subject: CLEARING UP GAP ANALYSIS MISCONCEPTIONS [print this page] By Carole Embden-Peterson By Carole Embden-Peterson
Some information technology personnel might find the prospect of writing documents daunting. Just show me a computer, give me any application, that's a breeze. Write a plan? A proposal? A gap what?
It's not as difficult as it may seem. Once you know what it's for, and what is the goal, you should be able to figure out exactly what to write.
Recent statistics show an alarming trend in the failure of IT projects. The Standish Group, an independent research organization in a recent study noted that:
33% of all software projects fail
40% of all software projects come in late or over budget
A number of reasons have been cited for these project failures. Among them:
Scope creep
Unreasonable expectations
Poor project management
A gap analysis conducted before project startup could help alleviate project failures or problems.
A gap analysis is used to compare two items and identify the differences between them. The most frequent comparison is to compare the requirements of a system to an actual working system.
Gap analysis identifies gaps between the requirements identified and the exiting applications. An enhancement strategy is developed to address these gaps.
The difference between the existing system and the requirements, the "gap," is supported by recommendations.
Prioritizing those recommendations forms the basis of the implementation steps in a project plan.
This gap analysis should not be confused with a quality related assessment (audit) since it is more comprehensive.
It is also more open, but in a structured forum. It also involves input from senior level management and other key personnel.
A gap analysis is not only an IT related activity. It is not restricted by the type of product or service that an enterprise furnishes, nor is it limited by industry.
A gap analysis can also be used to provide better focus to existing activities such as: training or supplier relationships. It can be used to:
(a) assist in the implementation of change.
(b) identify areas for improvement of existing practices.
(c) build trust and align philosophies.
This process has five steps. They are:
Step 1: Identifying the business rules related to the project.
Step 2: Analyzing these business rules.
Step 3: Assessing the importance and value of these rules.
Step 4: Comparing the systems/process to find the gap.
Step 5: Detailing a plan on how the gap is to be closed.
You can layout your gap analysis any way you choose. The important issue is to ensure that the information is presented accurately.
