A Business Analyst's Journey in Mapping Future State

Strategy Analysis poses a common challenge for many Business Analysts preparing for CBAP certification due to limited experience in the field. Yet, my initiation into this realm proved enlightening.

Working within the IT department of an automobile company, tasked with addressing dissatisfaction among our car maintenance service team with our IT applications, I delved into identifying, prioritizing, and implementing solutions to streamline operations.

Here's a concise breakdown of our approach, aligned with the Define Future State task:

1. Business Goals and Objectives: Our aim was clear – to reduce user dissatisfaction by simplifying IT operations and processes. We set SMART (Specific, Measurable, Achievable, Realistic and Time Bound) goals, prioritizing concerns based on user feedback and aiming to increase satisfaction from 3.5 to 4 within ten months.
2. Scope of Solution Space: We explored a multitude of options to meet our business objectives. From organizational changes to technological advancements, no stone was left unturned. Finally, we concluded on one issue that we would tackle first.  Assume you wanted to buy a phone. If you had to login to one application to read about its features, another to order it and a third to learn about installation or how to use it? That frustration of having to hop from one system to another would make you probably give up the idea of purchasing, right?  We defined the scope of our initial release to a single sign-on solution, targeting specific user types and geographical regions.
3. Constraints: Every journey has its obstacles, and ours was no different. Budgetary restrictions, technological limitations, and compliance requirements – we had to navigate through them all. Some applications were built in-house and some were purchased. We had to carefully identify technical constraints and how we could tackle it without having any business process affected and confidentiality of data breached.
4. Potential Value: Every journey must justify its destination. We evaluated the potential value of our future state, ensuring that the benefits outweighed the costs. Each stakeholder views the potential value differently. It was a huge task in hand to agree on the value we would gain.
5. Organizational Structure and Culture: Change isn't just about processes and technology; it's also about people. We analysed the existing organizational structure and culture to ensure alignment with the desired future state. This was critical because we changed some rules associated with user definition. This impacted the organization hierarchical reporting structure and needed the approval of our CEO.
6. Capabilities and Processes: We identified and enhanced our organizational capabilities while streamlining processes to support the envisioned future state. This involved upgrading our tools and methodologies, redefining workflows, and ensuring alignment with the desired outcomes. By optimizing our capabilities and processes, we laid a solid foundation for the successful implementation of the future state solution, fostering efficiency and adaptability within the organization.
7. Policies: Rules and regulations can either be a hindrance or a guiding light. We reviewed existing policies and identified the changes needed to align with our future state. This was one of the most difficult aspects because usually prefer doing things the same way they are used to. Reviewing and adjusting policies to align with the future state posed challenges, requiring negotiations and impacting legal agreements with external user groups.

In conclusion, despite the seemingly straightforward task of implementing a single sign-on solution, the journey was complex, requiring meticulous planning and execution. Armed with our BABOK compass, we navigated towards a future state characterized by operational efficiency and enhanced user satisfaction.

This journey underscores the importance of methodical planning and execution, guiding us towards transformative outcomes. As Business Analysts, let us continue to uphold standards and pursue excellence in navigating through complexity to achieve organizational goals

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