7812ICT Agile Business Analysis & Management: Sam Chatbot Project

This report provides a comprehensive business analysis of the Sam Chatbot project, focusing on agile requirements and management. It outlines the project's background, business goals, and the application of the Scrum agile approach. Key aspects covered include stakeholder definition and communication strategies, a detailed product vision statement, and a prioritized list of agile requirements supported by backlog and story decomposition tools. The report emphasizes the importance of a 24/7 chatbot solution for students, faculty, and external users, aiming to improve university service accessibility and reduce the workload on help desk staff. Kano analysis and product backlog are also used to provide insights into product features and user stories.

Agile Business Analysis
Requirements and Management Folio of
Work
Project: Name of project
Name of Client
Author: Name
S Number: Number
Workshop: Day, Time, Instructor

Table of Contents
1 Introduction..............................................................................1
1.1 Purpose of this Document.....................................................................1
1.2 Scope of this document.........................................................................1
1.3 Background...........................................................................................1
2 Business Goals........................................................................1
2.1 Agile Approach......................................................................................1
3 Stakeholders............................................................................2
3.1 Stakeholder Definition...........................................................................2
3.2 Stakeholder Communication.................................................................2
4 Product Vision.........................................................................2
5 Requirements.........................................................................26
Delivery and Review................................................................2

1 Introduction
1.1 Purpose of this Document
The document is a business analysis document which is prepared for the
purpose of providing an overview of the current state of the Sam Chat Bot
project and is associated with providing an agile solution for the purpose of
pursuing further developments in the system.
1.2 Scope of this document
This document would be entirely associated with discussing and covering the
different aspects of the project along with defining the important
characteristics of the project. The major aspects includes he business goals,
definition of the stakeholders, vision of the product by means of the agile
tools, the requirements of the products, review of the delivery and lastly the
project management approach.
1.3 Background
The main purpose of this document is discuss the project and the main
purpose of this project includes the expansion of the current demo Chat Bot
solution Sam. This Chat Bot was developed with an aim of providing a 24*7
service and assistance to the students as well as to the faculties and the
external users regarding an interactive system which can be utilized by eth
users for the purpose of finding out answers to different queries of advance
nature which might seem impossible to be conveyed in an easy way.
The current situation of the system is associated with providing assistance to
the users by means of answers which are severely limited during the off-hours
and the reason behind this is the unavailability of the facilities at night or
during weekends or on holidays. Implementation of a Chat Bot would be
associated with offering a unique along with an innovative solution for the
problem as well as a strong parsing capability and a large knowledge base.
Besides all this the chat bot would also be capable of providing answers to the
queries which are related to the accounts of the user and the technical issues
which arises along with providing information about the university.
The product which is to be delivered at the end of the project would be
consisting of an highly functional Chat Bot which would be accessible 24*7 by
the students as well as the faculties and the external users as well. This in
turn would be associated with alleviating the pressure upon the employees
who are working in the help desks or is associated with providing tech support
during the day shifts by acting as an alternative option for the users and the
would be associated with allowing the users in seeking help at different times
such as after the working hours or during holidays.
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2 Business Goals
The product which is to be delivered at the end of the project would be
associated with providing an online platform for the students as well as for the
faculties and for the external parties as well, which in turn would be used by
the users for the purpose of finding answers to the different queries that are
related to the services which are provided by the university. The chat bot
would also be associated with providing of various information such as the
information of the degree or the information related to the courses which are
available, information related to staffs along with a general technical support.
The innovation which has been demonstrated by this particular platform is
capable of helping in bolstering the interest of the activities of the university by
the external parties. This in turn is capable of leading to have a more as well
as large scholarship deals for the university which in turn provides more
availability of opportunities amongst the students at the time of getting their
degree or during more enrolment of the students.
2.1 Agile Approach
Which approach (or ‘flavour’) of Agile will you use in the project? Justify your
choice.
Agile development consists of several approaches and the major reason
behind is that they can be used very easily with the projectmanagementby
making use of the advantages and the disadvantages in accordance to the
requirements. The project would be conducted by making use of the agile
approach which is known as the scrum approach.
The reason lying behind choosing the Scrum approach is that it is associated
with allowing the product development in an incremental way by means of a
sequential stages of sprints. Each and every sprint is associated with
providing a routine update of the status of development and is associated with
affording the clients in having an opportunity to request certain alterations or
new features. Besides this the state of the product at the end of a sprint
should be at a potentially shippable state and should be necessarily be
associated with meeting all the tasks which have been assigned so as to to be
completed within that sprint.
The products of the work which are generally produced in the scrum approach
should necessarily be associated with including the project vision document,
the sprint backlog documents along any other documents which are related to
the software backend as well as a user manual related to how the product is
to be used. The vision document would be associated with including the
general information related to the project and the this would be primarily be
associated with including an preliminary plan related to development along
with a general list consisting of the product requirements.
