identifying the best
fit solution is implementation planning. What has to happen (how
and when) to help ensure a successful installation of the technology
solution? What supporting activities are required to ensure users are
prepared to be successful using the new system including
communication, training, and ongoing support? The data to be
migrated to the new system must be identified and any data integrity
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or compatibility issues noted. Also it is important to ensure
appropriate maintenance and technical support are in place: Is the IT
staff trained to provide Help Desk Support? Do users have a point of
contact for issues? Should a website be established with frequently
asked questions (FAQs) to help users especially in the early days of
implementation?
Without getting into the details of writing the proposal, understand it is
important to convey the information clearly and concisely. At this point,
significant work has been done to identify the information above, and you
want to present it as effectively as possible. Here are some things to keep
in mind:
• Identify if there is a specific format or template that the organization
uses.
• Is there a preference for a written report, oral presentation,
PowerPoint slides, etc.?
• Who is your audience and what information do they already know?
• What is the key information that you need your audience to pay
attention to?
• Identify specific next steps to keep the initiative moving forward.
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