Project Management: Business Analysis of Baobab IT Services

This case study discusses the project management of Baobab IT Services and the adoption of a new service management tool. It covers stakeholder management plan, communication plan, and project schedule.

Project Management: Business Analysis
A case study of BAOBAB IT SERVICES
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Executive Summary
Present study deals with project management of Baobab IT services. The process of adopting
new service management tool has been discussed in the study. In this aspect, stakeholder
management plan is discussed. It would be helpful to understand the roles and responsibilities of
stakeholders involved in the project. On the other hand, stakeholder communication plan is
presented in the study. It assists to understand the medium of communication among the
stakeholders. In addition, discussion of the activities would be helpful to develop an effective
project schedule.

Table of Contents
Introduction..........................................................................................................................4
Business analysis planning and monitoring input/ output...................................................4
Input.....................................................................................................................................4
Needs...................................................................................................................................4
Performance Objectives (external)......................................................................................4
Work plan management.......................................................................................................5
Business Analysis approach to be used for project elements..............................................6
Tasks....................................................................................................................................6
3.1 Plan business analysis approach....................................................................................6
3.2 Plan Stakeholder Engagement.......................................................................................7
3.3 Plan Business Analysis Governance..............................................................................8
3.4 Plan Business Information Management.......................................................................9
3.5 Business Analysis Performance Improvements.............................................................9
Conclusion.........................................................................................................................11
Bibliography......................................................................................................................12

Introduction
In the project, Baobab IT service organisation deals with adoption of new service
management tool. It has been focused to enhance service quality, customer satisfaction, and
flexibility as well as increase agility for new IT services. In the project, the business analytics
activities will be conveyed the series of documentation as well as through providing the
requirements, which have been observed by the stakeholders to the specific and chosen vendor
list. The techniques utilised for completing the business recommendations as well as the
demands will differ based on the deliverables, which is required during the phases of project. In
this aspect, stakeholder fathering will be treated based on the time restraints as well as
effectiveness of techniques for collecting the required information.
Business analysis planning and monitoring input/ output
Input
The functional requirements need to meet the capabilities that a solution need in terms of
behaviour as well as information that the solution will manage. On the other hand, the non-
functional requirements or quality of service requirements do not associate directly to behaviour
of functionality of the solution.
Needs
The completed project would have scope to fulfil service quality, customer satisfaction as well as
flexibility in the IT services. It will be helpful to gain competitive benefits in the market.

Performance Objectives (external)
Completion of the project would be helpful to gain effective IT services. In addition, it would be
helpful to obtain competitive advantages in the business process. In the project, Bob Pichette,
sponsor of the project will communicate with other stakeholders through arranging scheduled
meetings. Brian Kerr, IT manager is also following the same process. On the other hand, end
users will use Public Website, Documents that may be distributed, and links. The project team
will focus on workshop meetings as well as emails to communicate with different stakeholders.
Work plan management
Task Name Duration Start Finish
BAOBAB IT SERVICES
PROJECT 39 days Sun
5/20/19
Thu
7/12/19
Initiation of the Business
Case 9 days Mon
5/21/19
Thu
5/31/19
Appointment with
Project Manager 3 days Mon
5/21/19
Wed
5/23/19
Developing project plan 6 days Thu 5/24/19 Thu 5/31/19
Milestone 1: Completing
Business Case 0 days Thu 5/31/19 Thu 5/31/19
Planning 39 days Sun
5/20/19
Thu
7/12/19
Primary Planning 10 days Fri 6/1/19 Thu
6/14/19
Detailed Planning of
schedule 5 days Fri 6/1/19 Thu 6/7/19
Resource Planning 5 days Fri 6/8/19 Thu 6/14/19
Milestone 2: Finishing
the Primary Planning 0 days Thu 6/14/19 Thu 6/14/19
Carrying Out proper
planning for
Supplementary
39 days Sun
5/20/19
Thu
7/12/19
Quality Management
Planning 7 days Fri 6/15/19 Mon
6/25/19
Communication
Management plan 6 days Tue 6/26/19 Tue 7/3/19
Change Management 7 days Wed 7/4/19 Thu 7/12/19

plan
Milestone 3:
Completing the project 0 days Sun 5/20/19 Sun 5/20/19
Business Analysis approach to be used for project elements
In the current project, the elements can be divided into two categories such as functional
as well as non-functional requirements. The elements are required to handle properly so that the
requirements of the stakeholders can be met (Tonchia, 2019). However, it explains the conditions
under which a particular solution need to remain effective that a solution need to have. On the
other hand, it is required to refine the collected data in the prior sessions with the assistance of
team. They will analyse the best possible approach for package, structure as well as organize the
data in order to gain a sign of needs.
Tasks
3.1 Plan business analysis approach
In the project, Bob Pichette, Brian Kerr, End users and Project team are involved. The
role of Bob Pichette is sponsor of the project. The project sponsor will provide leadership in the
project in the form of culture as well as values. He owns the business case. In addition, he keeps
the project aligned with strategy of the organisation as well as portfolio direction. He has ability
to govern the risks involved with the project. In addition, he works with other sponsors and
emphasizes on the process of realizing the advantages. Bob Pichette recommends several scopes
for optimising the cost/ benefits. The continuity of sponsorship is also ensured by the project
sponsor. Assurance with feedback as well as lessons are learned for the project.