A log of task is assigned to each sprint and the sprint should be necessarily
be capable of completing each of the task so as to remain in track. The
progress in the early stages of the sprint is associated with determining the
velocity of the project team which in turn is associated with helping in having a
better estimation of the completion time of the sprints of the later period. The
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project velocity is also helpful in the determination of the timelines of the
projects to be conducted in the future.
The documentation of the software would be associated with including all the
works which are produced by the development team. The work products are
associated with including the items like the UML diagram and the flowchart. It
is also to be made sure that the choice of the design is explained and
recorded for the software as well as the visual elements. The work products
which are to be produced in this document mainly includes the Kano analysis
along with a product vision statement and a product backlog along with a
story decomposition.
3 Stakeholders
3.1 Stakeholder Definition
The primary stakeholders of this product mainly includes the client which
means the university. The main area of interest includes a completed system
which would be acting as an alternative for the help system which are
operated by human beings. The client would be having a strong influence
upon the finished product and the main reason behind this is that it is primarily
dependent upon the requirements as well as the ideas which the client has
set for the purpose of planning and for the development team.
Along with the university some of the other stakeholders mainly includes the
current as well as the potential students of the University and the faculties of
the University. The main interest of this stakeholders on this product includes
taking an advantage of the convenience which is provided by the Chat Bots
so as to receive the answers of the questions which they ask as soon as
possible. Besides this the needs of these stakeholders is also the primary
objective of the system what is solving the query and so it can be stated that
the stakeholders are associated with posing a strong influence upon the
capability of the finished products.
3.2 Stakeholder Communication
The scrum approach in the project management is often associated with
including the project team who are associated with conducting scheduled
meetings on a regular basis with the clients. Meeting conducted would be
helping in assessing the overall progress along with helping in receiving of
feedbacks related to the current state of the system and is responsible for the
tasks which are falling behind along with any of the changes which needs to
be made.
The other stakeholders which is mainly associated with involving the students
and the faculties would be requiring a need of developing new requirements
or expanding on the current requirements. It is possible to collect information
from this stakeholders which is mainly to be done by means of surveys and
interviews and by making use of certain tools like the card sorting for the
purpose of understanding the expectation of the user and the requirements of
the system.
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4 Product Vision
Vision Statement:
The Chat Bot actually is:
For: The stakeholders which mainly includes the students, faculties and the
external parties:
Who: there is a need of an online alternative so as to find any answers related
to technical queries and the different information related to the University of
the Services provided by the university.
Is a: Sam is an online Chat Bot.
That: Sam is capable of reading the information that is inputted by the user
and is also capable of determining the answers which are needed by the user
and lastly is associated with presenting the information back to user
Unlike: Sam is not like the regular method of finding the answers related to
information about the university which is required by the user and presenting
that information back to the user.
Our products: Sam is associated with acting as an alternative for the users
who is in need of speaking directly with the support members so as to get
answers and who is available online at all hours including the holidays.
Kano analysis:
This is the analysis which is conducted for the purpose of allocating the
feature and attributes to various metrics so as to make sure that the
objectives are being prioritized and are being used for the purpose of
promoting the customer satisfaction whenever the system is being used. Kano
analysis for the Chat Bot Sam has been provided in the table below:
Features and attributes
Threshold - Large knowledge base of information
- Capability of high performance text
interpretation
- Capability of being upgraded easily
- Easy for potential users to access
Performance - Accessible at all time periods
- Minimal downtime
Excitement - Capability of understanding incomplete or
shorthand words
- Capability of guessing incomplete sentences
- Capability of answering questions from
languages other than English
- Capability of responding to small talk to
emulate conversation
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5 Requirements
Provide a detailed, defined, prioritised list of Agile requirements supported by
two Agile tools. This could be a backlog, story decomposition, story mapping,
or other product or requirements tool.
The two agile tools that are used includes the following:
Backlog:
The product backlog consists of user stories which are used for the
purpose of drafting the task which are required for completing the
components of the system. This are generally written by considering the
perspective of the user and this is done for the purpose of distinguishing
between the needs and the expectations of each different type of user.
Product Backlog:
ID User Story
1 Being a user, my expectation is getting answer for all my concerns by making use of
the chat bot at my own convenience
2 Being a user,I would like to become capable of accessing the chat bot without the
existence of any kind of need of an account on the site for the purpose of finding the
answers.
3 Being a user, I would always want the chat bot to be placed at a convenient place so
as get it as quickly as possible.
4 Being a user, I would like to become capable of using the Chat bat for the purpose
of finding out how my personal information can be changed so as to make sure that I
am capable of updating all my details in the course site of the University.
5 Being an administrator, I would like to have the ability of adding new answers to the
Chat Bot so as to make sure that the entire system is kept updated with the new
information.
