Ministry of Economic Development Role Description Date of Last Review: June 2009 Title:

Business Analyst

Role Stratum:

Incumbent:

II

Role Band:

LOCATION: Branch and Section:

Information Technology Group

Manager’s Title:

Manager Shared Capability

Software Development and Support

Geographical Location:

33 Bowen St

Manager Once Removed Title:

Chief Information Officer

Wellington

CONTEXT: The Government has set a long-term goal of growing the economy to deliver greater prosperity, security and opportunities to all New Zealanders. The purpose of the Ministry of Economic Development is to support this goal by “fostering economic development and prosperity for all New Zealanders”. The Ministry’s focus in pursuing this purpose is dependent on the priorities set by our Ministers. Current priorities include: • • • •

helping businesses to survive the economic downturn and raise their productivity; reducing the regulatory and compliance demands that can burden businesses and get in the way of their growth; achieving a step up in infrastructure investment to reduce bottlenecks and improve economic productivity; and improving value for money from public spending so that government resources can be moved to where they are most needed.

The Information Technology Group plays a critical role in enabling the Ministry to sustain a high level of productivity and to provide the best technology solutions for us to deliver value for money services. The teams within this Group are: • • •

Operations and Support Shared Capability Web and Intranet Services

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ROLE PURPOSE The Business Analyst works with MED business areas to identify the desired outcomes, consequent Stakeholder business needs and develop these into detailed specifications that the vendor community can design, build and test from. This role also provides co-ordination of enhancement requests for a range of existing applications liaising between the Users, Service Desk and Developers. ROLE TYPE: Support

ROLE DIMENSIONS: Feature

Description

Focus of role

The Business Analyst works as a liaison among stakeholders in order to elicit, analyse, communicate and validate requirements for changes to business processes, policies and information systems. The Analyst understands business problems and opportunities in the context of the requirements and contributes to solutions that enable MED to achieve its goals. In addition the Analyst takes a lead at project level with respect to framing the scope of the projects and improving the capability of the business analysis practice.

Leadership

This role has no direct staff leadership responsibilities, but is a key influencer in ensuring proposed changes are doable and fit for purpose

Range of influence

The analyst often brings an enterprise view to a particular business area and consequently informs on impacts of options under consideration

Delegations

This role has no formal financial, HR or other delegations.

ROLE ACCOUNTABILITIES: Areas of Accountability

Requirement analysis

Typical Behaviours which demonstrate work at the appropriate level •

•

•

• •

Understand and confirm the scope of the business problem or opportunity, ensuring full and correct definition of the analysis, approach and activities for a given enhancement or project Undertake requirement analysis activities, discussing the possible future state scenarios with stakeholders Review and improve business processes, and ensure all developments fit within agreed business priorities. Ensure all impacted areas have needs documented Review design and testing deliverables to ensure that the proposed solution will meet the Ministry of Economic Development IT Business Analyst June 2010 900496 2 of 10

Performance Indicators which may be a result of the incumbent working at the right level. •

•

•

Review, audit and/or feedback indicate that business analysis is relevant and accurate. A smooth transition from external developers to the business is completed and internal business knowledge is retained. Business efficiencies achieved, problems resolved and confidence in the IT process and team maintained

specified requirements and fulfil the identified business needs and objectives Enhancement Delivery

•

•

•

Provide the analysis link between the business users and system developers to ensure applications successfully match needs

• •

• •

The development of effective relationships with customers and all stakeholders

• •

•

•

•

•

Financial and scope management

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•

•

Initial analysis associated with the business problem or opportunity is comprehensive capturing all aspects of the need and desired outcome Liaise with the vendor/solution provider understanding options available that match the expectations and are fit for purpose Ensures the implementation of the change is seamless with all process and system functionality tested and cost commitments are achieved

•

Manage the process and the activities necessary to document user/ business/ system specifications to a level all find acceptable and useable Map work flow processes to technology environment Communicate effectively to ensure that non-IT technical users can contribute fully to the process

•

Work with clients in order to understand the business need Proactively engage stakeholders to build confidence and trust for the benefit of the analysis activities Build strong relationships with the vendor community to assist in refining the design and build Brief stakeholder groups, as appropriate, not directly involved in projects Develop strong working relationships with the wider IT unit. Represent the ITG team in a professional manner to ensure that value is added in the technology process and benefits are realised to the business.