Brian Kerr is the IT manager in the particular project. The frequency of his work is as
required for the project. He is a part of project management where part of technological
operations are managed. He plans, organises as well as integrates cross-functional IT projects,
which are considered as significant part of the project. The core components of the role is
organising people as well as time resources. In addition, development of project plans, goals as
well as budgets through detecting the resources required for the project. Development of the
schedules as well as methods to measure the results and guiding as well as performing strategic
analysis for the project.
The ends users are considered as one the vital stakeholders in the project. The end users
will be facilitated through the outcome of the project (Heldman, 2019). The series of
documentation as well as providing the demands that will fulfil the service management tool can
be helpful to replace the present product. However, it is challenging as well as has purposes to
the process of developing the organisation in order to support the future vision as well as
embedding service management into the daily operational culture is important. Moreover, it will
improve present capabilities and introduce emerging procedures as well as ensure effective
alignment with Baobab IT services.
3.2 Plan Stakeholder Engagement
Stakeholder Management Matrix
Stakeholders Importance Influence
& Power
(Low/
High)
Interest/
Positive
impacts
(Low/
Concerns/negative
impacts

High)
Bob Pichette
(IT Director)
Direct strategy as
well as controls the
development
the project team and
whole strategy
High High Focused on the profit
business as well as Misuse
of customer database
Alfredo
Gomes
(Vendor)
Implementing project
and execution of
strategy
High Low Lag in the procedure of
implementing strategy as
well as personal issues in
the project
Michael
Smith
(ITSD
manager)
Decide project flow
and strategy
High Low Target profit through less
investment
Jeff Bezos
(Financial
director)
Project development
as well as scale up
progress
Low High Misuse project data as well
as strategy for different
purposes

Brian Kerr
(IT
technician)
Control resource for
the current project as
well as maintain
supply chain
High Low Minimizing cost and gain
profit as well as fluctuate
supply chain of the
resource
3.3 Plan Business Analysis Governance
It is essential for the project to select the right approach as well as models for successful
business analysis (Larson & Gray, 2017). There are several types of approaches or models
present such as traditional waterfall SDLC, agile methodologies and object oriented analysis and
design. In the present project, the agile methodology will be useful as focuses on individuals
rather than overall performance. The development methodology where the agile focuses on the
process of documentation. However, it is not easy initially to adapt through adding several facet
development model. Agile methodologies attempt in capturing as well as using the dynamics of
change required for the project development. The individuals filling the roles as well as bring
some process that can be helpful for the project.
3.4 Plan Business Information Management
Project team is one of the most important stakeholders associated with the project. The
team members are selected as they have specific skills needed for completing the project. The
examples consist of specialists in the business as well as technical skills (Novo et al., 2017).
Hence, the role of team members is successfully performing the tasks, which have been allocated
as well as keeping the manager informed regarding progress of the project along with any kind of
issues arise. The role often demands working on own initiative in the areas where they are
considered as the experts. It places the responsibility for managing own work and recognise the
authority of the project. There are two types of project members involved with the project such

as core team member as well as extended team member. The core team member has full time
role on the specific project. However, it is not essential for duration of the project, whereas the
extended team member has part time role on the project. The team members will have regular
tasks to do or from outside of the organisation.
3.5 Business Analysis Performance Improvements
Stakeholder Communication Matrix
Stakehold
er
Communicati
on objective
Form
at
Frequen
cy
Owner Feedback
mechanis
m
Cost
(L,M,
H)
Importan
ce
(L,M,H)
Bob
Pichette
(IT
Director)
Announcemen
t of meetings
and business
works
Email,
the
Intern
et and
social
media
As
needed
Preside
nt
Email,
phone
L H
Alfredo
Gomes
(Vendor)
Better
performance
and
implementatio
n of plans
Email,
social
media
and
formal
talk
Monthly Project
manage
r
Email,
Social
media
M H
Announcemen Email As Project Email M H

Michael
Smith
(ITSD
manager)
t of the
meetings as
well as plans
and
social
media
as
well
as
phone
required manage
r
Jeff
Bezos
(Financia
l
director)
Understanding
project as well
as avoid risks
skillfully
Phone,
Email
as
well
as
formal
talk
As
required
HR
Manag
er
Email M M
Brian
Kerr
(IT
technicia
n)
Control
resource as
well as
maintain
supply.
Email,
Phone,
social
media
Monthly Preside
nt
Email,
phone
L H

Conclusion
The above study concludes that it is important for a project to make proper stakeholder
analysis so that the people involved with the project are properly identified by their roles. On the
other hand, the elements for the business analysis are described in the study. It would assist to
identify the key elements for the project. On the other hand, communication plan is presented in
the study through which the mediums of communication made by the stakeholders are identified
in the project.

Bibliography
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and Circular Model. In Project Portfolio Management Strategies for Effective
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Tonchia, S. (2019). Project Communication. In Industrial Project Management (pp. 143-152).
Springer, Berlin, Heidelberg.