Today I share with you my experience of using ChatGPT to check and complete the learning objectives of our course on Business Analysis. The tool proved really helpful, effortlessly matching an extensive list of learning objectives with a complete course script. It efficiently pinpointed content that directly corresponded to explicit objectives within the script, aided in writing a new chapter, and even generated a relevant case study for the newly added section.
Generated with Midjourney: a smiling teacher looking at an extensive list of learning objectives projected to the wall and holding a big course script in her hands. digital art, positive, colorful, orange tones. --v 6.0 --style raw
After a short run over the learning objectives (1) explaining where it found the corresponding concepts in the script, ChatGPT correctly (2) identified which section of objectives, specifically "Processes," had not yet been covered by the script. This capability marks a significant advancement in enhancing course material by identifying areas that might have been overlooked. In the field of Business Analysis, which involves more than 110 distinct learning objectives, it is particularly challenging to ensure all expectations are met when preparing a course. My virtual course assistant provided here a practical solution to this challenge.
I went on to ask for the specific locations where two tools from the learning objectives list are covered (3) (4), and here as well, ChatGPT accurately pinpointed the script locations where these tools are discussed. This feature proves especially useful when a student inquires about where to find more details on a specific tool. My virtual assistant can assist both me and the student in quickly locating the relevant sections of the script.
When I asked it to pinpoint where the concept of "requirements" appears in the script (5), ChatGPT correctly responded that there is not one specific location but rather that the concept is spread throughout the script. This insight is particularly useful for understanding how the theme of "requirements" is integrated into various aspects of the course, allowing for a more holistic approach to teaching and learning about this fundamental topic.
I was then surprised by the number and relevance of recommendations on how I could improve our script to better match the learning objectives (6). Here we enter into the pedagogical dimension. Of course, one recommendation was to add the missing content on "Processes." And this was the easy one, of course. But I also received recommendations such as enhancing practical applications, giving further advice on specific tools, and adding interactive learning elements. Here, ChatGPT fully played its role as a course design companion, offering insights that could significantly enrich the educational experience.
I was surprised when I asked ChatGPT to help me write the missing chapter on business processes (7). The result was a comprehensive chapter outline that detailed the purpose, objectives, definitions, types of processes, tools, steps, goals, and techniques for the sub-chapters. My course companion effectively outlined the skeleton of my new chapter, which can serve as a basis to further write the script paragraphs, providing a structured approach to expanding our course content.
In the end, as it suggested integrating case studies to illustrate the concepts and motivate the theoretical content, I asked ChatGPT to develop a case study for this chapter (8). You will find the answer at the end of the post below. Personally, I was again surprised by the capabilities of my course design assistant, which efficiently crafted a relevant and engaging case study that seamlessly aligns with the educational goals of the chapter.
Throughout my experience using ChatGPT (team version 4) as a course design assistant, I have found it to be an interesting resource. The ability to chat with learning objectives and generate concrete content has been particularly inspiring. Teaching Business Analysis, with its extensively defined learning objectives, presents some challenges that ChatGPT helped address by identifying overlooked areas, pinpointing essential content, and suggesting improvements. This interaction not only streamlines my course development process but also enhances our educational materials with practical insights and innovative approaches.
The Experiment
I started the experiment by attaching a cheat sheet containing the 117 learning objectives of our course on Business Analysis to the prompt. Then I attached also our full course script 2024. Next, I asked ChatGPT to analyze which learning objectives of the cheat sheet are covered by the script... The result was very interesting!
1) Me
ChatGPT (team version 4)
To determine which of the learning objectives listed in the "Cheat Sheet" are covered by the course script "BA_full_script_2024," I reviewed the topics and learning objectives outlined in the course script . Here's a summary of the learning objectives and their coverage:
Learning Objectives from the Cheat Sheet:
1. Understanding of Business Analysis (BA):
- Covered in Chapter 1 of the course script, explaining what BA is, the role of a BA professional, and key BA terms.
2. Elicitation Techniques and Stakeholder Engagement:
- Detailed in Chapters 2 and 3, discussing elicitation scope, techniques, and stakeholder analysis.
3. Opportunities & Risks:
- Addressed in Chapter 4, including understanding current and future states and risk management.
4. Scenarios:
- Discussed in Chapter 5, focusing on requirements classification and the development of scenarios for different future events.
5. Gaps:
- Examined in Chapter 6, exploring the identification and management of gaps in business strategies and processes.
6. Priorities:
- Explored in Chapter 7, with emphasis on decision-making processes and prioritization of business requirements.
7. Processes:
- Chapter 8 is specifically mentioned as not being covered in the 2024 script.
8. Planning & Budget:
- Outlined in Chapter 9, detailing the importance of planning, budgeting, and impact analysis.
9. Business Analysis Report:
- Covered in Chapter 10, focusing on the development and documentation of business analysis reports.
Each of these areas corresponds with learning objectives set out in the Cheat Sheet, indicating a comprehensive alignment of the course script with the intended educational goals for a Business Analysis course. This assessment ensures that the course script effectively covers the critical learning objectives necessary for students to understand and apply business analysis principles.
