Gap Analysis
Gap Analysis is a comparison technique used primarily to identify the difference between the current state ('as-is') and the desired future state ('to-be') of an organization or a specific business function. This technique is often employed during the Needs Assessment phase of a project.
Current State Assessment
The analysis starts by evaluating the current state of the organization, considering various elements like processes, systems, personnel, and other environmental factors.
The goal is to provide a comprehensive understanding of how the organization or system currently operates.
Future State Assessment
Following the current state assessment, the future state is explored, focusing on the capabilities or features needed to address the identified business problem or seize an opportunity.
This may include changes to processes, addition of new systems, organizational restructuring, or any other modifications that would be required to meet the objectives.
Identifying the Gap
The essence of gap analysis is in comparing these two states. Required capabilities for the future state are weighed against what exists in the current state.
The "gap" is essentially the set of missing capabilities or features that need to be developed, acquired, or optimized to transition from the current state to the future state.
Importance and Use Cases
Gap Analysis is a crucial tool for business analysts as it helps in the identification of what needs to be done to move from one state to another.
It forms the basis for defining the scope of work, setting project objectives, and planning out the steps needed for implementation.
Further Application
Gap analysis is not limited to just organizational assessment; it can be applied to software, business processes, and various other operational areas.
The results of a gap analysis are often presented in a Gap Analysis Report, which details the findings and suggests actionable steps to bridge the gap.
By providing a clear depiction of where an organization stands and where it needs to go, Gap Analysis serves as an invaluable tool for decision-makers to allocate resources effectively, prioritize tasks, and create a strategic plan to achieve business objectives.