Document analysis is a facilitation technique for elicitation that involves reviewing existing documentation to gather information relevant to the business analysis effort. This includes examining policies, procedures, manuals, system documentation, organizational charts, and any other materials th…Document analysis is a facilitation technique for elicitation that involves reviewing existing documentation to gather information relevant to the business analysis effort. This includes examining policies, procedures, manuals, system documentation, organizational charts, and any other materials that provide insight into the current state of the business processes, systems, and organizational structures.
Through document analysis, business analysts can uncover historical data, understand existing workflows, identify previously documented requirements, and recognize any gaps or inconsistencies in the available information. This technique is particularly useful for understanding regulatory requirements, compliance standards, and legal constraints that impact the project.
Conducting document analysis helps in building a foundational knowledge base, reducing the need to 'reinvent the wheel', and ensuring that any new requirements are aligned with existing documentation. It can also reveal assumptions made in past projects, lessons learned, and best practices that can be applied to the current initiative.
The process involves systematically collecting relevant documents, organizing them for review, and extracting pertinent information. The analyst may create summaries, highlight key points, or develop models based on the findings. It's important to verify the currency and accuracy of the documents, as outdated information can lead to incorrect conclusions.
Document analysis is often used in conjunction with other elicitation techniques. For example, the findings from document analysis can inform the questions asked during interviews or workshops. It provides a factual basis that can be validated or expanded upon through interactions with stakeholders.
Overall, document analysis is a cost-effective way to gather detailed information, especially when access to stakeholders is limited. It ensures that the business analysis is grounded in existing knowledge and contributes to a comprehensive understanding of the organizational context and requirements.
Comprehensive Guide to Document Analysis for PMI-PBA
Introduction to Document Analysis Document Analysis is a facilitation technique used to review and evaluate existing documentation to gather relevant information for business analysis. It involves examining documents such as business plans, process flows, reports, and system documentation to identify requirements, gaps, and opportunities.
Why Document Analysis is Important Document Analysis is crucial because it helps in understanding the current state of processes, identifying areas for improvement, ensuring requirements are aligned with business objectives, and reducing the need for extensive stakeholder interviews. It provides a foundational knowledge base that supports informed decision-making.
How Document Analysis Works 1. Collection of Documents: Gather all relevant documents related to the project. 2. Review and Evaluation: Systematically examine each document to extract pertinent information. 3. Identification of Gaps and Inconsistencies: Look for missing information, contradictions, or outdated data. 4. Documentation of Findings: Record the insights and requirements discovered through the analysis. 5. Collaboration with Stakeholders: Validate findings with stakeholders to ensure accuracy.
Answering Exam Questions on Document Analysis When faced with exam questions on Document Analysis: 1. Understand the Question: Read the question carefully to determine what is being asked. 2. Define Document Analysis: Clearly articulate what Document Analysis entails. 3. Explain Its Importance: Highlight the reasons why Document Analysis is a vital facilitation technique. 4. Describe the Process: Outline the steps involved in conducting Document Analysis. 5. Provide Examples: Where possible, give examples to illustrate your points.
Exam Tips: Answering Questions on Document Analysis • Use Clear Definitions: Start your answers with a concise definition of Document Analysis. • Be Structured: Organize your answer logically, covering all aspects asked. • Incorporate Examples: Demonstrate your understanding by providing relevant examples. • Be Concise and Relevant: Stick to the point and avoid unnecessary information. • Review Your Answers: Ensure that you have addressed all parts of the question.