2) Me
Are there learning objectives not covered with the script?
ChatGPT
After comparing the detailed learning objectives from the "Cheat Sheet" with the content covered in the "BA_full_script_2024," the key objective not covered by the course script in 2024 is:
- Processes: This particular objective related to understanding and analyzing business processes is explicitly noted as not being covered in the 2024 version of the course script.
All other learning objectives listed in the Cheat Sheet are addressed within the course script across various chapters, ensuring a comprehensive exploration of key business analysis concepts and techniques. If you need more specific information or further analysis of how each objective is covered, feel free to ask!
3) Me
Where exactly the script speaks about the PESTEL analysis?
ChatGPT
The PESTEL analysis is referenced in the "BA_full_script_2024" file as part of the context and strategic analysis discussions. It is specifically mentioned in the learning objectives section, indicating that students are expected to apply PESTEL analysis in a case study to understand and analyze various strategic contexts【13:0†source】.
4) Me
Where exactly the script speaks about the RASCI?
ChatGPT
The RASCI model is mentioned in the "BA_full_script_2024" as part of a case study in the section on Priorities. This indicates that RASCI is used as a practical example or application within the broader discussion of managing and prioritizing requirements and stakeholder responsibilities【17:0†source】.
5) Me
Where the script develops the concept of requirements?
ChatGPT
The concept of requirements is developed in the "BA_full_script_2024" within various sections, focusing on understanding different types of requirements such as business, stakeholder, solution, functional, non-functional, and transition requirements. It also covers the differentiation between requirements and design, evaluating the success of stakeholder stories, and translating stakeholder needs into solution requirements and prototypes【21:1†source】.
6) Me
How could the script be improved to match yet better the learning objectives?
ChatGPT
To improve the "BA_full_script_2024" script to match the learning objectives more effectively, consider the following enhancements:
1. Incorporate Missing Content on Processes:
- Include a dedicated chapter or section on business processes, even if briefly, to address the missing content from the 2024 script. This could cover basics of process mapping, analysis, and improvement techniques.
2. Enhance Practical Applications:
- Increase the number of practical case studies and real-world examples linked directly to each learning objective. This would help students apply theoretical concepts to practical situations, especially in areas like PESTEL analysis, RASCI, and risk management.
3. Deepen Stakeholder Management Discussions:
- Expand discussions around stakeholder analysis and engagement strategies. Provide more detailed methods for identifying and prioritizing stakeholders, understanding their communication needs, and effective engagement techniques.
4. Further Detail on Analytical Tools:
- Introduce more detailed explanations and step-by-step guides on using specific business analysis tools such as SWOT, CATWOE, and the Fishbone Diagram. Demonstrations on how these tools are used in decision-making could enhance understanding.
5. Interactive Learning Elements:
- Incorporate interactive elements such as quizzes, interactive diagrams, or simulation exercises that allow students to engage with the material actively. This could help reinforce learning and allow for self-assessment.
6. Expand on Requirement Management:
- Provide a more in-depth exploration of requirement gathering, analysis, documentation, and management. Cover how to effectively manage requirements through their lifecycle, including traceability, changes, and alignment with business objectives.
7. Integration with Modern Business Practices:
- Update the curriculum to include discussions on how business analysis practices can be integrated with agile methodologies and digital transformation strategies.
8. Feedback and Revision Cycles:
- Implement a structured feedback system where students can provide insights on what topics need more clarity or depth. Use this feedback to continuously update and refine the script.
9. Professional Development and Tools:
- Offer guidance on professional development in business analysis, including certifications, further readings, and essential tools that are commonly used in the industry.
10. Focus on Soft Skills:
- Include a section on the development of soft skills crucial for business analysts, such as negotiation, conflict resolution, and persuasive communication.
These improvements could make the script more comprehensive, practical, and aligned with the needs of students preparing for careers in business analysis.
7) Me
Can you help me write the chapter on business processes?
ChatGPT
Certainly! Writing a chapter on business processes for your course script involves covering several key areas. Below is an outline with key points and explanations for each section that you might find useful for drafting the chapter:
Chapter: Business Processes
Introduction
- **Purpose**: Explain the importance of understanding business processes in the context of business analysis.
- **Objectives**: Outline what the reader will learn in this chapter, including process mapping, analysis, improvement, and integration.
Definition of Business Processes
- **Definition**: Clarify what business processes are and their role in organizations.
- **Types of Processes**: Differentiate between core, supporting, and management processes.
Process Mapping
- **Purpose**: Discuss the importance of visually documenting workflows and processes.
- **Tools**: Introduce common tools used for process mapping such as flowcharts, BPMN (Business Process Model and Notation), and swimlane diagrams.
- **Steps**: Provide a step-by-step guide to creating a process map, from data gathering to visualization.
Process Analysis
- **Goals**: Explain the objectives of process analysis, such as identifying bottlenecks, redundancies, and opportunities for improvement.
