An effective approach to conducting a gap analysis
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In my earlier blog you were able to read about The "Business Analysis Core Concept Model™," from IIBA, a useful tool for high-level, impact analysis. This analysis may result in the need for detailed gap analysis.

What is a gap analysis?

A gap analysis helps determine how an organization can achieve its stated goals. This could be about implementing a new CRM system or complying with new privacy laws. In a gap analysis, you compare the current situation (ist) with the desired situation (soll). The difference between these two situations, the gap, shows the impact on the organization and what needs to be done to achieve the set goals.

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How do you tackle a gap analysis?

A structured approach is essential in a gap analysis. It is also important to document an analysis. There are all kinds of templates available for this. Valid's Business and Information Analysts also use a Business Analysis template to document it thoroughly.

This involves the following steps:

  1. Analysis of the current situation (ist)
  2. Analysis of the future, desired situation (soll)
  3. Mapping the gap
  4. Conclusions and recommendations

SCOPAFIJTH: Complete and clear

To make sure that all aspects within the organization are looked at and you do not forget any crucial issues, it is recommended to use SCOPAFIJTH in the analysis as well as in the gap mapping. SCOPAFIJTH is an acronym for the most common supporting processes in an organization and stands for: Security, Communication, Organization, Processes, Administrative Organization, Financial, Information, Technology and Housing.

Aspect Example
Security: securing data and protecting physical and digital property Verify that the new system meets the organization's stated security standards, such as data encryption and access control
Communication: The impact on internal and external communication and the communication channels used Check if anything needs to change in terms of communication with stakeholders. For example, intranet, the website, mailings
Organization: The layout of the organization, including responsibilities, authority, cooperation and tasks Look at the layout of the organizational units and to what extent they match the processes to be performed. Where are the responsibilities, is the range of tasks clear, etc.?
Personnel: The impact on employees, competencies and training needed, and FTEs required Consider whether changes are needed in the workforce. Are new positions or roles needed? Are any employees redundant?
Administrative organization: The impact on processes and work instructions. Check whether processes and work instructions need to be adjusted. But also whether new KPIs and reports are needed, for example.
Financial: The costs, benefits and budget Find out what the investment is and what benefits are in return. Also check what the budget is for implementing the project
Information: Customer information, operational information and management information, including definitions and interpretations Check if new data is created or if data is processed differently. Check whether management reports and operational reports need to be adjusted accordingly
Legal: The impact of laws and regulations Check the organization's compliance with laws and regulations. Do not forget requirements imposed by controlling bodies and authorities
Technology: The impact of technology on business processes, including required hardware and software Check what IT infrastructure requirements there are to implement the new system, for example.
Housing: office logistics, workstations and facilities such as printers Check if there is enough space for the new server, check if new printers are needed and if the workstations are still adequate

For each aspect listed above, you describe the current and desired situation. In addition, you describe the actions to be taken to get from the current to the desired situation. Then you describe the conclusions and recommendations. On this basis, the organization can decide whether to follow up, for example by starting a project.

This blog has given you an idea of how to approach a gap analysis. Is your organization running into problems with change analysis? We are happy to help you with our expertise and experience in successfully implementing change within your organization.

For more information contact Wendy Groven - Hogenboom.

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