What Is a Business Analyst and What Is Their Role in an IT Project

Launching a software project without truly understanding the business needs means exposing yourself to cost overruns, features that don’t meet actual needs, and frustrated end users.

That is precisely why the business analyst role exists. In Quebec, this professional plays a pivotal role in IT projects by bridging the organization’s challenges and needs with the technological solutions to be developed.

In this article, you’ll learn what a business analyst actually does, how this role differs from that of a project manager, what their day-to-day work looks like, and why their contribution has become even more strategic in artificial intelligence projects.

What is a business analyst?

A business analyst is a professional who identifies an organization’s needs and translates them into concrete solutions, generally technological ones. According to the International Institute of Business Analysis (IIBA), business analysis is the practice of enabling change in an organization by defining needs and recommending solutions that deliver value to stakeholders.

In an IT project, the business analyst gets involved well before the first line of code. They meet with stakeholders, observe processes, document business rules, and structure everything that needs to be built.

Their objective is simple: to ensure that the solution being developed will truly support the company’s business goals, rather than an approximate interpretation of its needs.

The business analyst’s main responsibilities

The role varies depending on the size of the organization and the nature of the project, but certain responsibilities come up in almost every mandate:

• Analyzing how an organization works and mapping its current processes

• Gathering requirements from users, managers, and other stakeholders

• Documenting processes, business rules, and functional requirements

• Recommending improvements or solutions suited to the context

• Collaborating with development, design, management, and client teams

• Validating that the proposed design aligns with the original business need

• Ensuring that technical teams understand what they need to build

• Making sure the final solution achieves the intended objectives

The business analyst is also often the person who writes the custom software requirements specification, a central document that serves as a reference for the entire project team.

Business analyst vs. project manager

These two roles are often confused, especially in SMEs where the same person may wear both hats. However, their areas of responsibility are distinct.

The business analyst focuses on the what and the why. The project manager, meanwhile, focuses on the how, the when, and the who.

In some Quebec agencies specializing in custom software, these two roles sometimes overlap to improve efficiency. The same person may act as both business analyst and project manager at the same time. They must then understand the business needs in depth while also coordinating project delivery.

This approach works particularly well for small to mid-sized mandates, where direct communication between the client and the person responsible for the project speeds up decision-making.

Not sure how to structure your project team? Talk to our specialists to assess the setup best suited to your context.

What does a business analyst do on a daily basis?

A business analyst’s day-to-day work is rarely linear. A day may begin with a meeting with stakeholders who want to share their needs and end with a validation session with a developer.

In practical terms, they lead co-creation workshops with the client to explore solutions, carry out needs analyses with stakeholders and the technical team, and then translate those discussions into documented functional specifications. When the project requires it, they take part in mockup validation with designers and contribute to the writing of user stories, since those stories stem directly from the business need they have defined.

At the end of the cycle, they perform functional acceptance testing to validate that what was delivered matches what was requested, and they support the client all the way through to production deployment.

This versatility requires a broad skill set: active listening, synthesis, the ability to explain technical concepts clearly, and an understanding of business issues. The business analyst must also know how to navigate among stakeholders with very different profiles, from the executive speaking in strategic terms to the user describing a daily pain point, all the way to the employee in the field who will need to use the application or software being developed.

This is also the person who ensures the software project’s return on investment is maximized. Through their analysis of business needs and the organization’s objectives, they help prioritize the features that generate the most value. This approach avoids developing features that are rarely used or offer limited return, and instead focuses efforts on the elements that have a concrete, measurable impact for the business.

To go further on this topic, read our article on calculating software ROI.

Why the business analyst is essential in an AI project

With the rise of artificial intelligence, the role of the business analyst is taking on even greater importance. AI amplifies the risks associated with a poor understanding of the problem at the outset.

In a traditional software project, weak needs analysis leads to underused features, budget overruns, and frustration among end users. In an AI project, the consequences are often more serious: poorly trained models, inadequate or poorly structured data, unreliable automations, inconsistent results, and low adoption by teams.

The business analyst helps turn a vague intention, such as “we want to use AI,” into concrete objectives. They ask the right questions: which tasks actually need to be automated? What data is available, and of what quality? What results are expected? Which processes will need to change? What are the risks? How will success be measured?

This rigour upfront often makes the difference between an AI project that delivers value and one that stalls. Solid scoping also helps in choosing the right technologies, estimating costs more accurately, and planning the support required for adoption.

The business analyst also becomes a valuable ally in data governance. They help identify reliable sources, document their origin, and flag areas where data quality could compromise model results. To better understand how to frame this type of mandate, explore our custom artificial intelligence services.

Conclusion

The business analyst is not just another intermediary in an IT project. They are the professional who ensures the solution being developed will solve a real problem, for the right people, with a real return on investment.

Whether it’s for custom software, a management tool, or an artificial intelligence project, their contribution is what turns an idea into a concrete, sustainable delivery. Their work reduces risk, speeds up decision-making, and improves user adoption.

Are you planning an IT project and looking to validate that your needs are clearly defined? Speak with a business analysis expert to start on solid footing.

FAQ

What is the difference between a business analyst and a functional analyst?

The business analyst identifies the organization’s needs, priorities, and objectives in order to maximize the project’s value. The functional analyst then turns those needs into detailed specifications to guide the development team. In some SMEs, the same person may fill both roles.

What education is required to become a business analyst in Quebec?

Most business analysts in Quebec hold a bachelor’s degree in administration, information technology, management information systems, or information systems. Some universities also offer specialized business analysis streams. Certifications such as the IIBA’s ECBA, CCBA, or CBAP can also strengthen a professional profile.

When should you bring in a business analyst?

As soon as an IT project involves multiple stakeholders, complex processes, or a significant budget, business analysis becomes a worthwhile investment. This is especially true for custom software projects, modernization of existing systems, and artificial intelligence integration. In these cases, an initial misunderstanding of the need can become costly in rework, added delays, and frustration for the teams involved.