GAP ANALYSIS

Gap analysis
Gap Analysis is all about evaluating and improving business performance. In the research, gap analysis is the study of the differences between two different systems or applications, often for the purpose of determining how to get from one state to a new state. A gap is sometimes spoken of as "the space between where we are and where we want to be." Gap analysis is undertaken as a means of bridging that space.
A gap analysis may include the following steps:
1. Review System
Review of the current information system or application in order to understand the processing, features or system currently in place.
2. Develop Requirements
Development of the requirements needed by the 'new system'. This may be in the form of a strategic objective that the organisation wishes to implement. This strategic objective may allow the organisation to increase their competitive advantages, or improve the technology and efficiency of their practices and procedures.
The proposed system may include:
• Restructuring the current system in order to become compliant with a new system standard or organisation requirement
• Updating the hardware of the system. For example, the current hardware may be outdated, inefficient and unable to handle the capacity needs of the organisation.
• Updating the software of the system. The applications used by the organisation may not have the functionality required. There may be a newer version of the software that incorporates added features and is a 'better fit' for the organisation's requirements.
• Restructuring of documents, files or information so that it is more accessible.
• An e-commerce website that enables customers to purchase products online.
• New technology may become available, ie, a new invention, or reduction in price of a product to be more affordable for the organisation. This 'new technology' may enable the organisation to improve efficiency or productivity.
• Creating new applications for use by the organisation. For example, a new database may need to be created to contain all of the organisation's data.
3. Comparison
A comparison of the current element of the system and the new system requirements or objectives will give an idea of whether a 'gap' exists. If there is a gap there will be discrepancies between what the organisation wants and what they already have in place.
The gap analysis allows us to discover how to get from one state to a new state. This comparison may take the form of a 'Gap - Yes/No' column , to identify where the gaps exist for each element.
4. Implications
Implications of introducing the item being evaluated. The risks and impacts of introducing/ implementing the item. More information regarding this step is contained in the resource Develop Action Plans.
5. Recommendations
The last step in the gap analysis is to make recommendations to identify the items or solutions needed to 'fill' the gap, if a gap exists. More information regarding this step is contained in resource Develop Action Plans.
Limited Gap Analysis Template
The template shown below, is another example of a gap analysis template. This is the template that will be followed hereon in. This template can be used to record the information gathered from the gap analysis. This is expanded further in the resource Develop Action Plans.
Example: Another Gap Analysis Table
Objectives
Test/ check/ evaluate/ confirm a specified condition or situation.
Findings
The results of performing the test/ check/ evaluation/ confirmation
An example of a gap analysis following the format of the template in Example 2 above can be found in Compare Information related to current operational practices previously.
Summary
Gap analysis allows the organisation to compare an 'as is' scenario with a desired 'future state'. Gap analysis generally follows 5 steps: reviewing a current as is system; determining requirements of the proposed future state system and comparing these two states in order to determine the implications and requirements involved in getting from one state as is, to the other future state.