Agile Business Analysis Project: Sam Chatbot at Griffith University

This project analyzes the Sam Chatbot at Griffith University using Agile business analysis techniques to address student issues and improve the user experience. The document begins with an introduction outlining the project's purpose, scope, and background, which focuses on resolving issues related to the chatbot's inability to answer specific student queries. It defines the business goal of enhancing the chatbot's ability to answer student queries, outlines the Agile approach including Scrum methodology, and identifies key stakeholders such as the CEO, project manager, and students. The project details the product vision, requirements, and delivery and review processes, including authentication and student detail storage. Furthermore, the project management section applies an Agile Project Management (APM) framework. The project uses story mapping, relative estimation, backlog refinement, and story decomposition for requirements gathering and analysis. The analysis includes workflow diagrams for the authentication and student details storage processes. The project aims to enhance the Sam Chatbot's performance and value to both students and Griffith University.

Agile Business Analysis
Agile techniques and agile way of approach is required to solve the backlogs of this
project sam chatbot, which helps in creating value to the client Griffith university and
students.
This agile approach used folio of “When” in this context and solved the issues related to
“when” in answering the student’s questions related to “when” and helped in achieving
the right solutions for it.
Project: Agile analysis of Sam
Chatbot.
Name of Client: Griffith University.
Author: Bharath kumar Mummidisetty.
S Number: 5128827
Workshop: Friday, 3:00PM, Brodie Greig

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 Goal:.....................................................................................2
2.1 Agile Approach..............................................................................................2
3 Stakeholders...........................................................................................3
3.1 Stakeholder Definition.........................................................................................3
3.2. Stakeholder Communication...............................................................................4
4 Product Vision.....................................................................................4
5 Requirements.........................................................................................6
6 Delivery and Review...........................................................................6
6.1 Authentication Process...................................................................................7
6.2 Students details storing process.....................................................................8
7 Project Management..........................................................................8
7.1 APM Framework............................................................................................9
8 Bibliography......................................................................................13

1 Introduction
1.1 Purpose of this Document
The main purpose of this document is to address all the problems of students who are
facing many issues using online Sam chatbot in Griffith university. This document
will also help to provide certain procedures and various implementation techniques
that will help sam to be answerable for all the question that students ask.
1.2 Scope of this document
The work in this project includes several procedures which are helpful for the Sam
chatbot to overcome its failures. The document which I am developing is based on the
university project “Sam chatbot” and its procedures. The document focuses on some
of the stakeholders and their needs to be addressed who are indirectly related to the
project; such as students and staff of Griffith university. On the other hand it also
deals with other stakeholders such as CEO, CIO, project manager, software
developers which this document does not take into consideration since it is an
university project.
It focuses on addition of value to the Griffth university and project leads by which
they get the feedback from the students which helps the project team to get much
beneficial outputs.
1.3 Background
The background of this project is based on developing processes and procedures of
Sam chatbot used in the Griffith university and to make its performance levels better
than the existing ones. Since chatbot is miserably failing in answering some questions,
which students ask; for that some changes are being made in the procedures and some
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new techniques and tools using agile business analysis are being followed to
overcome the backlogs of chatbot.
The problems which the document is addressing are regarding the folio of “where” in
the chatbot project. The projects which are being addressed are based on user stories
of students on different aspects, where chatbot is not answerable to some questions;
since the phrase of some questions might match to different outputs.
The value of user as students is using sam as follows, the students can use database to
get all the valid information from the university by logging in through his login
details. Students can get all the required information and get all the related
information.
Technical value addition can be obtained when all the questions asked by students are
correctly addressed an provided with an exact output.
The value to the client is, providing the best quality of service by answering all the
questions/queries of students and meeting student requirements through sam.
Value addition by feedback which is given by the student and the implementations are
made accordingly and the required information can be delivered without any variance.
2 Business Goal:
The main goal of this project is to extend its help in addressing all the queries related
to students by implementing the procedures at which sam is lagging behind. This
project wants more number of people to access it and make use of sam in all the
aspects. Since sam is available 24x7 to the students to answer any of their questions
for which it needs to be maintained in a proper way.
On the other hand the university is trying to reduce HR, staff and to save on hours
spent on them by meeting all the needs of students through sam chatbot
2.1 Agile Approach
Scrum:
1. Scrum includes both the students, university staff and the project leads for
developing.
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2. This methodology makes business successful but it is difficult to make
documentation of the project for every sprint.
3. Speedy output of results and quick testing of results is possible.
4. Updates were made frequently through regular meetings.
5. This process is iterative and it needs a continuous feedback from the
students,
6. The process development can be observed at all stages.
7. It consists of short sprints due to which changes required by the students can
be made easily.
8. It is high transparent and easy to trace process and individual productivity
can be easily measured. It helps in team motivation and the product delivery
can be done at scheduled time frame.
9. It is financially cheap for the investors(university) with good results.
By using this approach we can generate several sprints based on the stakeholder
requirements and can generate several outputs. We can make sure that sam is giving
its best output with regard to the questions which students ask. The product document
provides all the outcomes of the project at every stage for the questions put by
students.
