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User Support & Project Management Peer Groups Present: Business Analysts in Law Firms. Kathrine Cain Snr . Business Intelligence Analyst at Winston & Strawn LLP Sharon Massey Applications and DB Manager at Perkins Coie LLP Honora Wade Business Analyst at Perkins Coie LLP. Agenda.

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user support project management peer groups present business analysts in law firms

User Support & Project Management Peer Groups Present:Business Analysts in Law Firms

Kathrine CainSnr. Business Intelligence Analyst at Winston & Strawn LLP

Sharon MasseyApplications and DB Manager at Perkins Coie LLP

Honora WadeBusiness Analyst at Perkins Coie LLP

agenda
Agenda
  • Project Management Evolution in Law Firms
  • Project Manager  Business Analyst Connections
  • Business Analyst Role within Law Firms
  • Tools of the BA Trade
  • Path to Success as a BA
pm evolution in law firms
PM Evolution in Law Firms
  • Growth within organizations in the legal vertical:
    • 98% reported practicing project management 2008– up 15% since 2006
    • 51% have dedicated PMs on staff
    • 41% include a formal Project Management Office/Team
  • Project Management Impact:
    • Effectively manage expectations
    • Increase efficiency of resource allocation
    • Align projects more closely with business goals
    • Reduce errors and user issues
  • Project-related tasks often performed by Trainers:
    • 60% reported being responsible for new application testing
    • 32% of respondents worked on configuring applications
    • 30% reported assisting with defining work flows and business processes
pm evolution in law firms4
PM Evolution in Law Firms
  • Common roles within project management teams:
    • Project Manager (90%)
    • PMO / Team Manager or Supervisor (55%)
    • Project Coordinator / Admin Support (42%)
    • Business Analyst (20%)
  • Definition of a BUSINESS ANALYST:

A business analyst works as a liaison among stakeholders in order to elicit, analyze, communicate and validate requirements for changes to business processes, policies and information systems

project managers business analysts c onnected success
Project Managers  Business AnalystsConnected = Success

Project Manager

Business Analyst

Initiation

  • Gather requirements
  • Translate needs into requirements

Planning

  • Assign resources and deliverables
  • Define technical specifications
  • Manage schedules, tasks and communications

Execution

  • Advocate on behalf of business during development process

Closing

  • Document final product and lessons learned
  • Confirm deliverables met business needs and identify what’s next…
project managers business analysts c onnected success7
Project Managers  Business AnalystsConnected = Success

Project Manager

Business Analyst

  • Gather requirementsReceive initial request from Sponsor to publish pitch materials on intranet
  • Translate needs into requirementsReplace spreadsheets with web-based tracking and publishing tool

Initiation

  • Assign resources and deliverablesSecure developer and define schedule
  • Define technical specificationsDocument work flow and specific data to be captured and managed

Planning

Execution

  • Manage schedules, tasks and communicationsCoordinate status meetings and keep all team members well informed
  • Advocate on behalf of business during development processWork with developers to refine solution as business needs become more clear
  • Document final product and lessons learnedDeliver closing documentation
  • Confirm deliverables met business needs and identify what’s next…Circle back with business

Closing

business analyst role in law firms
Business Analyst Role in Law Firms
  • Tools of the "change trade"
  • Focus on problem identification and resolution
  • Balance act between:
    • AS IS and TO BE
    • Process Control and Liaison

Communication & Process Control

Project

Manager

Stakeholders

Business

Analyst

Subject Matter Experts/ Process Owners

Translation, Liaison, Validation

business analyst role in law firms9
Business Analyst Role in Law Firms

Adapting to the Law Firm Environment:

  • Streamlined Processes vs Sustainability
    • Key challenge: Addressing variability in the practice of law without sacrificing overall process improvements
  • Level of Detail required for Change
    • Key challenge: Defining the AS IS and DESIRED STATE required for change when the critical success factor for most users is maximizing billable hours
  • Assessing your Audiences Appetite for Change
    • Key challenge: Recognizing and balancing the differences between long time partners with established work patterns and younger lawyers who grew up with and expect a higher level of connectivity and automation
  • Partnering with Project Managers & Business Owners
    • Key challenge: Both disciplines are likely new to a firm, or the project management piece does not exist. With a project manager the BA fills both roles.
business analyst role in law firms10
Business Analyst Role in Law Firms

The Biggest Leap…Scope Flexibility

  • In law firms, there is a much greater necessity for some flexibility in scope.
  • However, changes must be conscious and deliberate. The BA can be an important element in successfully accomplishing that.