•

For capex initiatives a ‘terms of reference’ or equivalent is developed Enhancement activity vendor costs are always agreed and managed to that agreement Utilisation targets are understood

• •

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• •

•

• •

High customer satisfaction levels achieved All work within budget Vendor feedback indicates good working relationship

Documents are timely, accurate and reflect user needs appropriately Documents are timely and suitable for system development purposes

Excellent feedback from all stakeholders indicating tradeoffs are being explained and advice given stands the test of time Customers willingly engage aware of the value ITG brings Feedback indicates that service providers are satisfied with Technology Solutions relationship

Work always within budget Utilisation targets are met

•

Contribute to whole of Ministry IT alignment

•

• •

•

Expectations are always set with the customers on the impact of scope changes on the analysts costs Assist the integration of IT services by sharing information and knowledge with colleagues. Actively participates in team meetings and activities. Develop and maintain a good understanding of the Ministry’s core business and the areas in which it operates in order to deliver appropriate support and services. Exhibit MED values and expected behaviours.

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•

•

360 feedback endorses responsiveness and knowledge sharing. Observed behaviours indicate alignment with desired management style

ROLE AUTHORITIES:

Role

Authority

Team Member

Access to work of other team members Initiate task review Request a work performance review Seek review of leaders’/managers’ decision Initiate review of fair treatment

MINIMUM CAPABILITY NECESSARY TO WORK TO ROLE: Capability Area Skills Required

Description • Analytical skills, to: o

critically evaluate the information gathered from multiple sources

o

reconcile conflicts

o

decompose high-level information into details

o

abstract up from low-level information to a more general understanding

o

distinguish presented user requests from the underlying true needs

o

distinguish solution ideas from requirements

• Strong communication skills – oral, verbal and listening. Proven report-writing skills coupled with the ability to convey technical concepts in a manner, which non-technical clients will understand. • Modelling skills (e.g. static and dynamic models using industry standard notation) to represent requirements information in graphical forms that augment textual representations in natural language. • Knowledge & Experience Needed

• Tertiary qualification in a relevant discipline and/or equivalent work experience. • The Business Analyst will have experience in using appropriate SDLC methodologies in a variety of business environments. • Strong technical background with demonstrated competence in the analysis of IT business systems. • Demonstrated competence in problem solving, issue analysis, formation of options and implementation of solutions. • Proven customer focus and client service skills. Able to effectively manage client expectations and to transact business in a professional, tactful and diplomatic manner. • Robust organisational and priority setting skills.

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Emotional Intelligence (Judgement, temperament and influence)

• Self-motivated, can work with minimal supervision and maintain performance under pressure. • Ability to develop and sustain effective, co-operative, working relationships with clients and colleagues • Interpersonal skills, to help negotiate priorities and to resolve conflicts among project stakeholders • Understands workflow processes and can see potential in the process for an IT solution. • Maturity of judgement

Valuing Work of Role

• Committed to support the strategy and effective delivery of IT service • Committed to ensuring effective collaboration across the Branch and Ministry to achieve goals.

ROLE RELATIONSHIPS: Internal: a) Has delegated authority with peers: Lateral Authorities All Staff

‘Service‘authority to provide services to all parts of the Ministry in the designated professional specialties. ‘Advisory’ authority to work with all Ministry employees to provide professional advice.

b) Accountable for recognising others’ delegated authority: Lateral Authorities Group units

‘Service authority to other group units recognising their authority to deliver business. ‘Monitoring’ authority in relationship to IT infrastructure systems ensuring the adherence to standards

ROLE AUTHORISATIONS:

I confirm that this Role Description accurately describes the work of Business Analyst

__________________________________________

(CIO)

Date:

I confirm that this Role Description accurately describes the work of Business Analyst Ministry of Economic Development IT Business Analyst June 2010 900496 6 of 10

_____________________________

(Software Development & Support Manager)

Date:

I accept this Role Description accurately describes the work of the Business Analyst role for which I am accountable:

__________________________________________

(Incumbent)

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Date:

1. Client Service Definition: People who display this competency provide a responsive service to all clients both external and internal and move towards building and sustaining a client focussed Ministry.

3

A person at this level is accountable for delivering high level and proactive service to clients particularly where they are required to deal effectively with inherently difficult client relationships, and/or ensures team(s) deliver quality client service. •

Focuses clearly on providing quality service to clients

•

Actively builds and sustains a positive and productive working relationship with clients and other stakeholders

•

Takes responsibility for managing the client relationship

•

Knows and uses strategies to avoid conflict spiral with difficult clients

• Ensures that lines of communication are kept open and client concerns addressed.

