Digital transformation projects continue to struggle, with studies showing that as few as 16% of initiatives fully achieve their objectives. The culprit? A persistent translation gap between strategic business goals and technical implementation.

However, organisations are discovering that AI-powered business analysts offer a solution to bridge this critical divide.

We held a webinar exploring how combining traditional business analysis skills with artificial intelligence capabilities can transform project outcomes.

Event panellists

• Matt Rawlins, Director of Growth: Data and Technology, Kaplan
• Michael Lafferty, Head of Data and Technology Apprenticeships, Kaplan
• Chiraag Swaly, Head of Data and Technology Curriculum, Kaplan
• Tia Roberts, Systems Analyst, Park Holidays

Matt Rawlins studied for his ACCA qualification at Kaplan from the age of 18. He joined us in December 2006, following his passion for education. Now, he serves as Director of Growth, where his role is centred on supporting businesses to develop the digital and data skills they need to thrive.

Bringing over 20 years of combined experience in digital and IT apprenticeships, Michael Lafferty and Chiraag Swaly have collaborated extensively in their roles at Kaplan. Their deep background in technology and curriculum development includes partnering with numerous major training providers to develop technology-focused apprenticeship programmes.

Our guest, Tia Roberts, has recently qualified as a Business Analyst through our Business Analyst Level 4 apprenticeship. She’s passionate about delivering impactful projects across Finance, IT and HR functions.

The critical needs for AI-enhanced business analysts

Michael shared how AI transformation isn’t simply about installing new software or hardware - it’s fundamentally about changing how people think, work, and collaborate. Technology serves as the enabler, but real change happens at human level.

Common transformation challenges include:

• Resistant to change and fear amongst teams
• Lack of clear communication and vision from leadership
• Cultural silos within organisations
• Insufficient data skills development and support
• Slow decision-making cycles
• Misalignment between IT and business teams

Michael explained how an AI-powered business analyst can address these issues by turning data into insights, then insights into action much more quickly than traditional methods allow.

From traditional documentation to strategic partnership

AI-powered business analysts combine traditional analytical skills with advanced AI capabilities. Unlike conventional analysts, who rely primarily on historical data and manual processes, these professionals leverage machine learning algorithms, predictive analytics, and automated data processing to generate insights at unprecedented speed and scale.

Traditional business analyst tool kit

Michael provides insight into a traditional BA’s responsibilities. This involves:

• Running stakeholder interviews
• Facilitating workshops
• Detailed process mapping, using tools like Visio
• Authoring a comprehensive requirements document (which describes the features, functions, and objectives of a process).

Chiraag expanded on this by sharing that while these fundamentals remain valuable, AI transforms the role by adding speed and intelligence. Instead of spending weeks to gather requirements, AI-enabled analysts can:

• Use prompt engineering to extract key themes from stakeholder transcripts
• Identify contradictions and draft initial user stories automatically
• Complete analysis that previously took days in just hours
• Create clear data visualisations and prototypes instantly.

Practical AI applications in Business Analysis

Tia shared how the beginning of her role required a lot of manual note-taking to analyse them later to identify user requirements. Now, she leverages AI tools to transcribe and record meetings.

This enables her to merge her manual notes with key themes extracted by AI, allowing for a swift assessment of the most and least recurring themes and accelerating the process for her team.

Chiraag talks through more real-world implementation, which shows impressive results:

Traditional requirements gathering (2-3 weeks):

• Multiple stakeholder interviews
• Manual note-taking and transcription
• Time-intensive analysis
• Lengthy documentation cycles

AI-assisted approach (2-3 days):

• Automated transcription using tools like Fathom
• AI-powered theme extraction
• Rapid contradiction identification
• Instant visualisation creation

The dramatic efficiency gain stems from three key improvements:

1. Faster discovery cycles through automated transcript analysis
2. More robust findings driven by genuine data analysis rather than intuition
3. Reduced handoffs with clearer communication between business and technical teams.

Pathways that business leaders should be considering

To strengthen the workforce by upskilling and reskilling professionals like business analysts, organisations typically consider three main pathways:

Upskilling and reskilling existing colleagues

• Advantages: Leverages existing company knowledge, fosters loyalty, and is often cost-effective.
• Considerations: Requires time and commitment from both the employer and professional.

Hiring candidates externally

• Advantages: Brings in new perspectives and high level of expertise immediately.
• Considerations: Expensive, competitive market for top talent, risk of a poor cultural fit.

Apprenticeship training (can be used to reskill and upskill the existing workforce and new hires)

• Advantages: Structured skill development, cost-effective (especially with the apprenticeship levy), creates loyal professionals who understand the business.
• Considerations: Longer term investment in time and effort to nurture and mentor the talent.

Chiraag explains how the most resilient approach combines multiple strategies rather than relying on a single solution. Successful organisations upskill core internal talent whilst strategically hiring for specific senior roles and building future pipelines through apprenticeships.

Measuring the business impact

Michael shares a dashboard that helps businesses connect business analysis activities to business values and outcomes.

Taken from the original webinar - Translating BA work into business value: A KPI dashboard

Consider tracking these key performance indicators:

Operational efficiency

• Consider a KPI of cycle time reduction
• Process bottleneck identification through AI-powered analysis

Quality and cost reduction

• Defect leakage rate improvements
• Clear requirements reducing rework necessity

Growth and innovation

• Incremental revenue opportunity pipeline
• Market data analysis revealing unmet customer needs

Customer value

• Net Promoter Score (NPS) improvements
• Data-driven identification of customer pain points.

Addressing implementation concerns

The panellists answered some additional questions.

How do you convince sceptical managers?

Move conversations away from technology jargon towards business outcomes. Focus on solving existing pain points like clearing project backlogs faster or reducing development team rework.

What about data security?

Safety depends on the implementation approach. Avoiding public versions of AI for any company data. Instead, invest in enterprise licenses that store data securely and don’t train on external models.

Are there eligibility considerations for the Business Analyst with AI apprenticeship?

If team members have completed a business analysis apprenticeship previously, our AI-enhanced programmes may not be suitable as they cover the fundamental BA skills.

However, we offer flexible training options, including bespoke organisational solutions and open-market courses.

Transform your workforce

Ready to explore how AI-powered business analysts can drive better outcomes for your organisation? Our data and technology apprenticeship programmes include comprehensive AI training, providing a structured pathway to build this critical capability.

Contact our team to discuss your specific requirements and discover how we can help you develop the analytical talent your digital transformation demands.