I would like to specify work products such as When is my graduation? When is my
next class scheduled at? When are the events going to start? Through generating
sprints, testing results, conduct meetings on getting updates, transparency in processes
by which individual productivity can be measured of all the individuals working in
the group.
3 Stakeholders
3.1 Stakeholder Definition
The CEO of the project sam chatbot, the project manager, senior software analyst and
his team, managing directors, Griffith university and students are some of the direct
and indirect stakeholders of the sam chatbot.
CEO is the head of the project, the project manager leads all the teams of sam in
working in a proper way to bring out the positive outcomes from all the teams. Senior
software analyst will be responsible for his team to work on getting the positive
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outcome from his software development team. Griffith university will be the financial
stakeholder to manage funding and setting business goals. Students will make use of
sam chatbot in satisfying their needs.
3.2. Stakeholder Communication
Define your stakeholder communication approach.
The Griffith university will communicate all its needs through the CEO of sam to all
the teams of chatbot in setting their needs. All the other teams work accordingly based
on their chosen streams. Frequent meetings were held in getting updates regarding the
development of the project and the changes were made with respect to the needs of
the stakeholders.
4 Product Vision
Establish your product needs using two Agile tools: this could be a vision statement,
minimal viable product outline, Kano analysis, product roadmap, or other product
definition tool.
STORY MAPPING:
Pros:
1. The procedure and processes are to be generated and to be notified to the
students at each step, so that we can make sure that the development steps in
the application were going based on the value addition format to the students
or not.
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2. We need to give our output every time to the student and ask their feedback
which helps in attaining the goal in a easy approach.
Such as When is my graduation? => graduation date => graduation timings or
it can be When I am getting graduated? => When am I getting graduation
degree? => completion graduation course?
Cons:
1. This is a time taking process since for every step the employees should be
wasting their time on waiting for the acceptance from the students.
2. Long time taking procedure, to generate procedures based on user stories and
to redevelop the processes.
User story mapping:
Such as When is my graduation? => graduation date => graduation timings or
it can be When I am getting graduated? => getting graduation degree? =>
When is my completion of graduation course?
Relative Estimation:
Pros:
1. While this procedure is followed, the employees should have the real
knowledge about the project and the end user stories to develop ant processes
in the application for the students.
2. Employees are also to be well experienced since the time frame to develop this
project is so small and students questions are to be addressed thoroughly.
3. The stability of sam is measured and let all the employees know about the
standards of the tool which makes their work in designing the application
hassle free.
When is my graduation? => graduation time and date.
Cons:
1. This process will take a long time for a project like sam to develop since there
are many illusions to be made on the user stories which may vary based on the
wish list of the students.
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2. If illustrations are made wrong then the team members should change the
whole plan and start the process from beginning to overcome the backlog.
5 Requirements
Backlog refinement: This is a document prepared based on the position of the project
(development can be made where the student is facing the problem)unlike the
traditional document, where we can observe the immediate outcome of the particular
sprint and can monitor the progress of the project for every sprint. This technique is
very useful for continuous monitoring and improvement of the project buy sprints
User stories: This technique is helpful to all the employees for better understanding
of the students, i.e. what the student needs are? What is he/she going to find out using
sam chatbot, and what are his/her requirements. In this process, this technique makes
us to think from the student perspective and helps us to find the student’s real goals
and aspects.
Such as When is my graduation? => graduation date => graduation timings or it can
be When I am getting graduated? => When am I getting graduation degree? => When
is my completion of graduation course?
Story decomposition: Based on the student story, the “epic” information is
decomposed into several steps and the important steps are highlighted and were
further decomposed based on the requirement and the final output is obtained and is
reviewed. This procedure makes the goals defining process easy based on true stories
and helps the team to sort the student problem in very less time.
Story elaboration: With respect to the sam chatbot, students need to meet some of
the requirements such as authentication details which are needed for the further
elaboration of story; in which the needs are prioritized and are solved through the
several tasks, only when the acceptance criteria is met.
6 Delivery and Review
The features identified for the development of the Chabot system are the
authentication system and student details storage system. The details of the both the
procedures are defined below with the help of Workflow diagrams.
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6.1 Authentication Process
The authentication process with the student starting their interaction with the
chatbot. The chatbot request the login credentials from the student to continue further
conversations. The student provides the credentials for the login to the chatbot. The
chatbot than verifies the details of the credentials of the students. If the authentication
process accepts the credentials, then the process ends and the student is registered
successfully for the chat. However if the credentials does not match, then the student
would have to request for log in again and enter their details again. The process would
be helpful for the system as the chatbot would be able to authenticate the login
process in the system. Without proper authentication, the students would be able to
fabricate the name of the other student and perform inappropriate actions in the
chatbot system. This would hamper the reputation of a particular student. Hence, the
authentication process is very important for the chatbot system.
