User Support & Project Management Peer Groups Present: Business Analysts in Law Firms Kathrine Cain Snr. Business Intelligence Analyst at Winston & Strawn.

User Support & Project Management Peer Groups Present:

Business Analysts in Law FirmsKathrine Cain Snr. Business Intelligence Analyst at Winston & Strawn LLP

Sharon Massey Applications and DB Manager at Perkins Coie LLP

Honora WadeBusiness Analyst at Perkins Coie LLP

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 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 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 AnalystsDisconnected = Disaster

Project Managers Business AnalystsConnected = Success

Initiation

Planning

Execution

Closing

Business AnalystProject Manager• Gather requirements • Translate needs into requirements

• Assign resources and deliverables • Define technical specifications

• Manage schedules, tasks and communications

• Document final product and lessons learned

• Confirm deliverables met business needs and identify what’s next…

• Advocate on behalf of business during development process

Project Managers Business AnalystsConnected = Success

Business AnalystProject Manager• Gather requirements

Receive initial request from Sponsor to publish pitch materials on intranet

• Translate needs into requirementsReplace spreadsheets with web-based tracking and publishing tool

• Assign resources and deliverablesSecure developer and define schedule

• Define technical specificationsDocument work flow and specific data to be captured and managed

• Manage schedules, tasks and communicationsCoordinate status meetings and keep all team members well informed

• Document final product and lessons learnedDeliver closing documentation

• Confirm deliverables met business needs and identify what’s next…Circle back with business

• Advocate on behalf of business during development processWork with developers to refine solution as business needs become more clear

Initiation

Planning

Execution

Closing

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

StakeholdersBusinessAnalyst

Project Manager

Communication & Process Control

Subject Matter Experts/ Process Owners

Translation, Liaison, Validation

Business Analyst Role in Law FirmsAdapting 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 FirmsThe 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 FirmsValue 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 Characteristics of Excellent Requirements:

– Complete

– Correct

– Unambiguous

– Verifiable

– Necessary

– Feasible

– Prioritized

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 TradeExample: ANSI Diagram

Tools of the BA Trade Example: Swim Lane Process Map

Resource: Flowchart Shape Guide (http://www.rff.com/flowchart_shapes.htm)

Process Flow – GLA-105 Monthly G/ L Account Reconciliations

Resp

onsi

ble

Part

yG

/L A

ccou

ntan

t

Check Assigned G/ L Accounts in CMS & Request a G/ L Detail Report

NO

Different Accountants are responsible for specific accounts

Designated G/ L accounts are reconciled monthly, quarterly, & annually

Verify Entries Entries OK?

END

CMS G/ L Detail

Report

Investigate & Make Journal

Entry

YESUpdate G/L

Reconciliation Excel

Spreadsheet

See GLA-106 Manual Journal Entry Procedure

Review Excel Spreadsheet for

Old (non-cleared) items

Investigate Non-cleared Items and contact Responsible

Party

Take Closure Action on Non-cleared Item(s)

Tools of the BA Trade Scoring Matrix: Criteria Evaluation

Tools of the BA Trad Scoring Matrix: Vendor Score Sheets

Tools of the BA Trade Scoring Matrix: Comparison Worksheet

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 BAProfessional 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.Kathrine [email protected]

Sharon Massey [email protected]

Honora [email protected]