6 Being an administrator, I would like to have the ability of updating all the answers for
the Chat Bot, so as to make sure that the system is kept stay up-to-dated with new
information
7 Being an administrator, I would also like to have the ability of deleting the answers
for the Chat Bot, so as to make sure that the system is not associated with
broadcasting the information which are invalid
8 Being a user, I want to have the capability of finding out the information related to
the degrees which are offered by the University so as to find out the courses that are
available.
9 Being a user, I would like to find out the courses offered by the university so as to
learn about the courses which are to be covered.
10 Being a user, I want to find out the faculty details so as to contact them when
needed.
11 Being a user, I would like to have an overview of all the information related to the
campuses, so as to look and find out the locations and the services which are
available
12 Being a teacher, I would like to become capable of editing all the information which
are relevant to the courses that I teach, so as to make sure that the students are
kept updated regarding the courses in the changes in the course.
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Story Decomposition
Story decomposition is generally used while backlogs are being developed for
the purpose of breaking up the large user stories into many smaller user
stories. This is useful when a user story might encompass several operations
that can be broken up into many tasks, and helps the product development
become more manageable.
A better example has been depicted in the table provided above, at user story
IDs 5, 6 and 7, in which it can be seen that each of the operation related to
the administrators are capable of changing the information in the Chat Bot
which is individually trackable. As each of the operation is now covered in
separate user stories, the development team can work on smaller tasks that
are easier to manage.
6. Delivery and review
This part of the project mainly focuses on describing the two major activities
associated with the chat bot. The main activities that are considered with in
this part of the system are the authentication process and the way student
details are stored. In order to describe the processes associated with these
two activities work flow diagram are designed and described below:
6.1 Authentication process
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The above diagram represents the work flow diagram for authentication
process. Once a student enters the chat bot system it is important to provide a
proper credentials to get the access of the system.Once the student
requested the credentials, credentials are further submitted towards the
system that are being verified by authentication processes. Once the data
gets verified and if the system finds it authenticate than login is, provided
towards the users. If the user is authenticated and then the login is approved
towards them or else the login gets declined.
6.2 Store student details
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Whenever a student access the system it becomes a sensual to store the
details associated with them so that it can be used in further process for
execution purposes. The above work flow diagram is developed for the
purpose of providing proper students with proper details. The system will store
all the important details associated with the students in the system. Once the
user to login into the system then they can request for details. As soon as this
system complete the search the results will be provided towards the
users.Hence the developed system will help in fixing the details associated
with each student effectively and beaten the time.However this stage can only
get executed once the students are allowed wheat in the system.
7. Project management
The project management approach that is selected for performing the
assignment is agile process method. This approach is helpful for analyzing
the problems that are associated with the project. Those will help in providing
a better solution towards the project. The Agile project management method
uses agile tools for performing the activities. This agile tool will help in
improving the performance of the project.
7.1 APM framework
Agile project management framework is the modern way that ensures proper
way of analyzing the life cycles associated with the project. The main stages
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that are associated with agile project management includes envision,
speculate, explore, adapt and close. It has been observed that the use of
APM has increased over years and different organization has adapted this
project management framework for the purpose of developing large scale
projects effectively. The main reason behind using APM framework for
carrying out the project is that it offers better methodologies for developing a
project. The methodologies that are offered with the agile project
management framework include extreme programming, XP practices and
scrum programming. The main approach that is being used behind developing
this project with agile and dynamic system is DSDM atem and the unified
process. The main reason behind using the methodology is to help in
development phase. The main aim behind using this methodology is to ensure
that the project is being developed by following proper steps. The processes
and methodologies that are used behind developing the project are
incremental and follow a Iterative model. In order to develop the chat bot there
are several steps that are associated with the methodologies. The major
development phases are described below:
 Envision: This is part of the project describe the main purpose of the
developed system. The main purpose of the system is to assist the
student with proper queries. The implemented chat bot will help in
providing proper assistance towards he students.
 Speculate: This is part of the project ensure that proper route map is
developed that will help the project in getting successfully completed.
The major fees are that are associated with Road map includes the
security aspect associated with the project and the integrated methods
that are used for developing the project.
 Explore: it is the responsibility of project team members to explore
different security features that are going to be offered with the
implementation of chat bot. The developed system will be able to meet
the requirements of the users. The project will include integrated part of
the system.
 Adapt: It is important for the system to possess the capability of
changing the features as per the feedback provided by the users. This
will ensure better performance of the system and will also increase the
user base.