2. Communication and Relationship Management Definition: People demonstrating this competency communicate effectively with colleagues and target audiences both orally and in writing. This assumes increasing levels of listening, speaking, demonstrating and persuading and relationship building skills.

3

A person at this level communicates information, responds to his or her audience so that messages are clearly conveyed, and consults effectively. •

Communicates specialist or technical information in terms that the audience can understand

•

Convinces others of the need for changes in direction and attitude

•

Presents information persuasively, analysing and summarising the key issues, specifying the benefits and drawbacks of the issues and supporting a point of view with valid, logical argument

•

Builds and maintains productive relationships or networks of internal and external contacts

• Uses the full range of active listening skills, picking up underlying verbal and non-verbal messages 3. Coaching and Development Definition: People demonstrating this competency build an environment which is focussed on enhancing the skills and performance of individuals and teams. 1

A person at this level takes responsibility for their own performance and development (in relation to their own position) Ministry of Economic Development IT Business Analyst June 2010 900496 8 of 10

•

Recognises own strengths and weaknesses and participates in training

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Actively participates in discussions on own performance (prepares, contributes and follows up)

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Follows through a personal development and training plan

• Provides feedback to others (e.g. 360° feedback)

4. Teamwork/Leadership Definition: People demonstrating this competency contribute to the success of their team or work group through building co-operative working relationships with other staff. At higher levels they lead by example, creating a strong and clear direction for their work area and inspiring a shared commitment in their colleagues and staff.

2

A person at this level takes a leadership role in Branch or cross-functional project teams within the Ministry on a regular basis, as a requirement of their job •

Participates effectively in group discussions and activities and encourages others to do the same

•

Facilitates meetings effectively, deciding when to advocate, and when to compromise to arrive at a mutually acceptable solution

•

Develops effective teamwork and team development

• Takes responsibility in a team situation to encourage open communication and positive resolution of conflict.

5. Organising for Results Definition: People who demonstrate this competency define their key result areas and effectively organise their work or the work of others to achieve the desired results. 3

A person at this level organises to achieve operations, programmes and projects to achieve medium term results (3–12 month time-frame). This involves co-ordinating the contributions of others. •

In addition to own inner drive and efficiency, involves other people to reach goals effectively and efficiently

•

Identifies resources necessary to meet objectives of self or team

•

Ensures objectives of self or team are aligned with business goals, aligns planning, monitors progress and reviews targets

• Understands and applies project management tools to plan and implement projects to meet agreed outcomes

6. Problem Solving and Analysis Definition: People who demonstrate this competency identify and analyse relevant information and draw logical conclusions. Ministry of Economic Development IT Business Analyst June 2010 900496 9 of 10

4

A person at this level develops workable solutions to complex problems using a range of analytical skills and shows awareness of the implications of options •

Rapidly and accurately identifies key issues or actions in complex situations

• Anticipates and identifies tactical/operational implications of courses of actions • Identifies workable solutions to difficult/complex issues where decision is likely to be subjected to internal/external scrutiny

7. Innovation/Strategic Capability Definition: People who demonstrate this competency recognise the need for continuous improvement to position the Ministry to meet its strategic goals. They rise above the detail of their work to see the broader issues over the longer term. They take account of factors influencing or likely to influence outcomes before planning or proposing action.

3

A person at this level applies strategic thinking and understands the wider environment in which the Ministry operates. He or she integrates change initiatives and innovation into their own work areas. •

Provides creative, innovative input and improvements in his or her own work area

research

directed

•

Seeks opportunities to implement new ideas and approaches

towards

•

Identifies and applies relevant external information and perspectives to work in own area, taking the wider environment into account • Shows the ability to draw out the strategic implications of issues.

8. Knowledge Base Definition: This factor measures the knowledge required to achieve full competence in the job in combination with the appropriate experience level. Knowledge includes the knowledge acquired through academic study to achieve qualifications as well as practical knowledge of equivalent value to the organisation, and the ability to apply that knowledge.

5 A person at this level requires a high degree of applied knowledge and an understanding of the theoretical base of that knowledge, in order to solve complex problems in technical, administrative or specialist fields. The professional knowledge essential at this level will normally be based on a foundation of academic knowledge with additional practical experience, although equivalent practical knowledge is acceptable.

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