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6.2 Students details storing process
The details storing process involves the students entering their details into the
system. The Chatbot would be storing the details of students into the system. The
details of the student would be then used for the future reference of the system during
the login validation process. The chatbot would be storing the data of the students in
the system. The data storage facility would be both helpful and efficient for the chat.
This would help the system maintain the data of all the student and aid the
authentication process within the system.
7 Project Management
The approach taken for this project is through the agile process techniques which are
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helpful for me to analyze the problems and provide a clear solutions by using the
Agile tools and various techniques involved in it.
7.1 APM Framework
The companies and the organization have been able to adopt the agile framework that
would help them in the large-scale projects. The APM framework makes use of the
project management methodologies such as extreme programming, scrum
programming and XP practice. The approaches for the Agile and Dynamic system
development method are DSDM Atern and Unified process. The methodologies
would be sharing the practices, which are generally done in the development phase of
the project. The priority order has been set for the development of the project the
work is performed accordingly for the project. All the processes and methods used
for the development of the project are incremental and works in an iterative process.
The procedures for the development are revised and evolved in each of the agile
development phase. The framework involves a series of steps that are used for the
development of the chatbot. The description for the series of the process for the
chatbot development has been described below:
Envision: The envision of the project is that the system would be used for the
assistance of the student with the help of a chatbot implemented for the system.
Speculate: The roadmap required for the development of the project is designed in
three phases. The latest phase is associated with the security prospect of the project,
which is to be developed. The last release of the project would include the integrated
methods required for the proper functioning of the chatbot project.
Explore: the project team would explore the different type of security features, which
would be helping them to gather the required knowledge for the development of the
chatbot project. The innovation of the system would be integrated in the project in the
latest development.
Adapt: The project team would be require to adapt to the feedback and review of the
customer would have to integrated in the system. The project team has to adapt to the
changes and the allocation of the project team members are to be done according to
the requirement for the development system according t the review received.
Close: The project closing would be done after receiving the final review from the
customer or the client. The finalized features to be integrated in the system are
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authentication and storages. The project can be closed after receiving positive reviews
on these sectors of the project.
The APM framework has been applied for the development and improvement of
the chatbot and its functionalities. The development of the authentication and data
storage process would be described in the table provided below:
Authentication Data Storage process
What you will do The authentication system
is a major factor which is
to be included in the
chatbot as fabrication of
data can be used in the
syste. The users would be
able to manipulate thet
data and obtain restricted
data from the chatbot. The
authentication process
would be developed in the
system with help of
backend development and
data storage facilities. The
authentication would be
helpful in mitigating the
process which are
inadequate for the system
and the allows mocking of
identity by the users. The
integration of the system
is to be performed so the
authentication functions
can be availed in the
system with the help of
the data storage option for
The development of a
storage system for the
development of the
chatbot project. It is very
important for the chatbot
to fetch data from the data
storage function to make
the comparison of the
credentials for the
authentication process.
The Developed
authentication process is
to be integrated with the
storage system developed
for the organization. The
integration process would
be eliminating all the
efficiencies in the system.
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the developed system.
How and when you will
do it
The development of the
chatbot would be done
with the help of some
authentication method.
The methods developed
would be using mere data
storing techniques and
data comparison
techniques. In addition to
this, the method would
also make use of the
encryption and decryption
algorithms.
The implementation of
the storage process is to
be done with the help of a
database system
developed centrally,
which would be storing
the details of all the
entities associated with
the system. This system
would be then be
integrated with main
chatbot process with the
use of some object
oriented methods and data
encapsulation procedures.
Completed artefacts (for the initial Envision phase, referring to the material in
sections 1-5 of your Folio as needed)
The project intends in providing the students with the help for the projects.
The Chabot would answer all the major queries entered by the students efficiently.
The completed part of the project contains the process of questions and answers for
the student queries. The system is made available to the students on a 24x7 time basis.
This would enable them to get there queries clear any particular moment. The HR
functionalities and the access for the management is already developed into the
system. The developed system also provides cheap system for the proper functioning
of the business for the organizations. The investor here is a university and hence, it is
beneficial for them to obtain results at very cheap price.
Prepared templates (for the management of the project)
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The development of templates for the management of the project are provided
below:
 Project Implementation plan: The project implantation plan template would be
helpful for the project team to develop the project and maintain a proper
schedule and budget for the project. The project completion schedules and
milestone are included in this plan.
 Communication plan: The project communication plan would be helpful, for
the project manager and the higher officials to convey their messages to the
stakeholders and the project members. This would also be necessary for
obtaining the feedback at each levels of the agile process.
 Project maintenance plan: The maintenance plan for the project would be
helpful in making repetitive improvements in the project and maintaining the
project according to the requirement of the client.
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8 Bibliography
Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project
management. Project Management Institute.
Heagney, J., 2016. Fundamentals of project management. Amacom.
Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to
planning, scheduling, and controlling. John Wiley & Sons.
Schwalbe, K., 2015. Information technology project management. Cengage Learning.
Verzuh, E., 2015. The fast forward MBA in project management. John Wiley & Sons.
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