Competing Expectations: The Project Manager & Business Analyst

The role of the business analyst is on the rise and often encroaches upon areas traditionally within the project managers domain. Although this conflict is actualized between those two roles, the root cause is generally found higher up in the organization chart. Both project managers and business analysts work very hard to meet the expectations of their superiors. Often it is the competing expectations that are causing the conflict and not a personality clash between the two roles.

When an organization places a project manager within a project, they are expecting that individual to deliver within the established budget and schedule. Simply put, project managers will manage scope creep because it is a legitimate threat to schedule and budget. A project manager that delivers a project within budget/schedule constraints with additional scope included is generally considered a great project manager. Yes, there are exceptions to this but not that many! In fact, unless that extra scope that gets squeezed into the project introduces new company risk, that project manager might expect a promotion for delivering more for less than expected.

A business analyst is expected to deliver significant value after the project closes. They identify areas in which more revenue can be returned or less costs incurred based upon value multipliers. A value multiplier would be the number of times the value can be triggered and the value amount. For example, a new feature saves an individual 2 minutes per use, it is used by 10,000 people at an average of twice per week. Exploring the value math, 

• triggered 20,000 per week (10,000 people x twice a week)
• 1,040,000 minutes per year (20,000 x 52 weeks)
• 17,300 hours per year (1,040,000 / 60)
• 70,000 average salary = $35 a hour
• $605,500 value annually (17,300 x 35)

The next steps a BA would perform include determining the costs of the new feature, perform a cost benefit analysis and associated payback period calculation.

If a business analyst wants to include an out of scope requirement in their package, it is because they feel the downstream value greatly exceeds the additional cost and project schedule impact. When a business analyst wants to submit a scope change request, the first obstacle they have to overcome is the project manager. Although a project manager should not have the authority to deny a change request submission, many will make the attempt to do so. They certainly should have a voice in the approval and I would recommend that all business analysts strive to have PM approval before submitting the request.  

The key to avoiding or resolving this fundamental expectation gap is knowledge. At the fundamental layer, a project manager should not look at scope increase supported by the business analyst as a threat. In fact, any project that doesn't undergo some scope modification is generally an unhealthy anomaly. This is particularly true in software projects but it holds true for all projects. If a project looks to be adhering tightly to the scope identified in the early business case / charter documentation, then it is likely that dozens of a significant value opportunities are being lost. 

© 2016 Dwayne Wright