Fit/Gap Analysis

Buying or developing a new system is always a gamble unless you have clear data in hand. A Fit/Gap analysis is the tool that answers the most critical question for both you and your customer: "To what extent does our current (or requested) solution align with what the business actually needs?"

This template serves as a basis for pricing, development prioritization, and a candid dialogue between the sales representative, the analyst, and the end user.

What is the Primary Purpose of this Analysis?

The primary goal is to assess the alignment (Fit) of an existing application against new requirements. Where alignment is missing (Gap), it creates space to propose modifications, process changes, or the development of new functionalities. It is the best prevention against nasty surprises during the implementation phase.

How to work with the template & What’s inside?

1.Defining Areas and Requirements: Requirements are categorized into logical areas (e.g., CRM, Reporting, Warehouse Management). A clear description of each requirement is fundamental—it must be understandable for both the business stakeholders and the developers who will be estimating the effort.

2. FIT Assessment: How well does it match? For every requirement, we define the degree of alignment. This shows us whether the system's standard features cover the customer's needs without the need for custom programming, or if only a minor configuration is required.

3. GAP Assessment: Identifying the Pain Points. If the system does not meet a requirement, we evaluate the severity of the "Gap" on the following scale:

  • Good: A small difference, easily resolved.
  • Average: Moderate adjustment, requires deeper analysis or configuration.
  • Poor: Critical deficiency that requires custom development or a fundamental process change.

4. Notes & Valuation: The Path to a Solution. This column serves to describe how to bridge the gap. Here, the analyst proposes a specific course of action (workaround, new module, integration), and the sales representative can immediately add a rough cost estimate. As a result, the customer can see right away what "fulfilling their wishes" will realistically cost.

Projectman’s Field Recommendations

Not all "Gaps" need to be solved through programming. Often, it is cheaper and more efficient to change an internal process to fit the system's standard. A Fit/Gap analysis provides the data you need to make these compromises rationally, based on facts rather than emotions.

At Projectman, we believe that clarity makes for strong partnerships. With a Fit/Gap analysis, you bring order to your requirements and ensure that the final solution is a true "fit" for the customer.

Fit/Gap Analysis
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