 Close: this is the last stage of project that includes a revealing the
results obtained from customers after using the system. These include
your finalizing the features that are going to be implemented within the
system.Once a positive feedback is being obtained by the system then
it becomes easy to close the project
The framework of agile project management framework has been
implemented for the purpose of developing the project effectively for
understanding the chatbot and the functionalities associated with the
chatbot. The authentication and data storage process associated with the
project are described below:
Authentication Data storage process
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What you will do While developing a
project it becomes
essential to ensure that
the system is
authenticate enough to
meet the requirements of
the customer.thus this
factor is being
considered as one of the
major factor while
implementing a chat box
as the fabrication of
data. The user will be
allowed to modify the
data from the system. In
addition to this the
system will also ensure
that proper results are
obtained from the chat
bot.The main process
that is used for ensuring
proper authentication
within the system is the
back-end development
and the data storage
facilities. The main aim
behind implementing
proper authentication
with in the system is to
ensure that only
authenticate users are
allowed to get access
over the system. This will
automatically remove the
unnecessary activities
that are taking place
within the system. Hence
it can be stated that
authentication will
ensure better efficiency
towards the users by the
developed system. Apart
from this the reason
behind integrating this
system is to manage the
data storage option
within the system.
While developing a chat
bot it becomes a
essential to develop
proper data storage that
will be able to manage all
the essential data
associated with the
users. The system
ensures proper way of
fetching the data for the
purpose of comparing it.
This ensures proper
results are provided
towards the intended
users. Before calculating
any data the credentials
are being checked so
that authentication
associated with the users
can be determined. The
authentication processes
will get integrated with
the storage system
development for
ensuring better
performance towards the
organisation.
How and when you will
do it
In order to develop
proper authentication
meet in the chat bot
In order to perform the
implementation process
it becomes a sensual to
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system it becomes
essential to implement
proper authentication
methods. The method
that will facilitate in
better development of
the system includes data
comparison technique
and mere data storing
technique. Apart from
this the system will also
ensure proper encryption
and decryption
algorithms are being
implemented so that it
can insure better safety
towards the system. The
main reason behind
implementing
authentication factor is
that it will ensure better
protection towards the
student details and will
also ensure that the data
provided towards the
user authenticate.
use the database
system. The database
system will be developed
centrally that will help in
storing the details related
to entities in prison within
Chat bot. Firstly this
system will be integrated
with the chat bot
processes so that each
object oriented method
can be implemented
effectively within the
system. This will ensure
better performance of the
system moreover it will
also ensure that the
system is able to meet
the requirements set by
the customer.
The project aims at describing the purpose of this system towards the
respective students. The purpose behind developing the chat bot is that it will
be able to answer all the queries that are entered by the students effectively.
It is expected that the chat bot system will become one of the efficient system
for the students.The complete project contains the questions along with the
respective answers so that it can ensure better response towards the queries
provided by the students. The developed system will be available towards the
student for 24/7 and will ensure better support towards them. The student can
get clear results for their queries at any time. This will enhance the learning
process of each student and will help them to solve every query within the
given time. This system has been designed with all the necessary features
along with the HR functionalities. The students will also be able to access the
management information for their own purposes. Developed system is flexible
and scalable and has the potential to meet the needs of the client. Apart from
all this the developed system is quite affordable as the main investor
associated with the project is the university. This ensures that the provided
solution will be affordable for each student.
Project management template
The steps that are important for conducting a successful project includes
implementation plan, communication plan and the maintenance plan. The
templates components are described below:
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Implementation plan: the project implementation plan template is used here
for the purpose of developing proper project within the given budget. It is
expected that the project can be executed effectively if proper template is
being followed by the project members. The main purpose behind using the
implementation plan is to ensure that the project is being completed within the
milestones. The schedule will help in managing the activities in the plan.
Communication plan: The main aim behind having an effective
communication plan is to help the project manager to communicate easily with
the major stakeholders and employees behind the project. The
communication plan helps in strategizing the important discussions that are
essential for successfully developing the project. An effective communication
plan will help in ensuring that the project is been prepared based on the
needs. Frequent communication will ensure that the main constraints of
projects are being delivered successfully. .
Project maintenance plan: Project maintenance plan insures that the project
will be helpful to words the people. Proper maintenance is important for
understanding the performance of the project once it is being developed. The
maintenance will ensure that the developed project is able to meet the
requirements set by the client. Maintenance plan will help in providing better
support towards the project.
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6 Bibliography
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Pharmabot: a pediatric generic medicine consultant chatbot. Journal of
Automation and Control Engineering Vol, 3(2).
Dam, H. K., Tran, T., Grundy, J., Ghose, A., & Kamei, Y. (2018). Towards
effective AI-powered agile project management. arXiv preprint
arXiv:1812.10578.
Liebowitz, J. (2016). Successes and failures of knowledge management.
Morgan Kaufmann.
Toxtli, C., Monroy-Hernández, A., & Cranshaw, J. (2018, April).
Understanding chatbot-mediated task management. In Proceedings of
the 2018 CHI Conference on Human Factors in Computing Systems (p.
58). ACM.
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