Trobz - UIT - System Analysis Process [Knowledge Sharing] - 2018-05-11

System Analysis Process
This presentation is presented to UIT <uit.edu.vn> students by Trobz <trobz.com> team on May 11th, 2018.
Google Drive link:
https://docs.google.com/presentation/d/1C2idd-JJ9wSJ4K9x5_kl97stq-7ucZYr7ykWv-XUpj8/edit#slide=id.p

Trobz - UIT
Knowledge Sharing Session
Knowledge Sharer: tung@trobz.com Date: 2018-05-11

© Trobz 2018 - All rights reserved
About the knowledge sharer
3
Tùng (Trần Thanh) <tung@trobz.com>
● Project Manager / Odoo Consultant;
● Joined Trobz since late 2012;
● Started as a developer;
● Former student of IS02 of UIT (class 2007 - 2011).
If you find this presentation interesting, find more details about me at the end of it ;)
IS = Information System (department)

For more information, please see Trobz profile <https://www.slideshare.net/TrobzOfficial/trobz-en> or our official website <https://trobz.com>.
What is a large-scale implementation?
● Large number of users
● Large number of transactions
● Complex specific business workflows
● Integration with third-party applications
A synthetic answer
● More than 300 days of workload of implementation
● Contexts where a company would have chosen SAP (or another proprietary solution) 5 years ago
(1): This means that there will be a lot of opportunities as well as challenges for all of you who are interested in
● Taking part as the Business Analysts in the rich-feature, challenging projects;
● Progressing yourselves on the path to be the Project Managers in a challenging environment, however, with supportive colleagues;
● Progressing yourselves on the path to be the Technical Experts with capacity to handle big volume of data, high number of transactions and
challenging features.
(2): Though Trobz shifts the priority to large-scale implementations, the company still takes the small projects if they provide the good context for
potential employees to move up to new positions.
About Trobz
4
● Leading Odoo integrator in Vietnam since 2009;
● Operates on both the local market and abroad (~ 50/50);
● With more than 50 employees (and still growing rapidly), Trobz’s primary targets are now
the large-scale implementations(1)
;
● Projects of various sizes: implementations from 15 days to 1500 days(2)
;
● Trobz regularly adapts the latest technologies to serve the customers’ needs
○ Mobile-ready ERP;
○ Fully integrated website (including ecommerce features);
○ Ready BI (Business Intelligence) Integration;
○ Integration with other platforms (Magento, Prestashop; SAP…)
○ …
● More than 200 Odoo instances managed and Trobz continuously pushes itself to higher
automation level.

Warning (1)
5
The knowledge sharer is quite “forgetful”,
if you want more knowledge, remember to ASK.
ASK = Always Seek Knowledge

Warning (2)
6
Gifts are available,
get ready to give your answers.

Project Lifecycle
7
First Meeting
Validation of the interest
and high level scope
Acceptance
& Production Launch
Pre-Analysis
&
Demo
Analysis Implementation
Validation of the analysis
Project Support
1 day > 3 months 1 week > 3 months
2 weeks > 3-6 months
D
evelopm
ent
(team
w
ork)
Implementation
x N Iterations
C
ustom
er
(test)
Internal
(team
w
ork)
Planning
(define
content)
forever....

Project Risks
8

Analysis - Challenges (1)
9
Communication (1)
● The facts that many people involved in with
different background leads to
misunderstanding / wrong expectations
○ Business Analyst
■ What does the customer want?
■ Why does the customer make it so complicated?
■ This feature is fancy, why does the customer not want it?
○ Customer
■ Why did they do that?
■ Why is it taking so much time to do?
■ Why is it complicated?
■ This was obvious, how could you not know?
Us Customer
Years studying in IT 4+ 0
Years working in IT + 0
Years studying in client’s
industry
0 +
Years working in client’s
industry
0 +

10
Communication (2)
● International environment
○ German customer speaks English to a French project manager who will
explain in English to a Vietnamese developer.
● Communication “Language”
○ Do we understand “customer language” ?
○ Should we use the “customer language” in the analysis ?
○ Or should we use the “technical language” to best describe a software ?
○ Risk: analysis document is written in a way that neither the customer nor the
technical team understand (however, both need to understand)
● "A tale never loses in the telling” (Tam sao thất bản)

11
● Conflicting Requirements
● Customers don’t know what they want
● Unavailability of Stakeholders
● Changing Priorities (the customers keep changing
their mind)
● Unsupportive Stakeholders
● Customers do not read/understand/validate the
analysis carefully
● ...

Analysis Objectives
13
● Complete understanding of the business needs and targets;
● Propose a solution which solves the needs and helps the business reach the targets;
● The solution must be validated by the customer;
● A workload must be evaluated for the solution;
● A planning must be made to implement the solution;
● The solution is implement-able;
● The solution is accepted and used by the end-users.