Centralized or Distributed Resources

  • If centralized, how do you ensure they really know their customers and workflow?
  • If distributed, how do you ensure consistent methodology across all BA/PMs?
  • The difference between day-to-day operations and analyzing for long-term change
business analyst role in law firms11
Business Analyst Role in Law Firms

Value Added by BAs…Understanding the Problem to be Solved

  • What is the business need?
    • Business Requirements ="WHAT" and "WHY"
  • Only then . . . solution assessment
    • Technical Specifications = "HOW"
    • Functional expectations = "HOW"
    • Process and change impacts
  • Requirements Need Clear Objectives
    • S Specific
    • M Measurable
    • A Attainable
    • R Realistic
    • T Time-framed
tools of the ba trade
Tools of the BA Trade
  • Characteristics of Excellent Requirements:
    • Complete
    • Correct
    • Unambiguous
    • Verifiable
    • Necessary
    • Feasible
    • Prioritized
tools of the ba trade13
Tools of the BA Trade
  • Examining the Business Need
    • Entity Relationship Diagram
    • Use Case Diagram and/or Description
    • Workflow/Process Map
      • ANSI flowchart
      • Swim Lane
  • Assessing Solution Options
    • Scoring Matrix
    • Proof of Concept
  • Delivering Results
    • Test Scripts
    • Pilot planning
    • Advocacy for business stakeholders
tools of the ba trade14
Tools of the BA Trade

Example: ANSI Diagram

tools of the ba trade15

Process Flow

GLA

-

105

Monthly G

/

L Account Reconciliations

·

Different Accountants are

responsible for specific accounts

·

Designated G

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L accounts are

reconciled monthly

,

quarterly

, &

annually

t

Investigate Non

-

n

CMS

Check Assigned

Update G

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L

Review Excel

a

cleared Items

t

G

/

L Detail

G

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L Accounts in

Entries

Reconciliation

Spreadsheet for

n

YES

Verify Entries

and contact

u

Report

CMS

&

Request a

OK

?

Excel

Old

(

non

-

o

Responsible

Spreadsheet

cleared

)

items

G

/

L Detail Report

c

Party

c

A

L

/

NO

G

See GLA

-

106

Investigate

&

Manual Journal

Make Journal

Entry Procedure

Entry

y

t

r

a

P

e

Take Closure

l

b

Action on Non

-

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cleared Item

(

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R

END

Tools of the BA Trade
  • Example: Swim Lane Process Map
  • Resource: Flowchart Shape Guide (http://www.rff.com/flowchart_shapes.htm)
tools of the ba trade16
Tools of the BA Trade
  • Scoring Matrix: Criteria Evaluation
tools of the ba trad
Tools of the BA Trad
  • Scoring Matrix: Vendor Score Sheets
tools of the ba trade18
Tools of the BA Trade
  • Scoring Matrix: Comparison Worksheet
path to success as a ba
Path to Success as a BA
  • Variety of Backgrounds:
    • Training / User Support Manager
    • SQL Database Manager
    • Financial Analyst
    • “Traditional” Business Analyst
path to success as a ba20
Path to Success as a BA

Professional Business Analyst Certification:

  • Benefits to the firm:
    • Consistent analysis and clear project requirements
    • Understanding of and advocacy for the business/stakeholder in the project
    • Clear deliverables documenting the decision process
  • Benefits to the individual:
    • Formalizing certain skill sets (e.g., defining requirements)
    • Classes were a mix of people from various industries – exposure to processes outside the legal vertical
    • Professional development is a *good* thing
  • Certification Resources
    • International Institute of Business Analysis (www.theiiba.org)
    • B2T Training (www.b2ttraining.com)
thank you

Thank you.

Kathrine Cainkecain@winston.com

Sharon Masseysharonmassey@perkinscoie.com

Honora Wadehwade@perkinscoie.com