When you're assigned to a project,
do you find it challenging to visualize what the future state looks like or to
get stakeholders to articulate requirements? If so, you need to perform a gap analysis.
Hi, everyone I'm Dr. White. The founder of The Business Analysis
Doctor. Today we’ll be discussing how to perform a gap analysis. But before
we get started in be sure to subscribe and like this video if you find it helpful!!!!
A gap analysis is a fundamental component of any business analysis activity. It serves as a
roadmap to the requirement elicitation process. So let’s talk about what a gap analysis is.
What is a Gap Analysis:
As gap analysis is an analysis of the current state, the definition of the future state,
and the events or activities that need to happen
in order to transition from the current to the future state.
The function of the gap analysis is to identify the gaps that are preventing
the business from achieving the goals in the future state.
It can help scope the type of changes that are needed as well as areas where
new requirements and capabilities will need to be implemented.
The output of the gap analysis is usually a change
strategy, which will outline the requirements of the initiative.
Steps to Perform a Gap Analysis in Business Analysis:
Step 1 - Define the problem you are trying to solve or the opportunity,
you want to take advantage of.
Step 2 - Determine the business goals,
objectives, and outcomes. These are your business requirements.
From a BA perspective, these will come from the stakeholders, however, you want to ensure,
these items, are clearly articulated, that there is a shared understanding of these items and
that the objectives are measurable.
Step 3 - Analyze the current state – This can be done in a few different ways.
To prepare yourself, start with a document analysis of any available process maps,
procedures, job aids, or org charts to give get some additional content of the situation.
Then perform observation or shadowing activities for all
of the areas involved in the change if possible.
Then model or document the current process focusing on the process related to the initiative.
Step 4 - Define the “ideal” future state
This should be determined by stakeholders; however,
the BA should facilitate the discovery of this.
Most stakeholders will find this challenging because they
are inclined to consider the current technology.
You will need to encourage them to define the
ideal state if technology and resources had no limitations.
For the stakeholders who are having challenges navigating through the
ideal stake, a more formal approach such as a value stream map may be necessary.
If the initiative is driven by a problem that is not fully known, then techniques such as a
root cause analysis may need to be performed to facilitate defining the future state.
Using the same techniques to model or describe both the current and future
state will simplify the comparison of the two.
Step 5 - Identify the Gap
Describe the functions and capabilities from the
desired future state that don’t exist in the current state.
This should form a list of the gap items.
Classify the gap item by categories such as resources,
organizational structure, technology, and functions.
After categorizing each item, group the items based on their category.
Items that fall under resources, and structure will outline transition requirements, while items
categorized as technology and functions will shape your stakeholder requirements or user stories.
Used the items on the list to form a Change strategy, which will include the key
activities that will need to take place in order to transition to the future state.
Once the change strategy is analyzed and refined, it will serve as an input for key business
analysis deliverables such as a business case, BRD, stakeholder requirements, or user stories.
In addition to the techniques mentioned earlier, some additional techniques that
can assist in performing a gap analysis include a SWOT analysis, Mckinsey 7S,
business capability analysis, brainstorming, or risk analysis.
Well, there you have it, folks! Those are the 5 steps to perform a gap analysis in
business analysis. I hope you can use this information on your next
project to make your business analysis activities just a little healthier.
Be sure to check out our website thebadoc.com
I hope you all have a productive and prosperous week, and I wish you the best until next time!
bye now