●
●
●
●
●
●
●
●
●
●
●
●
●
System Analysis Process
15
Pre-Analysis
&
Demo
Analysis Implementation Project SupportImplementation
x N Iterations
● Get Oriented
● Discover Business
Objectives
● Define Scope
● Formulate the BA Plan ● Elicit Requirements
● Requirements Validation
● Analyze Requirements &
Propose Solutions
● Solution Validation Support the Development
● Help the business implement
the solution
● Value Assessment
● Provide analysis for change
requests
● Workload Estimation
● Define Deliverables and their
Planning

Preparation [Analysis Step]
16
● Get Oriented
● Discover Business Objectives
○ Specific
○ Measurable
○ Achievable
○ Relevant
○ Time-Bound
● Define Scope
● Formulate a BA Plan

Example of a Project Scope
17
Example of a Project Scope
written by the customer.

Example of a BA Plan
18
Examples
of a BA
Plan and
a
Workshop
Plan.

Business Analysis Process (2)
19
Pre-Analysis
&
Demo
x N Iterations
● Get Oriented
Objectives
● Define Scope
Propose Solutions
● Solution Validation
Planning
Support the Development
the solution
requests

Analyzing Requirements [Analysis Step]
20
● Elicit Requirements
● Analyze Requirements & Propose Solutions

Example of a BRD
21
Examples of
some pages
in a BRD
(Business
Requirements
Document)

Example of a Functional Specification
22
Examples of some
pages in a
Functional
Specification

Example of a Gap Analysis
23
● Gap Analysis
○ Gap analysis can be defined simply as the
difference between what is needed and what
is available.
○ Gap analysis is the process where two systems
are compared with each other, and is undertaken
as a means of bridging the space between them.
This process provides a foundation for measuring
investment of time, money and the resources
required to achieve a particular outcome.

24
Pre-Analysis
&
Demo
x N Iterations
● Get Oriented
Objectives
● Define Scope
Propose Solutions
Planning
the solution
requests

Deliverables & Planning [Analysis Step]
25
● Define Deliverables & their Planning

Example of a WBS
26
Example of
a Work
Breakdown
Structure
(WBS)

Example of a project timeline (1)
27
Example of a feature list with target delivery date

Example of a project timeline (2)
28
Example of a
gantt chart of
timeline by
milestone

Example of a roll-out planning
29
Example of a roll-out
planning (prepared by the
customer project
manager)

30
Pre-Analysis
&
Demo
x N Iterations
● Get Oriented
Objectives
● Define Scope
Propose Solutions
Planning
the solution
requests

Development Support [Analysis Step]
31
Why do we need to support the development?
● Your requirements may not be as clear as you think;
● Your requirements may not be as perfect as you think;
● Your job is to make sure the final product matched the predefined goals;
● There might be change requests.

32
Pre-Analysis
&
Demo
x N Iterations
● Get Oriented
Objectives
● Define Scope
Propose Solutions
Planning
the solution
requests

Customer Support [Analysis Step]
33
● Help the business implement the solution
● Provide analysis for change requests

Analysis - Common Mistakes
34
● Forget a scenario / point of feature
● Specified solution not answering the need misunderstanding between customer / BA
● Not quotable (structure of the specifications)
● Not doable (technical impossibilities)
● Missing case of error and exception
● Customers do express their issue in their own way, the BA must translate it in a way that
can be understood by dev, but there is no dictionary

Don’t be afraid of a foreign language
35

Perspective
36

Design vs User Experience
37

Exercise? Just kidding ;)
39
Let’s stay connected !

Q&A
40
Q&A
Let's stay connected
● Trobz
○ Website: trobz.com
○ Forum: help.trobz.com
○ Facebook: trobz.official
○ LinkedIn: trobz
○ Twitter: trobz_official
○ Slideshare: TrobzOfficial
● Trần Thanh Tùng
○ Email Addr.: tung@trobz.com
○ Skype ID: tungt3
○ LinkedIn: tungtranthanh
○ Slideshare: tttungtt

Feel interested? Want some challenges?
41
Send your resumes to tung@trobz.com.
Technical Consultant
Technical Consultant Trainee
Functional Consultant
Functional Consultant Trainee
Communication Officer
47/2/57 Bui Dinh Tuy Street
Ward 24, Binh Thanh District
Ho Chi Minh City, Vietnam
Office: +84 (0) 28 62 737 605
Open Source Solutions for the Enterprise

Feedback
42
Link: https://bit.ly/2rxMZlW
Account: uit-student
Password: ******
Deadline: May 14th, 2018
Original link:
https://help.trobz.com/survey/start/trobz-uit-system-analysis-process-knowledge-sharing-2018-0
5-11-14

Trobz - UIT - System Analysis Process [Knowledge Sharing] - 2018-05-11

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