- **Techniques**: Cover techniques like value stream mapping, root cause analysis, and gap analysis.
- **Metrics**: Discuss key performance indicators (KPIs) used to evaluate process efficiency and effectiveness.
Process Improvement
- **Approaches**: Introduce methodologies for process improvement, including Lean, Six Sigma, and Total Quality Management (TQM).
- **Change Management**: Highlight the importance of managing change when improving processes, including stakeholder communication and training.
- **Case Study**: Provide a real-world example of a successful process improvement initiative.
Process Automation
- **Technology**: Discuss the role of technology in automating processes to increase efficiency and reduce errors.
- **Tools**: Briefly introduce common tools and platforms used for automation, such as RPA (Robotic Process Automation) and digital workflow systems.
- **Considerations**: Mention factors to consider when deciding to automate a process, such as cost, complexity, and potential ROI.
Integration of Processes
- **Interdependencies**: Explain how different business processes interact and depend on each other.
- **Alignment**: Discuss the importance of aligning processes with business strategy and objectives.
- **Systems Thinking**: Introduce the concept of systems thinking as a method for understanding the broader impact of changes to processes.
Conclusion
- **Summary**: Recap the key points discussed in the chapter.
- **Further Reading**: Suggest books, articles, and resources for deeper understanding.
- **Practical Exercises**: Offer exercises or projects for applying the knowledge gained in real-world scenarios.
Case Studies and Examples
- **Throughout the Chapter**: Integrate case studies and practical examples to illustrate concepts and motivate the theoretical content.
This structure provides a comprehensive overview of business processes within the context of business analysis, ensuring that the content is both informative and practical. If you need further details or specific content development for any of these sections, feel free to ask!
8) Me
Can you develop the example of a hotel analysing how to introduce a online check-in process replacing the traditional process based on paper forms?
ChatGPT
Certainly! Here’s a detailed example of how a hotel might analyze and introduce an online check-in process to replace the traditional paper-based system. This example can be used as a case study in the chapter on business processes:
Case Study: Implementing an Online Check-In System at a Hotel
Background
A medium-sized hotel has identified the need to modernize its check-in process. The traditional method, which relies on paper forms and manual entry by reception staff, has led to long wait times and guest dissatisfaction, particularly during peak hours.
Objective
The primary objective is to streamline the check-in process, reduce wait times, and improve guest satisfaction by implementing an online check-in system.
Process Mapping
**Current State Analysis**:
- Guests arrive and queue at the reception desk.
- Reception staff verify guest reservations using a computer system.
- Guests fill out paper forms with personal and payment information.
- Staff enter this information into the hotel’s management system.
- Guests receive room keys after all data is entered and verified.
**Proposed Online Check-In Process**:
- Guests receive an email with a link to the online check-in portal 48 hours before arrival.
- The link directs guests to a secure online form where they enter personal and payment details, which are automatically verified in real-time.
- Guests can opt to receive a digital key on their smartphones or collect a physical key from a kiosk in the hotel lobby.
- On arrival, guests bypass the traditional reception desk, going directly to their rooms or to a kiosk if a physical key is preferred.
Process Analysis
**Bottlenecks Identified**:
- Manual data entry is time-consuming and prone to errors.
- Physical queuing leads to guest congestion during peak check-in times.
**Opportunities for Improvement**:
- Pre-arrival data entry by guests can reduce processing time at check-in.
- Automation of data verification can minimize errors and speed up the process.
Process Improvement
**Implementation Steps**:
1. **Software Selection**: Choose a software provider specializing in online check-in systems for hotels.
2. **System Integration**: Integrate the online check-in system with the existing hotel management software to synchronize data seamlessly.
3. **Testing**: Conduct a pilot test with a small group of guests to refine the system and fix any issues.
4. **Staff Training**: Train staff on the new system, focusing on handling the kiosk and managing exceptions.
5. **Guest Communication**: Update the hotel’s booking confirmation emails and website to inform guests about the online check-in option.
**Change Management**:
- Communicate the benefits of the new system to both staff and guests to ensure buy-in.
- Provide clear instructions and support for guests using the online check-in system for the first time.
Process Automation
- **Automated Data Verification**: Implement real-time data verification to check the validity of personal and payment information as guests fill out the online form.
- **Digital Key Delivery**: Offer a digital key option through the hotel’s mobile app, allowing guests direct access to their rooms using their smartphones.
Evaluation
**Metrics to Measure Success**:
- Reduction in average check-in time per guest.
- Decrease in guest complaints related to check-in waits.
- Increase in guest satisfaction scores on post-stay surveys.
**Feedback Loop**:
- Regularly review guest feedback to identify areas for further improvement.
- Monitor system performance and make adjustments as necessary to maintain efficiency and guest satisfaction.
This case study provides a comprehensive view of how the hotel can transition from a traditional check-in process to an innovative, technology-driven solution. It outlines the steps involved in analyzing, designing, and implementing a new business process, emphasizing the importance of process mapping, analysis, improvement, and automation in achieving operational excellence.